Academic Regulations Governing Postgraduate Degrees by Research and Thesis

13. Transfer from Masters to PhD Register / Formal Review of PhD and Track Students

In this section:

1. Transfer from Masters to PhD Register
2. Formal Review of Progress of PhD and PhD-track students

1. Transfer from Masters to PhD Register

Application for transfer from the masters register to the PhD register may not normally be made less than one year after the effective Master's registration date. Such applications must be supported by the candidate's supervisor and will be subject to satisfactory performance in an oral examination conducted jointly by the supervisor and another internal examiner. In determining whether or not such transfer shall take place, Academic Council will require evidence that the candidate's progress to date has been satisfactory and that the programme of research envisaged provides a satisfactory basis for work at PhD standard. Candidates transferred to the PhD register will be granted appropriate retrospection normally to the date of original registration   

Criteria for transfer from the masters to the PhD register include a clear understanding of the background and aims, evidence that research skills are being acquired and that the student has made satisfactory progress to date, and, from the results obtained, a clear indication that there is a foundation for a PhD in the project

1. The candidate must be registered for the degree of MA or MEd by research in the College for at least one academic year before a transfer can be considered
2. The supervisor must inform the Office of the Dean of Research and Humanities at least three months in advance of the transfer exam by completing the relevant form (PGR3). This is available from the Administrator, Office of Dean of Research and Humanities (henceforth referred to as the ‘Administrator').
3. The candidate must complete the relevant section of the PGR3 form and submit it, together with a report, to the Administrator at least three months before the proposed transfer. The report accompanying PGR3 should outline evidence of a substantial body of work already undertaken and should be supported by evidence that the subject is suitable for a PhD in terms of depth, scope and originality
4. Please note that it is the responsibility of the candidate to ensure that IT aids and equipment (if required) are in place at the venue. The candidate should contact the Administrator at 01 8842149 at least one week before the transfer date to book such equipment, for instance a lap top computer.
5. The internal supervisor, Head of Department, an Independent Chairperson (normally the Dean of Research or her nominee) as well as an expert external to the college will participate in the transfer procedure.
6. The nominated Examiner, together with the Head of Department, are required to evaluate critically the report submitted by the candidate on the programme of research carried out to date; to conduct an oral examination to determine progress, potential and suitability for transfer; and to ascertain whether or not the future work envisaged is likely to be appropriate to merit consideration for the award of a PhD.
7. The Office of the Dean of Research and Humanities will informally ascertain the availability of the external examiner for the purpose of the procedure. Once a date has been agreed upon, all parties will be formally notified and relevant documentation and procedures for the transfer will be circulated to the Head of Department, external examiner and supervisor.
8. Please note that if a candidate wishes to register as a doctoral student in any academic year, the latest date that a transfer can take place is the middle of September.
9. The Office of the Dean of Research and Humanities will formally notify all parties involved of the outcome of the transfer procedure
10. Candidates transferred to the PhD register will be granted appropriate retrospection normally to the date of original registration. 

2. Formal Review of Progress of PhD and PhD-track students

Application for formal review of progress of PhD and PhD-track students may not normally be made less than one year after registration date. Such applications must be supported by the candidate's supervisor and Head of Department and will be subject to satisfactory performance in an oral examination conducted jointly by the supervisor and another internal examiner. In determining whether or not such transfer shall take place, Academic Council will require evidence that the candidate's progress to date has been satisfactory and that the programme of research envisaged provides a satisfactory basis for work at PhD standard.

Criteria for formal review of progress of PhD and PhD-track students include a clear understanding of the background and aims, evidence that research skills are being acquired and that the student has made satisfactory progress to date, and, from the results obtained, a clear indication that there is a foundation for a PhD in the project.

The review process will consist of an examination of the written body of work submitted by the candidate and an oral examination based on this submission.

1. The candidate must be registered in the College for at least one academic year before a formal review of progress of a PhD or PhD-track student can be considered
2. The primary supervisor must inform the office of the dean of research at least three months in advance of the exam by completing the relevant form (PGR3). This is available from the administrator, Office of Dean of Research.
3. The candidate must complete the relevant section of the PGR form and submit it, together with a report, to the administrator at least three months before the proposed transfer. The report accompanying PGR3 should outline evidence of a substantial body of work already undertaken, together with a brief thesis statement, a table of contents, and a summary of the work on the dissertation completed to date. The submission should offer evidence that the subject is suitable for a PhD in terms of depth, scope and originality.
4. Please note that it is the responsibility of the candidate to ensure that IT equipment (if required) are in place at the venue. The candidate should contact the administrator at 01 884 2149 at least one week before the date to book such equipment, for instance a laptop computer.
5. The internal supervisor, Head of Department or nominee, and an Independent Chairperson (normally the dean of research or her nominee). The HoD may nominate an expert external to the College to participate in the transfer procedure.
6. The nominated Examiner, together with the Head of Department or nominee, are required
• to evaluate critically the report submitted by the candidate on the programme of research carried out to date;
• to conduct an oral examination to determine progress, potential and suitability for transfer (A student may make a brief presentation at the oral examination, of c. 10 minutes' duration, but this is not compulsory); and
• to ascertain whether or not the future work envisaged is likely to be appropriate to merit consideration for the award of a PhD.
7. Once a date has been agreed upon, all parties will be formally notified and relevant documentation and procedures for the transfer will be circulated to the Head of Department, external examiner and supervisor.
8. Examiners will submit a brief report outlining the outcome of the review. (see guidelines on examiners’ reports.)
9. The Office of the Dean of Research will notify all parties involved of the outcome of the procedure
10. Candidates transferred to the PhD register will be granted appropriate retrospection normally to the date of original registration.

Last Updated: Monday January 11 2010