Guidelines for Supervisors of Research Degrees

DCU regulations relating to graduate degrees, to which St Patrick's College adheres, state that:

• to advise the student on the selection of the research topic and the nature and quality of the programme of research to be undertaken;
• to ensure that the student acquires training in the methodology of research and scholarship and in the skills necessary for sustained independent effort;
• to provide contact and guidance through regular and systematic meetings; to request regular written submissions as appropriate and to provide constructive evaluation and criticism in reasonable time;
• to ensure that the student is made aware of any inadequacies of progress or standards below that expected for the degree registered and where necessary, to advise on withdrawal from the programme;
• to liaise with the external supervisor of the co-operating establishment;
• to advise on the methodology and form of presentation of the thesis and its subsequent examination;
• to advise the registrar’s office, through the submission of annual written reports, of the candidate's progress. These reports should include details of the frequency of contact maintained with the candidate and an appraisal of the progress of the work to date. (Academic regulations for postgraduate degrees by research & thesis 5. Supervision of programmes of research no. 4)

This document is intended to make available additional information that may assist students, supervisors and heads of departments in ensuring that the highest standards of research degree supervision are maintained. However, practices and procedures are subject to change to take account of changes in regulations, IUQB recommendations etc.

AIMS

The main goals of graduate supervision are that

• the candidate successfully completes the degree which, in the case of a doctorate, makes a significant and original contribution to knowledge
• the candidature is a challenging, stimulating and rewarding experience for candidates, supervisors and the academic community of the College
• candidates acquire excellent research skills, have career prospects and are equipped to make a continuing and valuable contribution both to their fields of study and to society.

On completion of their degree programmes, it is expected that graduates will

• be able to devise and implement research programmes independently
• be capable of independent thought and analysis
• be able to communicate their findings clearly in oral and written presentations
• have acquired an excellent understanding of, and competence in the use of, appropriate research methods
• have indicated their deep understanding of the ethical issues relevant to their research.

ETHICS

• Supervisors will ensure that students are apprised of guidelines in relation to ethical practice.
• They will maintain a professional demeanour in their dealing with research students and their work.

MAXIMUM NUMBER OF RESEARCH STUDENTS

• It is SPCD policy that at present the number of research students supervised by any one member of academic staff should not exceed five, including auxiliary supervision.

SUPERVISORS

• The role of the supervisor is to monitor, judge and evaluate the progress of a student’s work.
• While research students are expected to be self-motivated, supervisors will be encouraging and affirmative whenever possible, but especially in the early stages of the dissertation. 
• They will ensure that students are aware of good research practice, especially as they relate to plagiarism, confidentiality, and appropriate research procedures.
• Supervisors will supervise dissertations only in areas in which they have proven expertise.

SUPERVISORS AND AUXILIARY AND EXTERNAL SUPERVISORS

• Students who are not members of staff are allocated a principal supervisor and an auxiliary supervisor after consultation with the parties concerned and with the head of the relevant department. Students may consult with both supervisors, but the ultimate arbiter of standards is the former.
• Where a student is a member of staff, she/he is allocated an additional, external supervisor, who shall co-supervise with the internal supervisor. However, the decision to recommend the submission of a dissertation for examination rests with the internal supervisor, who shall consult his/her external colleague.
• In all cases where a supervisor is not a member of academic staff, a current member of staff will be appointed to participate in the task of supervision. This person will liaise at least once a semester with the student and the (retired) supervisor. The internal liaising supervisor should be involved in the process of deciding a student's readiness to undergo a formal review or to submit a dissertation for examination, or if any difficulties arise. This liaising supervisor will also participate in the process of identifying and nominating a suitable examiner. S/he will make a brief annual report to the Office of the Dean of research confirming his/her satisfaction with progress.

DEPARTMENTAL RESPONSIBILITIES

• Academic departments should take steps to ensure that there is no conflict of interest between the supervisor and the student. Supervisors should not be engaged in assessing or supervising the research of students with whom they have a close personal relationship, which could give rise to undue advantage or disadvantage. Supervisors, both actual and potential, will advise their heads of department of any such relationship.
• Supervisors will be responsible to the head of the department and to the Chair of the College Research Committee as appropriate, for the supervision of students in their charge.
• The College and its academic departments will, insofar as is practicable, provide opportunities to assist academic staff in improving their understanding and skill in the supervision of postgraduate students. All staff members who supervise or expect to supervise postgraduate students are encouraged to work to improve their skills by using these opportunities.
• In general all members of academic staff are eligible to become principal supervisors of students for higher degrees if they have a degree equivalent to or higher than that being supervised; are currently active researchers or have proven research records; or have previous successful experience in supervision of graduate students.
• Members of the academic staff who are themselves students for higher degrees will not normally have major responsibility for students undertaking degrees at the same level. They may be co-supervisors provided there is no conflict of interest with their topic and that of the student.
• Auxiliary supervisors will generally be appointed at the outset of the programme. They may be drawn from the College or the Education Research Centre, where appropriate; or, if no suitable person is available within the College, from DCU.
• Where a student is accepted to pursue inter- or cross-disciplinary research, primary responsibility will be located within one department, from which the principal supervisor is drawn.

SUPERVISION

• Supervision of a doctoral thesis normally implies a commitment for at least three years, and longer if a student has registered on a part-time basis. Prospective supervisors are therefore advised to ensure that as far as is practicable they will be available to supervise for the full duration of a doctoral programme.
• Where a supervisor plans to take leave other than normal holidays, e.g. for a sabbatical, s/he should formally present the Office of the Dean of Research and the Head of the relevant Department with details of the arrangements for the continuation of supervision in his/her absence.
• Supervisors should note that if an examined dissertation requires minor or major revisions, the supervisor(s) should be available to the student for the period prescribed by the examiners to oversee completion of revisions.
• Supervisors should alert commencing candidates to commonly encountered tasks, processes and standards expected of doctoral programmes in the particular field.
• Supervisors will help students to develop their technical writing skills and their ability to formulate a thesis and present supporting evidence. They will identify necessary skills and indicate to students how these may be developed.
• Supervisors are advised to schedule regular meetings and/or telephone/electronic conferences with research students. It is difficult to be precise about the most desirable frequency of meetings, since students may need more attention at the beginning and as they near completion of their dissertations, for example. However, an average number of face-to-face meetings might be in the region of one a month during the academic year.
• Supervisors are recommended to draw up a schedule of meetings near the beginning of the academic year.
• Students should be advised on time management, and the research methods and skills specific and necessary to their research. They should be prescribed additional study to compensate for deficiencies in the candidate’s background. It will be the student’s responsibility to follow such programmes of study.
• Supervisors should require students to submit regular written work submitted regularly.
• Supervisors will read written work submitted by students promptly and thoroughly in advance of meetings, and provide regular feedback on the student’s work, although they will not be obliged to read an excessive number of drafts of the same section or chapter.
• Supervisors will give students clear indications, usually in written form of how their work is proceeding, and offer clear recommendations as to how they should proceed.
• Criticism will be given in a constructive, supportive and sensitive fashion.
• Where a student’s work is not meeting the required standard, the supervisor will indicate clearly but sensitively the ways it falls short of what is required, and recommend a schedule within which recommended alterations should be made. Separate guidelines are available on procedures when a student is making unsatisfactory progress.
• Supervisors will encourage all research students to attend the appropriate research skills programmes that the College provides. It is condition of acceptance of some students’ applications that they attend this programme.
• Supervision sessions should be structured so that ideas may be exchanged in a positive atmosphere.
• Supervisors are advised to keep records of the dates and substance of meetings with research students.
• Supervisors will encourage research students to participate fully in the life of the College. Candidates should be strongly encouraged to take part in departmental and/or inter-departmental seminars, conferences, informal functions and the like. Reports from conferences etc., should be conveyed to departments and research students.
• Generally, candidates should present to their supervisors significant written work (in the form of reports, draft chapters or work-in-progress paper) annually. Student and supervisor should also undertake a review of work completed at least six-monthly so it can be assessed within the overall shape of the study and the time-frame for completion.
• The progress of students registered in the first instance for a master by research programme should be formally reviewed if a candidate is to be considered for a transfer to the PhD register. During the course of studies, normally after a minimum of one year, the student is required to submit a significant body of work, which will be read by two assessors in addition to the principal supervisor, and present aspects of the research at an oral interview. If in the assessors’ opinion, the subject matter is sufficiently broad and original, if sufficient progress has been made, and the candidate indicates that s/he has a sound grasp of the underlying issues, the assessors will recommend a transfer.
• The progress of students registered for PhD programme should be formally reviewed at least once. The student is required to submit a significant body of work, which will be read by two assessors in addition to the principal supervisor, and present aspects of the research at an oral interview. During the course of studies, normally after a minimum of one year, the student is required to submit a significant body of work, which will be read by two assessors in addition to the principal supervisor, and present aspects of the research at an oral interview. If in the assessors’ opinion, the subject matter is sufficiently broad and original, if sufficient progress has been made, and the candidate indicates that s/he has a sound grasp of the underlying issues, the assessors will recommend that the candidate continue on the PhD register..

FORMALITIES

• Supervisors should draw students’ attention to the regulations governing their degrees.
• Supervisors are recommended to give the office of the research dean of  research at least six months’ notice of the submission of a dissertation, in order that the examination of the thesis may be scheduled at a time appropriate to all parties. See separate guidelines on the procedure for the submission of dissertations.

• Supervisors should discuss the transfer of a student from a masters to a doctoral register or a review of progress if the candidate is already on the PhD register c. six months before the transfer examination and process are to be scheduled.
• Supervisors should apprise students of the university’s regulations in regard to the maximum period of registration recommended for research degrees (see regulations). In general, it should not exceed three years for a full-time doctoral degree programme, and two years for a masters degree by research.

• Supervisors are required to make reports annually to the office of the dean of research on the progress of research students. These reports should specify the number of meetings with the student, the volume and quality of work submitted, whether progress is satisfactory, and the supervisors’ recommendations as to whether students should continue with their study, transfer to a doctoral register (in the case of students following a masters by research programme), submit their dissertations for examination, or not continue with their studies. Students and supervisors will indicate their level of satisfaction with the progress to date.

• DCU regulations 6.1 stipulates that where, after due warnings, progress is deemed to be unsatisfactory or inadequate to the extent that the student is unlikely to achieve the degree for which he/she is registered, the supervisor will be required to advise the registrar’s office that such students will not be permitted to continue as registered postgraduate students.

PROGRESSION

• Generally research students are initially required to register for the masters by research programme. Only in exceptional circumstances will they be placed on the doctoral programme from the outset.
• Students on the masters by research programme may transfer to the doctoral programme after a minimum of one year, subject to the conditions outlined in regulations for postgraduate degrees by research and thesis 2.4.
• The first nine months that students have been placed on the doctoral register from the outset will be considered a probationary period. At the end of this period they will be required to demonstrate to their supervisors and heads of departments that their progress has been satisfactory. Normally this will be assessed through a viva examination before the supervisors and the head of department, together with an independent chairperson, together with the submission of a developed proposal and some further work to be determined by the supervisors.

INTELLECTUAL PROPERTY

• Supervisors will clarify with students at an early stage of supervision matters relating to the intellectual property that is the dissertation.
• Postgraduates should be encouraged to publish their work, individually or jointly with supervisors when appropriate.
• Any restrictions on publication rights due to confidentiality or other intellectual property protection requirements need to be clearly outlined at the outset, and reviewed during the project as appropriate.

GRIEVANCE PROCEDURES

• Where difficulties arise within a supervisor/student relationship every effort should be made at Faculty/ Department and School level to resume a reasonable working relationship. However, if a resolution is not possible at this level, either party may refer the matter to the registrar for arbitration. Explanatory submissions should be made in writing to the registrar.

EXAMINATION & EXAMINERS

• In selecting examiners, account should be taken of the examiners understanding and position on the thesis topic and on the methodology employed and their prestige and status in the field.
• Examiners should normally be active in research/scholarship in the relevant area, thus ensuring that their knowledge of the field remains current.
• They should have empathy with the theoretical framework used by the student
• They should have proven familiarity with the supervision / examination of research theses.
• The choice of examiners is a process involving both the student and the supervisor. The supervisor may confer with the student when generating a list of examiners, having regard to the known disciplinary biases of those suggested. The final choices will be made DCU Standing Committee. The names of these examiners and their credentials should be submitted to the dean of research for appointment.
• Formal invitations to examine the thesis will be issued to the examination panel members. Examiners are normally allowed six weeks to examine the thesis and prepare a report.
• If the list of names agreed upon between student and supervisor is exhausted then the student may be involved in drawing up a new list.
• Examiners should be made familiar with the requirements of the College and University and the essential parts of the rules governing the particular degree.
• Students must not contact any examiner until the examination is complete and the report returned to and acted on by the examination panel.

ADMISSIONS PROCEDURE

• Students are recommended to meet informally with members of the department(s) in which they proposed to undertake their studies, and to establish whether a supervisor is available and willing to undertake the supervision, whether the proposed field of study is in line with the department’s academic plans and programmes, and whether the head of department is likely to support the application.
• Prospective students will submit the form PGR1 together with an outline proposal (see GUIDELINES FOR THE SUBMISSION OF PROPOSALS FOR PROSPECTIVE RESEARCH DEGREES) by 30 April of the year in which a student proposes to register.
• The College Research Committee will appraise the preliminary proposal, and formally assign a supervisor and auxiliary supervisor (and where necessary, an external supervisor). Criteria used to assess the application will include:

• Whether the prospective student is a qualified applicant.
• Whether there is evidence that the student has the capacity required to undertake the research degree programme successfully.
• Whether the research project proposed is appropriate for the doctoral/masters degree.
• Whether the department(s) is/are the most appropriate one in which the research should be undertaken.
• Whether the project feasible in terms of time, facilities, equipment and source material.
• Whether the research project of direct interest to both the student and the supervisors.
• Whether the proposed supervisor is sufficiently expert in the proposed area of research to offer the student proper supervision.
• Whether the workload of the supervisors is such as to allow sufficient time to give proper supervision to the student.
• Whether the proposed supervisor will be absent (for example, on study leave) and if so, whether adequate supervision can be provided.
• The office of the dean of research will inform the student whether the application is successful.

• The registrar’s office generally invites successful applicants to register in October.

 

 

 

Last Updated: Tuesday August 02 2011