PhD Handbook : Intelligent Systems

Gaining teaching/demonstrating experience while studying can greatly benefit PhD researchers in their career growth.

The availability of teaching/demonstrating opportunities within the School largely depends on the school's current teaching needs and the specific areas of expertise of the PhD researchers.

PhD researchers are encouraged to communicate their demonstrating interests to the (Associate) Head of School. This information will then be shared with Module Coordinators for potential inclusion in teaching assignments, as opportunities arise.

Important points to consider:

• Funded full-time PhD researchers are limited to a maximum of 6 teaching/demonstrating hours per week.
• Teaching duties are primarily focused on computer lab demonstrating, with occasional lecturing roles.
• PhD researchers assigned teaching/demonstrating roles can expect to receive relevant materials and support, wherever feasible.

Before beginning any data collection involving human participants at the School of Computing, Engineering and Intelligent Systems, it is essential to complete an ethics approval form (RG1A).

This requirement applies to any study that involves gathering data from human participants, such as conducting interviews, surveys, focus groups, or observations. The steps for obtaining Research Ethics clearance are as follows:

The RG1A form for Research Ethics clearance should be filled out at least two months before the planned data collection. This is typically done in conjunction with your supervisors, who will offer guidance and suggest any necessary amendments.

Once the form is finalised, your supervisor will forward a copy along with any other pertinent documents (like information sheets, consent forms, interview questions, etc.) to the Chair of the Faculty’s Research Ethics Committee.

The Faculty’s Research Ethics Committee will review the RG1A ethics form. They will communicate with the Chair of the supervisory panel and the researcher if there are any ethical concerns regarding the proposed research methodology. The Faculty’s Research Ethics Filter Committee convenes monthly to evaluate applications.

If any modifications are required, the researcher will be notified and given the chance to revise and resubmit the form and accompanying materials. These revised documents are then re-evaluated by the Research Ethics Committee, which typically leads to the granting of Research Ethics permission.

The benefits of an open-plan office structure are well documented allowing for better communication between researchers both within and between various research groups leading to increased creativity and a greater sense of community. However, this does come at a cost, and it is sometimes easy to become distracted. Please be courteous to those around you and especially to your nearest neighbours. Remember: you may be sitting beside these people for up to 3 years!

Here are a few hints to ensure you stay on good terms with your office mates borrowed heavily from ‘9 Rules of Open-Office Etiquette’.

1. Respect others’ need to work. Ask if someone is free before striking up a lengthy conversation.
2. Beware the smell: Be considerate when bringing food to work and only eat in designated areas; perfumes/aftershave can also set off allergies in some people so keep it for the dancefloor; good personal hygiene is a must in close confinement and particularly important when working long hours!
3. Noise: Beware of distractions such as conversations in person or on the phone and please use headphones (also a great way to tell others not to interrupt your flow); whilst on a call (especially a personal one) try to keep the volume to a minimum and if you think you will be on a long call, consider using a meeting room or reserved space.
4. Tidy up: You might not mind untidiness, but it can be distracting for others; visitors also visit the ISRC often so it’s best to make a good impression (as it could be your next funder!)
5. Stick to your space: Don’t borrow another’s possessions without asking – it’s only common courtesy.
6. Illness: Don’t come to work sick and keep your space sanitary.
7. Be considerate: Treat others as you would like to be treated and if there are any minor misunderstandings it’s best to resolve these early by communicating respectfully.
8. Practise tolerance:  We're in a big world full of different views. Understanding others, especially during disagreements, is key. It's also great viva prep!
9. Teamwork: Although the path to a doctorate can be lonely at times, we are all intrinsically linked. Remember: what goes around, comes around! Whether that’s gossip or an offer of help. Try to keep the balance in favour of the positive and that’ll make the journey smoother for everyone!

You can find comprehensive guidelines on thesis formatting in the Doctoral College Thesis Format guide. For reference, hard copies of previously submitted theses are available for viewing upon request through the research administrator.

Citation Style

Consistency and accuracy in applying a single citation style are crucial when documenting research. There are various citation systems available, and the choice often depends on the requirements specified in the author guidelines of journals and book publishers. For internal publications within the School, the IEEE Referencing system is the preferred style.

Reference Management Software

REF Works software is a valuable tool for managing your references. The library offers bi-weekly training sessions on how to effectively use this software, which can be a significant asset in your research process. This software is accessible through the Ulster University library databases, providing a streamlined and efficient way to handle citation management. However, your supervisory team may make alternative suggestions.