Welcome to the Nursing and Health research area. We hope you will find your time as a researcher in the Faculty enjoyable and fulfilling.
On behalf of the Research Director, Post Graduate Tutor, Research Supervisors, Lecturing Staff and Business Support team, we warmly welcome you to Unit 03A Nursing and Health Research at Ulster University. We hope that you will enjoy your experience and develop personally, academically and professionally as you progress in your doctoral studies.
We understand undertaking a PhD can be challenging and a major commitment therefore this handbook has been prepared to help PhD Researchers and supervisors find information relating to administrative procedures and support arrangements. This handbook draws upon and supplements the information provided in the Doctoral College postgraduate studies PhD Researcher handbook. We hope you find the contents helpful and wish you every success with your research.
You will already have met your supervisors and understand their role to offer you guidance and support whilst undertaking your research. Should you require any additional support then the key individuals are identified below.
Joanne Savage is responsible for authorised expenditure (Nursing and Paramedic Science), booking progress seminars (initial, confirmation, final) and stationery.
Karen Moran is responsible for authorised expenditure (Health Sciences) and submission of research ethics applications.
The key administration and academic processes for PhD Researchers and when they happen during your period of study are available on our Key Milestones web page.
You are asked to note, in particular, the processes that occur on an annual basis - re-enrolment and the completion of annual reports.
Please ensure that you respond to the instructions provided through the PhD Manager system. It is absolutely essential that you return your annual report and complete your progress seminars within the specified periods of time. If you do not, your progress will be delayed, suspended or terminated and may have funding implications.
Applications relating to any change in circumstances (such as change from full-time to part-time, leave of absence, extension etc.) must be completed as far in advance of the date of change as possible. A three-month period of time allows time to process information through PhD Manager and make any adjustments to finances.
It is expected that you attend University on a daily basis, except by mutual agreement with your supervisor/Research Director. Researchers have 26 'floating' days of leave (non-transferable) per academic year which must be agreed with supervisors and recorded on PhD Manager. University designated holiday dates for staff and dates that fall on Saturdays and Sundays don't need to be taken as annual leave days. If you need to take some leave due to extenuating circumstances, you must inform your Supervisor. If the period of absence is more than two weeks then you need to notify the Doctoral College via PhD Manager of the dates of absence, accompanied by appropriate documentation.
If you require a prolonged period of leave (exceeding 28 days) then you may need to take a Leave of Absence (LOA). Funded PhD Researchers should be aware the maximum LOA is one year. Please be aware your maintenance grant will be suspended during a LOA and you are not permitted to take up paid employment during a LOA. If you decide to request a LOA please submit your request on PhD Manager once you have spoken with your Supervisor.
Attendance & engagement is monitored by the University Compliance office to ensure UKVI attendance requirements are met.PhD Researchers are monitored on the basis of having one in person supervision meeting each month recorded in PhD Manager. On the first Monday of each month a report is run from PhD Manager, any PhD Researcher who does not have a meeting recorded for the month or meet the exceptions will be recorded as an ‘unauthorised absence’.
Exceptions, if a PhD Researcher is on:
If a PhD Researcher has two Unauthorised Absences within an academic year, they will be invited to a compulsory Sponsorship at Risk meeting. If a Researcher has a further Unauthorised Absence or does not attend the Sponsorship at Risk meeting, the Intention to Withdraw process will be initiated. The Researcher and Supervisor have three working days to provide any mitigating circumstances for the unauthorised absences. The Compliance Team will decide if the University can continue to sponsor the visa.
If the University can continue to sponsor the visa and there is another Unauthorised Absence they will revert to Intention to Withdraw again. If the University cannot continue to sponsor the visa Compliance will report withdrawal of sponsorship to UKVI and email you regarding withdrawal of sponsorship – you will have 60 days to leave the UK.
The contract between the PhD Researcher and the supervisors is a working arrangement. Supervisors have a wealth and breadth of experience in doctoral supervision and in some cases have the added input from an advisor with specific expertise relevant to the research. You will be expected to meet with your supervision team regularly with an agenda to be discussed and agreed. These meetings are at least monthly but may be more depending on your stage of study and you must maintain a record of the meetings via PhD Manager.
The supervisors will endeavour to work with the PhD Researcher (in their independent piece of research) to support them to a successful completion. Like all working relationships there may be times when the harmony is strained. In situations where there is some discord, there are a set of procedures that should be followed. There may be times when the PhD Researcher feels they would like to speak with an independent person at some point (for personal or other reasons). The PhD Researcher should be aware that the Associate Postgraduate Tutor (APGT) linked to each research centre will act to support them and should be their first point of contact. If the APGT is also their Supervisor, then they should seek advice from the PGT. If the PhD Researcher disagrees with a recommendation of their supervisors and cannot find resolution then they should follow the direction of the flow chart below:
| Step Number | Action |
|---|---|
| 1 | Attempt to reconcile any differences in opinion as a first measure |
| 2 | Contact the Associate Postgraduate Tutor (APGT) for their centre to discuss how to take things forward. If the APGT is one of the supervisors, then the matter should be referred the Postgraduate Tutor (PGT) for Nursing and Health Research |
| 3 | If the matter is not resolved, then the APGT and PhD Researcher should take the matter to the PGT for Nursing and Health Research |
| 4 | If the matter cannot be resolved at this point then it will be referred to the research Centre Lead |
| 5 | If the matter cannot be resolved with the input from the Centre Lead then it will be referred to the INHR Research Director |
| 6 | If the matter still remains unresolved then it will be referred to the Head of the Doctoral College for the campus |
PhD Researchers in Nursing and Health Research will receive financial assistance to purchase a laptop which must be returned on completion of their PhD studies. These laptops must be used solely for the purpose of PhD studies and will be set up by the University IT department using University software. Hot desk space is available in BC-04-141 (also containing lockers) on the UUB campus and MG048-050 on the UUM campus, an individual space is not allocated to each PhD Researcher. These desks can be booked via Ubook on the university portal.
It is your responsibility to keep these spaces tidy and to clear the desk at the end of the day. Workspaces should be quiet areas that are conducive to learning and for gaining peer support. As far as possible, data should be stored electronically or locked away if hard copies are absolutely essential. The protection of our research, participants and data is of paramount importance. Therefore, please be advised that there should be no occasion where a PhD Researcher should permit a non-university member to be left alone for a long period of time in a designated PhD Researcher space, nor should they share their laptops.
In Ulster University we have a number of different types of spaces that can be used to talk to visitors, friends and colleagues. Please use these places and keep the PhD Researcher spaces and library facilities for the purpose for which they are intended.
The Information Services Department (ISD) provide information and support on printing and photocopying services. Postgraduate Researchers have access to multi-function devices (MFD) that will allow you to print, copy and scan documents. The system is accessed using your ID card and offers a secure cashless payment system that is linked to your ID card (manual logon) that will allow you to add funds from credit/debit cards to your UniFlow account.
These can then be used to pay for printing, copying and scanning at any MFD. You can send work from any device that can access your University email account, allowing you to attach a file to an email from a mobile phone, laptop, tablet or your home computer. The ISD Service Desk provides support when needed.
Obtaining the correct ethics and governance approval is vital for research. Please ensure that you familiarise yourself with the Doctoral College website in relation to ethical approval. All Researchers will be required to complete their Research Integrity course prior to their initial assessment. For those conducting research in clinical practice there is a requirement to also complete the Good Clinical Practice course. Please contact one of the Research Governance (ulster.ac.uk) team if you need additional guidance.
All research in Nursing and Health Research is required to be presented to the Nursing and Health Research Governance Filter Committee. This committee is chaired by Dr Paul Slater. Please note that you are required to submit the necessary documents for approval using the online link. You may wish to bookmark the link.
Please contact Karen Moran to verify the dates that you are required to meet for your proposal to be considered at the Filter Committee. Depending on the nature of your study you may also have to submit an ethics application to The Office for Research Ethics Northern Ireland (ORECNI) and HSCT governance. Your supervisors will provide direction on this.
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In addition to the Researcher Development Programme (RDP) at Ulster which covers generic research and transferable skills, the Nursing and Health Research Centres also provides a number of seminars to engage and immerse yourself in the vibrant research community. School level activities will be communicated to you throughout the year and we encourage active engagement from all Researchers.
DfE and VCR funded PhD Researchers are awarded a budget each year to be spent on developmental activities to support their research. Agreement for travel and accommodation must be sought from your Supervisor prior to proceeding with any booking. Prior approval for all DfE/VCRS expenditure must be obtained from the Research Director via the Digital Claimant Portal. To arrange travel or other expenses, PhD Researchers will need to apply for Prior Approval through the Digital Claimant Portal. PhD Researchers must upload, to the documents section, the email showing Supervisor agreement to use the budget code (cost code). Once the Prior Approval is agreed, this will generate a prior approval (PA) number and a nominal code. The cost centre, PA number and nominal code can be used to book travel through the University’s travel agent.
When travelling on University business it is important to secure a PA number as this triggers the University’s insurance policy.
On return from your trip, an expense reimbursement claim should be completed via the Digital Claimant Portal – including inputting the PA number and appropriate cost centre. Please upload all receipts and a copy of the exchange rate you have used. The University has rules on hotel room costs and note that alcohol cannot be charged.
Retrospective applications for trips cannot be reimbursed as you will not have a PA number. Expense claims need to be made within 90 days of your trip. Car mileage for visits is claimed via the Digital Claimant Portal. This will need approval from your Supervisor beforehand, please upload the Supervisor email. The current rate is calculated on the shortest route.
The University has a travel insurance policy, which covers all members of staff and students whilst travelling on University business, if the trip includes a flight and/or overnight accommodation. A summary of the policy, together with other insurance information, is available on the Finance Department website.
Some items can be purchased on credit card (up to £1000). When completing the purchase requisition, where possible include the link to the items requested in the form, and be sure to include all additional costs such as delivery and VAT. Forward this completed form to Joanne Savage (Nursing and Paramedic Science) or Karen Moran (Health Sciences). This form will be budget checked and approved by the Research Director and then passed to Joanne or Karen to purchase, depending on the cost code approved. Items are typically delivered to the school office, or if it is software you may need to provide log in details.
The INHR finance guidance is regularly updated and can be found in the Finance for Staff and Students section of the INHR SharePoint page.
Many PhD Researchers help support teaching and assessment within schools. Funded PhD Researchers can provide support for a maximum of six hours per week in demonstration. Activities may include demonstration and assistance with practical classes, delivery and co-ordination of small group activities, participation in student-led activities/seminars and assessment of coursework. These opportunities are useful for your CV but should not interfere with your research. If you are interested, please discuss with your Supervisor and the PGT. There are training activities available to support you for example the Demonstrators course and the First Steps in Teaching programme. You must have successfully completed the Demonstrators course before you can do the First Steps course. There is more information on the Learning Enhancement website.
In Nursing and Health Research it is usual that progress assessments (postgraduate seminars) are held in an open forum with PhD Researchers presenting their research to their peers and an audience of academic staff. This provides an opportunity for presentation skill development and learning for all. Currently postgraduate seminars occur virtually with the virtual link sent to the appropriate people prior to the seminar.
PhD Researchers will be given 15 minutes to give their presentation, followed by 15 minutes for discussion with your doctoral assessment panel. The chair will guide the process. The focus of the discussion is on helping to critique the proposed research plan and offering helpful suggestions to shape the study. First year PhD Researchers are encouraged to network with second and third year PhD Researchers to advance their knowledge of what is required for seminars.
All PhD Researchers are expected to make every effort to attend the monthly post-graduate seminars as a learning and networking opportunity.
The seminar/assessment programme for PhD Researchers (three seminars over the programme period) is an important part of PhD Researcher support, progression and quality assurance mechanisms in the School/University. One of the key assets to the effectiveness of the seminars/assessment is the contribution of the assigned doctoral assessors, the quality of the engagement with candidates and the feedback offered. A key feature here is the continuity of feedback between first, second and third seminars. To ensure that, as far as possible, we provide the best support for your studies, nominating a panel of doctoral assessors, at the outset of your PhD, has been introduced in the Schools of Nursing and Health Research.
What this means is:
Please note that occasionally, due to unexpected circumstances, it may be necessary for a different assessor to replace those nominated by your supervisory team. We will do our best to let you know of any changes in advance of your seminar.
Within Nursing and Health Research, postgraduate seminars are held TEN times throughout the year. The dates will be released to PhD Researchers and their supervisory teams by the PGT. Following discussions within the supervisory team, the PhD Researcher and supervisory team must liaise with their assessors (Doctoral studies panel) to ensure they are available for the date and time of the desired seminar. The PhD Researcher is then required to book their assessments with Joanne Savage administration support and cc the Nursing and Health Research PGT.
Once the date for the seminar has been booked the PhD Researcher will be required to:
The assessment process involves submitting the report two weeks prior to the assessment date. This is to provide time for supervisors to complete their report and assessors to read the material prior to the seminar. You will be advised of the dates that you are required to submit your work via an email from Joanne Savage/Dr Toni McAloon. Please ensure you read your email carefully.
PhD Researchers will be notified of their expected seminar timeline through PhD Manager. The initial seminar is normally undertaken within three months of a full-time PhD Researcher’s first registration. For part-time PhD Researchers this will be carried out within six months.
The initial assessment in Nursing and Health Research focuses upon:
A report designed to articulate what PhD Researchers are planning to do for their PhD research project. This should take the form of an outline proposal.
*PhD Researchers considering formatting their thesis using the PhD with papers option* should identify what their publications are likely to be focused around.
The initial assessment focuses on:
All candidates for the degree of PhD, will be required to undergo a formal assessment of progress which is known as the confirmation assessment. This is an important seminar, and it is essential that PhD Researchers can demonstrate adequate progress. PhD Researchers will be notified of their expected seminar date through PhD Manager. The confirmation assessment is normally undertaken within 10 to 15 months of a full-time PhD Researcher’s first registration. For part-time PhD Researchers this will be carried out between 20 and 25 months from registration.
The confirmation assessment builds on your initial assessment. Please note PhD Researchers may be at different stages depending on their research topic. Your presentation, while based on your report, should be used to add to the material you have in your report.
On this occasion PhD Researchers must complete:
A report designed to articulate what progress PhD Researchers have made to date and should concentrate on data collection and preliminary analysis (if it is available).
The confirmation assessment focuses upon:
Please note: At the end of the confirmation seminar the assessors will determine:
Following completion of the Confirmation process the Doctoral College will write to PhD Researchers confirming their PhD status or otherwise.
For those PhD Researchers at this stage the annual re-registration process will not normally be permitted until the Doctoral College has received notification of successful completion of all Confirmation formalities.
PhD Researchers in the Nursing and Health Research unit of assessment are expected to complete a final assessment. This assessment is normally undertaken within thirty months of a full-time PhD Researcher’s first registration. For part-time PhD Researchers this will be carried out within 60 months of registration.
PhD Researchers must complete a report that is focused on the presentation of findings and discussion.
*PhD Researchers formatting their thesis using the PhD with papers option* should identify what publications they have achieved or submitted to date.
The final assessment focuses upon:
Generic guidance on thesis format can be found under the Doctoral College Thesis Format guide. Currently those registered for a doctoral degree in the Institute of Nursing and Health Research (INHR) may submit their research report or thesis in the form of a monograph not exceeding 100,000 words (excluding appendices). There is also the provision for ‘PhD theses presented in papers format’. Those selecting this option will be able to present their written report in the form of a condensed thesis incorporating at least three papers submitted for publication prior to the completion of the PhD. The length of the PhD thesis presented in papers format would not be expected to exceed 40,000 words (excluding the references, appendices and publications).
When documenting research, the consistent and correct use of a single Citation Style is fundamental. There are many systems available and publishers of books and journals will outline their specific requirements within their author guidelines. For internal publications, the Harvard Referencing system should be used. REF works software can be used to manage your references. The library runs training frequently on this software. The software can be accessed through the Ulster University library databases.
Researchers are strongly encouraged in conjunction with their supervisors, to write up significant findings from their research for publication in a refereed academic journal. Issues around authorship and publishing should be discussed between PhD Researchers and their supervisors early in the PhD so that both Researcher and Supervisor are clear about arrangements. It is normally the case that the PhD Researcher is named as a lead author on work from their PhD with their supervisors named as co-authors. Any additional named authors on PhD work, outside of the supervisory team, would be in exceptional circumstances and this should be discussed and agreed between PhD Researchers and their supervisors at an early stage.
As a PhD Researcher, the same Student Social Media Policies apply to you as students and staff. They deal with advice on conduct, safety and social media presence. As part of your research presence, you should record activities and research publications on the PURE system. This is a database where you can manage your research profile. You can avail of support in the use of PURE via a series of workshops will take place on campus. You must send an expression of interest should you wish to attend such workshops, as they will not run if attendees are not confirmed. Similarly, as you move into the world of research beyond Ulster, you should secure an independent Research ID through ORCID. PURE and ORCID are compatible for easy import/export of data.
