Meet the Team
This handbook supplements the information provided by the Doctoral College in relation to policies and procedures.
You will have already met with your supervisors and understand that their primary role is to offer you guidance and support in your studies.
Your PhD Researcher Representatives are Kathlyn Haskins and Anna Schmid. They will represent your School on University level committees to ensure that your voice is heard, and any concerns raised.
Your Postgraduate Tutor (Conor), Research Director (Karl) and research area administrator (Carol) are also available for you, should you require any additional support.
Working Environment
Each researcher is supervised by a panel of two (or sometimes more) staff members. One of these is designated as ‘Chair’ and has overall responsibility for effective and adequate supervision.
The general practice in the unit is ‘co-supervision’, i.e. all supervisors play a significant role in the supervision, albeit the exact nature of this may vary.
If a supervisor is on research leave, the normal expectation is that the supervisor remains on the supervision panel as an active supervisor, though there may be a degree of flexibility about attending all meetings.
If a supervisor is on leave for some other reason, e.g. health or caring responsibilities, for an extended period of time, then the University will need to consider appointing a replacement supervisor. The supervisor will not carry out normal supervision duties during such a period of leave. Before the leave begins the supervisors should discuss the supervision needs with the PhD researcher and then discuss with the Research Director what needs to be put in place during the leave period.
In terms of formal supervision meetings, as a minimum PhD researchers would expect to meet with their supervisors at least once per month if registered full-time and once every two months if registered part-time. However, more frequent meetings would be expected at times (for example, during the first year of study).
Following each formal supervision meeting the PhD researcher should write up a note of the meeting and record it on PhD Manager.
There is a shared space in the Belfast BC block, Fourth Floor.
From time to time PhD researchers may request a desk on the Derry~Londonderry campus and if so the Research Director will endeavour to facilitate that request.
PhD researchers may want to suggest specific books that the Library should purchase if these are helpful generally for research and teaching. Researchers should ask their supervisors to contact the Librarian if they wish to do this.
Under the Sconul Access scheme, PhD researchers can also request access to QUB Library and other libraries in the UK and Ireland.
Social Work and Social Policy Research
Ulster University's Social Work and Social Policy Research excels in multiple topic areas, ranging methodologically from the highly abstract to empirical studies and doctrinal analysis.
Social Work and Social Policy
Ulster University's Social Work and Social Policy Research excels in multiple topic areas, ranging methodologically from the highly abstract to...
Research Ethics and Integrity
We have an Ethics Filter Committee and consider ethical applications from staff, PhD researchers and taught postgraduate or undergraduate students. The Chairs of the School of Applied Social Sciences are Dr Una Convery and Dr Philip McDermott.
The University’s policies and related ethics forms are available online, along with the different categories of research involving human participants.
Research in Category A can be approved by the Ethics Filter Committee. Research in Category B needs to go to the Filter Committee and the University Ethics Committee. Most research in our unit either does not involve human subjects or fits into Category A or B.
Note that before submitting to the Filter Committee, researchers need to secure a peer review of proposed research using form RG2; this peer review should be carried out by a staff member not part of the research team. The Filter Committee can expedite this and conduct the peer review itself a Chair approves.
The Committee considers applications throughout the year, so please do contact a Chair to discuss a submission. Bear in mind also that the Filter Committee may need to refer some applications also to the University Ethics Committee (UREC).
UREC meets about 10 times a year to consider applications. Typically they interview researchers about their proposals; one of the supervisors must attend UREC with the PhD researcher as it is the supervisor who is the PI/Co-I on the submission.
Subject Specific Training
Every semester the Research Director, Postgraduate Tutor and PhD researchers meet to discuss unit level training needs and general PhD activities. This is in addition to more regular informal discussions, and participation in any other meetings.
This process is demand-led based on what PhD researchers articulate as their needs. Typical events include:
- December: Mock presentations for the initial assessment review in January
- Spring: a seminar or workshop on research methods and / or research ethics
- As requested: feedback sessions on ethics documentation
- Mock viva in preparation for the final viva (ask your supervisors to arrange this)
We have also supported the organisation of PhD-led events such as PhD conferences or workshops. PhD researchers have organised a number of conferences, frequently working with colleagues in Law or in other universities eg TCD, QUB etc. We have supported in-person writing retreats.
With the Law School, PhD researchers in ASPS organise the sessions entitled ‘What’s the Craic?’. Held on a particular day of the week, the informal discussions and talks bring the faculty, researchers, and masters students together to discuss work in progress, reflect on fieldwork, and hear draft conference papers. Traditionally the format of the sessions is ‘brown bag’ (bring your own lunch).
The sessions focus not only on particular research topics, but also on sharing useful tips and insights, such as publishing while writing a PhD or strategies on job searching. The sessions are held in-house, the invitation is restricted to the research community of Ulster University to allow for a comfort of sharing the work in progress and personal reflections in collegial and non-judgmental atmosphere.
Travel and Procurement
Researchers with a DfE or VCRS award can access research travel and support monies (RTSG).
From time to time, the Research Director may also support PhD researcher needs. This depends on the state of the budget, though individual researchers can always make a case for support.
To arrange travel or other expense, PhD researchers will usually need to apply for Prior Approval through the Digital Claimant Portal.
Once the Prior Approval is approved, 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 Selective Travel, the University’s travel agent.
When Travelling on University Business it is important to secure prior approval as this triggers the University's Insurance Policy.
PhD researchers sometimes secure external grants e.g. SLSA fieldwork grants or conference grants.
To access these funds it will be necessary for the researcher’s supervisor to set up a cost centre.
The supervisor and researcher should fill out an external grant proposal form on Worktribe, get this signed by the relevant Research Director and Head of School. It then goes to Research and Impact who will set up a cost centre.
Teaching and Demonstrating Opportunities
The Doctoral College Researcher Development Programme includes modules designed to help you develop teaching skills in higher education and to help with accreditation. Please do check the training available on PhD manager.
The School of Applied Social and Policy Sciences regularly have teaching opportunities that suit our PhD researchers. Please contact the relevant Associate Head of School to express any interest in teaching.
It is important to balance any teaching commitments with the priority of progressing the PhD so do discuss the desirability of taking on teaching (including how much and when) with your supervisors.
Internal Assessments
There are three internal assessments, prior to the PhD viva, during the PhD process: Initial Assessment, Confirmation Assessment, and Final Assessment. These internal assessments are in place to assess the progress being made by the PhD researcher and are important opportunities for constructive feedback and engagement.
This guidance should be read in conjunction with information on the Doctoral College website.
The panel is empowered to make recommendations concerning the direction of the work and/or re-assessment after an agreed period. The process is managed through the PhD Manager and supported by the Faculty Postgraduate Secretary.
The panel will consist of two staff members who are not on the supervision panel. The Chair of the panel is responsible for chairing the meeting and writing up a report on the PhD Manager.
Role of Chair
In advance of the respective assessment each examiner will be sent a package containing a schedule (with details of venue, time, examination panel composition, PhD researchers presenting, and their supervisors) and also the written submissions made by each researcher.
All examination panel members including the Chair should read the written submissions in advance of the internal assessments.
On the day the Chair should arrive a few minutes early, make any necessary introductions and check that the room is in order (the Faculty postgraduate secretary makes all room bookings, arranges teleconferencing/IT facilities etc).
Researchers should be greeted on arrival and introductions made. Supervisors are always invited to internal assessments but do not have to attend. The Chair should explain the format of the internal assessments, and should note in particular the time allowed for the presentation, alerting the researcher when this is almost up and asking them to finish if they overrun by more than a few minutes. Researchers presenting at the Initial Assessment have 15 minutes to present and 15 minutes for questions from the panel. Those presenting at Confirmation or Final Assessments have about 20 minutes, with 15 minutes for questions from the panel.
When the researcher has presented the Chair should lead the questioning, then invite colleagues to ask questions. Although it is not usual for supervisors to question their own researchers extensively, it is allowable for them to ask some questions. Again, the Chair should monitor the timing. When the questions have been completed the researcher should be asked to leave so that the panel can discuss the presentation and begin to complete the necessary paperwork. The panel may call the researcher back for informal feedback if time allows but it should be stressed that they will receive written comments from in due course.
In general, the Chair is there to ensure that the assessment is conducted in line with the timetable and in an appropriate manner.
Written reports will be required from panels at each of these internal assessments, and problems in relation to any of the above should be detailed and recommendations for action included: this may include a recommendation for re-assessment within a specified time period. Reports must be submitted by the Chair of the panel to the Faculty postgraduate secretary within one week of the internal assessment date.
N.B. Panels should ensure that any extenuating circumstances (e.g. illness etc.) which may have hindered a researcher’s progress, have been recorded and brought to the attention of the Research Director and the University’s Doctoral College. Recommendations regarding action in respect of this should be included in written reports.
This is held approximately three/four months post-registration (normally January for full-time researchers) and must be organised in close co-operation with the researcher’s supervisor(s). It is concerned with a precise description of the proposed programme of work, which has been submitted in written and electronic formats (maximum word count of 2,000 words) at least two weeks in advance of the seminar date for circulation to panel members. The material must be submitted via the PhD Manager and include a Turnitin Report.
Both the written report and the oral presentation (illustrated by Powerpoint or similar) must include information on the following:
- the overall aim of the investigation;
- the project background;
- the methods to be employed and associated ethical issues ;
- the objectives to be achieved within the first year of studies.
- research training activity completed during the assessment period
- work completed to date including amount of written work submitted
- draft chapter outline and
- draft timeline.
Selected staff are designated to form the internal assessment panel, which provides a report on the research plans; this panel may recommend changes to the programme of work and re-consideration of the proposals after an agreed period of time. The total length of this seminar is 50-60 minutes: a presentation of 15 minutes followed by questions from the panel; after questions the panel will deliberate in the absence of the researcher and then (time permitting) invite the researcher back. A formal decision, with feedback, will be communicated to the researcher in writing through the PhD Manager.
Assessment Criteria
Staff are advised to pay particular attention to the following in relation to these assessments and written reports.
- Is the project clearly defined?
- Are the objectives to be achieved within the first 12-month period realistic and achievable within available resources (e.g. consumable or financial support, access, etc)?
- Have ethical issues been appropriately addressed ?
- Will the project provide adequate research training for the researcher to at least M.Phil. standard?
- Is the programme of work likely to provide a sufficient foundation for (potential) Ph.D. study?
- Does the researcher show evidence of at least a basic understanding of the problem, the limitations of the techniques to be employed and the significance of the work within the broader context?
- Are the proposed supervisor/advisor arrangements satisfactory?
- Has the researcher submitted an appropriate quantity of written work for comment and was the quality of this work adequate?
- Has the researcher completed the appropriate research training activities?
This is held approximately 10-12 months post-registration (for full-time researchers) or 15 months post-registration (for part-time researchers) and normally forms the basis for PhD confirmation.
A written report on progress (maximum word count of 3,000 words) is to be submitted to PhD Manager at least two weeks in advance of the assessment date and Turnitin report. Both the written report and the oral presentation (again, illustrated by Powerpoint or similar) must include information on the following:
- the overall aim of the investigation
- the project background
- the methods employed and associated ethical issues
- data obtained to date
- amount of written work submitted since last seminar
- proposed programme for future PhD
- work (or, where appropriate proposed programme to complete practical and written work within the following 12-month period to submit for M.Phil.)
- research training activity completed during the assessment period
- draft chapter outline and
- draft timeline
This assessment is given to a designated panel of experienced, research active academic staff who are required to provide a written report on researchers’ progress, and make recommendation concerning progress to date and suitability for Ph.D. confirmation (or, where appropriate, continuation to complete an M.Phil.).
The total length of this seminar is 60 minutes: a 20-minute presentation, followed by questions from the panel; after questions the panel will deliberate in the absence of the researcher and then (time permitting) invite the researcher back. A formal decision, with feedback, will be communicated to the researcher in writing through the PhD Manager.
Assessment Criteria
- Have the objectives of the first 12-month period of work been achieved?
- Is the proposed programme of work a logical extension of the completed studies?
- Are the defined objectives likely to be achieved with the available resources?
- Have ethical issues been appropriately addressed , or do they require review in the light of changes to the research plan since the first progress seminar?
- Is the work likely to provide adequate research training to doctorate (or masters, where appropriate) level for the researcher?
- Is the work sufficiently well-defined potentially to provide publishable data within a 12-18 month period?
- Can the practical studies be completed within an 18-month period (or 6 months for M.Phil.)?
- Does the researcher show evidence of ability critically to evaluate the work and place it within the context of related studies?
- Is (are) the supervisor(s) satisfied with the researcher’s progress to date, including an assessment of the amount and quality of written work submitted since the last progress seminar?
- Is the researcher satisfied with the current supervisory arrangements?
- Has the researcher completed the appropriate research training activities?
(NB This is not the PhD VIVA – for details on the Viva see the Doctoral College website).
This is given approximately 24 months post-registration (for full-time PhD researchers) or 60 months (part-time PhD researchers) or 18 months (full-time MPhil researchers) or 36 months (part-time MPhil researchers) post-registration.
A written report on progress (maximum word count of 3,000 words) is to be submitted to PhD Manager at least two weeks in advance of the assessment date and Turnitin report. Both the written report and the oral presentation (again, illustrated by Powerpoint or similar) must include information on the following:
- the overall aim of the investigation
- the project background
- the methods employed and associated ethical issues
- data obtained to date
- amount of written work submitted since last seminar
- proposed programme for future Ph.D. work; (or, where appropriate proposed programme to complete practical and written work within the following 12-month period to submit for M.Phil)
- research training activity completed during the assessment period
- draft chapter outline and
- draft timeline
This should include consideration of research training activity and written work submitted since the last seminar.
The workflow on PhD manager for the final assessment is different from the others. Please make sure to email the postgraduate secretary your report as well as submitting it on PhD Manager. Your supervisor should sign off on PhD Manager after the final assessment has taken place.
If the Chair of the panel and your supervisors agree, you may submit a draft chapter or journal article based on your PhD research as your written submission. Designated experienced academic staff are present to review progress, offer advice and highlight any problems which may hinder completion with the relevant period.
The total length of this assessment is 60 minutes. This seminar comprises a 20-minute presentation followed by questions from the panel; after questions the panel will deliberate in the absence of the researcher and then (time permitting) invite the researcher back. A formal decision, with feedback, will be communicated to the researcher in writing through the PhD Manager.
Assessment Criteria
- Has the work made, or is it likely in the near future to make, a measurable and worthwhile contribution to the field of study?
- Is the practical component of the work completed, or almost completed?
- Do ethical issues require review in the light of changes to the research plan since the second progress seminar?
- Has an outline of the thesis been finalised?
- Has the work been (or will it be in the near future) subject to external review through conference presentation or full papers?
- Are the researcher and supervisor(s) satisfied that the written thesis will be submitted on time in the light of the amount and quality of written work submitted to date? If not, are the assessors convinced that the thesis will be submitted within 4 years of enrolment and would they support an extension on this basis?
- Has the researcher completed the appropriate research training activities?
Thesis Format
The standard social sciences citation method is the author-year (Harvard referencing system).
Please do familiarise yourself with the system you choose early in your project and take note of all you need to use it properly. This will save you time later making sure you do not need to go back and find again all the details.
Whichever system you use you will have to include, where appropriate, precise references to the exact page or paragraph for any citation (‘pinpoint’ referencing). These pinpoints belong in any footnote or in-text citation.
Reference management system
You may want to use a reference management system to manage your sources, keep notes, produce bibliographies etc. The University support Refworks for this purpose. Other programmes are available such as Mendeley, Endnote, Zotero.
Publishing and Your Research Profile
We share the successes of our PhD cohort and recent PhD graduates.
Please do inform the Research Director and Administrative Excellence Executive Assistant of important achievements like publications, conference presentations, prizes, grants so that these can be shared on the website and across the different social media platforms as appropriate.
We are also keen to hear from alumni of our PhD programme so do get in touch when you have major news to share.
Under the PURE system PhD researchers can and should update their personal profile, publications and activities.
For now the standard webpages also remain and PhD researchers should consult with the Research Director as to what is required for these.
ORCID
Consider registering for ORCID. This provides researchers with a unique identification which enables them to be identified across different platforms despite variations in names (changes in names or use of initials etc).
ALCS
Register your publications at ALCS and receive payments for copyright use made of your publications
Health and Safety
Fire and safety regulations and emergency procedures are available to be viewed online.
Occupational health- procedures and resources are available concerning health, well-being and stress. The Occupational Health team are always available to help.
Equality and diversity and dignity at work policies and other helpful information are at also available online.
Student wellbeing offer a wide range of support options including financial advice, counselling, advice on reasonable adjustments, etc. Student support also operate a hardship fund which PhD researchers can access in exceptional circumstances.
Inspire: Confidential support with relationship, addiction, financial, legal, medical and other matters. Advice and counselling is available 24-hour (free phone number 0800 028 5510).
Chaplaincy services are available on all campuses.
PhD researchers should be aware that they can raise issues with their supervisors, Postgraduate Tutor, Research Director, Head of School or the Doctoral College. Staff members will signpost researchers to appropriate help if not in a position to provide any themselves.
Staff are reminded that there are training modules on several of these issues (health and safety, equality and diversity, disability awareness, mental health first aid, as well as research integrity and doctoral supervision).
Ulster University has teamed up with technology firm CriticalArc to provide SafeZone, a free new app for students and staff that connects you to the University security team if you ever need urgent help, first aid or if you have an emergency while on campus.