PhD Handbook PhD Handbook

It is expected that all PhDs will make a contribution to the research community through regular attendance on campus at research seminars, presenting at PhD-led seminars and other events, and also through their engagement with their peers around training events, in addition to engagement with supervision meetings.

It is important that you have regular contact with your supervisors. The University requires that full-time researchers will be on campus at least twice a week, unless an agreement has been made with your supervisors to work more flexibly. It is expected that a working pattern is found which works optimally for yourself and your supervisors.

It is anticipated that initially you will need to have relatively frequent supervisory meetings. However, when you settle into a more familiar pattern of work, meetings may become less frequent although at various times you may need more support (approaching assessments or during the final writing up stage). The actual supervisory procedure and systems adopted should be agreed by yourself and your supervisors, but for clarification the Centre for Communication, Media, and Cultural Studies would expect that full time PhD researchers should have substantive meetings with their supervisors at least once a month and that part-time PhD researchers at least once during a three-month period. The PhD Manager system allows uploading of digital records of supervisory meetings, and it is the responsibility of the PhD researcher to ensure that a full record of meetings is held.

Multifunction devices (MFD) are available across all campuses that will allow you to print, copy and scan documents. Access is through your Ulster University account. If you have any queries about your account or need to top up credits, you can do so by logging in to the PaperCut Portal.

Flights and Accommodation must be booked through the University’s approved travel agent, Selective Travel, and requires a prior approval number when booking. You will be required to set up a profile with Selective Travel and can add administrator Sarah Gillen as an Arranger who can assist with bookings using their online Hub.

Car mileage for research trips and travel to conferences can be reimbursed using the Digital Claims Portal. Public transport can also be reimbursed; it is expected that the most economical forms of travel are used whenever possible. For example, buses/trains are used rather than taxis unless unavoidable.

Conference fees and Online Courses are usually reimbursed using the Digital Claims Portal. However, they can be paid upfront via purchase card/bank transfer if required. Please speak to Administrator Sarah Gillen if you have any queries.

Please note that reimbursed expense claims must be submitted, with receipts, within three months of the date of the trip.

Travel Insurance

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. It is not necessary, therefore, to take out a personal travel policy for such journeys. A summary of the policy, together with other insurance information, is available on the Finance Department website.

If required, laptops can be ordered via the Research Administrator Sarah Gillen through University suppliers. PhD Researchers will receive a standard specification laptop unless a higher specification is requested and approved by the Research Director.

PhD laptops are purchased through the PhD researcher’s Research Training and Support Grant and remain University assets and must be managed in accordance with institutional policy. The laptop does not belong to the PhD researcher and must only be used for the intended purpose. Once the PhD researcher has completed their studies, it is their responsibility to return the laptop to the Research Administrator and notify their Chair of the supervisory team by email.

The Confirmation assessment is an important assessment for all researchers as it marks the confirmation of the PhD project and PhD researcher. The main purpose of this assessment is to provide assurance to supervisors, the assessment panel and to the Research Director that the topic of the PhD is now clearly defined and well understood and that the scope of the study is appropriate to PhD level (i.e., not more suitable for MPhil or too ambitious and unlikely to be completed in time).

At this stage it would be expected that the candidate will have considered a suitable methodology that it is appropriate for the study and will ensure its successful completion. It is also expected that a viable and realistic plan for progress over the next two years is presented at this assessment. In both the written report and oral presentation, the panel will want to see evidence that a substantial amount of progress has been made since the initial assessment and consideration will be given to the extent to which earlier comments have been addressed.

Three things are required:

1. Power-point presentation detailing progress to a subject panel and peers (25-30 mins)
2. Progress report (between 2000 to 2500 words). This report will detail your work under the following headings:

• A thorough background to the area that identifies overarching themes and the key research questions.
• A critical literature review illustrating the key gaps in knowledge surrounding the area of study.
• A discussion of the proposed research methodology and strategy for data collection. This will involve giving details of its rationale and how it may be operationalized.
• Evidence of clear refinement and substantive development of the project since registration.
• A timetable for the completion of the study within the given time frame (i.e. three years for a full-time PhD researcher or up to six years for part-time.

3. Draft chapter or some other significant sample of written work (8000 to 10000 words).

The Power-point presentation should last between 25-30 minutes. It is acknowledged that there is a relatively short word limit for the progress report, but the panel will be interested in the key elements as noted above and they do not need to see everything that has been written to date.

At the presentation they will ask questions and seek clarification on key issues linked to the study and will normally make recommendations about the direction, organisation and other aspects of the work. It is important that these comments are considered with your supervisors.

The outcome of the confirmation can result in several decisions 1) a straightforward confirmation, 2) confirmation with recommendations or 3) deferral (i.e., repeating the assessment within a specified period), 4) recommendation to transfer to an MPhil or 5) withdrawal from the programme. You will be given oral feedback directly after the meeting and written feedback on behalf of the panel is posted on PhD manager within a few days of the assessment. This feedback is considered by the Research Director before the researcher is formally transferred/confirmed.

Please remember that for the initial and confirmation assessments researchers are required to submit their written reports through the PhD Manager system at least two weeks in advance of the meeting date. If, for any reason, you cannot meet the deadlines set or present as arranged, you must let your supervisor and the Research Director know immediately.

One element is required:

Detailed, Illustrated and Public Seminar/Lecture to be delivered to an audience with relevant subject expertise.The presentation may focus on one particular aspect of your thesis project or may speak to the project more broadly. In the presentation, you will need to explicitly speak to:

• the originality of your research and its specific contribution to knowledge within a clearly identified and delineated field of enquiry;
• the significance of the new knowledge that has been uncovered by your research
• a reflection on what might be the broader cultural, social or political significance of your project beyond the academy.

This seminar may be delivered as part of the PhD Seminar Series, or it may be an external conference, seminar or panel discussion as relevant to your subject area. The slides and/or preparation material created for the presentation are to be uploaded to the assessment area of the PhD Manager as evidence for the submission.

Your Supervisor will assess these materials and provide comments/ feedback through PhD Manager. This should include:

• A description of the current state of the writing-up, commenting on how far the student is from completion and a reflection on the feasibility of the timeline
• Identifying any developments that are cause for concern
• Identifying actions needed to ensure a timely completion