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The bespoke system enables efficient and paperless processes for the PhD programme at Ulster.

The key users of the system are supervisors, Postgraduate Researchers, Doctoral College staff and Unit of Assessment and Faculty administrative staff. Importantly, PhD Manager replaces all paper-based processes.

The Key Functions and Benefits of PhD Manager

PhD Manager is the single point of information for all those involved in Postgraduate research administration.  Supervisors, Postgraduate Researchers and administrative staff each have a dashboard with all relevant information. The system also highlights forthcoming deadlines and tasks.

Online processes for the key milestones and interactions in the PhD journey:

  • Supervisor Meetings (arrange and record outcomes of meetings)
  • Initial Assessment
  • Training and Development Records
  • Annual Review
  • Confirmation Assessment
  • Final Assessment
  • Thesis Submission
  • Examinations
  • Viva arrangements
  • Change requests e.g. Study Away, Change of Mode of Study, Leave of Absence, Change of Title, Extensions of Time, etc.

Dedicated area for Training and Development for Postgraduate Researchers (and also viewable by Supervisors):

  • Calendar of Training Events
  • Enhanced Booking System
  • Online Training Needs Analysis
  • Online Training Plan linked to Training Needs Analysis
  • Online Training Log, recording all training booked and attended
  • Downloadable Certificates of Attendance

Support in Using the System

The "Guides" section of the system hosts step-by-step guidance, which show how to undertake each of the main functions in the system. This is backed up by short training videos which cover all the key functions.

Getting Started

  1. Log into PhD Manager at https://phdmanager.ulster.ac.uk.
  2. Bookmark the site so that you can find it again easily.
  3. Familiarise yourself with the home screen and your dashboard.
  4. Review the training guides and training videos which in the "Guides" section on the PhD Manager Home screen.
  5. The help guides are structured by function and role.
  6. Review your details, including your Postgraduate Researcher information and use the Help option in PhD Manager to report any errors or omissions.
  7. Discuss PhD Manager with your Postgraduate Researchers/supervisors and agree how it is going to be used for supervision meetings (there are functions for requesting and recording meetings / actions).
  8. Both Postgraduate Researchers and supervisors will be able to see the Training and Development records for each Postgraduate Researcher (the Training Needs Analysis, Training Plans, workshops booked, workshops attended, etc.)
  9. Consider adding PhD Manger to your Outlook calendar.
  10. Monitor PhD Manager for tasks and actions.