Welcome to York

The York Management School

PGR DEPARTMENT HANDBOOK
2018/19

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Contents
Contents
Introduction
The purpose of this handbook
The York Graduate Research School (YGRS)
University Policy on Research Degrees
Where to go for more information
The York Management School
Welcome from the Postgraduate Research Student Team
Introduction to the department
Departmental office
Staff contacts
Communicating with the department
Departmental facilities
Health, safety and security
Governance and committees
Student representation
Student evaluation and feedback
Accessibility and disability support
Equality and diversity
Your research degree
Departmental programme
Programme aims
Research integrity
Research Integrity Tutorial
Ethics
Academic misconduct
Academic progression
Your supervisor
Thesis Advisory Panel
Formal reviews of progress for PhD and MPhil students
Key milestones for your research degree
Programme structure
Researcher training and development
Becoming an Effective Researcher Tutorial
Research training modules/courses
Other departmental training
Research Excellence Training Team (RETT)
Library Research Support Team
Academic Liaison Librarians
Research Computing
Departmental conferences/seminars/fora/publications
Publication of research
Financial support for research
Your thesis
Thesis content and style

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 Thesis submission
Continuation period
Thesis examination
Change of plan?
Leave of absence
Full-time/part-time
Change programmes
Extension
Withdrawal
Professional development and employability
Teaching/demonstrating opportunities
Public engagement
Careers/employability
Appeals and complaints
Disclaimer
Glossary

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Introduction

The purpose of this handbook

This handbook provides a comprehensive introduction to The York Management School and
information on all aspects of your studies and research. It is a reference guide to help you and
should be kept alongside the Graduate Research School handbook. The Graduate Research
School handbook can be downloaded at: https://www.york.ac.uk/research/graduate-
school/support/.

The York Graduate Research School (YGRS)

The York Graduate Research School (YGRS) exists to ensure research students receive the
highest quality supervision and training, and are treated consistently and fairly. The YGRS
coordinates resources from across the University to help research students achieve successful
outcomes. The YGRS Board has oversight of all matters relating to research students and leads
the strategic development of this vitally important section of the University community. The
YGRS webpages (https://www.york.ac.uk/research/graduate-school/) are the main source of
information for research students. The YGRS newsletter provides additional updates. All
registered research students should automatically receive this.

University Policy on Research Degrees

The Policy on Research Degrees sets out University policy on research degree programmes for
research students, supervisors of research students, members of Thesis Advisory Panels and
Progression Panels, examiners of research degrees, and other University staff with
responsibility for research students. This document provides vital information for all those
concerned with research and it is recommended that all are familiar with it.
To read the University Policy on Research Degrees in full, visit:
https://www.york.ac.uk/research/graduate-school/support/policies-documents/research-degree-
policy/.

Where to go for more information

The York Graduate Research School handbook provides information on central services and
support, including accommodation, finance, living in York and further information on Careers,
the Library, and other University services: https://www.york.ac.uk/research
/graduate-school/support/.

2018/19: Preparing For Your PhD information webpage:

- Navigate to the VLE (Yorkshare) https://vle.york.ac.uk/
- Log in with personal username and password
- Locate the module 2018/19: Preparing for your PhD

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The York Management School

Welcome from the Postgraduate Research Student Team

Welcome to The York Management School and our PhD community! We take very seriously the
fact that we are a community and although the School houses a wide variety of disciplines –
from Actuarial Science to Ethnographic Filmmaking – we are very much part of one “family” and
we want you to feel that way. The PGR team – Alexandra Dias (Deputy Director of PGR), Jess
Main (Postgraduate Research Administrator) and myself, your student representatives, your
supervisors and your subject group members will do their best to make you feel at home and
included in all the activities of the School. Members of the School have international reputations
in their fields, and you will find that students come from all over the globe to work with them.
Although we are a young School, formed from the merger of a small department and a
consulting centre in 2006, we have graduated over 40 PhDs now, and have a community of
almost 60 students. Our doctoral students have won awards and nominations within the
University, the White Rose Doctoral Centre, and even Europe wide; many are now academics
themselves and their research has been featured in international media such as the New York
Times. We hope that your research will follow theirs!

Research student seminars will begin as soon as you start your PhD. These include external
speakers both from industry and academia. There is also a rich social programme that will help
you get to know both staff and students. Whilst York has a world class reputation for
scholarship, it is also friendly and supportive, and all the staff – academic or support – are
approachable and will do their best to help you or find someone who can. The PhD is a journey
that will stretch your abilities and challenge you, there will be ‘ups’ and there will be ‘downs’, but
you will be advised and supported on that journey – which in the end is an incredibly fulfilling
and rewarding one. There’s no better feeling than walking across the platform to the applause of
your fellow students, staff and parents after three years to receive your degree.

Welcome again, and the best of luck with your studies.

Dr. Alison J. Glaister

Director of Postgraduate Research

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Introduction to the department

You are now a member of The York Management School. The department is made up of
academic staff involved in teaching and research, support staff and students.

Academic staff - may have the title Professor, Reader, Senior Lecturer or Lecturer. They are
leaders in their fields and engaged in teaching and research. Most will supervise research
students and some also hold certain key administrative roles within the Department.

Research staff - members of staff employed to conduct research projects within their field of
expertise. They may not be involved in teaching or supervision, instead concentrating on their
research projects.

Support staff – making the department run smoothly. They communicate important information,
provide technical assistance and help signpost you to other services and support you might
need within the University.

Students – the life and soul of the school. A list of current PhD students can be found on the
website.

Departmental office

The York Management School is located on the Heslington East campus of the University of
York. Access to parking for Heslington East, including the Ron Cooke Hub, is via the road
signposted to Grimston Bar Park and Ride on Hull Road then following the appropriate signs.
Parking is only permitted at Grimston Bar Park and Ride if you use the Park and Ride bus into
the city centre or park and use a cycle to ride to your destination.

The Student Office is located in room LMB/203, second floor of the Law and Management
School, Heslington East Campus.

Office hours at Monday to Thursday 9.00 am to 5.00, Friday 9.00 am to 4.30 pm.

The main doors of the building will be open from 8.30 am to 6.30 am (excluding some Bank
Holidays). Centrally timetabled rooms will be locked after 6.25 pm.

Staff contacts

Please note that if you wish to contact any member of staff, their contact details are available on
the website: http://www.york.ac.uk/management/staff/

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Communicating with the department

Your main contacts for the PhD Programme are below.

Director of Postgraduate Research Dr Alison Glaister

alison.glaister@york.ac.uk
Telephone ext. 5304
Room LMB/113
Deputy Director of Postgraduate Research Dr Alexandra Dias
alexandra.dias@york.ac.uk
Telephone ext. 5317
Room MBA/011
Postgraduate Research Administrator Jessica Main
management-phd@york.ac.uk
Telephone ext. 5025
Room LMB/203

Remember to include your Student ID number in the email subject line to help with electronic
record management, it is your responsibility to keep track of your email.

Departmental facilities

PhD Suite

As part of our commitment to developing an active post-doctoral research community, The York
Management School has created a dedicated PhD study room. The suite offers all the core
facilities required for the conduct of research in the Business & Management field, while also
affording a collective space in which students may socialise. This space is intended for, and is
run by, research students. Therefore, it is the PhD student body who have the primary role in
determining how the space and facilities are used and developed.

At York we recognise that the nature of work and research is changing. It is no longer the case
(and rarely has been) that students need to be situated in a static work space 9am-5pm, five
days a week. Just as the needs and preferences of different students and projects vary, so do
the demands of individuals over time. To reflect this, we have developed a new flexible work
space in which facilitates are shared, and available to everyone as their needs dictate. The
shared space (managed by doctoral students and overseen by the Doctoral Team) offers the
desks, chairs, bookshelves, networked PCs and office materials necessary for your work.
Certain workstations are identified as having dedicated software and priority use for those
requiring expert packages such as Data Stream. The PhD Suite also offers secure storage, a
reading and meeting area, and kitchen facilities. This is in addition to the IT provision made
available to each full-time student on an individual basis.

The PhD room is accessible 24 x 7 using a student card.

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Kitchen Facilities

Research students have access to a communal kitchen (LMB/155) near to the PhD suite,
containing fridges, a dishwasher, and microwave facilities. Tea and coffee supplies are
provided.

It is the responsibility of all PhD students that the PhD suite and kitchen are kept clean and tidy.

Photocopying and Printing

A yearly endowment for printing and copying is issued to each PhD student. Research students
can use the School photocopy facilities for the preparation of research materials on a limited
basis (obviously other means should be used for the production of large numbers of copies of
materials unless prior permission from the School Administrator or Supervisor has been
granted). They may also use the machine at no cost when copying small quantities of any
materials for teaching purposes.

The photocopying of material in copyright is restricted under law. In brief, single copies may
normally be made of individual articles from journals or of relatively short extracts from books or
other written works, provided that the copy is intended for your research or private study.
Otherwise you will need to obtain permission from the copyright owner before you can take a
photocopy or photocopies. In cases of doubt you should consult the Registrar’s Department.

Mail

All members of staff have individual pigeonholes, located in the departmental post room on the
first floor of the Law & Management building (LMB/119).

There is also a shared pigeonhole in the department the PhD Suite, and you should regularly
check if there is any post. Students may use the following as a mailing address,

The York Management School

Freboys Lane
University of York
Heslington
York
YO10 5GD

Telephone and Fax

Research students will have access to a telephone in the PhD study room (ext. 5062). The
telephone is for research and teaching purposes only. Please use it sensibly and for UK calls
only. Should your research require that you make large numbers of calls, or international calls,
consult with your supervisory team first to establish the best course of action.

A fax machine is available in the School photocopying room on the first floor, room LMB/119,
which can be used by research students to support their research.

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Headed Paper

Students are allowed to use Departmental headed notepaper and mailing facilities when they
are clearly needed for research purposes. A supervisor’s permission should be obtained and
conveyed to the Departmental Administrator.

Catering

Caffé Society

Caffé Society is located on the ground floor of the Law and Management building.
Opening times: Monday – Friday 08:30-16:00 (closed in vacation time).

Hub Café

With an impressive lakeside setting, the Hub Café offers a selection of hot and cold snacks and
drinks, all available to eat in or takeaway.
Opening times: Monday – Friday 08:30 – 15:30.

Piazza Restaurant

The largest catering outlet on Campus East, Piazza Restaurant providing hot food, cold snacks,
Starbucks Coffee and delicious cakes from sunrise to sunset. A revitalising space to come for a
coffee break between lectures, a fulfilling meal to fuel your day or a quick snack to keep you on
top form.
Opening times: Monday – Friday 08:00 – 20:00.

The Glasshouse

The Glasshouse is Heslington East’s only licensed social space. Located in the centre of
Langwith College. During the day, they offer a relaxed social space for you to study, catch up
with friends and grab a bite to eat. During the evening, the Glasshouse becomes the social hub
of Heslington East.
Opening times: Monday – Friday 10:00– 23:30, Saturday – Sunday 12:00 (noon) – 23:30.

Electrical Equipment

All electrical equipment must be switched off when not being used. Staff and students with
access to the Department outside normal office hours should make sure that all lights are
switched off and electrical equipment powered off before they leave. This includes terminals,
computers, office printers, monitors and heaters.

Using Computers

Users of computer screens should make themselves aware of the University’s

recommendations regarding their use, in particular, the University’s Code of Practice for Display
Screen Equipment.

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Full details of the University’s Health and Safety Policy can be found on YorkWeb at
http://www.york.ac.uk/admin/hsas.

The University’s team of advisers responsible for Health and Safety is currently located at:
Health, Safety & Environment Advisory Service
Grimston House
Ext: 2020
E-mail: gf9@york.ac.uk
Fax: 2027

Health, safety and security

If you have an accident at the Department, no matter how apparently minor, it is your
responsibility to report it. To report an accident, incident or near miss please visit the
University’s Health, Safety and Security page online at http://www.york.ac.uk/admin/hsas/. We
require people to complete forms to help the Department or University learn from what has
happened.

Security

The 24 hour Security number is (32)4444. The Emergency Security number is (32)3333.

Term Dates

Dates for each academic year are available online at http://www.york.ac.uk/about/term-dates/

Governance and committees

The Board of Postgraduate Research (BoPGR) and Staff Student Liaison Committee
(SSLC)

The Board of Graduate Research committee, which incorporates the Staff Student Liaison
Committee, meets once a term. All PhD students are invited to attend the SSLC meeting, and
the Unreserved section of the BoGR meeting, at which student issues are discussed. However,
it is usual for students to be represented at this meeting by their student representatives.

Forthcoming BoPGR and SSLC Committee meeting dates are available on the Management
School timetable.

Student representation
Student representatives are elected by their peers in their department to act as a two-way
mechanism of communication between the University and the student body they represent.
They convey the views and interests of students to the department principally at the

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BoPGR/SSLC meeting and within the GSA. There are usually three representatives, one from
each year of study.

Academic representation is a partnership between students, through the University of York

Students’ Union (YUSU) and the GSA, and the department. Together, we aim to ensure that
students play an essential role in monitoring, driving and developing the quality of the academic
experience here.
Postgraduate course reps are supported by the GSA, with dedicated support and training
throughout the year following the elections and initial training in the autumn term, which is
coordinated jointly with between the GSA and YUSU.

If you’d like to represent the views of your fellow students and have a say in how your course is
run, why not apply to be a course rep?
Visit: www.yorkgsa.org/site/academic/course-representatives.

Student evaluation and feedback

We take your views on your experience within the department and University very seriously.
This is an important part of the University’s programme of quality assurance and enhancement,
and in the appraisal of members of staff. As such, there are points during your degree where
you will be asked to give detailed feedback on your experiences as a student and researcher;
for example, a Review of Supervision is requested as part of each meeting of your Thesis
Advisory Panel. Your support of this process, by providing relevant and constructive feedback,
is critical in delivering the best possible research student journey, as well as in facilitating the
continued success of postgraduate research in York.

Accessibility and disability support

Open Door and Disability can provide support, advice and guidance for those with a diagnosed
disability, including: dyslexia and other specific learning difficulties; Asperger’s syndrome; visual
and hearing impairments and physical/medical impairments, amongst others. All students with
disabilities, including research students, are encouraged to contact Open Door and Disability to
discuss meeting your individual needs.

Please let the department know as soon as possible if you have a disability and may require any
support. You can discuss this with your supervisor. Please note that even if you studied a
previous degree at York you will need to notify the department’s disabilities representative again
of any disability when you enrol for a research programme, as your support needs for the
research degree are likely to be different than those for your taught degree.

Our departmental disability representative is Arun Kumar (arun.kumar@york.ac.uk)

For further information, visit: https://www.york.ac.uk/students/support/disability/.

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Equality and diversity

The University of York values the diversity of its students and staff and is committed to the
creation of a positive environment which is fair, welcoming and inclusive, and where everyone is
treated with dignity and respect.

For further information about the University’s equality and diversity policies, visit:
https://www.york.ac.uk/admin/eo/.

Awards and prizes

Within the School we organise a poster presentation annually where small prizes are given.
Within the DTP there are Pathway and DTP level poster competitions at Annual Conferences.
Across disciplines within the University there are also occasional highly competitive poster
events which also involve an interview – Indah Ratnasari of the York Management School won
the 50th anniversary competition in 2014. At European level, as members of EDAMBA we are
allowed to submit to the annual best thesis competition for completions in the previous
academic year, and we have so far twice been placed in the top 10 in Europe (Mohammed Al-
Yahya, Neveen Abdelrahim). We also keep students informed of external opportunities – John
McCabe winning a highly commended award in the Emerald Publishing competition for
Knowledge Management.

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Your research degree

Departmental programme

The York Management School expertise links closely to key challenges affecting modern
workplaces: globalisation, information technology, risk and financial stability, creativity and
innovation, gender and diversity, ethics and business behaviour and the transformation of public
services management delivering high quality training and support, our PhD in Management
draws students from across the globe whose research covers a wide range of business and
management areas, including economics, finance, sociology, politics, technology and business
history.

Programme aims

Refer to section 2 of the Policy on Research Degrees for this section, available at https://www.
york.ac.uk/research/graduate-school/support/policies-documents/research-degree-policy/.

Research integrity

Researchers have an obligation to the research community, to the funders of research and to
society as a whole to conduct their research to the highest standards across the full research
process, from planning and conducting research through to recording, reporting and applying
the findings. This is known as ‘research integrity’. The University’s expectations are set out
online, at https://www.york.ac.uk/staff/research/governance/research-integrity-and-ethics/.
These are:

● Code of Practice on Research Integrity.

● Code of Practice and Principles for Good Ethical Governance. (Research ethics form a
subset of research integrity, focusing on the avoidance of harm within the conduct of
research. This Code sets out the University’s framework of ethical principles and
University requirements for formally reviewing and approving research which raises
ethical considerations. It includes a ‘Checklist of areas where ethical considerations are
likely to arise’.)

It is important that you read these documents and ensure that you have a clear understanding
of the standards and practices expected of you. You are advised to talk through the implications
with your supervisor. Key elements include:

● Ensuring that your research data and supporting records are accurate, complete and
retrievable, and stored securely, taking particular care in relation to any sensitive
information.
● Taking responsibility, supported by your supervisor, for identifying any areas of your
research project which fall within the University’s ethical framework, and referring them
for University review and approval prior to commencing the activity.

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Research Integrity Tutorial

The Research Integrity Tutorial (RIT) is a compulsory requirement for all postgraduate research
students and must be completed prior to your first TAP meeting. The RIT is tailored to the
specific needs of postgraduate research students and has been designed to familiarise you with
the principles, policies and procedures of research integrity and ethics at the University of York.
The tutorial is divided into three main sections each of which takes approx. 45 mins to complete
and is followed by a short section test. After completing all 3 section tests you will receive a
Research Integrity Certificate and your completion will be recorded in e:Vision. The RIT will
provide you with practical information for your research here at York and will be highly valuable
in the development of your academic career.

The RIT is located in your Yorkshare VLE module list. If you have trouble accessing the tutorial,
email integrity@york.ac.uk. For more information and details of further support for research
integrity to build on the core training provided by the tutorial, visit https://www.york.ac.uk/staff/
research/governance/research-integrity-and-ethics/training-and-support-for-research-integrity.

Please note that completion of the RIT is mandatory for all research students and completion is
a requirement for progression. You will also find the Information Security Awareness Tutorial in
your VLE module list, which you are also expected to complete.

Ethics

All PhD and Staff Research Ethical approval involving human subjects must now be submitted
through the Economics, Law, Management, Politics and Sociology (ELMPS) Ethics Committee
which convenes only four times per year. There is a new procedure now in place as all the
social science ethics forms are being assessed by a specific social science committee. You
must complete either the ELMPS Lite or ELMPS Full depending on the nature of your research.

This committee meets only 4 times a year so it is essential that you plan ahead in order to
submit your proposals in time for the meeting. You should aim to have your ethics approved as
soon as possible in order not to lose research time waiting for approval.

Meetings take place in September, November, February and April.

Information on the Ethics Committee and specific meeting dates can be found here:
http://www.york.ac.uk/about/organisation/governance/sub-committees/ethics/elmps/

Ethics forms which are submitted late will have to wait for the next meeting before they can be
considered and approved. Forms are normally expected to be submitted one month before the
meeting is scheduled.

The ELMPS Lite form is to be used for:

 Small scale evaluation and audit work
 Non-invasive research
 Not involving vulnerable groups e.g.

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  Children
 Those with learning disabilities
 People with mental impairment due to health or lifestyle
 Those who are terminally ill
 Recently bereaved
 Those unable to consent to or understand the research
 Where research concerns sensitive topics / illegal activities
 Where deception is involved
 Any research requiring a CRB check

If your research involves any people in the above vulnerable groups you will be required to
submit a Full application to ELMPS where ethical issues need more detailed consideration. It is
up to the researcher to determine which form to complete at the outset.

For the University’s full code of practice and principles for good ethical governance, visit:
https://www.york.ac.uk/staff/research/governance/research-integrity-and-ethics/.

Academic misconduct

The University is committed to maintaining the highest standards of integrity and any academic
misconduct is regarded as an extremely serious matter. It is your responsibility to be aware of
the University's guidelines, policies and procedures on misconduct and act with integrity. Further
information is available at https://www.york.ac.uk/staff/supporting-students/academic/research/
misconduct/.

Academic progression

Your supervisor

Supervisors play a fundamental role in supporting research students throughout their

programme. Your supervisor or supervisory team is responsible for helping you to manage your
research, as well as being your primary link to your department and the University. Your main
supervisor is your first point of contact for any issues that arise throughout your programme.

Formal Supervision meetings with your supervisor or supervisory team should take place at
least eight times per year, with an expectation of one meeting at least every 6-7 weeks for all
full-time and part-time students. At these meetings your supervisor(s) should give detailed
feedback on the work you present and help you make plans for your next steps. A detailed
record of your formal supervisory meetings and actions agreed will be kept through SkillsForge,
and must be signed by both you and your supervisor(s).

Within three months of the start of your registration you and your supervisory team are expected
to sign that you have read the 'Principles of Supervision' document, which you will find in your
SkillsForge account. This summarises aspects of the Policy on Research Degrees, extracting

15
the points which are most essential to a successful supervisory relationship. You can therefore
expect your supervisor to discuss these with you in your early supervision meetings.

General Supervision Principles

Supervisors will provide satisfactory advice and guidance on the conduct of the research and on
the preparation of the thesis. They will encourage you to participate fully in the planning of your
research and to take personal responsibility for the decisions made. They will monitor the
course of your research programme, reporting on progress to BoGR. They will provide timely,
constructive, and effective feedback on the student’s work and overall progress within the
programme, ensuring that the student is aware of the need to exercise probity and to conduct
research according to ethical principles, and of the implications of research misconduct. They
will also ensure you are aware of the need to submit the thesis by the specified deadline.

In terms of your skill development, your supervisory team will ensure that instruction is provided
in research methods relevant to your research as well as assessing your generic skill
requirements for progress and career aspirations.

In addition to the above, you can reasonably expect your supervisor to read drafts of your work
and to provide detailed comments and suggestions for improvement. It is the responsibility of
the student to discuss with their supervisors the nature of the written work produced and how
much is read. Your supervisors should read a full draft of the thesis and give constructive and
thorough written feedback. They will also offer advice and assessment on other modes of
academic work and delivery (e.g. presentations, Forum Chairing, publications, etc.).

Your supervisor is your first point of contact with the School and the University system, and you
can seek his/her advice and assistance with any University related matter e.g. provision for any
special needs you may have for medical or other reasons. Your supervisor will ensure that you
are aware of sources of advice within the University, including careers guidance, health and
safety legislation and equal opportunities policy. Similarly, your supervisor is there to direct you
when you need to deal with external bodies such as research councils and sponsors. He or she
may also be able to introduce you to the national and international research community in your
field, to help you to establish useful research contacts and to keep you informed about relevant
conferences and workshops.

A good working relationship between student and supervisor is clearly very important. Any
problems that develop in this relationship need to be resolved at an early stage. The
Researcher Development Team offer courses to assist in this process.

For MPhil and PhD students reviews of supervision arrangements are carried out routinely
during meetings of the TAP.

The role of the supervisor

Each research student has a first supervisor appointed by the Board of Graduate Research
Committee (Dr. Alison Glaister) who will usually be responsible for the direction of the study. In
addition, the sub-committee will appoint a second supervisor. Each research team is
responsible for specifying the role of each supervisor. It is the student’s responsibility in concert

16
with their supervisors, to ensure that they develop a good working relationship that suits all
parties. Should problems arise the student should, where possible, speak to their supervisor/s
and attempt to resolve these issues. In the case that this cannot be resolved or the student
feels unable to address the issue with the supervisor/s then the student should contact Dr Alison
Glaister, Director of Postgraduate Research, or Dr Alexandra Dias, Deputy Director of
Postgraduate Research, should the former be problematic. The obligations and expectations of
each party are outlined in the Learning Agreement document, which is signed by both
supervisor and student at the beginning of the Programme.

If the first supervisor is, for any reason, unable to continue supervising, an appropriate
supervisor will be appointed to assume the role. A replacement supervisor should be appointed
within two months of the main supervisor becoming unavailable. In the meantime, a member of
the TAP will assume a general supervisory role. Research students will be informed if their
supervisor resigns from the University.

According to University Regulations, the responsibilities of supervisors of research students

include:

i. providing satisfactory advice and guidance on the conduct of the research and on the
preparation of the thesis;

ii. monitoring the progress of the student’s research programme, reporting on progress
to the departmental graduate school board, and ensuring the student is aware of the
need to submit the thesis by the specified deadline;

iii. encouraging students to participate fully in the planning of their research and to take
personal responsibility for the decisions made;

iv. maintaining regular contact with research students, including during any periods in
which students are working on their research away from the University;

v. having input into the assessment of a student’s development needs, and ensuring
that instruction is provided in research methods relevant to the student’s research;

vi. monitoring the student’s Graduate Professional Development;

vii. providing timely, constructive and effective feedback on the student’s work and
overall progress within the programme;

viii. ensuring that the student is aware of the need to exercise probity and to conduct
research according to ethical principles, and of the implications of research
misconduct;

ix. ensuring that the student is aware of sources of advice within the University,
including careers guidance, disability services, health and safety legislation and
equal opportunities policy;

x. providing effective pastoral support and, where appropriate, referring the student to
other sources of such support within the University;

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 xi. helping and encouraging the student to interact with others working in the field of
research (e.g., through conferences), to keep themselves informed of developments
within their subject, and where appropriate to submit conference papers and articles
to refereed journals;

xii. maintaining the necessary supervisory expertise;

xiii. exercising sensitivity to the diverse needs of individual students, including overseas
students.

Furthermore, in order effectively to supervise students at doctoral level, the School has certain
minimum expectations of its staff. Individuals may only supervise where they continue to meet
these standards:

All supervisors will have appropriate expertise for their role, with at least one member of the
supervisory team being currently engaged in research in an appropriate area of the relevant
discipline(s), so as to ensure that the direction and monitoring of the student’s progress is
informed by up-to-date subject knowledge and research developments. At least one of the
supervisors will have experience of supporting research students through to successful
completion of their programme.

Furthermore, in appointing a supervisor, the School will ensure that the supervisor’s ability to
meet these responsibilities is not put at risk as a result of an excessive volume or range of other
responsibilities.

The maximum number of full-time students that can be supervised by an academic is 6.

Members of staff joining the University as early career academics will receive training in
research supervision as part of the York Certificate of Academic Practice
(http://www.york.ac.uk/admin/hr/academic-practice/). All supervisors in the School will also
receive training on both introductory and advanced issues relating to supervision.

Further guidance on the supervisory relationship can be found at:

https://www.york.ac.uk/research/graduate-school/academic/supervision/

Mechanisms for dealing with problems in the supervisor-supervisee relationship

If, for any reason, there are issues that you wish to discuss concerning your supervisor(s), then
the first person to discuss these with is the Director of Postgraduate Research, or the Deputy
Director of Postgraduate Research. You may also discuss any issues with the Research
Director, or the Research Administrator.

In addition, support outside the School is available, at the Graduate Students Association
(henceforth GSA). The GSA is the primary representative body for all registered postgraduate
students at the University of York. Postgraduates are automatically members of the GSA, are
encouraged to take part in any of their activities, and are welcome to use any of their services.

18
The University has a complaints procedure for dealing with complaints of an academic and non-
academic nature from students and others. This is available on the web at:
https://www.york.ac.uk/about/departments/support-and-admin/sas/complaints/

Supervision records on SkillsForge

All supervision meetings are recorded on SkillsForge. SkillsForge is used for most
aspects of the PhD journey and details your progress, training and other research
activity. On your SkillsForge account you will see a set of milestones that have been
generated centrally. Each milestone will be attached to a specific date. These dates are
the latest dates by which activities need to be completed. It is your responsibility to
ensure that these dates are not exceeded and you will need to check your
SkillsForge account regularly.

Thesis Advisory Panel

Your Thesis Advisory Panel (TAP) consists of your supervisor(s) and at least one other member
of academic staff from your department. Full-time students meet with their TAP at least once
every six months. The purpose of TAP meetings is to discuss your progress and training needs
and to give advice on the direction of your research and your professional development.

In SkillsForge, you will be required to complete a TAP Preparation Form which will need to be
electronically signed off by your supervisory team. This will generate a TAP form where you and
your TAP will document your meeting, highlighting your progress and any goals that you should
be working towards for the next meeting.

After the main TAP meeting, the TAP member will also discuss any issues that have arisen
between you and your supervisory team, and after each TAP you and the TAP member will
complete a Review of Supervision Form where you have the chance to discuss any issues
regarding your supervision.

For further information visit https://www.york.ac.uk/research/graduate-school/academic/

supervision/

Formal reviews of progress for PhD and MPhil students (Masters by research
students do not have formal reviews of progress)

Formal reviews of progress: overview

All PhD and MPhil students (but not MA/MSc by research students) are subject to formal
reviews of progress. The purpose of formal reviews of progress is to ensure that you are making
satisfactory progress with your research project and other elements of your PhD or MPhil
programme. A formal review of progress should give you a clear sense of the progress you are

19
making on your degree but the decision of a progression panel does not serve as a prediction
for the outcome of the final examination.

Formal reviews of progress take place on an annual basis, towards the end of each year of
enrolment, for full-time PhD and MPhil students, and on a biennial basis for part-time PhD and
MPhil students. Formal reviews of progress are not required for entry into a continuation period,
where this is permitted.

You have a maximum of two opportunities to meet the relevant University progression criteria at
each formal review of progress. If you have not met the relevant University progression criteria
after two attempts you will have failed the progression point and will be transferred to an
alternative programme or your enrolment will be terminated.

Procedure for formal reviews of progress

In a formal review of progress, you will be assessed against University progression criteria (see
below) which set out the threshold requirements for progression to the next year (or equivalent
period for part-time students).

The assessment is undertaken by a progression panel, which is independent of your

supervisor(s) to gain an external perspective on the progress that you are making, and to
ensure that your relationship with your supervisor remains focused on your development as a
researcher.

The Progress Review Panel will consist of

a) the Director or Deputy Director of research or their nominee;

b) the Director or Deputy Director of Post-Graduate Research or their nominee;
c) a member of the appropriate subject group not a member of the supervisory or TAP
team.

The membership of your panel will normally be communicated one month before the panel
convenes.

Your department determines what evidence (oral and/or written) its PhD and MPhil students
should provide to demonstrate that they have met the relevant University progression criteria
(see below for details). The evidence you provide is considered alongside a supervisor’s report
on your progress and agreed TAP reports.

Progression criteria and student evidence for a first formal review of progress

For progression into year 2 of a full-time PhD or MPhil programme (or equivalent stage of a
part-time PhD or MPhil programme), a student must demonstrate that they:

(a) can articulate the direction their research is taking and the research questions it
addresses;
(b) have planned in a realistic fashion the second year (or equivalent) of their research,
indicating any risks and how these will be mitigated;

20
 (c) have sufficient acquaintance with the relevant field of knowledge to place their research
into context;
(d) have sufficient proficiency in the relevant research methods, techniques and theoretical
approaches to move their research to the next stage;
(e) have undertaken all required training;
(f) have considered ethical issues (including data management and authorship) where
applicable.

Evidence required:

a) Confirmation of completing required MA Social Research modules with assessment

outcomes [Criterion e];
b) Confirmation of completing other required training, School or other approved source
[Criterion e];
c) Confirmation that you have made a presentation to your research group, on which you
have received feedback;
d) A draft chapter. Written document depending on research methodology pathway,
suitable for the subject and assigned at the beginning of the PhD (i.e. literature review,
methodology OR data collection and initial analysis depending on order of research
activities) [Criteria c,d].
e) A brief statement on your progress and how you have met all the criteria {particularly
Criteria a,b,f]. [Criterion f];
f) Comments from previous TAPs [all criteria];
g) Supervisory statement on progress [all criteria].
h) A draft ethics/data management statement [where appropriate or a statement as to why
it is not appropriate]

Progression criteria for a second formal review of progress

For progression into year 3 of a full-time PhD programme (or equivalent stage of a part-time
PhD programme), a student must demonstrate that they:

(a) can articulate the direction their research is taking and the research questions it
addresses and how this will lead to a substantial original contribution to knowledge or
understanding;
(b) have planned in a realistic fashion the third year (or equivalent) of their research, based
on the expectation that the project will be completed and the thesis submitted on time,
indicating any risks and how these will be mitigated;
(c) have the ability to write up their research in an appropriate academic format for it to be
critically assessed by peer reviewers and examiners;
(d) have begun to acquire the wider background knowledge of their research field required
for the degree of PhD;
(e) can apply the relevant research methods, techniques and theoretical approaches
required to make an original contribution to knowledge or understanding;
(f) have undertaken all required training;
(g) have considered ethical issues (including data management and authorship) where
applicable.

21
 Evidence required:

a) Confirmation of completion of advanced research training e.g. NARTI, DTP, or other

approved source (Criteria d,f);
b) Confirmation that you have made a presentation to your research group, on which you
have received feedback;
c) Two draft chapters. Written document depending on research methodology pathway,
suitable for the subject and assigned at the beginning of the PhD (i.e. literature review,
methodology AND data collection and initial analysis) [Criteria a,c,e).
d) Comments from previous TAPs;
e) Statement as to how all the criteria for progress have been met (especially Criterion g
including a suitable timetable for completion (Criterion b)
f) Supervisory statement of progress.

Progress review meeting

The progression panel will consider your evidence, the supervisor’s report and agreed TAP
reports at a progress review meeting. Based on these elements, the progression panel will
make a decision as to whether you have met, exceeded or not met the relevant University
progression criteria as well as a recommendation regarding your progression.

If the progression panel does not feel able, on the basis of the evidence provided by the student
and/or the supervisor’s report and/or the agreed TAP reports, to recommend that an individual
student be progressed, then a progress review meeting at which the student in question is
present, along with at least two members of the progression panel, will be scheduled as soon
as possible. The purpose of requiring the progression panel (or part thereof) to meet with the
student in this instance is to give the student (who is at risk of not progressing at the first
attempt) every opportunity to demonstrate that they have met the relevant University
progression criteria.

Progression panel decision and recommendation

If a progression panel decides that you have met or exceeded the relevant University
progression criteria at the first attempt, they will recommend to the Standing Committee on
Assessment (SCA), which is responsible for approving progression decisions on behalf of
Senate, that you progress into the next year of your programme.

If the progression panel decides that you have not yet met the relevant University progression
criteria, you will be permitted a second attempt at progression within three months but the panel
may recommend that it would be in your best interests to transfer to an alternative programme
or to withdraw from the University. You will need to let your department know as soon as
possible if you wish to accept a recommendation for transfer or withdrawal.

22
Second attempt at progression

If you make a second attempt at progression but do not meet the relevant University
progression criteria at this attempt, the progression panel will recommend that you are
transferred to an alternative programme or that your enrolment with the University is terminated.

If you make a second attempt at progression and do meet or exceed the relevant University
progression criteria at this attempt, the progression panel will recommend that you are
progressed but this does not alter the timing of the next formal review of progression (if
applicable) or the deadline for submission of the thesis.

See https://www.york.ac.uk/research/graduate-school/support/policies-documents/research-
degree-policy/ (Appendix 4) for full details of the procedure to be followed for making a second
attempt at progression.

Exceptional circumstances

If you have any exceptional circumstances that may impact on a formal review of progress then
you should contact your supervisor as soon as possible to discuss your options.

Key milestones for your research degree

The following section lays out the key milestones that you must achieve as a research student.

Programme structure

Our standard cohort entry point is 1 October, with an additional cohort entry point 1 January.

23
First year (and part-time equivalent) milestones PhD and MPhil milestones

First formal review of progress Second attempt at first formal review of progress
Event First year
TAP 1 TAP 2 symposium/TY Submission of Progress review Consideration by GSB Resubmissi Further progress Consideration by
MS Doctoral written evidence meeting on of review meeting GSB
Conference written
evidence
Month from
enrolment (full- 5 10 9-11 12 12 12 15 15 15
time students)
Date(s) for
October cohort February July By end July September September September December December December
starters (full-
time students)
Date(s) for
January cohort May October By end July December December/January December/January March March March
starters (full-
time students)
Requirement Draft PhD Updated 15-20 minute See above
plan PhD plan presentation
Group - -
Meeting TAP TAP symposium or Progress review Progress review
meeting meeting TYMS Doctoral meeting meeting
Training
Conference
Subject
Groups to
attend
- Decision Decision
Outcome Agreed TAP Agreed TAP Feedback on (exceeded/met/unmet (met/unmet) and Confirm
form form presentation ) and recommendation recommendation recommendation
(progress/resubmit) (progress/ (progress/
withdraw) withdraw)
Part-time
students
Month from 10 20 By end July (yr 24 24 24 30 30 30
enrolment (part- 2)
time students)

24
Second year (and part-time equivalent) milestones PhD and MPhil milestones

Second formal review of progress Second attempt at

formal review of
progress
Event TAP 3 Research TAP 4 Submissi Progress review Consideration by GSB Resubmission of written Further progress Consideration by GSB
seminar/TYM on of meeting evidence review meeting
S Doctoral written
Conference evidence
Month from 16-17 18-21 22-23 24 24 24 27 27 27
enrolment (full-time
students)
Date(s) for October Jan-Feb July-Aug Sept Sept Sept Dec Dec Dec
cohort starters (full- by end July
time)
Date(s) for January April- May by end July Oct-Nov Dec Dec Dec March March March
cohort starters (full-
time)
Requirement Updated 15/20 min Updated See
PhD plan presentation PhD above
plan
Meeting TAP Group TAP Meeting -
Meeting symposium/T
YMS Doctoral
Training
Conference
Subject
groups to
attend
Outcome Agreed TAP Feedback on Agreed TAP - Decision Confirm progress or Decision (met/unmet) Confirm progress or
form Presentation form (exceeded/met/u resubmit and withdraw
nmet) and Recommendation:
Recommendation progress or withdraw
: progress or
resubmit
Part-time students
Month from 32-34 36-42 44-46 48 48 48 54 54 54
enrolment (part-time
students)

25
If you commence a PhD or MPhil programme outside a cohort entry point, or if your journey goes out of sync with the rest of your cohort (e.g.
due to a leave of absence) the dates specified above may not apply to you but will be calculated in terms of how long you have been enrolled on
the programme.

26
Researcher training and development
Being a research student isn’t just about producing a piece of academic work. It’s about
developing skills that will help you succeed in your chosen career. Your department and
supervisor will help you with skills specific to your subject, and training and support is also
provided centrally.

Becoming an Effective Researcher Tutorial (compulsory)

The ‘Becoming an Effective Researcher Tutorial’ is an online induction available through the
VLE to all postgraduate research students and supervisors. The tutorial is organised in easy to
navigate sections so that, following completion of the tutorial, you are able to come back to the
information as you need it throughout your programme. You are expected to complete this
tutorial as part of your induction at the University and are encouraged to discuss it with your
supervisor and TAP. On completion of all six sections of BERT (as it is affectionately known)
you will be issued with a certificate which you can use to demonstrate to your supervisor that
you have completed the tutorial. You can access BERT directly from the VLE or by clicking the
link: https://www.york.ac.uk/research/graduate-school/new-students/.

Research training modules/courses

The first year centres on a dedicated research methodology training programme. See the MA in
Social Research course programme for a selection of the range of modules offered. You are
required to complete a core set of modules alongside the assessment for these modules.

You will be required to audit the modules taught on the MA Social Research in the first term.
These will not be assessed. These first term modules take place on the main campus. During
the second term, you will be required to take the following modules:

1. Methods for Critical Literature Reviewing & Dissemination

2. Philosophy and Process of Management Research

These modules are compulsory and they are each assessed. You will need to pass each of
these assessments in order to progress into the second year. The modules take place within
The York Management School.

You will also be required to attend ten days a year of graduate training. These short half-day
courses cover a wide range of transferable skills. We also offer relevant activities and seminars
which count towards the ten days.

To enhance your career you will also have access to the University of York’s Researcher
Development Unit, as well as support for Postgraduates Who Teach.

In addition, the following training opportunities are available:

 All Masters’ modules offered by the School

 The York Management School seminar series

27
  Advanced methodology training
 Advice from leading academics on managing your research career
 The Northern Advanced Research Training Initiative (NARTI) Doctoral Conference

The Northern Advanced Research Training Initiative (NARTI) is a network of leading research-
based university business and management schools in the North of England. Providing you with
advanced research training in methods, methodologies and related research skills, with a focus
on early career academics and doctoral researchers (more on page 29)

Other departmental training

A complete suite of training provision is available for research students. This includes the
central provision of over 200 training workshops, bespoke training for departments, one to one
guidance for researchers in areas such as impact, engagement and influence and career
management.

Research Excellence Training Team (RETT)

The University’s Research Excellence Training Team (RETT) provides a range of skills training
and support to help you develop the skills you need to progress your research and your career.
This includes communication, careers, collaboration, project management and public
engagement. Book on workshops via SkillsForge and visit the RETT pages
(https://www.york.ac.uk/staff/research/training-forums/research-excellence-training-team/),
Facebook (https://www.facebook.com/rett.york) and Twitter (@rett_york) for up to date
information.

Library Research Support Team

The Library’s Research Support Team (RST) provides advice and guidance on research data
management, open access publishing and repositories, copyright and bibliometrics.

The team delivers workshops on these themes within the Research Excellence Training
programme. To view information on workshops and to make a booking, visit
http://www.york.ac.uk/admin/hr/researcher-development/students/. For further information on
the team, visit https://www.york.ac.uk/library/info-for/researchers/support/.

The Library also provides a wide range of services for researchers in addition to the RST, for
more information, visit http://www.york.ac.uk/library/info-for/researchers/.

Academic Liaison Librarians

Your Academic Liaison Librarian is your main contact in the Library. Talk to your Academic
Liaison Librarian about your research; they can point you in the direction of the best resources
and order new resources for you. Find your librarian, lists of useful resources and further
guidance by clicking on your department’s name on this website: subjectguides.york.ac.uk.

28
Research Computing

All researchers use computers at some point in the research process and IT Services provide a
wide range of services and support, from email to Tier 3 High Performance Computing. The
Research Computing team provides training and one-to-one support so that you can make the
most of the systems and resources provided at York. Whatever your level of experience, help is
on hand to get you started and choose the right tools for your research or project.

Designed with the aim of making research easier, faster and more productive, our systems and
resources could be of use to all researchers, regardless of discipline or research project. To
discuss what help we can provide, email: itsupport@york.ac.uk.

Additional information can also be found at: https://www.york.ac.uk/it-services/research-

computing/.

Departmental conferences/seminars/fora/publications

Each year the School holds The York Management School Summer Conference. You will be
required to take part in this conference each year. In year 1 you will present a poster. In year 2/3
you will present a full paper.

In addition departmental seminars offer an opportunity to participate in the School’s research

community. Led by invited external speakers at the cutting edge of their particular fields, the
seminars ensure that students are exposed to, and have an opportunity to engage with, the
broad range of inter-disciplinary and methodological issues that characterise research in the
Business and Management area.

Students are required to attend these sessions. Good attendance is taken as evidence of good
corporate citizenship and, as such, is a key factor in considering student requests to attend
external conferences for which School funding is required. Students awarded University
scholarships should see attendance at these seminars as compulsory.

The creation of an exchange relationship with Leeds University Business School means that
doctoral students are informed of, and are free to attend, research seminars run by LUBS.

Research Group Symposia

In addition to the regular seminars, ad hoc seminars/workshops on specialist topics/themes are

arranged by the individual research groupings within the School. Staff and students are
encouraged to attend as part of their continuing development. Heads of research groups
welcome suggestions for such symposia from their doctoral students.

Conferences and other professional activities

There are frequently conferences, workshops, one day meetings and so forth on most areas of
Management research. You may like to attend such meetings, either to learn about current
research in the area, or to give a presentation or paper. Your supervisor should keep you

29
informed about such meetings, and if necessary help you in preparing presentations.
Information about conferences is circulated regularly via the PhD group email.

Endnote Training

Learn how to create a bibliographic database, insert citations and a bibliography into Word,
import references, search online databases, retrieve references from journals, databases and
the Library catalogue, and use EndNote with Word for thesis writing.

https://www.york.ac.uk/library/info-for/researchers/references/#tab-1

Turnitin Training

Each year the School will run Turnitin Training. This is a vital resource and something that you
need to get in to the habit of using. Sessions are therefore compulsory.

Publication of research

The successful completion of your degree ultimately rests on making a contribution to

knowledge that is “of publishable quality”. It does not have actually to have been published, as
that depends on other variables. From day one your supervisor is responsible for advising you
about all aspects of writing draft reports and chapters, commenting in detail on those, and the
shape and content of the final dissertation – with the exception of language issues, on which we
may refer you to specialists in the University.

Equally important, however, is that you disseminate the results or findings of your research, as
early as is practicable, and bearing in mind the standards of academic rigour. Publication is a
vital part of the dissemination of your research findings, and of your career development. We
begin by giving you opportunities to present your work in seminars, and also give you training in
preparing poster sessions for conferences. You will be encouraged to present conference
papers and/or posters and will be required to present a conference paper at the DTP annual
conference and/or TYMS Doctoral Conference. Remember that these conference presentations
are also an important part of your progression and form part of the citizenship behaviours
expected as part of an academic community. Short working papers can be published in the
White Rose Business and Management journal. You will also have training and practice
opportunities within the School, via the DTP or NARTI to develop reviewing skills, and help in
preparing your work for publication, selecting journals etc. We have regular events where
publishers, REF panel members and editors of 4* journals such as the Academy of
Management Review give presentations, and we have our own staff who have extensive
experience of editorial work for top journals and are active in professional research bodies.
These all support your supervisors in providing advice about all aspects of publication -
including a decision about what findings to publish, in what journals, how to prepare and submit
a paper for publication, and how to handle reviewers’ recommendations and suggestions.

30
Financial support for research

Many students begin their studies with only partial funding, or funding themselves. In such
circumstances, it is often possible to secure further (or top-up) funding from a variety of sources,
including the EU, Overseas Research Students awards, university bursaries, etc. Your
supervisor will be able to give you guidance about where to look for such funding opportunities,
and assistance in completing applications.

In addition, you may incur exceptional costs during your research, for instance in attending
conferences or doing field work away from York. Your supervisor may be able to give advice
about seeking funding to cover such costs, and any School allocation available to support
graduate attendance at conferences or training sessions.

PhD Endowments

For the period of registration each full-time solely Management School registered PhD student
will be given a one-off endowment of £750 to cover these costs. This amount is a budgetary
maximum upper limit and applies to the whole period of registration. This comprises funds for
ongoing research activities, such as books, data gathering costs, travel, workshops, inter library
loans and small extra conferences, etc. The student has budget responsibility for the
expenditure.

Departmental support for attendance at national or overseas conferences

In many cases, particularly as PhD students approach the final phases of their research,
conference attendance for the purposes of presenting research can be highly beneficial. The
School will therefore consider sympathetically bids for funding from PhD students taking into
account the following circumstances, for which a limited budget is normally available:

 The student has the support of their supervisor(s), especially where presenting a jointly
written paper with their supervisor.
 The student has made satisfactory academic progress. Normally this will include
satisfactory annual progression.
 The student has the written support of the Director of Postgraduate Research
 The intended conference is adjudged appropriate and of sufficient merit by the Director
of Research.
 The application conforms to the general guidelines for conference funding (set out
below).

The School will usually consider attendance at one conference as the norm for the period of
study for a PhD. In some circumstances, students may be requested to consider using other
sources to fund partially or fully their conference activities. Bids should be fully and accurately
costed, and include the following detailed on the appropriate form:

 Brief details of the conference including dates.

 Estimate of expenses, broken down into main headings e.g. travel, conference fee
accommodation, etc.

31
  Title of the paper being presented. If you have submitted a paper or an abstract, please
let the Research Director have a copy with the application. In the former case, you
might want to consider submitting it to our Discussion Paper series.

Use Endowment Claim Form to claim back pre-authorized expenses you have incurred whilst
attending the conference.

32
Your thesis

Thesis content and style

For detailed guidance about the style, formatting and sequence of material standards for your
thesis, go to https://www.york.ac.uk/research/graduate-school/academic/thesis/format/.

In addition to online guidance on preparing and formatting your thesis, the University also offers
courses to help you through Information Services and through RETT. For more information visit:
http://subjectguides.york.ac.uk/skills/training and https://www.york.ac.uk/staff/research/training-
forums/research-excellence-training-team/research-students/.

Thesis submission

Before submitting

You should discuss your submission plans with your supervisor, though ultimately it is your
decision when to submit your thesis for examination. About two months before you expect to
submit your thesis, you should complete the ‘notification of intention to submit’ in
your e:Vision account (located under ‘Research Progress’ within the ‘My Supervision Meetings
and Research Details’ section). This allows the department to make the necessary
arrangements for your examination. You do not need to be over-exacting in calculating your
submission date, provided that you adhere to your deadline for submission.

When to submit

You must submit your thesis by the final deadline, though it is a good idea to plan to submit
long before that, in order to give yourself time to deal with unexpected events in both your
research and your personal life. You can see your submission deadline in your SkillsForge
account. Late submissions will only be accepted once an extension has been applied for and
approved. A pending extension request is not sufficient.

How to submit

Theses may be submitted to the Research Student Admin (RSA) team by hand via the Student
Hub (https://www.york.ac.uk/students/support/student-hub/), by post, or by courier service. It is
your responsibility to ensure that the thesis reaches RSA by the deadline.

Continuation period

Your continuation period: https://www.york.ac.uk/research/graduate-school/academic/thesis/

continuation/ begins at the end of your normal period of enrolment. During this time you will
retain access to the Library and IT facilities. You may only access departmental facilities with
the written permission of the Chair of the departmental Graduate School Board. Students
entering a continuation period will be liable to pay a continuation fee.

33
Thesis examination

Appointment of examiners

Once a notification of your intention to submit has been presented, the Director of Graduate
Studies nominates examiners and submits the recommendation to the SCA for approval. Your
supervisor(s) will have been consulted on who will be suitable examiners and you should be
asked to confirm that there are no known conflicts of interest with the selected examiners. There
will be at least two, and not more than three, examiners, including at least one external
examiner from another university.

Oral examination

Following the submission of your thesis for examination, MPhil, PhD and EngD candidates (and
Masters by Research candidates at the discretion of the examiners) will be required to sit an
oral examination known as a viva. The purpose of this oral examination is to allow your
examiners to explore your work and satisfy themselves that:

● the work is of appropriate quality;

● you are well acquainted with your subject matter;
● you have applied appropriate research methods;
● the work is your own, or if a collaborative piece, that your contribution is adequate.

The oral examination also allows you to respond to any shortcomings identified by the
examiners. Your oral examination will take place within three months of submitting your thesis.

Oral examinations for all research degrees will be recorded. These recordings are used only in
the event of an appeal based on the conduct of the examination, or when an additional
examiner has been subsequently appointed to resolve a dispute. Recordings will be destroyed
one year after the result of the examination has been confirmed, or one year after appeal
proceedings have been concluded.

PhD, MPhil or EngD students: your department will contact you to arrange your viva.

Examination outcomes

There are several possible outcomes for research degree examinations:

1. Pass. The degree should be awarded;

2. Pass subject to minor corrections. The degree should be awarded subject to corrections
to the thesis, to be completed within three months of the candidate receiving the list of
corrections, to the satisfaction of the internal or another of the examiners;
3. Revise and resubmit for re-examination within 12 months of receiving the list of major
revisions, previously referred theses cannot normally be referred again;
4. Opportunity to be awarded lower degree (if available) either with or without changes
being made;

34
 5. Fail. No degree should be awarded.

For full details of these outcomes are applied to a Masters by Research, MPhil, PhD and EngD,
see the Policy on Research Degrees: https://www.york.ac.uk/research/graduate-school/support/
policies-documents/research-degree-policy.

The outcome will be ratified by the SCA and you will be informed of the decision and advised on
how to proceed. You have the right to appeal against the examiners' recommendations on the
grounds of unfair or improper conduct of the examination, prejudice on the part of the
examiners, or procedural irregularity.

More information

Full details on thesis submission and examination can be found on the University website, at:
https://www.york.ac.uk/research/graduate-school/academic/thesis/.

Change of plan?

Leave of absence

A leave of absence allows you to take an authorised break of a month or more from your
studies. You may apply for a leave of absence for a documented medical or personal reason.
Breaks of less than 1 month can be approved at departmental level, but will not then result in an
extension to your progression or final submission deadlines.

Any student can apply for a leave of absence. It can be a good solution for a research student
who genuinely finds that medical or personal difficulties are preventing their study for a period of
time. However, approval remains at the discretion of the Special Cases Committee.

As far as possible, you should apply for a leave of absence in advance. Departments should not
submit requests to the Special Cases Committee later than one month after the proposed start
date of the leave period. Leave of absence that is entirely retrospective will not be considered or
approved.

For more information on when and how to apply for a Leave of Absence, visit
https://www.york.ac.uk/research/graduate-school/academic/change/loa/.

Students on Tier 4 visas should be aware that a Leave of Absence will impact on their eligibility
to remain in the UK, and should therefore consult with the Immigration Advice Service
(https://www.york.ac.uk/students/support/international/immigration/) before making any decision.

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Annual Leave

A 30 working day annual leave entitlement can be used at any point in the year with approval
from your supervisor. For postgraduate research students, there is only one term. The dates of
the term coincide with the academic year – please see https://www.york.ac.uk/about/term-dates/
for further information on term dates for PGR students. Leave for Christmas or Easter should be
taken from the 30 day annual leave allocation. Public holidays, such as Christmas Day and
Easter Monday, and weekends will not count towards this entitlement. All annual leave must be
agreed in advance and the appropriate online absence form completed by the student on
e:Vision. If you have trouble accessing the online form, a paper form must be sent to your
Supervisor and Postgraduate Research Administrator for their records.

The paper form can be found through the following website:

https://www.york.ac.uk/students/studying/tier4/changeoflocationabsence/#tab-1

Full-time/part-time

You may be able to switch between full-time and part-time attendance at University. Not all
programmes have a part-time option, so you should check with your department first.

Speak with your supervisor and discuss the options available to you. This decision should not
be taken lightly. It is essential that you understand the implications that changing your mode of
attendance may have.

Changing your mode of attendance will affect the end of your period of registration, your
submission deadline and the tuition fees payable for the remainder of your programme. It will
alter how you fulfil the University's requirement of a minimum period of registration.

Changing your mode of attendance may also affect your entitlement to:

● Financial support
● Funding
● Student visas
● Accommodation
● Council Tax exemptions
● Tuition fees and accommodation

Your funding body may place restrictions on whether and how often you can change status.
RSA can give you further guidance.

For more information, visit https://www.york.ac.uk/research/graduate-school/academic/change/

full-time-part-time/.

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Change programmes

While we do not encourage research students to change programme, situations may arise
which make a change worthwhile.

Reasons may include:

● you're progressing well at a lower level and wish to upgrade to a degree at a higher
level;
● you have not met the requirements for the degree for which you are registered and are
transferring to a lower degree;
● a change in personal circumstances means you need to end your programme early, but
still want to receive a qualification;
● your supervisor is moving to a different department.

This is by no means an exhaustive list. Reasons for a change of programme are often unique to
your situation. If you think a change of programme may be right for you, you should speak to
your supervisor.

For more information, visit https://www.york.ac.uk/research/graduate-school/academic/change/

transfer/.

Extension

If exceptional circumstances are affecting your ability to work in the final 3 months before your
submission deadline, you may be permitted to extend your submission deadline, but only in
proportion to the documented impact on your work. You should be planning to submit
considerably before the deadline to allow for less exceptional but still unpredictable events that
might affect your work.

There is no guarantee that you will be able to extend your programme in this way, especially if
the circumstances could have been remedied with a leave of absence at an earlier stage.
Extensions are normally limited to a maximum of six months. In exceptionally compelling
circumstances, a longer extension of up to one year may be granted. Multiple extensions
exceeding a total period of two years will not normally be granted.

Applications for extensions should be made before your current submission deadline. If you
need to apply for an extension to your submission deadline, you should speak to your
supervisor. This date should be justified by the circumstances and supported by the
departmental Graduate Chair or the Director of Graduate Studies.

For more information, visit https://www.york.ac.uk/research/graduate-school/academic/change/

extension/.

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Withdrawal

Withdrawal is the term used when a student decides to permanently leave the University before
completing their programme of study. Before deciding to withdraw you should meet your
supervisor to discuss any issues you may have and explore your options. It may be more
appropriate for you to take a leave of absence, switch to part-time study, or change
programmes.

If you need more advice, or want to speak to someone other than your supervisor, support is
available from:

● RSA;
● the Student Hub;
● GSA.

For more information, visit https://www.york.ac.uk/research/graduate-school/academic/change/

withdraw/.

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Professional development and employability

Teaching/demonstrating opportunities

As a research student, you work at the cutting edge of your field. You live, breathe and care
passionately about your subject. We encourage you to take advantage of the opportunities
available to teach and share some of your expertise with other students. Each department has a
designated Graduate Teaching Assistant (GTA) co-ordinator who organises the teaching
opportunities and provides support.

The York Management School (TYMS) has a policy of maximising opportunities for our post-
graduate students, and in particular those registered for doctoral studies, to gain experience of
teaching while they are students in our department. The School has a programme of post-
graduate studentships which require recipients to undertake teaching. These studentships are
primarily intended to attract new post-graduates to the department, but current post-graduates
may also apply for them.

Why teach? It can:

● improve your confidence;

● enhance your ability to explain and engage people with your research;
● allow you to reflect on the impact of your research and why it is important;
● develop skills of creativity and innovation in you and your students;
● increase your resilience and resourcefulness;
● assimilate you into the faculty as a recognised expert in your field.

GTAs are paid and should normally contribute no more than 16 hours teaching per week during
term time and an advisory maximum of 90 hours in a single year. GTAs perform some or all of
the following activities:

 Teaching seminar groups, workshops and/or other practical contributions to a module

 Holding tutorials with individuals or small groups of students
 Responding to student email queries and questions raised outside class by offering
office hours
 Marking formative and summative assessment
 Providing feedback to students
 Contributing to the Module VLE and communicating with student groups
 In some exceptional circumstances, presenting lectures

If you wish to teach at the University you must attend the University’s ‘Introduction to Learning
and Teaching’ workshop before you commence teaching. University training for GTAs is
designed to help you develop the skills and confidence you need to support your students; for
more information visit: https://www.york.ac.uk/staff/teaching/develop/.

Some teaching opportunities for GTAs are advertised centrally on behalf of academic and
support departments (e.g. Maths Skills Centre and Writing Centre Tutors); see the YGRS
webpages for more details: https://www.york.ac.uk/research/graduate-school/teaching/.

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If you are interested in taking on a GTA role, then speak to the GTA coordinator. The GTA
coordinator for the York Management School is currently Kim Loader (kim.loader@york.ac.uk),
ext. 5029.

Public engagement

Another way to share your expertise and enthusiasm for your research is through public
engagement. The University runs a range of one-off and ongoing public events and initiatives
that are fantastic opportunities for you to share your research and its findings with a broad
audience. This includes events such as York Talks and the Festival of Ideas. For more
information, visit https://www.york.ac.uk/news-and-events/events/.

Like teaching, public engagement activities can:

● improve your confidence;

● enhance your ability to explain and engage people with your research;
● allow you to reflect on the impact of your research and why it is important;
● assimilate you into the faculty as a recognised expert in your field.

Careers/employability

Careers and Placements at the University of York offers information and advice to support
postgraduate researchers with skills development and career planning in conjunction with
RETT. You can expect:

 impartial and confidential careers guidance from our team of careers consultants to help
you consider your future career options;
 access to events and dedicated workshops on campus, offering you the opportunity to
meet employers and build on your skills;
 online resources, and reference materials available in Careers and Placements building.

For more information, visit https://www.york.ac.uk/research/graduate-school/careers/.

Also log onto https://york.targetconnect.net/home.html for your personalised Careers account

where you can:

 Sign up for updates in sectors that interest you

 Search hundreds of graduate vacancies
 Explore part-time work, internships and volunteering opportunities
 Access a wide range of Careers events
 Book appointments with Careers staff

To keep up-to-date with the latest events and activities in Careers find them on Facebook at
www.facebook.com/yorkcareers and follow them on Twitter @UoYCareers.

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Find the Careers Centre between Campus Central car park and the Berrick Saul building, near
the Market Square shops. During term they are open Monday – Friday 10.00 am – 5.00 pm.
Vacation opening times vary and can be found on the Careers website.

Contact:

01904 322685
careers@york.ac.uk
www.york.ac.uk/careers

Appeals and complaints

A complaint is about any service received. An appeal is about an academic decision reached.

Appeals

You can appeal against a procedural error in arriving at the academic decision or on the basis of
mitigating circumstances if you have a good reason for not declaring these at the appropriate
time. You cannot appeal against an academic judgement of the quality of your work.

Complaints

You may complain about your experience of any academic or non-academic service you have
received as a student. If you are not happy with the outcome of an initial investigation of your
complaint you can pursue your complaint further under the formal Complaints Procedure.

The GSA has a dedicated advice service to guide students through these procedures. If you
are considering making an appeal or a complaint, email advice@yorkgsa.org, or visit
http://www.yorkgsa.org/students/welfare/book-an-advice-service-appointment/.

For more information on complaints and appeals, and how to complain or appeal visit:
https://www.york.ac.uk/students/help/appeals.

Disclaimer

We have tried to ensure that the information contained in this document is accurate as of July
2018. Please check our website for any changes to this information.

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Glossary

Term Meaning

BoS Board of Studies

CDT Centre for Doctoral Training

CELT Centre for English Language Teaching

DRC Departmental Research Committee

DTC Departmental Teaching Committee

DTP Doctoral Training Partnership

GSA Graduate Students’ Association

GTA Graduate Teaching Assistant

RETT Research Excellence Training Team

RSA Research Student Administration

RST Research Support Team (Library)

SCA Standing Committee on Assessment

SCC Special Cases Committee

TAP Thesis Advisory Panel

YGRS York Graduate Research School

YUSU University of York Students’ Union

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