PGR Attendance Monitoring Policy  Expectations and responsibilities under the Code of Practice

13. The requirement is that a full-time PGR will have a minimum of 10 supervision meetings a year. The relevant number for part-time (0.6 FTE) PGRs is 6 a year or 8 per year (for 0.75 FTE). This requirement continues until the PGR has submitted their thesis which includes the overtime period.

Whilst the pattern and timing of meetings will vary according to the precise stage of the candidature and between subject areas it is expected that meetings will be held regularly throughout the standard period of study with gaps between meetings of no more than 8 weeks for full-time PGRs (or 12 weeks for 0.6 FTE part-time PGRs; 10 weeks for 0.75 FTE). Notes must be kept of all formal supervision meetings in GRAD.

14. It is expected that formal supervision meetings will normally take place in person.

Formal supervisory contact may take place by other means (e.g. video streaming, MS Teams or other similar software package when a PGR (or Supervisor) is away from the University (this may also include the overtime period where a change of study location has been completed as set out under paragraph 28, in the “Procedures for change of study location” section on the Procedures page) including during periods of fieldwork, or for PGRs on split-site, distance-learning or other collaborative programmes).

Online supervision meetings should not be considered a routine alternative to in-person meetings, except where a PGR (or Supervisor) is away from the University as described in the previous paragraph, or if agreed as part of any reasonable adjustment. Email does not count as a suitable method by which supervisory sessions can take place. The only exception to this is when a PGR is on fieldwork and communication links are limited and emails ensure that supervision can still take place.

15. In order to keep the research on course for submission before the maximum time limit, it is required that supervisory contact will continue during any overtime period after the end of the standard period of study and that the supervisor will continue to monitor progress. In this overtime period, the University appreciates that supervision meetings may be in the format of reading and commenting on draft chapters of the thesis prior to submission.

Full-time PGRs will continue to be entitled to no fewer than 10 supervision meetings a year (and part-time candidates no fewer than 6 a year). A written record of these meetings must be kept in GRAD.

16. Supervisions continue during any Referral Period and the PGR is entitled to 6 supervision meetings a year during this period. The precise nature, pattern, timing and format of supervisions will vary depending on the stage of the resubmission, and the extent and nature of the work required for resubmission. 

Where the School confirms the academic need to remain in the UK during the referral period, the School must implement regular supervision meetings and contacts in order to monitor attendance and maintain sponsor duties.

A minimum of 10 in-person supervision meetings a year, with gaps of no more than 8 weeks must be held, with attendance/supervision meetings recorded and attendance and progress monitored as set out in this Policy. 

17. PGRs progress will be monitored formally at regular intervals during the candidature. As a minimum there must be a report by the supervisor at the mid-point of the first year of the candidature (the “First Formal Progress Report”) and at the transfer stage.

All doctoral PGRs are subject to a formal transfer assessment process which includes attendance for a transfer interview (normally by 12 months for full-time study and 24 months for part-time). 

Annually, thereafter, there must be a meeting to review progress, where the PGR is interviewed, and a report of the meeting submitted (the “Annual Progress Review”).  All these progress reviews are managed through the GRAD system.  

18. PGRs are expected to work on their research project for periods of time that are comparable to a full-time academic post (the equivalent of an average of at least 37 hours a week). This does not include paid work.

Part-time (0.6 FTE) PGRs are expected to work on their research project for periods of time equivalent to 20 hours per week. 0.75 part-time PGRs are expected to work on their research project for periods of time equivalent to 28 hours per week.

It is inevitable that their work load will be variable during the course of the year and it should be agreed with their supervisor(s). When approaching a specific deadline such as the submission of a transfer report or thesis additional hours of work will be necessary. They will also be expected, to undertake other professional activity, for instance to attend conferences, undertake fieldwork and other research activities outside of the University.

19. The responsibilities and expectations of PGRs and Supervisors with respect to attendance, engagement and progression are set down in the Code of Practice for Research Degree Candidatures as follows: 

Responsibilities of the PGR

• Commit to research activity in accordance with the University’s expectations
• Carry out research effectively, to attend the University (unless on a prescribed research degree which does not include an expectation that attendance at the University is a requirement of the programme), to present work regularly and to an adequate standard in an appropriate form and against an agreed timescale taking into account any holiday entitlement
• Agree to a supervisory programme, to maintain regular contact with their supervisor(s) and to attend for formal supervision meetings throughout the programme of study (including the overtime period).
• Engage with the University’s system for maintaining a record of the research degree candidature (Graduate Record of Achievement and Development (GRAD). This includes ensuring, in partnership with the supervisor, there are written records of formal supervision meetings.
• To ensure that any absences for study are requested through one of the recognised routes: annual leave, authorised absence, suspension of study.
• Assist the University in keeping their personal record up to date by cooperating fully with administrative procedures.
• Submit, when requested, regular written summaries of overall progress to their supervisors.
• Take measures to attend appropriate training including induction, personal development programmes and research seminars in consultation with their supervisor
• Comply with normal working arrangements in the School.
• Promptly draw to the attention of the supervisor or Director of PGR Studies when there is a situation where it may be necessary to request a suspension or extension of study. If appropriate, documentary evidence should be provided (e.g. medical certificate)
• Discuss with the supervisor, in good time where possible, should they wish to be away from their research activity (e.g. in the case of holidays and authorised absence)
• In discussion with the Supervisory Team complete the PGR – Supervisor Agreement. The document should be reviewed regularly, in conjunction with the training plan, FFPR, Transfer and annual progress reviews.

Responsibilities of the Supervisor(s)

• Agreeing a supervisory programme with the PGR and arranging regular meetings with the PGR throughout the programme of study (including the overtime period).
• Ensuring that arrangements are made for the transfer review within the prescribed timescale for the programme of study and identifying individuals to serve on the transfer panel.
• Preparing regular reports on the PGR’s progress.
• Engaging with the University’s system for maintaining a record of the research degree candidature (Graduate Record of Achievement and Development (GRAD). This includes ensuring in partnership with the PGR, that there are written records of formal supervision meetings.
• Ensuring that any absences for study are requested through one of the recognised routes: annual leave, authorised absence, suspension of study.
• Alerting the Director of PGR Studies, in a timely manner, to any situation where it may become necessary to request a suspension or extension of study for a PGR. Bringing to the attention of the Director of PGR Studies any concerns about a PGR’s unsatisfactory progress and, where appropriate, engaging with the Progress Support Process.
• Keeping the Head of School informed of any absences likely to impact upon time available for supervisory duties.
• Reporting to the Director of PGR Studies when for an individual PGR there has been a change of study location, no contact or when there has been a pattern of absences which is affecting the PGR’s progress or causing concern for the PGR’s well-being.
• In discussion with the PGR you will complete the PGR – Supervisor Agreement.

20. The responsibility for management of appropriate recording will rest with the Dean of the Faculty, who may allocate the responsibility (via the Faculty Graduate School Committee and the Head of School, Head of Graduate School and Director of PGR Studies (DoPGRS)) to schools or other appropriate units within the faculty. Any significant concerns with adherence to attendance and engagement processes or with UKVI compliance will be escalated to the Head of School. 
 
21. Faculties/schools, via the Graduate School, have procedures in place for contacting PGRs who have failed to attend monitored engagement and attendance sessions without authorisation. These procedures involve the Head of School or the Director of PGR Studies and are clearly stated in the Standard Operating Procedure for Attendance Monitoring (SOPAM) in use across the Doctoral College. Evidence of these activities will be required in the event of a Home Office audit, so it is essential that records are kept and are accessible. The Director of PGR Studies will usually be the first point of contact when such information is required. 
 
22. As a minimum, Graduate Schools on behalf of Faculties/Schools have the following procedure in place: 

• Graduate Schools will review the GRAD supervision meeting records on a quarterly basis and contact PGRs where gaps are identified. This ensures that records can be brought up to date and provides an opportunity to identify any cases where issues may be impacting engagement so that appropriate steps can be considered. It may for example be appropriate to consider a suspension of studies, instigating the Progress Support Process or the Fitness to Study Process. 
• Supervisors will be required to report to the Director of PGR Studies and Graduate School when there has been no contact or missed supervision meetings with individual PGRs for a month (unless absence has been authorised for illness or other suspension, etc), or where there is a pattern of absences which is affecting the PGR’s work or causing concerns for the PGR’s wellbeing. 
• The Director of PGR Studies or Graduate School should contact the PGR promptly to explore any problems, in consultation with Doctoral College Operations if appropriate. This provides an opportunity for issues to be resolved with the PGR and to identify any more serious problems early. It may for example be appropriate to consider a suspension of studies, instigating the Progress Support Process (PSP) or the Fitness to Study Process. 
• Where issues cannot be quickly resolved, the Graduate school should work closely with Doctoral College Operations and other colleagues to explore whether support can be offered that enables the PGR to return to studies, or whether a suspension of studies should be considered until issues are resolved. Complex cases may require a case conference-style approach to allow consideration of all necessary factors to be discussed and prioritised.  In addition to academic progress and University regulations, these factors may include health considerations, personal/family considerations, immigration advice, compliance with Home Office regulations and financial considerations (including effects on any sponsorship). 
• Academic progression or engagement concerns should be addressed using the Progress Support Process. Under the procedure the PGR will be interviewed, normally by the Director of PGR Studies and the supervisor, and specific instructions and objectives given. This provides a framework for responding consistently to academic progression or engagement concerns, to ensure that PGRs are informed of the risk to their academic progress, but with an emphasis on targeted support to help get the PGR back on track. It also allows for consideration of other factors including health, personal/family circumstances, immigration advice, compliance with Home Office regulations and financial considerations (including effects on any sponsorship). Where issues remain unresolved or if a prolonged absence continues, it may be necessary for the PGR to suspend or withdraw or be presumed withdrawn. If progress or engagement concerns are health related the Fitness to Study Process might be instigated. 
• Where it becomes clear a PGR is no longer engaging with their programme and  where they are not in contact, this should be addressed using the steps outlined in the Non-engagement and steps leading to presumed withdrawn page. A series of communications will be sent by the Graduate School with the aim of re-establishing contact, so that reasons for the absence can be explored, and options for support or formalising a break from studies considered. Where prolonged absence continues, it may  be necessary for the formal presumed withdrawn process to be instigated. A School may only instigate the Presumed Withdrawn where a PGR is absent from studies without authorisation for more than 4 weeks, and where no response has been received to at least three written communications from the School, Teams messages and the PGR has not responded to/attended invitations to a meeting under the Progress Support Process. 
• Where a PGR undertakes a period of study away from the University (e.g. for the purposes of fieldwork or during the overtime period) for a period of one month or more, schools must ensure that the Change of Study Location Workflow in GRAD is completed. 
• For a PGR in the referral period, supervisors are asked to provide up to 6 supervision meetings a year. For PGRs in the UK on a student visa, the School will need to implement standard supervision meeting and attendance monitoring arrangements, with at least 10 in-person supervision meetings a year with gaps of no more than 8 weeks. Engagement and progress will be monitored following the standard processes included in this policy.  
• Guidance on the processes to be followed for authorised absences, suspensions, presumed withdrawn and change of study location and the procedures for reporting are set out in Standard Operating Procedure for Attendance Monitoring (SOPAM) for Postgraduate Researchers.