Roles and responsibilities

The School PGR Director leads postgraduate research activities within the School. They work with the Head of School and their team of Senior Tutors at Division level to ensure that PGR objectives and issues are addressed at both a strategic and operational level.

The School PGR Director is a member of the Doctoral Academy Leadership Team.

Responsibilities

• Work with the Head of School to ensure that PGR issues and objectives are included in the School strategic and operational plans and monitored appropriately.
• Lead the School PGR Committee and develop PGR activity within the School.
• Develop and implement strategies to meet annual School PGR operational targets (such as student numbers, submission/completion rates and PGR satisfaction).
• Support bids for internal and externally funded studentships.
• Ensure compliance with the University Code of Practice for Postgraduate Researchers.
• Take oversight of engagement with eProg across the School.
• Liaise with Senior Tutors with regard to PGR progress, submission and completion.
• Ensure appropriate structures and feedback mechanisms are in place to facilitate effective PGR representation and engagement.
• Chair School PGR Progress Committees.
• Serve on the Doctoral Academy Leadership Team and the Faculty Research Degrees Panel.
• Identify supervisor training and support issues and liaise with the Doctoral Academy to ensure that these training needs are met.

Larger divisions will usually have a Senior PGR Tutor and one or more Division PGR Tutors. In these instances, the Senior Tutor may act as Tutor for a small number of PGRs as appropriate.

Senior Tutors are there to support academic progression of our PGRs and ensure mechanisms are in place for wellbeing support and specialist referrals where required, in conjunction with Advisors.

Responsibilities

• Review, support and authorise Change of Circumstances requests for PGRs within the Division (such as interruptions and extensions).
• Meet with PGRs whose attendance or progress is highlighted as a cause for concern and refer cases to a School Progress Committee as appropriate.
• Work with the Doctoral Academy team to manage PGR progression and attendance issues.
• Support research culture activities, such as Division PGR symposia, presentations, seminars.
• Work with the Head of Division to ensure that PGR issues and objectives are included in any Division strategic and operational plans and monitored appropriately.
• Deputise for the School PGR Director as appropriate.
• Contribute to the Annual Monitoring process and to meeting School operational targets.
• Chair the Division PGR Committee (where appropriate).
• Manage and approve PGR applications and admissions, including the nomination of supervisory teams.
• Ensure that PGRs receive appropriate local inductions and information on School and Division-level activities, such as symposia, journal clubs and away days.
• Ensure that the Division has appropriate and effective PGR representation.

The Division PGR Tutor will appear on PGRs' individual record in eProg.

Responsibilities

• Monitor PGR academic progress through eProg.
• Provide advice to PGRs and/or supervisory teams on the requirements for satisfactory progression and attendance.
• Provide advice to PGRs and/or supervisory teams where progress issues are identified.
• Undertake applicant interviews either in conjunction with the supervisory team or as a separate review.
• Reviewing supervisory team, funding and related issues.
• Undertake writing up interviews as required.
• Approve the nominated examiners for the final thesis.
• Nominate an independent chair where required.

The main supervisor should always be assigned to a PGR at the time an offer of admission is made. They take full responsibility for the overall guidance of the PGR's research degree, in addition to administrative issues relating to the PGR's attendance, and progress.

Where two members of staff are equally involved in supervising a PGR, this requirement still stands. While recognising the equal academic contributions, one of the supervisors must be appointed as main supervisor.

Responsibilities

Code of Practice

Supervisors should thoroughly understand and adhere to the University's Code of Practice for Research Degrees. This includes being well-versed in the regulations and guidelines specific to research degree programmes.

Policies

Supervisors must ensure that their postgraduate researchers (PGRs) are aware of and adhere to health and safety regulations, academic rules, equality, diversity, and inclusion policies, as well as dignity at work and study policies. They play a critical role in upholding a safe and inclusive research environment.

Research standards

It is the responsibility of supervisors to instil in PGRs the importance of conducting research according to ethical principles. They should also provide guidance on what constitutes research misconduct and plagiarism and help PGRs understand the implications of these actions.

Supervisors should guide PGRs on the nature and standards expected in their research. This includes helping them with planning their research degree, identifying relevant literature and sources, and offering support in mastering the necessary research techniques. If needed, supervisors should arrange for additional instruction.

Project planning

Supervisors are tasked with working closely with PGRs to define their research project clearly and realistically from the outset. This involves ensuring that the project can be completed within the allotted time of the program and aligning with the intellectual and practical competencies expected by the University, typically as outlined in the QAA doctoral characteristics document.

At the beginning of the project, supervisors should agree on a research plan and a schedule of regular meetings with the PGR. The frequency of these meetings may vary based on the nature and stage of the research. However, supervisors should meet with their PGRs at least on a monthly basis.

Flexible arrangements

Annually, supervisors should discuss and agree on flexible research arrangements with PGRs. This involves considering the personal circumstances of the PGR, such as caring responsibilities, alongside their ability to meet research goals and deadlines. Any agreed-upon flexible arrangements should be recorded in the University's progression monitoring system.

Attendance and progress

Supervisors must track the attendance and progress of PGRs in the University's progression monitoring system. They should provide detailed advice on the necessary completion dates for each step of the research to ensure timely progress. If a PGR's progress is unsatisfactory, supervisors should offer guidance on improvement and escalate issues as per University policies.

Timeframes

Supervisors and PGRs should agree on a reasonable timeframe for the submission of work and provide feedback on submitted work. This ensures that PGRs stay on track with their research objectives.

Training

Supervisors are responsible for helping PGRs identify specific training needs, both in terms of research skills and transferable skills. They should inform PGRs about available resources and opportunities to develop these skills and monitor their progress in these areas.

Presentation of work

Supervisors should encourage PGRs to present their work to university staff, other researchers, and potentially at conferences. They should also support PGRs in seeking funding for conference travel and advise on the submission of conference papers and publications.

Viva preparation

Supervisors should assist PGRs in preparing for the oral examination of the thesis, often by organising a mock viva. They should also ensure that examiners are nominated within the specified deadlines and approve the access restriction level of the final theses. Additionally, supervisors should ensure that all agreements regarding intellectual property and communication of research outputs are in place and communicated effectively.

The co-supervisor will be appointed to contribute their specific expertise in assisting the main supervisor throughout the development of the PGRs degree and may act as a supervisor of sections of the project in consultation with the main supervisor.

Responsibilities

• Familiarise themselves with relevant University regulations and policies.
• Meet with the main supervisor and the PGR at least twice per academic year. Agree the balance of responsibility for the PGRs day-to-day supervision.
• Review the progress of the PGR on the University’s progression monitoring system.
• Be actively involved in the supervision by making themselves fully aware of the research plan that has been agreed between the PGR and the main supervisor and by contributing to feedback on written work.
• Be available to the PGR for consultation and advice on academic matters relating to the degree, and to offer support and guidance on non-academic matters.
• Take responsibility for the day-to-day supervision of the PGR and their research degree whilst they are in attendance at the external organisation (external supervisors only).
• Deputise for the main supervisor where the main supervisor is absent or unable to continue supervising.
• Ensure that the PGR is aware of institutional-level sources of advice and support, including wellbeing services, disability and occupational health support, careers guidance, and equality and diversity, making referrals when required.
• Pursue their professional development in the area of supervision through staff training offered at the University of Manchester and/or training provision external to the institution, and to refer to the Postgraduate Researcher Supervisor Toolkit for guidance.

The Division PGR Tutor will be assigned as the PG Tutor and will appear on your individual record in eProg.

From October 2022, all Postgraduate Researchers (PGRs) will be assigned a Cohort Advisor for the duration of their programme.

The Cohort Advisors are fully independent to the PGR supervisory team. The Cohort Advisor will be an important person in the PGR journey and can help to promote a healthy research culture, as well as ensuring timely and appropriate pastoral support and guidance is offered. 

The allocation of Cohort Advisors to a group of PGRs is managed in the Doctoral Academy for each intake. 

Responsibilities

• Provide pastoral support to PGRs, ensuring they are aware of available University support services and be visible (virtually, in person or both) to the cohort of PGRs so they know where to go for support if required.
• Attend Doctoral Academy, School and/or Divisional induction events for new PGR cohort(s) to ensure they have an early introduction to their PGR Advisor.
• Meet with the PGR cohort as a group within the first month of their arrival (in-person meetings are preferred, but online formats may be used if required).
• Arrange 1-2-1 meetings with advisees on an annual basis (as outlined on eProg) and arrange additional meetings when requested.
• Provide follow-up notes and actions (by email) where appropriate to individual advisees. The meeting notes will not be shared with supervisors and will remain confidential.
• Provide advice to supervisors regarding mechanisms for PGR support.
• Liaise with the Doctoral Academy Professional Services team to arrange referrals to University support services, or to escalate serious concerns (wellbeing, welfare, financial).
• Contribute to wider PGR activities that support a healthy research culture (for example, PGR-directed seminars, events, workshops).