Graduate Studies Sub-Committee
Working Group on Admissions to
Postgraduate Research Programmes
FINAL REPORT
1INTRODUCTION
1.1Background
Following circulation of the Report of the Admissions Task Group considering Undergraduate and Postgraduate Taught Programmes, it was decided by Research and Graduate Studies Committee to review the University processes that apply to Postgraduate Research Programme Admissions. Graduate Studies Sub-Committee therefore established a Working Group to investigate these processes and to report during the academic year 2001/02 with recommendations.
The Working Group focused upon admissions processes for all Postgraduate Research (PGR) Programmes as recognised by the University. Its work is designed to complement that of the Admissions Task Group, and also to enhance the quality of existing procedures in the context of the QAA Code of Practice for the Assurance of Academic Quality and Standards in Higher Education: Postgraduate Research Programmes, and with regard to developments in this area of Higher Education.
1.2Scope
The Working Group was asked to address all aspects of enquiries and admissions to the University’s research programmes in respect of all home (EU) and overseas applicants. This entailed the identification of the following as areas for further investigation:
1current practices across the University re enquiries and admissions
2issues for discussion within the existing processes and procedures
3improvements to the quality and effectiveness of current systems
4potential for improved market research and recruitment strategies
5efficiency of recording data within Banner and related systems
6the means of implementing recommendations
The Working Group set about its task in the context of the University’s recognition of the following as PGR Programmes:
PhD
MPhil
MRes
MSc by Research (Method 1)
Other forms of doctorate, including DMA, EngD and Professional Doctorates
Note: Higher Doctorates (including PhD by Published Works) are administered by different procedures, and are subject to other forms of review.
1.3Mode of Operation
The Working Group met on five occasions for detailed discussions with notes being taken. Information was exchanged outside meetings by e-mail. Members of the group produced documentation relevant to existing practice within Research and Graduate College (R&GC), Research Institutes (RIs), Faculties, and Schools. Other documents for consideration included a number of forms currently used by the University, and the QAA Code of Practice for the Assurance of Academic Quality and Standards in Higher Education: Postgraduate Research Programmes.
1.4Membership
Membership of the Working Group was as follows:
Nigel Linge(R&GC) – Chair until 31 December 2001
Andrew Cooper(R&GC) – Chair from 1 January 2002
Heather Moyes(R&GC)
Peter Dooley(R&GC)
Tim O’Brien(International Office)
Elaine Middleton(External Relations)
Lynn Williamson (B&I)
Bogusia Temple(HSC)
Susan Sharples(B&I)
Martyn Pemble(SEE)
Greg Smith(AMSS)
Dom Wilson(B&I)
Tracey Shepherd(R&GC) – Secretary
2POLICY
2.1University Admissions Policy
The admissions procedures of the University operate in the context of key institutional statements, such as those concerning Equal Opportunities. However, there is not currently a written statement of the University’s Admissions Policy for PGR Programmes. QAA has issued guidelines concerning the following areas: promotional information; selection and admission of students; admissions procedures and equal opportunity; enrolment and registration of research students. There is a need now for the University to act upon that guidance with a view to producing its own policy statement for Admissions to PGR Programmes. This policy should be consistent with that proposed for Undergraduate and Postgraduate Taught programmes.
Recommendation 1
The University should define, document and disseminate a policy for all aspects of PGR Admissions procedure
SEE APPENDIX A.
3ADMISSIONS PROCEDURE
3.1Codification of Present Procedure
The current institutional procedure for Admissions to PGR Programmes operates according to the following ten points:
1The University promotes its postgraduate opportunities through a variety of outlets including: the website; Postgraduate prospectus; attendance at UK, European, and International recruitment fairs; corporate advertising
2Enquiries arrive at any point in the academic year and at multiple contact points within the University, including: a potential supervisor; a RI/School/Faculty office; the R&GC; the Director of Graduate Studies; Course Enquiries; the International Office
3All PGR applicants complete a University Postgraduate Application Form.
4The RI has responsibility for: obtaining reports from referees; checking qualifications and the English Language requirement; checking that the applicant has indicated arrangements for the payment of fees; securing the services of an appropriate supervisor
5Where relevant, the RIhas responsibility for referring the application to external validation organisations (e.g. the Voluntary Vetting Scheme)
6Upon making provisional arrangements for supervision of the PGR applicant, the School/RI completes a ‘Section 2’ form that indicates: the name of the degree programme; the subject area; the minimum period of research; the title of the research; the arrangements for the proposed research; the nominated Supervisor(s), and where appropriate, Adviser
7The ‘Section 2’ form is sent to Postgraduate Office as a recommendation for the offer of a place to the applicant, but in order for it to be processed by Postgraduate Office it must be signed by: the appropriate RI Director (confirming that the work is relevant to the RI and confirming the qualifications of the nominated Supervisor(s); the appropriate Head of School (signalling managerial input to confirm that resources will be available to support research); the main Supervisor (signalling compliance with the duties of that role)
8Postgraduate Office issues the formal offer letter to the applicant
9Completion and return of an acknowledgement slip by the applicant confirms acceptance of the offer. This does not confirm intention to register with the University
10Registration is the responsibility of the R&GC. There are four registration periods: January; April; July; September. Details are entered on the Banner system at registration.
At present these points of procedure are not fully detailed in the Regulations, in the University’s Code of Practice for the Conduct of Postgraduate Research Students, or in any other document used by the University. It is the view of the Working Group that details of this procedure should be documented.
Recommendation 2
The University should codify its institutional procedure for PGR Admissions in a document that clearly sets out the various stages to assist those involved in the Admissions process
This document should be distributed to all of those involved in PGR Admissions and it should also appear on the R&GC web pages. However, in reviewing current procedure, the Working Group also recommends the following changes.
3.2Enhancing the Present Procedure
The Working Group agreed that in general terms the existing procedure should be retained. However, if this is the case then the University needs to revise the design of forms used for internal and external communications re PGR Admissions. With regard to the application form, specific attention should be paid to: advice on completion of the form by the applicant; directions for return to the University; opportunities for gathering useful information about applicants to PGR programmes at the University.
Recommendation 3
The University should re-design the PGR Application Form. In particular, the new design should facilitate the return of the form to the most relevant contact point within the University, and it should enable the collection of information that will be of use to External Relations
Recommendation 4
The University should issue applicants with advice in the form of ‘A Guide to Completing a Postgraduate Research Application’
SEE APPENDIX B.
Given the increased likelihood that potential applicants will access the University website as their first (and possibly only) attempt to gather information about research opportunities, there is a need to adapt the admissions procedure. Despite some reservations about the current design of certain websites across the institution, the Working Group believes that the University should actively seek to exploit electronic media for PGR Applications. Appropriate facilities should exist for applicants to complete and submit the application form electronically.
Recommendation 5
The University should design a ‘user-friendly’ on-line application form. E-mail should be the default means of communication for PGR enquiries and applications
The Working Group registered some concerns over current arrangements for checking an applicant’s qualifications (especially overseas), including any English language requirement. One possible way forward is to establish a centralised service (in R&GC) to address the need for verification: this would involve the recruitment of a suitably experienced person and investment in appropriate software. A shorter-term solution is to put the onus upon referees and applicants.
Recommendation 6
Referees should be asked to confirm an applicant’s academic qualifications, possibly through use of a proforma. The PGR application form should require the applicant to sign a statement indicating that all information provided is accurate (advice to be sought from the University’s Legal Officer). Applicants are required to produce the original certificates of qualifications prior to registration with the University
With regard to internal communications between RIs: Schools: Faculties: Postgraduate Office, the University should re-title and re-design the current ‘Section 2’ form to make its purpose apparent, and in order to make it more compatible with recently revised regulations. The wording of the current form also requires some updating, and separate forms should be designed for the different PGR Programmes.
Recommendation 7
The University should re-design and re-title the ‘Section 2’ Form, as the Admissions Approval Form
SEE APPENDIX C.
All offers of places on PGR Programmes should continue to be made through Postgraduate Office as the single point of issue. QAA guidelines are specific about the details that are to be included with the offer letter, these include:
Total fees (inc bench fees); Outline of proposed research study programme, normal duration, facilities to be made available; Name(s) of supervisor(s) and supervisory arrangements; Requirements placed on PGR student: attendance, progress reports, contact with supervisor, arrangements for enrolment and registration; Institution’s research ethics and codes of relevant bodies; Health and safety framework and procedures re plagiarism and scientific misconduct; Expectations of PGR student re academic and social conduct and performance; Nature, extent and terms of any teaching/demonstrating duties; Policies, practices and requirements re intellectual property rights (inc. arrangements that exist with external commercial/industrial organisations having their own IPR arrangements); Requirements and conditions of any sponsor.
All of these details should be included with the offer of a place on the PGR Programme. Given the detail associated with some aspects, however, it will be necessary to refer to them in appendices or to make reference to standardised documents included with the offer, with the offer letter noting any significant variation from the standard arrangements.
Recommendation 8
The offer letter from the University should address requirements as detailed in the QAA Code of Practice
4ADMISSIONS PROCESSES
4.1Managing Diversity of Processes
At present each RI/Facultyoperates within the general context of the University’s PGR Admissions procedures, but does so by adopting processes which are specific to that RI/Faculty.
It was recognised by the Working Group that the diverse modes of operation with regard to the current process were the consequence of internal arrangements and working practices established in response to disciplinary differences and to issues outside the specifics of PGR Admissions. It was acknowledged that these different practices constitute the context for any recommended actions and their subsequent implementation. However, if diversity of practice is to be of benefit, this will necessitate some co-ordination of effort at inter-Faculty level and beyond.
Recommendation 9
The University should continue to allow management of the Admissions Process to be controlled at the local level of the Faculty, permitting a diversity of practice within the internal organisation of each Faculty, providing that those processes articulate with the University’s Policy Statement
In considering how best to manage this diversity of Admissions processes, the group identified three fundamental principles that need to be maintained:
- that a postgraduate enquiry is responded to as quickly as possible
- that a postgraduate application is delivered for consideration to the appropriate area of academic specialism as quickly as possible
- that all enquiries and applications are formally logged so that the University-wide statistics can be gathered and in order for support units, such as External Relations and the International Office, to receive and analyse recruitment data
In considering these principles the Working Group recognised that, in addition to the diverse internal arrangements of RIs/Faculties, a further matter for consideration concerns the way in which multiple points of contact for PGR enquiries and applications. This means that a number of practices have been adopted in different areas of the University that lie outside the Faculty structure. Where enquiries and applications are received via a support unit, the following procedures currently apply:
Postgraduate Office
All enquiries and applications are forwarded to the appropriate RI.
International Office
All enquiries and applications are logged and an acknowledgement is sent, along with any appropriate supporting documentation (e.g. PG Prospectus). The enquiry/application is then forwarded to the appropriate RI.
Course Enquiries
All enquiries and applications are logged and forwarded to the Postgraduate Office. Any appropriate supporting documentation (e.g. PG Prospectus) is issued by the Course Enquiries Office
These multiple contact points raise a number of issues with regard to:
- determining the number of PGR enquiries and applications
- measuring the speed of response to enquiry/application
- monitoring consistency of assessment of PGR applications
- informing work by the International Office and other support units to co-ordinate activities (such as attendance at recruitment fairs) with identifiable areas of growth in PGR applications
In order to address these issues, whilst retaining the benefits of processes suited to the internal workings of the four Faculties, the University needs to establish some convergence in the management of PGR Admissions Processes. Most importantly, there is a need to identify those involved in the distinctive admissions processes of RIs (and consequently within the Faculties).
Recommendation 10
Each RI should identify the co-ordinator of PGR Admissions, and should assign to that person the role of Research Admissions Co-ordinator (RAC).
In the context of the institutional procedures for PGR Admissions, and with regard to the issues arising from the multiple contact points at the University re PGR enquiries and applications, the role of the RAC requires further definition in order to maximise the quality and efficiency of PGR Admissions.
The Report of the Admissions Task Group spent considerable time investigating the academic and administrative aspects of admissions to Undergraduate and Postgraduate Taught programmes. In identifying the key role within each School, the Task Group was of the opinion that the Director of Admissions should be: ‘an academic; responsible to the Head of School for co-ordination of all aspects of the management to all taught programmes within the school; a member of the School Board’ (p. 3). The Regulations concerning Admission to PGR programmes state that ‘an applicant for admission … shall, in the first instance, submit an application on the prescribed form to the Director of the RI in which the applicant wishes to study’ (Admission: point [a]). PGR programmes constitute the highest level of study at the University. PGR students not only reflect the research profile of a RI, but are also a key feature of current submissions to RAE and have a significant role to play in measuring performance within the Unit of Assessment. In view of the principle established for Undergraduate and Postgraduate Taught Programmes, and in the light of the contribution of PGR students to the research profile of RIs and of the University, the Working Group was of the view that decisions whether to recommend the offer of a place to an applicant should rest with an academic member of staff.
Recommendation 11
Each RI to appoint one of its Full Members as RAC. This person to be responsible for all aspects of admissions to the RI, and to have responsibility to the RI Director.
In deciding that the RAC should be a Full Member of the RI the Working Group was aware that this key role was being assigned to an active Researcher. Clearly this raises questions concerning the workload of that Researcher, and in particular, the amount of time dedicated to the PGR Admissions process. However, it should be noted that the above recommendation refers to the member of staff having responsibility at the local level for the PGR Admissions process: this recommendation is framed in such a way that it does not place constraints upon how the RAC operates at local level in relation to the administrative support available. Given that, at present, the administrative support within RIs is uneven, it is not possible to recommend that all RACs work closely with someone in the role of Research Officer – a post that is found within some RIs and, indeed, within at least one Faculty Office. Indeed, in framing the above recommendations, the Working Group is eager not to preclude the possibility that one or more RACs should work closely with someone who takes on the crucial administrative role for PGR Admissions to one or more RIs, or even for all RIs within a Faculty. These arrangements should be made public in a document detailing management of the PGR Admissions process at that level. In making reference to the RAC in the following pages, the Report allows for full flexibility of these arrangements and is simply referring to the ‘official’ point of contact in the PGR Admissions process across the University.
In terms of the vital requirement of speedy and efficient response to enquirers and applicants and delivery of enquiry/application to the point of academic specialism with minimum delay, the RAC will have a crucial role to play. Support units within the University should be able to deliver enquiries/applications to this single point of contact with confidence that this person will be able to instigate the PGR Admissions process relevant to that RI in a manner that is in accordance with the University procedure and general policy statement. Whether the enquiry/application is sent direct to individual members of the RI by the RAC, or whether it is only to be sent via the RI Director, is a matter of arrangements internal to the RIs.