ensures the satisfactory progression of postgraduate research students through the progress monitoring review process. It is the duty of GSC to highlight any concerns about student progression to supervisors and students and to make remedial recommendations where necessary.  The committee will also discuss general issues, including training requirements that emerge from the monitoring process and report these to RDC for consideration.

The only UK, sector-wide survey to gain insight from PhD and Research Masters students about their learning and supervision experience. Run by The Higher Education Academic, the survey is confidential and focuses on students’ experiences of supervision, resources, the research community, progress and assessment and skills and professional development.

We conduct PRES every other year and in the most recent 2022 survey, we scored an overall student satisfaction rating of 74%. Respondents indicated that they were particularly pleased with our performance in areas including supervision, research skills and progression. The results also highlighted areas where we can make improvements, many which may have been temporarily impacted by the effects of the pandemic. We are working to address areas including our institutional research culture and research resources.

A Postgraduate Research Coordinator is available at each academic partner, institute or centre and acts as a local point of contact and referral for student and supervisor queries:

• Executive Office: Centre for Health – Prof Ian Megson; Dr Michelle Beattie.  Centre for History – Prof David Worthington.   Language Sciences Institute – Prof Conchúr Ó Giollagáin
• Highland Theological College – Dr Jamie Grant
• UHI Inverness – Melanie Manwaring-McKay
• UHI Moray – please contact gradresearch@uhi.ac.uk
• UHI North, West and Hebrides - Prof Roxane Andersen; Dr Steve Taylor
• Orkney College: Archaeology Institute – Prof Jane Downes   Institute for Northern Studies – Prof Donna Heddle
• Perth College – Dr Rosalind Bryce
• Sabhal Mòr Ostaig – Abigail Burnyeat
• SAMS – Prof Bhavani Narayanaswamy
• UHI Shetland – Dr Chevonne Angus; Dr Simon Clarke

Along with providing academic guidance and support, the student’s supervisory team has a responsibility for pastoral care, offering welfare advice where appropriate and directing students to specialist student support services as necessary.

The Graduate School appoints all research students with a Third Party Adviser - a research-active member of staff who is not part of the student’s supervisory team and is out with the research subject area.

This support system enables research students to have an objective discussion about their studies and receive independent academic advice concerning any matter affecting academic progress by providing:   

Research study may be undertaken at a recognised UHI location and/or in association with other research centres in the UK and overseas. Also see 'distance mode' below.

A student will be linked to an academic partner and this will normally be where they are physically based when enrolled as a full-time student. If enrolled as part-time or by distance mode, this will normally be the location they will attend when visiting their supervisors or using facilities on an ad-hoc basis. 

If the student is to be physically located at a different academic partner, the Director of Studies should liaise with all concerned to secure agreement and are strongly advised to complete a PGR Supervision and Hosting Agreement, available from the Graduate School.

The University is committed to compliance with the Equality Act 2010 by endeavouring to ensure that any research applicant declaring a disability, health or medical condition is treated fairly and without discrimination or disadvantage. Any such declaration does not form part of the research degrees selection process, as applications are considered according to our published academic criteria. 

Early dialogue between the applicant and relevant staff is encouraged as this will enable the Academic Partner’s student disability support team to establish a clear understanding of the disclosed disability and informally assess the reasonable adjustments needed. 

In the event that the University is unable to provide the required support, or if there are overriding concerns about health and safety or professional fitness to practice requirements, the University will continue to work closely with the applicant, to explore all of the available options before confirming whether we can offer a place on the chosen programme.

Applicants who are registered as a research degree student at another comparable institution may apply to transfer their research degree registration to UHI. Applicants seeking to transfer should follow the standard Graduate School application process and submit the required application form and associated documentation.

This option is only available for work which has not previously contributed to an academic award. To be eligible, applicants must be prepared to register at UHI for at least 12 months (full-time) or 24 months (part-time) prior to the date of the final submission of the thesis. Where applicable, the standard PhD probationary review process should take place within the first 3 months (full-time) or 6 months (part-time) of the start date.

All applicants must include two references; these should normally be academic references, although exceptions will be made in some circumstances, e.g. applicants who have been out of education for more than three years may submit one academic and one professional reference. At least one reference must be from someone who is independent of the proposed supervisory team.

Applicants whose first language is not English - including those who intend to study by distance - may be required to provide evidence of their English language ability through certified proof of competence.

The minimum English language requirements to study research at the University is IELTS Academic Test, or equivalent, with overall score of 6.5 with no element below 6.0. The test should be taken no more than two years prior to the planned enrolment date.  

Applicants who do not satisfy this criteria may be offered entry on the condition that they either achieve the minimum entry requirement by themselves, or successfully complete an approved Language Centre 6 week or 12 week Summer School Programme before the commencement of their degree.

A Confirmation of Acceptance of Studies (CAS) has to be issued by the University in order to apply for a Student Route visa - a CAS cannot be issued until an unconditional offer is made by the Graduate School.

Certain science and technology subjects require Academic Technology Approval Scheme (ATAS) clearance before an application can be made for a Student Route visa. Applicants who need to apply for ATAS clearance will receive a conditional offer which will include a statement to support their ATAS application.

Holders of a Student Route visa must be aware of, and adhere to, the immigration rules. Failure to comply with rules risks an individuals’ student status and may result in an adverse UK immigration record and being asked to leave the UK. Also at risk is the University’s sponsor licence and the status of all the international students studying at UHI.

UHI and academic partners are registered under the Data Protection Act 2018 and will hold and process personal data for all purposes connected with our statutory and business requirements.

The University is committed to protecting personal information and being clear about what information we collect from you and how we use it.

Students are responsible for ensuring their personal data held on the university’s student records system is accurate and current. Under the Data Protection Act 2018, students have the right of access to the data held about them by the University, HESA or other data controllers.

Formal offer letters may only be issued by the UHI Graduate School, although a prospective Director of Studies may communicate the result of an interview informally. 

An unconditional offer may only be made where the applicant has all the necessary qualifications and experience as outlined in our entry requirements.

Where the applicant currently lacks a necessary qualification or requirement, e.g., the completion of a taught programme or an English language qualification, a conditional offer may be made, with these conditions having to be met before an unconditional offer can be issued.

Offer letters will normally be sent out no more than ten working days after Research Degrees Committee approval. In planning for new starts, the Director of Studies must take into account the time it may take for the offer to be accepted by the student and for further processing to be done, as follows:

• Home(UK) applicant – unconditional offer letters will normally be sent out at least two weeks before the proposed start date. The RD1 application form should be submitted to the Graduate School Office at least eight weeks before the proposed start date.
• International (including applicants already in the UK) - any conditions required to be met before an unconditional offer is made will impact on the time it takes for applications to be processed – therefore assessment is made on a case-by-case basis, but generally a much longer lead time is required.

Research degrees by distance may be undertaken on either a full-time or part-time basis and are subject to the normal research degree timeframes, programme management and assessment procedures as described elsewhere in this Code of Practice and in the Postgraduate Regulations, Section 14B Postgraduate Research Degree Regulations.

The final degree awarded for distance mode is the same as for on-campus study, as the award criteria are identical, and the degree is conducted and examined with the same rigour and quality measure.

A research degree by distance requires the same commitment for study as any research degree, so it is vital that the student can make the commitment and the Academic Partner is able to offer the necessary support.

It is expected that students would normally spend a minimum of 6 months (PhD) or 2 months (MRes) on-site at the University across the course of their registration. The length and timing of these visits should be agreed with the supervisory team according to project-specific requirements. If there is likely to be a need for on-campus attendance for more than 6 consecutive months, it would be preferable to identify this early in discussions so it can be recorded on the research degree application, RD1.

Distance mode will not always be feasible, particularly in lab-based disciplines where appropriate local facilities are not available and/or where regular access to University on-site facilities is required.

Studying for a research degree by distance is not permissible if it contravenes the regulations of any funders.

Students should ensure that they have access to an appropriate local support environment; there must also be access to local and University-wide research activities through a combination of remote links and scheduled visits.

Research by distance is available to international students, and any on-site visits – and the process for securing a visa - must follow the requirements of the UK Government at the time of travel; these requirements may change over the course of the degree programme.

A Standard Visitor visa should be obtained to visit the UK to undertake short-term activities specifically related to the research project. A Student Route visa cannot be obtained for these visits.  

The responsibility to meet visa requirements remains with the student and the University cannot guarantee that an international student studying by distance will be able to secure a Standard Visitor visa for each visit.

International students should obtain a visa support letter from the University’s Graduate School Office, as this must be provided with appropriate documentation to support a visa application.

See this guidance for more visa information for international students who are planning a UK visit to undertake activities related to their project.

Distance mode applicants must meet the normal admission requirements for research degree programmes.

Applicants whose first language is not English – and who do not hold a degree from a UK university – will be asked to provide evidence of language competency according to the University’s requirements.

Additional information will be obtained through the formal application process to ensure that the prospective student and supervisory team are able to meet the extra commitments required for distance study. Specifically, the following should be discussed and considered at an early stage:

1. Can the applicant demonstrate an ability to undertake research independently e.g., by previous distance learning experience, presentations at conferences, professional or academic publications) and is self-motivated in working away from more regular face-to-face interaction with a supervisory team?
2. Can the required academic supervision be provided remotely, and with expected regularity and rigor?
3. Will there be a need to access necessary specialist resources, e.g., library, laboratory facilities, fieldwork locations, studio/creative space not already available at the student's home or locally, e.g., Wasps Studios?
4. Where necessary, is there agreement for use of resources owned or managed by another person, institution, or organisation? Is the project dependent on these resources being available? Please note: the university will not take on responsibility for overseeing necessary local arrangements and any such arrangements are agreed and undertaken at the risk of the student.
5. Will the applicant have access to suitable study space, IT facilities and/or technological equipment that will enable them to engage with the University remotely, i.e., email, videoconferencing, online materials?
6. If required, is there access to local support for any study-related disability or wellbeing needs?
7. Will the applicant require specific training and development – if so, how will this be accessed?

As for all research degree applications, a formal offer can only be made by the Graduate School Office once approval has been authorised by the University’s Research Degrees Committee.

If the applicant’s research is dependent on an employer or another organisation, a letter should be supplied from the employer/organisation, confirming support for the application.

The details and frequency of any visits to the University required to complete the project e.g., campus or site visits, must be considered as part of the application process (see Principles). For international students, guidance must be sought from the University’s international admissions team regarding visa requirements for visits. See this guidance for more information.

Any change to a student’s registration, including location of study, requires Research Degrees Committee approval.

An application to study by distance is normally only made during the admissions process. In exceptional circumstances, and with Director of Studies support, current campus-based research students may be allowed to change their location of study to distance mode. In such cases, the additional information required as part of the application process (see below 'Approval and admissions', questions 1-7) must be submitted to gradresearch@uhi.ac.uk for Research Degrees Committee approval.

On-campus international students with a student visa who, in exceptional circumstances, wish to change to studying by distance, must seek advice from University’s international admissions department; a move to distance mode will require the withdrawal of the University’s sponsorship of the student’s visa, with the student relying on securing Standard Visitor visas for any further visits to the University.

A student studying by distance with a minimum of 12-months (FT) or 24-months (PT) standard registration time remaining may make a request to change to campus-based study. Initially, the student must consult with their Director of Studies, who should consider the feasibility of the request in terms of practical arrangements and available local resources. There is no automatic right for this change to be approved by the University.

International students studying by distance who wish to change to campus-based study will require a Student Route visa which is sponsored by the University and must be secured in their country of residence. Advice should be sought from the Graduate School Office at the earliest opportunity. It should be noted that there is no guarantee that UKVI will approve a student route visa application.

The tuition fees for students studying by distance mode are normally the same as for campus-based study. Students must arrange and cover the costs for their visits to the University, including travel, accommodation, and any visa requirements. These additional costs do not form part of the tuition fees.

In all cases, the supervisory requirements must be met, as set out in the Postgraduate Regulations Section 14B Postgraduate Research Degree Regulations and elsewhere in this Code of Practice.

The significant supervisory characteristic for students studying by distance will be that they engage with their supervisors mostly through electronic means. There should be a clear understanding between the student and the supervisors on what constitutes reasonable access if advice is required outside of pre-arranged supervisory meetings.

Supervisors must be aware of their responsibilities in relation to students studying by distance; the time and commitment required for distance learning supervision will be no less, and may be more, than for supervision of students based on-campus.

Supervisory meeting records must be kept in the University’s online postgraduate research management system, PGR Manger.  

The University has a duty of care for the welfare of all its students, and as for on-campus students, the supervisory team must, collectively, ensure that pastoral considerations are included as part of the supervisory process.

Along with the Graduate School Office team, students studying by distance mode will have online access to local student support staff although some services may be limited for students not based on campus.

Students studying by distance mode will have the opportunity to engage in relevant Committees and on-line meetings, dependent on any time-difference limitations.

Students studying by distance would normally be expected to spend a minimum of six months (PhD) or two months (MRes) on-site over the course of their registration - this requirement is the same for full-time and part-time attendance.

The length and timing of these visits should be agreed with the supervisory team according to project-specific requirements and planned well in advance.

The Director of Studies is responsible for ensuring that students studying by distance have access to an appropriate place to work and suitable equipment during visits.

For international students relying on obtaining a Standard Visitor visa, the Director of Studies must:

1. Ensure that students are reminded to review the UK Visa and Immigration online information, so that they are aware of current visa rules,
2. Ensure that students obtain, from the University’s Graduate School Office, a visa support letter prior to each visit to assist in the visa application process,
3. Ensure the student presents their Standard Visitor visa for scanning to their local admissions office upon immediate arrival for each visit to the UK.

See this guidance for more visa information for international students who are planning a UK visit to undertake activities related to their project.

The progress monitoring process is the same for distance mode student as for all research students, with the review completed online through PGR Manager.

As for all research students, a review of their training needs must take place regularly, and at least when preparing for a progress review. Distance mode PhD students may, in agreement with their Director of Studies, plan an on-campus visit to coincide with their Probationary monitoring review, so the required thesis panel can be in-person. However, this is not a formal requirement, and the thesis panel can be undertaken by video conference.

Particular consideration must be given as to how to satisfy identified training needs for distance mode students, either at their home location; online (through the Graduate School’s training sessions or via external providers); or during on-campus visits. This includes exploring any opportunities for Doctoral students to be involved in the teaching responsibilities of their academic partner.   

All standard regulations and procedures apply, including thesis submission and the oral examination (viva voce).

There is no regulatory requirement for the oral examination to be undertaken in person, on site, as the University allows for the viva to be held online by video conference.

Where it is agreed that distance mode students should undertake their viva in person, the date of the viva should be arranged in good time so appropriate travel, accommodation and any visa arrangements can be made.  For international students, this should normally be at least 16 weeks in advance.

The Graduate School arranges two induction events during the academic year, usually in October and March. These events are for all newly-enrolled postgraduate research students and are designed to provide an understanding of what it means to be a research student at UHI, point out sources of key information and support and provide an overview of essential research student processes. 

A local PGR induction should be arranged at the academic partner, to ensure that students are aware of local procedures and policies. The PGR Co-ordinator, or other nominated person, may be responsible for organising this - alternatively the Director of Studies may provide induction information on a one-to-one basis.

Induction is part of a broader range of training and networking opportunities, including the annual Postgraduate Research Conference and a suite of professional development and generic skills training courses.

Enrolled students can be issued a student ID card through their academic partner (EO-enrolled students should contact the Graduate School.) All students can access a digital ID card via UHI Records - the Student Hub page will include a quick link to open the student ID badge.

A student e-mail address will also be set up and will be used for all UHI communications, including emails from the Graduate School. It is the student’s responsibility to check their e-mail on a regular basis - the failure to check e-mail, or non-receipt of e-mail due to a mailbox being over quota, or the non-delivery of a message to a non-UHI account, cannot be used as grounds for an academic appeal.

Those wishing to use a personal email address must set up automatic forwarding to ensure mail from their student account is forwarded.

Changes to Registration, aka Candidature Management requests (section 4) and Progress Monitoring reviews (section 5) should be submitted through PGR Manager. The system is being developed to also manage thesis submission and examination processes.

Brightspace provides details on a wide range of topics, including internal and external training resources and funding information. It is strongly recommended that this area is routinely checked, or a notification set when an announcement is added.

Subject to satisfactory progress reviews, completed according to their start date, continuing students are required to re-enrol in August each year in order to acquire a new academic year student record.

An email reminder is sent by the University’s student records office and students must re-enrol promptly to avoid disruption to their student status or access to IT systems, including PGR Manager.

Funded students should be aware that the continuation of stipend payments is dependent on timely re-enrolment.

All students should be aware that continued failure to re-register each August and/or non-engagement may result in a termination of registration.

The Graduate School initiates and maintains postgraduate research student records through the University’s student record system, SITS.

Some aspects of the SITS record are linked to background processes that determine local IT access. Therefore, any student who moves to a different University location or academic partner should notify the Graduate School so relevant records can be updated.

The nature of individual research work can vary widely, so specifying exact hours of work is difficult. However, research students should expect to study throughout the calendar year, with the amount of time spent by a full-time research student being similar to the amount of time expected of a full-time academic, i.e., on average at least 35 hours a week, with part-time students working an average of 17 hours a week.

The University recognises the importance of taking holiday for the health and wellbeing of all students.  Research students, including those who hold a Tier 4/Student Route visa, are permitted annual leave during the published closure periods of their academic partner, centre or institute, i.e. Christmas, Easter, and Bank Holidays, as appropriate.

In addition, full-time students are permitted up to 25-days holiday in each calendar year, plus public and academic partner closure days. Students should not normally take more than 15 consecutive days leave at a time and leave should be agreed, in advance, through discussion with their Director of Studies.

Part-time students have no specific holiday entitlement as they are already fitting study time around other commitments. However, holidays should form part of the schedule negotiated with the Director of Studies, who should also be kept informed of any lengthy breaks.

All leave should be taken in line with university and academic partner expectations – e.g., not taking leave during key Graduate School and local training sessions, research events, seminars etc. For those students in receipt of Research Council or other external funding, due attention should be paid to the rules governing leave arrangements for those bodies.

Tier 4/Student Route holders are subject to monthly attendance checks throughout the duration of their studies, usually undertaken by their Director of Studies. If any request is made to study away from a UHI location before approval can be given the University must be satisfied that the request complies with the law regarding attendance requirements.

In situations where the student’s overall attendance is poor or monitoring reports are submitted late, this may trigger warning letters, including final warning and termination letters, advising that that student’s UKVI sponsorship may be withdrawn at the discretion of the University’s Authorising Officer.

IMPORTANT: monthly monitoring must continue until completion, while a student holding a visa remains in the UK. 'Completion' in this context means a formal award has been made, after a viva and any necessary corrections have been confirmed and the award formally notified to the student by the Graduate School.  Submitting a thesis for examination or submitting a corrected thesis after viva does not mean completion has been achieved.

Students should ensure their Director of Studies, or another member of the supervisory team, are informed of any situation that results in unexpected absence.

IPR are automatically assigned to the University, but an application can be made to opt out of this default position. Students should seek guidance from their Director of Studies if clarity is needed on any aspect of such management or ownership.

If a current UHI research Master’s student wishes to transfer to PhD, their standard period of registration on the new programme may be reduced on the basis of previous study, provided that it has not already contributed to an academic award.

• For full-time students, the total period of study shall not be reduced to less than 24 months
• For part-time students, the total period of study shall not be reduced to less than 36 months

The Director of Studies should be consulted in the first instance, as they will need to assess what academic equivalence, stage or standard has been reached, in order to determine the anticipated duration of registration on the new degree.

If the application is approved, the standard PhD probationary review process will take place within the first 3 months (FT) or 6 months (PT) of the new programm.

Certain circumstances may require a change to the supervisory team originally agreed, e.g., if a member of the team has left the university, or the focus of the project had changed. The Academic Partner, in discussion and agreement with a suitable representative from the supervisory team, must arrange the change of supervision in sufficient time to affect a smooth handover.

There could also be circumstances in which a student wishes to make a change to the supervisory team. This may or may not be possible, depending on a number of factors including the rationale for change and the availability of suitable alternative supervisors. Any student in this position may approach – as appropriate - their Director of Studies, their Third-Party Adviser or the Graduate School to discuss the situation.

Students may apply to suspend their studies normally for up to 12 months in a single application. The maximum amount of time that may be suspended is 24 months.

Applications must be accompanied by relevant evidence as required, e.g., medical certificate, and must be made as soon as possible and before commencing a period of suspension. Retrospective suspensions are not normally permitted. Also see below, ‘Suspensions relating to illness’.

Periods of approved suspension do not count towards the student’s period of study and the expected end date will be amended accordingly.

During a suspension, students will not have access to any University resources, including email, Brightspace, library and other systems – access will be removed 30 days after the suspension start date.

Upon the student’s return from suspension, a supervisory team meeting should be held as soon as possible to review the work plan and timetable.

If a student is in receipt of a studentship, stipend payments are not normally paid during periods of suspension, however the funders’ terms and conditions will apply in this regard. Tuition fees are not normally payable during the period of suspension and full-time students may be liable for council tax.

There is a distinction between suspending studies and extending studies. A suspension can only be taken when a student is not engaged in work towards their degree.  If a student continues to be engaged in work towards their degree, then a suspension will not be appropriate.

The following circumstances are regarded as grounds for applying for a suspension or extension of studies:

• Serious physical or mental illness of the student
• Death/serious illness of a partner, close family member or close friend
• Unforeseeable or unpreventable events such as distress or injury caused by a serious accident; the effects of being a victim of a criminal act or the distress or serious disruption caused by fire, flood or another natural catastrophe.
• Serious personal problems such as relationship problems, family crises
• Unexpected changes to the student’s source of funding (NB: students must ensure that they have the necessary funds before embarking on their degree)
• Breakdown of essential equipment where a student is unable to continue research and the use of alternative equipment is not possible.
• Delays in obtaining ethical approval where approval has been sought in good time.
• Jury service; military service
• Maternity, paternity or adoption leave
• Delays in progress due to unforeseen problems with the degree programme and/or working environment e.g., moving of offices/buildings, supervisor(s) changes and unavailability etc., which are outside of the student’s control. Note: any such issues must be reported to the Graduate School Office at the time it occurs
• Study leave, necessary for the degree programme, other than official leave of absence for study at an approved institution or fieldwork
• Internship/work placement necessary for the degree programme.

The following circumstances will not normally be regarded as grounds for applying for an extension or a suspension of studies:

• Circumstances encountered during supervised study, which should have been dealt with at the time
• The student or supervisor was unaware of policy and application procedures for suspensions and/or extensions for postgraduate degrees. It is ultimately the student’s responsibility to ensure that they are aware of all policies and procedures relevant to their registration and degree
• Further primary research and/or laboratory work
• Long-term holidays/vacations
• Inadequate planning and time management
• Difficulties with English language, including delays as a result of proof reading
• Computer or other equipment failure or theft where use of an alternative is possible or any loss of work was avoidable, except where the work is lost through the failure of UHI systems as confirmed by the relevant UHI department
• Change in employment conditions: requests from part-time students who are working while studying may exceptionally be considered where a change in employment conditions was unforeseen. This will not normally be an acceptable reason for students in the submission pending or resubmission periods.

The University is required to withdraw immigration sponsorship for Tier 4/Student Route visa holders during the suspension; therefore, students may be required to leave the UK and re-apply for a visa before returning.

While supervision is often seen as mainly intellectual guidance, a Director of Studies and other members of the supervisory team have a responsibility to be supportive of students, and where they are informed of any ongoing illness or other circumstances that affect a students’ performance, they are better able to provide support.

A suspension of studies request cannot normally be made for a period of sickness less than 4 consecutive weeks and there is an expectation to make up any time lost during the remaining period of registration.  

It is advisable to record such periods of absence on PGR Manager, to support any future application for an extension or a change in study mode, e.g., from full-time to part-time.

Stipend payments are not normally paid during periods of suspension; however, the funders' terms and conditions will apply in this regard.

The University has agreed the principle that some funded PhD students may continue to receive their stipend payments as ‘sick pay’ during approved suspensions which are covered by medical certificates for up to 13 consecutive weeks within any 12-month period. Studentship stipend payments will normally be extended by the eligible commensurate period at the end of the student’s standard registration period.

PhD students who are registered with the University on a full-time or part-time basis and who are in receipt of a studentship that makes provision for annual stipend funding from the following sources are eligible to receive stipend payments, as noted in the previous section:

1. Externally funded studentships, where the funder has made sick pay provision
2. Students awarded a studentship which is funded in full by the University of the Highlands and Islands
3. Students who are funded from external sources administered by the University may be eligible for some, or all, sick pay subject to the funders’ terms and conditions.

In the case of short-term - normally considered to be up to approximately 4 weeks in duration- self-limiting illnesses, e.g., colds, stomach upsets, for which a suspension of studies has not been sought or taken stipend payments will continue to be paid throughout the period of illness.

Students who have less than 13 weeks funding remaining at the point sick leave and associated suspension commences will receive the stipend payment during sick leave commensurate with funded time remaining.

The following groups of students are not eligible for receipt of stipend payments under the above noted principle:

• Self-funded students
• Students who have submitted their thesis for examination or are within a resubmission period post- viva
• Students who receive an externally funded stipend directly from an external organisation – these students must follow the regulations of their funder. If the funder does not provide additional funds, the university is not liable to provide any payments. In such cases, students should seek advice from the Graduate School who may be able to direct them to hardship funds, where available
• Students in receipt of awards covering tuition fees only, and
• Students who have been in receipt of funding but who are – or will be – outside of their funded period at the point at which their period of sick leave would commence.

In order to be eligible for sick pay, a suspension of studies application must be submitted through PGR Manager as soon as possible and must be accompanied by appropriate supporting evidence.

Retrospective claims for sick pay will not normally be considered.  However, this does not apply to the first 2 weeks of any longer-term period of illness on the grounds of ill health, in recognition of the uncertainty that can often accompany the early period of illness, which may also involve a period of necessary emergency activity, during which time it would not be appropriate or reasonable to expect a suspension application to be made.

When calculating an absence period (suspension), weekends and public holidays are counted as days of absence.

The normal suspension application procedure should be followed through PGR Manager, although maternity leave is calculated separately from a standard period of suspension of studies and the thesis submission deadline will be adjusted in line with the amount of any maternity leave taken.  

During this time, the student will be entitled to continued access to library and computing facilities, but not to facilities for research. Supervision guidance will also continue to be provided, albeit on a more limited basis. 

An extension application must be accompanied by evidence of progress and include a thesis plan giving target dates for the completion of each chapter to support the feasibility of submitting the thesis within the extension period. This evidence should also be provided in the annual progress review, which should be submitted at the beginning of the extension period year.

Funded students should not assume any extension agreed will automatically mean an extension in funding is available.

 
During this time, the student will be entitled to continued access to library and computing facilities, but access to facilities for research may be limited and will be made available at the discretion of the Academic Partner. Supervision guidance will also continue to be provided, albeit likely to be on a more limited basis. 

An annual progress review must be submitted at the beginning of each continuation year, providing evidence of progress and including a thesis plan, giving target dates for the completion of each chapter to support the feasibility of submitting the thesis by the end of the period.

It is the expectation of Research Councils that full-time PhD students funded by them should submit their thesis for examination within four years of starting their programme of research. Any cost relating to an extension fee will normally be met by the student and continued stipend payments cannot be assumed.

Students must comply with the requirement of their funding body with regards to the length of period of study and deadline for submission of thesis.

Tier 4 or Student Route visa holders should refer to - and abide by - the terms of their visa when considering extending their registration. The Confirmation of Acceptance of Studies (CAS) course end date should be the target thesis submission date - this will be the same date seen on the offer letter for programme/registration end date. The CAS expiry (use by) date should not be used as the target thesis submission date, or be viewed as the programme end date.  If it is probable that the thesis will not be submitted by the CAS end date, advice should be taken as early as possible - contact gradresearch@uhi.ac.uk 

The termination of a student’s registration may be an outcome of the remediation process, undertaken as a result of unsatisfactory progress through the progress review process. Continued failure to re-register each August and/or non-engagement may also result in a termination of registration.

The Director of Studies is responsible for notifying the Graduate School in cases of continued non-engagement. Where applicable, reasonable attempts to contact the student by email (personal and student account) and letter will be made by the Graduate School.

Following notification of non-engagement, a one-month deadline will be given by which time the student should have contacted the Graduate School – if no contact has been made by this deadline, Research Degree Committee reserves the right to terminate without further notice, after consultation with the Director of Studies.

Tier 4/Student Route visa holders must be aware that withdrawal may affect their immigration status and they may be required to leave the country once they withdraw from their studies. If a student’s registration ends, the University can no longer sponsor a student to remain in the UK and is legally bound to report the withdrawal to the Home Office. 

• Provide the student with an opportunity to present aspects of their academic work and achievements for the period of the review.
• Highlight any problems experienced by either student or supervisor during the review period.
• Discuss the need for a ‘Plan B’ to be in place, if not already, in case aspect(s) don’t go according to plan.
• Provide the panel with an opportunity to reflect on the student’s progress and give constructive verbal and written feedback.
• Review and agree any training needs.
• Consider if existing ethical approval remains appropriate, or if a new ethics application needs to be submitted.
• Gauge the ability of the student to complete within the timescale – for students who, at the end of the year, are due to submit a thesis for examination, a decision should be made about the feasibility of a submission at this time. This should prompt a discussion about applying for an extension, how much extra time is required and the amount of supervision required during this additional time.

As a minimum, the panel should consist of the following:

• Director of Studies - it is not recommended that the Director of Studies acts as panel chair for their own student(s)
• At least one other member of the supervisory team - the preference being that all supervisors attend where possible.
• *A research-active member of UHI academic staff - who may act as thesis panel chair. 
• *Early Career Researchers - may be invited to attend as a panel member. They can also take on the role of thesis panel chair, in which case they must be guided through the process with a more experienced colleague beforehand.
• External stakeholders/partners as appropriate, e.g., funders or creative mentors - note, external panel members cannot act as the panel chair.

*not necessarily required to be aligned with the student's research area, but should be independent from the supervisory team.

The student would normally be required to give a presentation to the panel (approximately 10-15 minutes), giving background to their topic, methods and future plans.

There should be the opportunity for students to speak with the panel without the supervisor(s) being present – and vice versam

The thesis panel chair, on behalf of the whole panel, should submit feedback through PGR Manager and although the panel’s input does not constitute a formal assessment, it will contribute to the review process. The process is intended to be supportive of both student and supervisory team by providing constructive feedback.

If remediation is supported by Graduate School Committee, the Graduate School will arrange – and clerk - a formal meeting, which should normally be attended by:

• Chair of Graduate School Committee, or Research Degrees Committee, or another suitable nominee
• Student
• Director of Studies
• Other supervisors
• The student may also invite their Third-Party Advisor or other person acting in a supportive capacity.

This aim of the meeting is to:

• Advise the student that they have not made satisfactory progress after (a) the stage 1 reappraisal period or (b) working through issues raised as part of the normal supervisory process
• Detail the reasons for concern
• Reassure the student that the meeting has been arranged to formally consider the reasons for concern and identify ways to address the concerns and support their future progress
• Give the student the opportunity to raise any mitigating circumstances
• Set clear, realistic and measurable targets for improving performance which allow the student to demonstrate satisfactory progress within an agreed timeframe
• Identify any training needs and support mechanisms and how these might be secured
• Explain the mechanism to assess whether the targets have been completed satisfactorily, within the timescale allowed
• Explain that continued unsatisfactory progress may lead to a recommendation for termination of research degree registration.

At the meeting, the student will have the opportunity to raise any further mitigating circumstances and to speak with the Chair without the supervisors being present. The supervisors will also have the opportunity to speak with the Chair without the student being present.

One of the following may be recommended:

• 3-month Remediation period (may be recommended on one occasion only)

- the meeting notes will record what is required to be done in the 3-month period, including any work that should be submitted to the Director of Studies and the deadline by which to do this

- these notes will constitute a formal warning, and funded students should be aware that external funders’ terms and conditions may require the university to notify them if a formal warning is given.

• Continue onto MPhil enrolment (available only for students registered for PhD)

- the student's record will be changed to MPhil and the expected submission (end) date adjusted accordingly

-  the Director of Studies should, as a matter of urgency, meet with the student to draft a new thesis timetable and plan. Ongoing progress will be monitored through the normal supervisory meeting process, and progress review process if appropriate.

• Termimation of the student’s registration with immediate effect

- the Graduate School will notify the student in writing and the supervisory team. The student's academic partner Head and PGR Co-ordinator will also be informed

- the Academic Partner leaving policy should be followed to ensure return of equipment, data, access and ID cards as appropriate. The student will no longer have access to UHI systems such as e-mail and library services.

Where the student has undertaken a 3-month remediation period the Director of Studies, in consultation with the supervisory team, will recommend either that remediation has been satisfactory or that the student must continue onto MPhil enrolment or that registration should be terminated.

Where the outcome of the 3-month remediation period is satisfactory remediation, the student will continue with the progress review schedule for their degree and the supervisory meetings process will continue to monitor progress. Where outcome is continue onto MPhil enrolment or termination of registration, Research Degrees Committee are required to ratify the decision.

It should be noted that – at any stage of the reappraisal or remediation process, whilst academic progress may have been judged as satisfactory, this does not guarantee confirmation of PhD registration and/or that a degree will be awarded. To qualify for the award of a research degree, a student must meet the required learning outcomes for the degree and satisfy the examiners.

It is expected that the student will attend the remediation meeting on the date and time arranged. Normally this will be face-to-face, however in some circumstances – e.g., when the student is not in the UK – the meeting may be held by videoconferencing. Staff not based locally who are invited to meetings may also attend by videoconferencing.

It is not mandatory for the student to attend a meeting. However, the student should be aware that if they do not attend (without good reason), they will forgo the opportunity to present their case directly to the attendees. Failure to attend the meeting will not prevent the instigation or conclusion of the remediation process.

Where the student is unable to attend for genuine reason, the Graduate School and the Director of Studies must be notified immediately and provide an explanation for their unavailability, with documentary evidence where appropriate. If it is agreed to postpone the meeting a new date will be given, although Graduate School Committee may choose to hold the meeting in the absence of the student unless the reasons for the absence – in the view of the Committee – are sufficiently compelling to warrant a further postponement. The absence or non-availability of a supporter (see ‘Advice and Support’ below) will not be accepted as good reason for any postponement.

The student may attend a meeting accompanied by a supporter, e.g., a friend or students’ association representative. Under this process the definition of friend excludes members of the legal profession engaged to act in their professional capacity.  The supporter is not permitted to represent the student or to speak on their behalf and they cannot appear if the student is not present.

In cases where it is considered appropriate for a student to be co-supervised by academic staff who are married to each other or who are partners or who are closely related, it is important that all such relationships be declared as part of the application process.  A research student should not have a supervisor and a Third Party Adviser who are related by marriage, civil partnership, blood/law or who are partners.

• Familiarity with regulations governing research degrees
• Attendance at regular supervisor training courses
• Compliance with the requirements of the postgraduate structured management framework in relation to the training, supervision and monitoring of the research student
• Submission of timely progress reviews for consideration by Research Degrees Committee and to meet with the student where progress is deemed as ‘not satisfactory’ or ‘satisfactory with refinements’
• Assurance that their workload is such as to allow adequate time to be given to supervised students
• Advising Research Degrees Committee of any lack of resources, which may prevent the student from completing their study within the period of study
• Advising on extensions or suspension of study as appropriate.
• Keep up to date with UHI and academic partner training regarding GDPR and confidentiality of information and adhere to UHI and academic partner regulations in this regard.

• Give guidance about planning the research programme, about literature and sources, and about requisite skills
• Ensuring that the research student has the opportunity to become acquainted with all relevant safety regulations and procedures, and receives appropriate training and supervision when following any course of action or using any technique that might be deemed hazardous or dangerous
• Should direct students to appropriate sources of welfare advice where required, and if necessary, advise that the student contact the Academic Partner’s Student Support Services
• Ensure that reasonable adjustments are made to the study environment if required
• Ensure that a student from overseas has the necessary linguistic and other skills to ensure effective use of their time and experience, and take steps to assist those in need of support to obtain appropriate help
• If not already done so, undertake the Ethics Reflection and Practice training module and thereafter provide information and guidance to students during their application for ethical approval
• Ensure that training needs are discussed within a month of admission (it may or may not be appropriate at this point for a training needs analysis to be completed).

• Maintain regular contact through formal on-campus supervisory meetings, or by electronic means if the student is part-time, distance learning or not at a university location, e.g., on fieldwork
• Maintain reasonable accessibility so that advice may be offered during informal meetings, and arrange alternative support through another member of the supervisory team when away for protracted periods
• Explain best research practice and ethical considerations as early as possible in the student’s studies
• Review written work and other outputs on a regular basis as appropriate
• Return such work with constructive criticism within a time period to be agreed with the student that does not impede the student’s progress
• Work collaboratively with other supervisors when involved in a supervisory team
• Agree notes of formal meetings with the student
• Give detailed advice about completion dates and guidance on pacing of work - it is expected that students will normally submit their thesis within the standard period of registration
• Advise the student on other members of staff or experts in the field whom they might consult
• Arrange as appropriate for the student to present work at graduate seminars, staff seminars and conferences
• Advise on ethical issues relating to the conduct of the research, including how to obtain the approval of relevant ethics committees and consideration of the need for application to the Protection of Vulnerable Groups (PVG) scheme, if appropriate
• Advise on honest and fair dealing with the work of others quoted or paraphrased in the written work of the student
• Consult with the student on the appropriate recognition of the student’s contribution to research publications, taking into account current policy on Intellectual Property Rights and the Data Protection Act 2018, with particular reference to anonymity
• Ensure that the student has adequate opportunities to become aware of the standards required and the standards being attained
• Advise on whether and when a student should request a transfer to a higher degree e.g., MRes to PhD
• Advise whenever progress or standards of work are below what are generally expected and the implications of unsatisfactory progress.

• Determine what training in research methods, skills and further education in the subject are required by the student
• Undertake, with the student, a training needs analysis by the time of the probationary review and ideally annually thereafter throughout their prescribed period of study, to determine the student’s research, transferable and generic skills requirements
• Ensure that the student has access to the required skills training and development opportunities and agree with the student a programme of skills training.

• Advise on career and professional development
• Discuss CV-writing and job applications, and direct the student to skills training courses and careers service
• Try to ensure by advice and encouragement that the thesis is submitted within the specified time and within the specified word limit
• Receive and comment on the final draft of the thesis
• Offer advice and training as required for the viva
• Submit nominations for internal and external examiners to the Graduate School
• Aid in preparation for the viva, providing a mock viva if requested.

• Be familiar with the requirements of the Postgraduate Structured Management Framework and discuss these with their supervisory team as appropriate
• Ensure the submission of the required progress review process within stipulated timeframes
• If deemed as ‘not satisfactory’ with regard to progress, enter a reappraisal period
• Raise issues and concerns in a timely manner with the supervisory team either directly or through the supervisory meeting process or the progress review process. If this is not appropriate, issues and concerns can be raised through the Third Party Adviser and thereafter if necessary, the Graduate School
• Where research interests diverge substantially from what was originally intended, it might be appropriate to be allocated to a new supervisor. This should be discussed with the current Director of Studies, then the Graduate School if necessary.

• Agree a timetable for their research programme with their Director of Studies
• Prior to embarking on empirical work or fieldwork (data collection) seek approval from the Director of Studies and ensure compliance with relevant policies and procedures
• Maintain progress in accordance with the agreed timetable
• Agree a schedule of meetings with their supervisory team, write up notes of these meetings and agree them with their supervisors
• Keep a separate written record of their work in a research notebook/online file that can be reviewed, if required
• Discuss work and progress with their supervisory team
• Submit written work as and when required by their supervisory team
• Take the initiative with their supervisory team in defining and raising concerns or difficulties
• Agree with their supervisory team a plan and timetable for the writing of the thesis
• Refer to Brightspace and circulated training information and announcements regularly
• International students must maintain awareness of - and adhere to - the immigration rules, as failure to comply with rules will risk the visa status and may result in an adverse UK immigration record and the student being asked to leave the UK.

• Discuss the proposed research area with the Director of Studies and obtain timely ethical approval of the research by following UHI policy and processes
• Undertake the university’s Ethics Reflection and Practice training module
• Consider and address appropriately, all ethical protocols and standards that apply in UK research, allied to their own discipline area of study, including consideration of the need for application to the Protection of Vulnerable Groups (PVG) scheme, if appropriate
• Consult with their supervisor on the appropriate recognition of their contribution to research publications, taking into account current policy on Intellectual Property Rights and the Data Protection Act 2018, with particular reference to anonymity

• Define their training and educational needs and discuss them with their supervisory team, as part of personal development planning
• Undertake, with their supervisory team, a training needs analysis by the time of the probationary review and ideally annually thereafter throughout their prescribed period of study, to determine research, transferable and generic skills requirements
• Arrange as appropriate, in liaison with other students, opportunities to host research training events or seminars within their academic partner
• Attend the Graduate School annual student conference at least once throughout studies
• Attend courses as identified in the training needs analysis with the agreement of their Director of Studies and with reference to relevant UHI regulations.

• Be aware that their thesis is their own work and responsibility
• Accept that, while their supervisory team will give advice, constructive feedback and other guidance, they must take ultimate responsibility for the final version of their thesis
• Decide whether or not to accept any advice or suggestions given by the supervisory team
• Decide when to give notice of intention to submit, taking due account of the Director of Studies’ opinion
• Present the final draft of their thesis to their supervisory team
• Ensure timely submission of the thesis for examination
• Seek advice on preparation for the viva.

Tier 4/Student Route holders studying at degree level or above are permitted to work 20 hours per week in any given week during their programme of study, and full-time during their agreed vacation periods. Tier 4/Student Route holders can only work on a temporary basis and cannot be employed on a permanent contract, nor can they be self-employed, set-up a business or engage in business activity.

While students studying part-time are not restricted in the hours they can work, the extent to which they manage their work and research timetable should be considered and reviewed regularly as part of the supervisor meeting activity.

PhD students may have the opportunity to be involved in the teaching responsibilities of their academic partner and, in accordance with national guidelines, no more than six hours per week should be undertaken as teaching – this should include time for any necessary preparation.

Any paid teaching or assessment work should be agreed in consultation with the Director of Studies and whilst it is not expected that they would prevent their student from teaching, they do retain the right to raise concerns with the student and/or Graduate School if they feel the requested or allocated teaching load may jeopardise their progress. Teaching and marking responsibilities should not endanger the prospect of completion within the time set by the university and any funding agencies.

It is expected that students contracted for teaching duties should normally be paid the appropriate standard hourly rate and students are advised to liaise with their Director of Studies to ensure that a contract is put in place in advance of undertaking such duties.

It is a requirement that students undergo an appropriate form of training prior to engagement in any formal teaching activity. The student and Director of Studies should consult PGR Manager 'Calendar' for the next available teaching training session, or identify relevant training opportunities locally within the academic partner or through the UHIs Learning and Teaching Academy.

ALPINE is coordinated through the University's Learning and Teaching Academy and is open to those who deliver, support or lead the development of HE-level learning and teaching.

Doctoral students can:

• Routinely give tutorials and seminars
• Assist in lab/practical demonstration classes
• Give occasional guest lectures
• Provide input or guidance to undergraduate group projects in their own area
• As part of their educational development, e.g., as early-career researchers they may be mentored and undertake shadow-marking exercises.

Doctoral students should not:

• Operate as Personal Academic Tutor, Programme Leader or Module Leader (unless they are a part-time student and are engaged in an existing and relevant academic role before they commenced their PhD studies)
• Be responsible for regularly setting tutorial topics
• Develop essay questions
• Be routinely expected to put in more time preparing for a tutorial than they are paid for
• Co-ordinate, convene or teach modules independently at any level
• Mark coursework and exams above SCQF Level 9. Marking for summative assessment will always be subject to normal second marking arrangements.

The following rules apply to the required format of thesis submissions for all research degrees -

The thesis must be presented in the following format:

• be in A4 format (unless approved by RDC in advance)
• be in a permanent, legible typescript or print. The recommended font is Times New Roman, or Arial and the recommended text font-size is 12-point.
• be printed double-sided (single side is an option, if preferred) on good quality, reasonably sourced white paper and within the range 70 g/m2 to 100 g/m2
• have a margin of at least 40mm at the left-hand binding edge of the page. All other margins must be at least 15 mm.
• use double or one-and-a-half line spacing for the main text. For indented quotations and footnotes, you may use single spacing.
• have pages numbered consecutively throughout the main text, including any whole-page diagrams or illustrations.
• include a title page specifying:
  • full title of the thesis
  • full name of the author (the student) - please CAPITALISE the Surname/Family name
  • statement that the thesis is being submitted in partial fulfilment of the requirements of the university for the appropriate award - e.g. This thesis is submitted in partial fulfilment of the requirements of the University of the Highlands and Islands for the degree of xxx
  • (if any) the name of any formally approved collaborating establishments or funding bodies - e.g. This research programme was carried out in collaboration with xxx / funded by xxx / funded as part of the xxx programme.
  • For UHI award: the month and year of submission
  • For Aberdeen award: the year of submission
• Incorporate an abstract of around 300 words stating the nature and scope of the work undertaken and contribution made to knowledge of the subject.
• a contents page.
• a statement of objectives (this can be part of the introduction, if preferred)
• a reference list or bibliography
• not contain any material that has been previously submitted for an award at an institute of Higher Education either in the UK or overseas – this must be confirmed through the student’s completion of: Submission of Thesis for Examination Form 
• acknowledge if there is any published material from the thesis in advance of examination or where you are submitting publications or other materials as part of a thesis submission. In such cases, copies of the published material should either be bound in with the thesis or may be placed in a pocket at the end.
• it is customary to include acknowledgments to individuals and organisations that have assisted the student’s research, including the Director of Studies and/or Supervisory Team.

The thesis should be organised in the following format – should it be agreed that an COVID-19 impact statement be included, it should appear after the Abstract and before the main text of the thesis:

• Title page
• Abstract (approximately 300 words, on a separate page)
• List of contents
• List of tables, illustrations, etc
• List of accompanying material (if any)
• Preface (if appropriate)
• Acknowledgements
• Author’s signed declaration (suggested wording: I declare that all the material contained in this thesis is my own work.)
• Definitions
• Text of the thesis, divided into chapters, sections, etc.
• Appendices
• Glossary
• List of references
• Bibliography

• the binding must be of a fixed, permanent type so that pages cannot be removed or replaced.
• the front and rear boards must be strong enough to support the weight of the work when standing upright.
• the outside boards and spine should be sober in colour – black, dark green, maroon or navy.
• the outside front board must have the following information, in gold lettering, in at least 24-point type: the title of the thesis; the name (Surname/Family name and initials) of the author; the award (PhD, MPhil, MSc by Research, MLitt, MRes).
• the year of the final submission.
• The spine of the work must show, reading downwards: the student’s name; the award (PhD, MPhil, MSc by Research, MLitt, MRes) the year of submission or resubmission.

Where a thesis pending period and/or the maximum period of extension has been taken and a thesis for examination has not been submitted, the student will normally be automatically de-registered.

Restrictions will normally apply to the electronic version of the thesis AND any print copy requested by the student's academic partner.

The embargo period is normally quite short and in most cases an embargo period of no more than twelve months is sufficient. In some cases, it may be appropriate to approve a longer embargo period which will not normally exceed two years from the date the research degree was awarded.

Any embargo must have the support of the Director of Studies and will need to be approved by Research Degrees Committee. Following the end of the approved embargo period, the thesis will automatically be made available publicly in the normal way.

There will be no public access to the electronic version of the thesis over the embargo period, however the thesis may be consulted by the Supervisors and/or Head of academic partner. For any print version, the restriction must meet legislative requirements (Freedom of Information (Scotland) Act 2002 and/or the Environmental Information (Scotland) Regulations (2004)).

If the thesis has been funded, then the funder may have open access requirements that will need to be considered before requesting an embargo e.g., if funded by UKRI, the usual requirement is that the thesis should be available as open access within 12 months of the award.

If an embargo has not been agreed during the application/registration process, the application should be submitted as early as possible and ideally before the thesis is submitted for examination. At the very latest, it should be submitted before the final version of the thesis is deposited, following examination. Late submission of an embargo request may result in the thesis being made publicly available.

Documentary evidence may be supplied to support the request, which might include:

• a letter from the research sponsor/collaborating organisation or body, confirming that the thesis contains research of commercial sensitivity
• a copy of a confidentiality agreement showing that research participants had taken part under the condition that access to the thesis would be restricted
• a letter from a prospective publisher showing that they would consider publishing works deriving from the thesis only if access to the thesis is restricted. Please note - where the request for embargo relates to publication, you must be working on a publication plan; a speculative approach may not be approved. Along with your application, you must also provide an outline of the current publication plan and/or where and when publication will take place.

Requests to extend the original embargo period should be made to gradresearch@uhi.ac.uk. The request must be made at least 8 weeks before the end of the embargo period and must be supported by an explanation as to why the extension is required.

The internal panel chair is primarily responsible for ensuring 'fair play' and should: 

• Chair the proceedings to ensure due process is followed in accordance with the university’s Regulations and Code of Practice, providing regulatory guidance where necessary.
• Facilitate introductions between all present
• If required, explain the format of the viva and clarify any special provisions notified in advance by the Graduate School .
• Clarify, for the benefit of the examiners and student, the meaning of the available outcomes (detailed on the Examiner Final Recommendation form)
• Ensure that the supervisor, if present, only acts as an observer and agrees to maintain confidentiality in respect of the content of the examination.
• Ensure that all main items on the agenda are addressed and that the student is given the opportunity to respond to all questions asked by the examiners.
• Ensure that each of the examiners has a proper opportunity to contribute to the examination process.
• Ensure that breaks are offered to the student if and when required.
• Should the student become unwell or distressed during the viva, and the examination is stopped, ensure that due process is followed.
• At the end of the viva, ensure that actions required of the candidate and the examiners are clear and understood by all parties.
• Advise the examiners that reports and details of the required amendments should be returned to gradresearch@uhi.ac.uk within one week of the viva taking place; ensuring this is done is normally the responsibility of the internal examiner, although by mutual consent, the internal panel chair may be tasked this activity.

The internal panel chair should:

• Be available to the student if they have queries about the outcome of the examination, providing clarification where necessary.
• Act as the intermediary between the Director of Studies and examiners where any clarification on required corrections is needed. Note, students should not contact examiners directly.
• Report any concerns following the viva to the Graduate School directly
• Complete the internal panel chair section on the final recommendations report form.

In the event of disagreement between the examiners, the chair will seek to reach an agreed conclusion. The chair does not have a casting vote. In the event of the examiners failing to reach agreement, the chair should ensure that the examiners complete the required individual report.

• The University does not require the external examiner to undergo a right to work check.
• A pre-meeting should be held before the viva when the examiners should read each other’s independent preliminary report (if not exchanged and reviewed beforehand). The examiners should also agree the structure of the questioning and the areas which will be investigated.  
• While practice may be as flexible as is required, a viva should not normally be less than one and a half hours.  When an examination lasts longer than two hours, appropriate breaks must be agreed.  
• The internal and external examiners are equal as examiners, but the internal will normally consider it appropriate to defer to the external in the conduct of the examination.  When two externals have been appointed, they too are equal as examiners.
• The entire examination panel is required to be present for the duration of the examination, including when communicating the overall result to the student.
• At the end of the viva, the student and supervisor (if present) should be asked to withdraw while the examiners discuss their report.
• When the decision is agreed, the examiners may make their joint recommendation known to the candidate but must make clear that the final decision rests with the Research Degrees Committee, which may accept or revise the examiners’ recommendation. 

Ideally, a member of the supervisory team should be available before and after the student undergoes a viva, to provide friendly support to the student. The student, the examiners and the internal chair are normally the only persons who may be present at the viva, however a member of the supervisory team may attend on the agreement of the examination panel and student. If a supervisor does attend, they should only observe and must not participate, and at the end of the viva they should leave with the student.

• All participants must have a test call approximately 48 hours before the examination is due to take place. This is not only to ensure the technology works but that each location is suitable. It is also an opportunity for the independent internal panel chair to clarify how the examination will be conducted, including protocols for a drop in connection or abandoning the examination due to technical problems (see below) 
• The candidate must inform the examination panel of any academic/research-related materials they intend to have with them and may wish to share with the panel. This may only include relevant material for the purpose of illustrating a critical point in the thesis and/or material that is directly relevant to the viva – for example, in respect of Creative areas such as Art, Design, Performance and Music-based disciplines.  It is not intended to permit any inappropriate prompts or helps for the candidate in respect of their viva defence.  It is also to be noted that presentation of such material will be affected by the use of video conference technology, and therefore only material suitable for use in this context will be permitted. 

• Each party must introduce themselves and their role (if preferred, this may form the substance of the initial ‘test call’ but with a brief reminder at the start of the formal viva examination)
• The internal panel chair should confirm the student’s identify (the student should be asked to show their UHI student ID card, or the Director of Studies may link-in at the beginning of the viva to confirm the identify)
• If the candidate has notified the panel of any materials they want to have present then these must now be shown and must remain visible throughout.  They must also confirm that they do not have with them - or have visible to them or available to them in audible form of any kind - any prompts or other inappropriate guidance and advice that would normally be banned within any formal examination process
• The internal panel chair will confirm the process for the examination including the protocol for any drop in connection and any technical issues which results in the examination needing to be abandoned (see below).  

• All parties must remain visible throughout, with the sole exception of a short comfort break, which may be permitted in cases where the viva extends beyond 2 hours, or by the agreement of all parties
• Unless agreed as part of a formal Personal Learning Support Plan, the University will not normally permit any person other than a member of the supervisory team to be present. Ideally there should be someone nearby (either physically or in a suitable on-line space) in the event that the experience is distressing in some way, or they feel unwell
• The examination will follow the normal format for a viva voce examination
• The internal panel chair should ensure that the student is not disadvantaged in any way, when compared to the standard face-to-face examination and will have the right to suspend or terminate the viva if technology is not satisfactory (see below).  The internal panel chair will not normally be involved in direct questioning of the student
• In the event of any failure with the technology before or during the viva, or other concerns regarding the conduct of the viva, it is the responsibility of the internal panel chair to suspend the examination and to decide whether it is possible for the viva to continue or whether it should be re-scheduled. 

• All participants will be asked to confirm that the viva by video conference format has had no substantive bearing on the examination process. 
• The student will be specifically asked to confirm that they acknowledge the completion of the viva event. 

• Examiners will discuss in private the examination and determine the outcome, which will then be shared orally and informally with the degree candidate.  This will involve the degree candidate logging out of the video conference for a period to be determined by the examination panel, but this will not be more than 60 minutes.  Before beginning their discussions, the examiners will ascertain that they are the only remaining participants in the video conference
• Once the examiners have concluded their assessment and all parties have returned to the video conference, the internal panel chair will confirm the decision of the examiners
• The Director of Studies, or another member of the supervisory team, should be available immediately after the viva has formally been concluded to provide support, if required, to the student
• Examiners should complete the joint examiner’s report form, commenting on the conduct of the viva voce examination.  They should refer explicitly to the use of video conferencing, recording any breaks in connectivity and their duration, or other issues affecting the viva and what impact they had on the conduct of the viva and student
• The internal panel chair should complete their section of the joint report form referring explicitly to the use of video conferencing, recording any breaks in connectivity and their duration, or other issues affecting the viva and what impact they had on the conduct of the viva and candidate. 

For the award of Master of Philosophy the student should have successfully completed a programme of scholarly research and produced a thesis that makes a contribution to knowledge, affords evidence or originality and demonstrates application of independent research. The thesis must be defended through a viva voce examination. Please note MPhil is an exit award option from a PhD and is not available as a target award.

For the award of Doctor of Philosophy the student should have successfully completed a programme of scholarly research and produced a thesis that makes a distinct and original contribution to knowledge in the discipline and contains work which is considered to be worthy of publication. The thesis must be defended through a viva voce examination.

Should be carried out within six months. Normally, both the internal and external examiners are required to check that the necessary corrections have been completed and submit formal confirmation of this to the Graduate School.

Should not exceed twelve months. If an examiner is required to re-read the whole or a significant part of the thesis, or to check every quotation and reference again, then the recommendation should probably be that the student be given the opportunity to resubmit the thesis in a revised form. 

When re-submission is recommended, the examiners should also make recommendations about the conditions for re-submission and must provide a written statement about what is required to bring the thesis up to an appropriate standard for the award of the degree. 

This statement will be given to the student, who should consult with their Director of Studies if there are any queries when revising the thesis. The student should not be in contact with the examiners during this time and the internal chair, or Director of Studies, may contact the examiners for points of clarification only. 

For thesis including publications, examiners are not permitted to request a re-write of published material into standard format following the viva, however they may request inclusion of additional information as an addendum or within the introduction or conclusion of the chapter containing the publication.

While recognising the need for researchers to protect their own research interests, UHI encourages all researchers to be as open as possible in discussing their work with others and with the public.  Once results have been published, UHI expects researchers to make available relevant data and materials to other researchers, on request, provided that this is consistent with any ethical approvals and consents which cover the data and materials and any intellectual property rights. 

UHI recognises that publication of the results of research may need to be delayed for a reasonable period pending protection of intellectual property arising from the research.  However, any such period of delay in publication should be kept to a minimum.

Where available, UHI expects researchers to observe the standards of research practice set out in codes and guidelines published by scientific and learned societies, and other professional bodies.  All researchers should take the necessary steps to ensure they familiarise themselves with the legal requirements that regulate their work, and of all appropriate ethical considerations.

Senior colleagues will ensure that a research climate of mutual co-operation is created in which all members of a research team or an individual are encouraged to develop their skills, and in which the open exchange of ideas and appropriate acknowledgement of the direct and indirect contributions of others is fostered. 

Supervisors are required to supervise all stages of the research process, including outlining or drawing up a hypothesis, preparing applications for funding, protocol design, data recording and data analysis.  It is the responsibility of the research supervisor to explain best research practice and ethical considerations as early as possible. 

Research students will receive training in the Policy and Guidelines on Good Research Practice at induction and throughout their programme of study.  It will be a condition of their transition beyond their first year that they have been trained in good practice and satisfactorily understood the Policy and Guidelines.

At the outset of a research programme all researchers should be clear on management and ownership of data and samples used or created in the course of the research, and the results of the research. 

All researchers must keep clear and accurate records of the procedures followed and approvals granted during the research process, including records of the interim results obtained as well as of the final research outcomes.  This is necessary not only as a means of demonstrating proper research practices, but also in case questions are subsequently asked about either the conduct of the research or the results obtained.  The maintenance of accurate records is also important for potential subsequent commercialisation of research. 

Data generated in the course of research must be kept securely in paper or electronic format, as appropriate and in accordance with good practice in the storage of primary data, record-keeping and ethical issues.  Back-up records should always be kept for data stored on a computer. Supervisors have a right to access research data stored on UHI systems that are to be used when undertaking research degree studies. This is a standard requirement as part of the Quality Assurance processes of the university and helps to provide assurance externally, not only of the quality but also the integrity of a UHI research degree.

The UHI Research Ethics Framework has been designed to promote a fair balance between a researcher’s right to unrestricted academic enquiry whilst ensuring adherence to appropriate and robust ethical standards to ensure the protection of all those participating in research studies. This includes the Director of Studies ensuring a risk assessment is undertaken as part of the ethical approval process.

The process for gaining ethical approval for research activity is set out in the UHI’s Research Ethics Framework and involves completion of the online application form. 

In progressing investigations, researchers should actively consider any risk that their research will generate/outcomes that could be misused for harmful purposes.  Where such risks exist, they should seek advice, initially from their Director of Studies, as to the steps taken to minimise such risks.

Results of research should be published in an appropriate form consistent with the academic discipline.  It is the responsibility of the lead author to ensure familiarity with the appropriate form.  No paper, abstract, report or other output should be submitted without the permission of every individual named on the output, and no person should be named as a contributor without their consent.  Anyone who consents to being listed as an author on a paper should accept responsibility for ensuring that they are familiar with the contents of the paper and can identify their contribution to it. 

The practice of honorary authorship is unacceptable and the contribution of formal collaborators and all others who directly assist or indirectly support the research must be properly acknowledged.

Researchers must keep clear and accurate records of the procedures followed, and approvals granted during a research process, including records of the interim results obtained as well as of the final research outcomes.  This is necessary not only as a means of demonstrating proper research practices, but also in case questions are asked subsequently about either the conduct or output of the research.  The maintenance of accurate records is also important for potential subsequent commercialisation of research. 

1. Keeping formal or written electronic records - Researchers should keep a formal record of their work in a notebook, or where appropriate, an electronic record, used specifically for this purpose. Where practicable, one central master record should be maintained for each research project. 
2. Data generated - Data generated in the course of research should be kept securely in paper or electronic format as appropriate, and in accordance with good practice in the storage of primary data, record-keeping, ethical issues, the Data Protection Act and the University Research Data Management Policy.

Back-up records should always be kept for data stored on a computer, or preferably, electronic records should be stored on shared drives, which are backed up daily.  Consideration should also be given to whether back-up copies of research samples in other formats e.g., biological specimens should be kept.

The university has approved a new Generative Artificial Intelligence (GAI) policy and UHI Principles on the use of Generative AI tools in learning and teaching, research, and for activities associated with learning, teaching and research. These are intended to support and guide uses of GAI that are mindful, ethical, data compliant, and do not present any detriment to the work of our students and staff or how that work is undertaken and produced.

To support both students and staff in making effective use of GAI as described above, we have developed detailed student and staff guidance. PGR students may find both the student and the guidance of value, as the staff guidance discusses uses of GAI for research and also for teaching purposes (recognising here that many PGRs are also engaged in teaching activities).

Student guidance on the use of Generative AI

Staff guidance on the use of Generative AI

Please note the above links are only available to UHI students and staff. PGR students may have to request access to the staff guidance (if prompted to request access, please indicate in your request that you are a PGR student).

We also have a suite of GAI tools that have been approved by the university for use by our students and staff. Please note that it is only the GAI tools included on the lists below that are officially approved for staff and student use, and for which you can sign-up using your UHI student e-mail account or UHI staff e-mail account.

UHI approved GAI tools for students

UHI approved GAI tools for staff

Please note that the above links are only available to UHI students and staff. PGR students may have to request access to the staff tools list (if prompted to request access, please indicate in your request that you are a PGR student).

It is important to read the GAI policy, principles and student or staff guidance before beginning to use GAI in relation to your own research or learning and teaching related activities.

In addition, the following web guide has been produced to provide a general introduction to GAI and to complement both the above resources and student and staff workshops.

Generative AI: An Introduction

The university has adopted a policy and procedures on Promoting a Positive Learning Environment, supported by the Student Code of Conduct, which sets out expectations with regard to student behaviour. Alleged breaches of the Student Code of Conduct will be investigated under these procedures.