Research Student Handbook - University of Portsmouth

Postgraduate Research Student Handbook
2013/2014
2013/2014 Edition
The Postgraduate Research Student Handbook will be put into corporate format but, in
the interim, please see the latest un-formatted version supplied in the following pages.
Should you have any queries, please refer to Sally Hartley, University Secretary,
university.secretary@port.ac.uk
Or telephone: extension 3195

Postgraduate Research Student Handbook 2013/2014
Summary
What is this Handbook about?
This Handbook provides information about the events and circumstances that may arise during
registration for a higher degree by research. It includes details of support provided for postgraduate
research degree students (PGRS), completion of the assessment processes, presentation of the
thesis and attending graduation.
Who is this Handbook for?
This Handbook is for all postgraduate research students (PGRS) including students on Professional
Doctorate Stage 2, Part 2 (PD) and Integrated Doctorate Programmes (ID). It is also useful for staff
involved in supporting PGRS such as supervisors, Chairs, Faculty Research Degree Committees
and research administrators.
How does the University check this Handbook is current?
The Handbook is reviewed towards the end of each academic year to ensure that any approved
amendments to the academic regulations and institution policy and procedure documents are
reflected within the Handbook. The Handbook is produced by the Research Section, Quality
Management Division, in Academic Registry and approved each year by the Senior Registrar,
Quality Management Division.
The Handbook is published in September each year and while care is taken to ensure that the
information is accurate at the time of publication, some information may change at a later date.
Who can you contact if you have any queries about this Handbook?
Please contact the Research Section, Quality Management Division if you have any queries
regarding this Handbook at researchdegrees@port.ac.uk

Control Page to be included by Sally Hartley

Contents
Page no.
Summary
Welcome
1. Introduction
1.1 Useful Contacts
1.2 Research Environment – Physical Resources
1.3 Expectations – Student Charter & Code of Conduct
2. Organisation of Research at the University of Portsmouth
2.1 Committee structure
2.2 Student Feedback
2.3 Graduate School
2.4 Support & Advice
2.5 Communications Policy
2.6 Complaints
3. Induction
4. Registration 7
4.1 The purpose of registration
4.2 Research Registration Form
4.3 Changes in Circumstances – interruption or change in mode of study
4.4 Visa Requirements
4.5 Extension of Registration
4.6 Payment of fees
4.7 Withdrawal – including withdrawal of services
5. Funding
5.1 Student bursary
5.2 Research Council
5.3 Conference Bursary – all faculties
6. Supervision
6.1 Supervisory team
6.2 Monitoring and recording attendance
6.3 Authorised absence
7. Development Opportunities

7.1 Research development activities
7.2 The Graduate School Development Programme
7.3 Skills Forge
8. Ethics
8.1 Ethical Review
8.2 Faculty and University Ethics Committees
9. Intellectual Property Protection and Exploitation
9.1 Intellectual Property (IP)
9.2 Process for a Confidential Thesis
10. Annual Review
10.1 Purpose and Format of the Annual Review
10.2 Deadline for Submission of the Annual Review Documents
10.3 Outcomes of the Annual Review
11. Major Review for MPhil, PhD and MD students
11.1 Purpose and Process of the Major Review
11.2 Deadline for Submission of the Major Review Documents
11.3 Outcomes of the Major Review
11.4 Suggested Structure for the Major Review Document
12. Interim Examination
12.1 Purpose and Process of the Interim Examination
12.2 Outcomes of the Interim Examination
13. Submission of the Thesis for Examination
13 .1 Presentation of the thesis
13.2 Extenuating Circumstances
14. Examination Procedures
14.1 The Examination Process
14.2 Independent Chair
14.3 The Viva Examination
14.4 Recommendations Following the Viva Examination
15. Extenuating Circumstances
16. Appeals S
17. Following the Award of a Research Degree
17.1 Presentation of the Final Bound Thesis
17.2 Submission of the Final Bound Thesis
17.3 Confirmation of the Research Award
18. Attending Graduation
19. Useful Web Links
Annex A - Glossary of abbreviations

Welcome to the University of Portsmouth
As the Director of the Graduate School, I am pleased to welcome you to the University of
Portsmouth as you begin your research programme. The University prides itself on its excellent
research environment, its support for research students, the quality of its research training and the
many opportunities you will have to work with researchers and other postgraduates in your field. I
am sure that you will enjoy the experience of being able to pursue research in your chosen area and
to make an original contribution to the existing body of knowledge.
Dr Darren Van Laar
Director of the Graduate School
The Research Section, Academic Registry would like to welcome you as Postgraduate Research
Students to the University of Portsmouth. The Research Section is responsible for the registration
and assessment of Postgraduate Research Students (PGRS) and the quality assurance
arrangements for research degree programmes.
Staff within the Research Section are happy to provide support and guidance regarding the
University’s research degree programmes and can be contacted using the email address below.
Research Section Team – email researchdegrees@port.ac.uk
Nikki Sowerby
Donna Crighton
Cheryl Strong
Kay Underhay
Teri Armour
Assistant Registrar (Research Degrees)
Faculty Adviser (Research)
Faculty Adviser (Research)
Principal Administrator (Secretariat/Research)
Administrative Assistant

1. Introduction
The Postgraduate Research Student Handbook is produced annually by the Research Section,
Academic Registry as a dedicated resource, to provide information and guidance on the
administrative, academic and support arrangements for research degree programmes.
This handbook refers to Postgraduate Research Students as PGRS to indicate all types of research
student programmes unless the information states it only relates to specific research programmes
such as Professional Doctorates (PD) or Integrated Doctorates (ID).
The handbook includes links to the University’s Policies, Regulations and Codes of Practice that are
relevant to PGRS.
You should read this Handbook in conjunction with the relevant regulations for your research
programme and the Code of Practice for Postgraduate Research Degrees as these form part of your
student contract which you agree to as part of registration.
The Research Section, Academic Registry can advise on the research regulations and procedures
relating to changes affecting your registration and all assessments particularly the final examination.
Contact the Research Section by emailing researchdegrees@port.ac.uk or see the useful contacts
for PGRS at the links below:
1.1 Useful contacts
Graduate School and Faculty Contacts:
Research Section, Staff Contact Details
1.2 Research Environment
The University is committed to providing high quality support and a stimulating research
environment for PGRS which includes:
• A supervisory team with subject expertise and experience of supervising PGRS to
completion;
• The Graduate School as a focal point for the PGRS community;
• Annual Personal Development Planning (PDP) meeting with your supervisor to identify
training and development requirements;
• University-wide Graduate School Development Programme which provides researcher
development training events, transferable and career development skills;
• Staff-level privileges regarding access to The University Library, printing and photocopying

appropriate to your discipline;
• When you are at the University, a place of work which is appropriate for your research needs
with access to a desk and computer. The work place may be in a research centre or
postgraduate room.
• Access to a telephone with outgoing calls on approval;
• Access to the Postgraduate Study Suite in The University Library, which provides a
dedicated resource for postgraduate needs;
• The opportunity to attend appropriate internal research seminars and to present your
research plans or findings at a conference;
• Self-funded PGRS may apply for an allowance to fund, or partially fund, attendance at
external conferences during registration on their programme;
• Elected or nominated places on Faculty and University Research Degrees Committees.
1.3 Expectations
All PGRS are expected to:
• Become familiar with and observe the relevant regulations and policies for your research
degree programme available at http://www.port.ac.uk/accesstoinformation/policies/ and
check regularly for any updates during each year of registration;
• Read The Student Charter and The Code of Student Behaviour;
• Regularly check your student email account to ensure you are fully informed and have the
opportunity to communicate your views and read the University’s Student Communications
Policy;
• Prepare for and undertake meetings with your supervisory team and provide a written record
of these meetings (Skills Forge may be used for this – see section 6.3);
• Carry out the equivalent of full-time weekly work commitment on your research topic for fulltime
PGRS and between 12–16 hours per week for part-time PGRS;
• Participate in research development activity (ten days for full time PGRS and five days for
part time PGRS) during each year of registration;
• Behave as a considerate member of the academic community;
• Treat staff, students and members of the community with respect, consideration and
courtesy, in person and when communicating online;
• Note that disciplinary procedures will be initiated if plagiarism or scientific misconduct is
suspected.
2. Organisation of Research at the University of Portsmouth
2.1 Committee Structure

The University has a committee structure which oversees the management of policies, regulations
and procedures. Academic Council is the Academic Board of the University of Portsmouth and has
a number of sub-committees. University Research Degrees Committee (URDC) is the subcommittee
of Academic Council which oversees the review of policies, regulations and procedures
for research degrees. URDC has two operational groups, the Graduate School Management Board
(GSMB) and the Professional and Integrated Doctorates Operational Group (PIDOG). Each faculty
has a Faculty Research Degrees (FRD) Committee and the minutes from GSMB, PIDOG and FRD
Committees are all submitted to URDC to enable issues to be discussed at an institutional level.
PGRS are represented on Faculty Research Degree (FRD) Committees, the Graduate School
Management Board (GSMB) and University Research Degrees Committee (URDC).
2.2 Student Feedback
You are encouraged to contribute your views through your department/school PGRS representative
on the FRD Committee as it is important for the University to include student feedback as part of
ongoing monitoring and enhancement of our degrees and the student experience. FRD Committees
will endeavour to deal with all issues brought to their attention and can refer matters to URDC.
PIDOG deals with issues related to PD and ID students and can refer matters to GSMB and/or
URDC. If you are interested in becoming a PGRS representative contact your Chair, FRD
Committee for further details. In addition to these routes, PD and ID PGRS students are represented
through ‘taught’ mechanisms including Student Staff Consultative Committees (SSCC) and Boards
of Studies.
PGRS have the opportunity to feed back confidentially any issues regarding their research
experience which they wish the University to be made aware of. Anonymous feedback by PGRS is
collected annually on a local basis and the Postgraduate Research Experience Survey (PRES) is a
sector wide survey provided by the Higher Education Academy designed to inform enhancements to
the student learning experience. PRES provides information on PGRS satisfaction on a wide range
of aspects of the provision and also national benchmarking information.
2.3 The Graduate School
The University of Portsmouth Graduate School is a central information point for all PGRS and
supervisors. It supports, administers and coordinates training for the PhD, MPhil, MD and additional
research training for Professional Doctorate programmes. The MSc Research Methods and MRes
students also undertake research training coordinated by the Graduate School. The Graduate
School aims to involve you fully in your research programme by providing professional training for
you and your supervisors, giving you the opportunity to develop your knowledge base and to help
equip you for your future career or further research.
2.4 Support and advice
You may discuss any concerns regarding your research with any member of your supervisory team,
your postgraduate research tutor, your Chair, FRD Committee, your PGRS representative, the
Research Section, Academic Registry or contact the Graduate School at any time during your
registration.

The Student Services Centre based in the Nuffield Centre provides a network of support with
experienced staff trained in giving advice and helping students to resolve problems. The services
provided include the following:
• Academic Skills Unit (ASK);
• Additional Support & Disability Advice Centre (ASDAC);
• Careers and Recruitment;
• Computing Support & IT;
• Counseling Service;
• Halls of Residence;
• Health and wellbeing;
• Housing and Accommodation;
• Library;
• Maths Café;
• Nursery;
• Safer Students;
• Sport and Recreation;
• Student Finance Centre;
• Students’ Union;
• University Chaplains.
Further details regarding these services are available from Student Services
International and European Union PGRS also have access to the International Office who can
provide advice and support for students while they are studying in the UK.
2.5 Communications Policy
In accordance with the Student Communications Policy your University of Portsmouth student email
will be used to contact you as you undertake your research programme. Please ensure that you
check your University of Portsmouth student email on a regular basis or ensure that email from your
student account is forwarded to your preferred email address.
2.6 Complaints
If you are dissatisfied with any aspect of your academic studies or of the services and facilities
provided by the University of Portsmouth, you may lodge a complaint. In the first instance this
should be raised informally by speaking or writing to an appropriate member of University staff. If
this does not resolve the issue you may lodge a formal complaint by submitting a Complaints Form
to the University Complaints Officer. The complaint should be submitted no later than 20 working
days from when the matter occurred.
You may contact the Complaints Officer by emailing complaintsadvice@port.ac.uk or contact the
Students’ Union for advice on submitting a complaint.
Useful Links
Academic Committees
Graduate School Research Committee Minutes
Policy for Listening to and Responding to the Student Voice

3. Induction
The induction programme includes faculty and/or department sessions and university wide
workshops organised by the Graduate School which provide the opportunity to welcome you and
help you to get started with your research.
You are required to attend the induction week activities which will include Faculty and/or Department
welcome events and the Graduate School Workshops and Conference. Information on the Getting
Started Programme is included as part of the Graduate School web pages.
4. Registration
PGRS registration is completed online and takes place in October or February each year.
Information about registration for new and continuing PGRS is available from the online registration
web page.
If exceptionally a non standard start date has been approved by the Academic Registrar, an
alternative registration date may be applicable.
4.1 The purpose of registration
The registration process is to confirm that all information held about you is correct. This information
includes:
• full name (as it will appear on the final certificate);
• address and contact details.
Each year you will be asked to register using the online registration form. You will be contacted by
your Faculty/Department Research Administrator or Administration Office to advise you to complete
the registration process. You will also be contacted by your Research Administrator or the
International Admissions Team (International PGRS) if verification of your identification and/or
qualifications or other United Kingdom Visa & Immigration (UKVI) requirements are necessary. You
may be asked to bring documentary evidence for verification purposes before the registration
process can be finalised.
The final date for completion of registration is one month after each intake date and once this date
has passed any outstanding registrations will be cancelled. If your registration is cancelled you will
not be able to undertake your research or receive supervision and you may need to reapply to
resume your research programme. Please contact your Faculty/Department Research
Administrator or Administration Office if you are experiencing difficulties with the registration
process.
Once registration has been completed, your department will be able to issue you with your student
campus card. Full-time registered PGRS living outside postcodes PO1 to PO6 need to request a
Council Tax certificate from November each year by contacting Academic Registry
As a PGRS you will be registered for, and expected to submit your thesis, within the following
approved periods:
MPhil full time
MPhil part time
PhD full time
PhD part time
MD full time
24 months
48 months
36 months
72 months
24 months

MD part time
48 months
ID full time
48 months
ID part time
96 months
PD (Stage 2, Part 2 only) part time 48 months
4.2 Research Student Registration (RSR) Form
The Research Student Registration (RSR) Form is completed as part of the application process to
propose and approve your supervisory team. The Chair, FRD Committee, Departmental Research
Degree Coordinator and Head of Department/School sign the RSR form to approve the appointment
of the supervisory team on behalf of the FRD Committee.
4.3 Changes in circumstances – interruption or change in mode of study
If for any reason your circumstances change you may find it beneficial to interrupt your studies or
change your mode of study (full time to part time or vice versa) noting that restrictions apply for
International PGRS.
You should discuss these options with your First Supervisor as this will need their support to
complete the Notification of a Change Affecting Registration Form (UPR4) which is available from
www.port.ac.uk/researchdegrees/forms. Once signed by PGRS and First Supervisor this form is
submitted to the relevant Chair, FRD Committee for approval and then submitted to the Research
Section, Academic Registry for processing.
Approved periods of interruption are not included in the registration period as you are not expected
to be working on your research project during that time, and should not be receiving supervision.
Your registration period is re-calculated and the end date extended. Following approval you will be
advised by the Research Section, Academic Registry of the amended deadline for submission of
your thesis.
4.4 Visa Requirements
International PGRS who have an interruption of studies approved are expected to return
immediately to their home country. Contact the International Advisers in the International Office or
International Admissions, Academic Registry for advice relating to queries regarding your visa,
required documentation and UK Visa & Immigration (UKVI) requirements. Further information
regarding UKVI is available from www.ukba.homeoffice.gov.uk/
4.5 Extension of registration
The expectation is that you will submit your thesis within the approved period of registration (see
section 3 .1).
If you are not able to submit your thesis for examination by the end of the approved registration
period, you will need to apply for an extension. The following periods of extension may be applied
for:
• A full-time PhD candidate who has completed three years registration may apply for an
extension of one year;

• A part-time PhD candidate who has completed six years registration may apply for an
extension of two years;
• A full-time MD candidate who has completed two years registration may apply for an
extension of one year;
• A part-time MD candidate who has completed four years registration may apply for an
extension of two years;
• A full-time MPhil candidate who has completed two years registration may apply for an
extension of one year;
• A part-time MPhil candidate who has completed four years registration may apply for an
extension of two years;
• A part-time PD candidate (Stage 2 Part 2) who has completed four years registration of
Stage 2 Part 2 may apply for an extension of two years;
• A full-time ID candidate who has completed four years registration may apply for an
extension of one year;
• A part-time ID candidate who has completed eight years registration may apply for an
extension of two years;
To apply for an extension, you should complete the Application for Extension of Registration Form
UPR12 available from www.port.ac.uk/researchdegrees/forms before you reach your current end
date. The form must be signed by your First Supervisor and approved by your Chair, FRD
Committee and then forwarded to the Research Section, Academic Registry.
The Research Section, Academic Registry will send you confirmation of the outcome of your
application for an extension. If the extension is approved, you will also be notified of your new thesis
submission deadline which is also the date of the end of your registration. Your thesis cannot be
accepted after this date.
An extension fee is payable for each year of your approved extension. However, if you submit within
the approved extension period, you may be eligible for a fee adjustment. Details are within the
Tuition Fee Policy.
Assistance from your First Supervisor
You can expect your First Supervisor to:
• Monitor your progress and advise if an extension is necessary;
• Support your application for approval of an extension.
4.6 The payment of fees
For each year of registration you will need to arrange for the payment of your tuition fees. Policies,
procedures and schedules regarding the payment of tuition fees can be found at
www.port.ac.uk/tuitionfees.
If you are sponsored for your tuition fees proof of sponsorship is required. Further information is
available at www.port.ac.uk/sponsors.

Further tuition fees are also payable during any approved extension (see section 3.5).
PGRS who on submission of their thesis are referred prior to viva voce will be given a year to
resubmit, will have to re-register and pay a referral fee.
Resubmission: PGRS who are not awarded the degree at the viva voce, but are given one year to
resubmit, will have to re-register and pay a resubmission fee.
If you have any queries with regard to the fees, please contact tuition.fees@port.ac.uk
No pro-rata refund of tuition fees can be applied for following submission during the approved
registration periods listed at 3.1 above.
Non payment of fees will result in the withdrawal of services procedure being initiated which may
result in your registration being cancelled and exclusion.
Assistance from your First Supervisor
• You can expect your First Supervisor to:
• Complete the Research Student Registration (form RSR) prior to initial registration and any
paperwork regarding funding where appropriate (see section 4.1);
• Support in writing a change of mode of study if required (form UPR4);
• Support in writing, agreement for a period of interrupted study if required (form UPR4);
• Support in writing, agreement for an extension to your research registration period (form
UPR12).
4.7 Withdrawal
Withdrawal is the process whereby a PGRS ends their registration before the thesis is submitted.
See section 3 .3 Changes in Circumstances – interruption or change in mode of study and discuss
with your First Supervisor if you are considering withdrawing from your research programme.
Please notify your First Supervisor immediately you have made this decision.
Complete the Notification of a Change Affecting the Registration Form UPR4 which should be
signed by your First Supervisor and approved by your Chair, FRD Committee. The form should then
be sent to the Research Section, Academic Registry.
Complete the online Withdrawal Request Form
The University may withdraw your registration if:
• You fail to successfully complete your Annual Review (see Section 10 - Annual Review).
Non submission by the required deadline will initiate the withdrawal of services process;
• You fail to successfully complete the Major Review (see Section 11 – Major Review). Non
submission by the required deadline will initiate the withdrawal of services process;
• You fail to submit within final deadlines given to you in writing;

• No contact has been maintained and your registration has lapsed;
• Non payment of tuition fees;
• You have not provided proof of your identification or qualifications at registration;
• You do not register or re-register within one month of your expected registration date.
5. Funding
5.1 Student bursary award
Each year some faculties may offer a number of research student funded bursary awards which pay
the fees and provide a maintenance award for registered full-time PhD research students. These
awards are linked to specific research projects and are offered after a competitive interview process.
The procedures for a Research Student Bursary Award are available from the Research Section,
Academic Registry web pages.
Advertisements for posts of research student bursaries are placed in publications and interviews of
short-listed candidates are conducted in the faculty, school or department.
If you have been successful and are awarded a bursary, you will be asked to complete part of the
Application for Payment of a Research Bursary B1 Form, providing your bank details and local
address.
You will be asked to sign two copies of a bursary agreement. You will be provided with a copy for
your reference and the other will be held by Academic Registry.
All PGRS in receipt of a full University Bursary should undertake assistance to teaching as indicated
in your agreement. Bursary payments are made monthly in advance, direct to your bank account.
Please remember that the last payment will be made on the last working day of the month before
your end date for funding.
If payment does not occur, please contact the Research Section, Academic Registry.
You must inform your First Supervisor and the Research Section, Academic Registry immediately if
you are unwell for a period of more than two weeks. (payments will continue for up to two months
but may have to be suspended if the absence is prolonged). Please submit a copy of a medical
certificate for the period of absence to your departmental/faculty research administrator.
If you obtain additional funding from another source, e.g. after application to a research council, then
you must notify the Research Section, Academic Registry immediately.
If you decide to terminate your studies, please give notice that you intend to leave the University to
the Research Section, Academic Registry immediately.
5.2 Research Council funding
Departments that have gained quota awards or funding from Research Councils may apply for
funding for an individual PGRS.

Your department will advise you if they are going to apply for Research Council funding for you and
you will be active in making the application.
An overview of Research Councils UK (RCUK) PhD studentships and Charities and Trusts PhD
studentships is available from the Graduate School.
If you receive Research Council funding, it is very important that you notify your First Supervisor and
the Research Section, Academic Registry, immediately of any changes that may affect your
progress as the University must notify the Research Council of any approved changes to your
registration. This will also be reported via Je-S, a web-based system for research councils by your
First Supervisor or the Research Section, Academic Registry.
You will need to confirm which Research Council is providing your funding and your Research
Council identification number.
Assistance from your First Supervisor
You can expect your First Supervisor to:
• Ensure completion of all the sections of the Research Council application form with required
department and institution details;
• Ensure reporting of your Research Council application is made electronically through the
Je-S system. The application is returned to the Pool Reviewer and will be checked and
submitted by the University Finance section.
5.3 Faculty Conference Bursary
Self-funded PGRS may apply for a £450 Faculty Conference Bursary towards attending
conferences. Details of the application process and deadlines can be requested from your Chair,
FRD Committee. Funding for conferences for other PGRS may be available from their sponsor.
6. Supervision
6.1 Supervisory Team
Your First Supervisor is your lead supervisor and for each event covered by this Handbook, details
are given of how your First Supervisor will assist you.
As a PGRS you will have at least two but not more than three supervisors. In addition, an adviser, or
advisers, may be nominated to contribute specialised knowledge. Within the supervisory team there
will be expertise relevant to your research project, as well as experience of supervising PGRS.
Professional Doctorate students are expected to have one or more advisers from their professional
environment. Details of the members of your supervisory team can be accessed within Skills Forge
once your Research Student Registration (RSR) form has been received in the Research Section,
Academic Registry.
Full time PGRS can normally expect to meet with their First Supervisor (or appropriate member of
the supervisory team) at least fortnightly during the first three months of the research degree
programme. Thereafter meetings should take place at least once every six weeks. Meetings may be
held face-to-face or by phone, video conference or similar. The majority of meetings should be with
the First Supervisor and meetings with the entire supervisory team should take place at least once a
term.

Part time PGRS can normally expect to meet with their First Supervisor (or appropriate member of
the supervisory team) at least monthly during the first three months and at least two-monthly
intervals thereafter with at least one meeting per year with the full supervisory team.
6.2 Monitoring and recording attendance
During your initial meeting with your First Supervisor you will agree a schedule of meetings, both
with your First Supervisor and the supervisory team. A record of meetings must be kept and it is
recommended that the Skills Forge system is used for this purpose as this can be accessed by the
supervisory team.
If your research requires you to be located elsewhere for a period of more than 5 days (or 40hrs)
during any year of registration the Work based and Placement Learning Code of Practice may be
applicable. You are advised to discuss planned periods of absence to undertake your research with
your First Supervisor so that the requirement for a site visit, insurance and health & safety issues
are taken into consideration.
6.3 Authorised absence
The University of Portsmouth takes its responsibilities as an educational sponsor under the Tier 4
Immigration System very seriously. If you are a full time PGRS studying in the UK under a Tier 4
visa you are advised to request a letter of authorised absence if your research needs to be
undertaken outside the UK. This should be requested from your department/research administrator
and the letter should provide details of the purpose and timescale of the absence from the UK.
Assistance from your First Supervisor
You can expect your First Supervisor to:
• Ensure you are registered to attend the University-wide and relevant faculty induction
programme;
• Complete and submit the RSR form;
• Complete the induction checklist form with you;
• Agree a schedule of meetings with you;
• Confirm the written record of all meetings provided by you (e.g. using Skills Forge) which may
include agreed goals and the agenda for the next meeting. The First Supervisor will make the
meeting records available to other members of the supervisory team if they have not been
present at the meeting. This can be completed using Skills Forge;
• Discuss and agree a programme of research training with you;
• Discuss any periods of absence from the University with you, ensuring that any applicable
documents are completed and that insurance and Health & Safety issues are taken into
consideration;
• If applicable, ensure that you register to attend the mandatory University teacher training
course (GProf) prior to undertaking assistant teaching;
• Provide advice and guidance when required, either in person or by electronic means,

dependent on your location and mode of study;
• Monitor the progress of your research project;
• Provide timely, constructive and effective feedback on your work;
• Ensure that an ethical review is undertaken and that ethical approval is sought if applicable
and to ensure that your research is conducted within the agreed principles;
• Ensure that you are aware of all relevant regulations and policies for your research
programme including ethics, health and safety legislation and equal opportunities legislation;
• Ensure that you have the opportunity to meet other researchers working in the same area,
through seminars and conferences;
• Encourage you to publish findings prior to submission of the thesis, where appropriate.
Development Opportunities
7.1 Researcher development
The University of Portsmouth aims to ensure that students are trained as generic researchers within
their disciplinary context by providing various opportunities for training, development and
networking.
New PGRS are required to attend induction week activities including the Welcome and Orientation
induction event. You are expected to undertake ten days (full time PGRS) and five days (part time
PGRS) of research development activity during each year of registration. Personal development
planning can be supported by the option choices available from the Graduate School Development
Programme (GSDP).
A wide selection of researcher development opportunities are delivered through attendance at
events provided as part of the GSDP (see 6.2 below for further details). Full details of the GSDP
schedule are available on Skills Forge and booking requests are made using this system.
The University also offers access to EPIGEUM, an online training course specially designed for
research degree students. These interactive courses are completed online and can be accessed
through the Academic Skills section of Moodle, the University virtual learning environment.
The Graduate Students Professional Development Programme (GProf) is available for PGRS who
will be involved in teaching and demonstrating and you must attend the first module before
undertaking any teaching. You should gain agreement from your faculty or department before
contacting the Department for Curriculum and Quality Enhancement (DCQE) to register for the
GProf training.
Further details of each of these programmes can be obtained by contacting the Graduate School.
7.2 The Graduate School Development Programme (GSDP)
The GSDP provides a range of face-to-face workshops and elearning resources for PGRS. The
GSDP is focused on developing you as a researcher and provides some of the ten days a year of
research development expected by the Research Councils UK (RCUK) for research students (five
days for part-time students). Other subject-specific and advanced training may be available from
your faculty, department or research group. The GSDP has been designed for both full-time and
part-time students, to offer resources to help you succeed whether you are based in Portsmouth or
‘at a distance’. The aim is to provide development opportunities that will be relevant to your studies

whatever your discipline, if you are just starting your research degree, part way through your studies
or preparing for your viva voce examination or future career.
7.3 Skills Forge system for postgraduate research students
Skills Forge (www.port.ac.uk/skillsforge) is an interactive web-based system that you will use to:
• Book your place on Graduate School Workshops once you and your supervisor have
clarified your priority development areas, you should use Skills Forge to book your place on
relevant Graduate School workshops. Within a few weeks of attending a workshop your
attendance will be recorded on your Skills Forge record, provided you have signed the
register in class;
• Manage your Professional Research and Excellence Skills (PRaXiS) development. The
Skills Forge system enables you to keep a record of your skills requirements as well as
achievements. Skills Forge is also linked to the RCUK endorsed Researcher Development
Framework (RDF) and you can see how you are progressing against each of the four RDF
domains;
• Keep a record of meetings with your supervisory team. It is very important that you keep a
record of what you discussed in meetings with your research supervisors and, in particular
that you record and ‘sign off’ any actions that were agreed (for both you and members of
your supervisory team). You can use the Skills Forge system to keep a permanent record
which can be retrieved later if needed. There is provision for you and also for your
supervisor(s) to ‘sign off’ any notes from your meetings;
• View a guide to activities undertaken during your research programme.
You are expected to take responsibility for your own development: to participate fully and equip
yourself with the skills, techniques, personal qualities and intellectual abilities required. You can
expect the Graduate School to provide the support you need to achieve this.
8. Ethics
8.1 Ethical review
All PGRS research must be reviewed by the relevant faculty Ethics Committees if the research will
involve:
• human participants (including personal data that are not in the public domain);
• sensitive topics;
• the integrity of the environment.
Animal research must be referred to the specialist committee. The University has a Working with
Animals Policy
If none of the above applies, then you and your First Supervisor will make a statement to this effect
in your Annual Review Form (UPR8).
Your individual faculties may have different processes for completion of ethical review and you are
advised to discuss the requirements with your First Supervisor or the Chair of your Faculty Ethics
Committee.
8.2 Ethics Committee

Please note that where policy or law dictates that ethical review is undertaken externally (i.e. by a
NHS Research Ethics Committee or the National Social Care Ethics Committee), it is only
necessary to submit the evidence that the study has been given a favourable opinion by them.
No recruitment of participants or data collection can commence until ethical review has been
undertaken and a favourable opinion obtained.
On submission of your thesis for examination you must complete the Ethical Review Form UPR16
and submit this with your thesis copies.
See the University of Portsmouth Ethics Policy for further information.
Assistance from your First Supervisor
You can expect your First Supervisor to:
• Discuss the ethical considerations with you at your interview, and throughout the
development of your research programme, referring as appropriate to the UK Research
Integrity Office (UKRIO) checklist;
• Discuss whether an application for ethical approval is necessary and assist with any formal
application;
• Assist with the completion of a statement where formal review is not considered necessary;
• Ensure your proposed timetable includes time for ethical review to be undertaken before the
commencement of recruitment of participants or data collection;
• Discuss ongoing ethical considerations and assist with additional applications for ethical
review arising from developments and progress in your research programme throughout
your registration.
8.3 Theses: Ethical review and participant documents
The following must be included in all theses, where relevant:
• The letter from the Ethics Committee confirming the favourable opinion;
• The UPR16 declaring the ethical conduct of the research.
These documents should be included in an appendix/annex of the main thesis.
Inclusion of any or all of the following is voluntary:
• Any template letters used for the purposes of recruitment – they should not include any
personal data i.e. names and addresses of potential participants;
• Any letters sent to host organisations seeking permission to conduct the research; these
would normally include details of the addressee in the case of public organisations but
discretion should be exercised in cases of smaller private organisations and, a fortiori,
individual gatekeepers;
• Any letters from host organisations – following similar caveats to those identified in 2, above;
• Participant information sheets;

• Consent form templates i.e. not including any personal data of participants;
• Data collection instruments approved for use in the course of ethical review; these might
include survey instruments, interview schedules, topic lists etc;
• Any wider communication from the Ethics Committee, for example regarding substantial
amendments, seeking further advice etc.
Some ethics documents must be available to examiners, auditors and relevant regulatory
authorities. It is normal to make this position clear at the time consent is sought; for example the
consent form template includes the following clause:
I understand that data collected during the study, may be looked at by individuals from
[company name / University etc)], or from regulatory authorities. I give permission for these
individuals to have access to my data.
These documents often include personal data (data which identify or might be used to identify an
individual), sensitive data (for example the ethnicity, sexuality, religion, political opinions of the
subject), confidential material, raw (as opposed to research) data, and transcripts including names,
locations etc. These documents must be available at the time of examination and, if consent /
permission have been obtained, for an agreed period 1 after successful completion. These
documents must not be included in the published thesis; they include:
• Signed consent forms;
• Personal letters to participants;
• Confidential documents – any document which has been obtained following assurance of
confidentiality;
• Correspondence with any private organisation – unless permission has been obtained to
publish it.
It is recommended that material of this nature be bound in a separate document which can be made
readily available to any person with a ‘lawful right to know’. The document can be hard copy or on a
password protected data base.
It is increasingly common for research data to be retained and made available for other research;
this might well be a condition of public funding. These data must be made available in the agreed
format, to the agreed parties. Research data are normally anonymised (either fully or linked to
codes) and do not include any information which might be used to identify subjects.
9. Intellectual Property Protection
9.1 Intellectual Property (IP)
All PGRS registering at the University agree to abide by the relevant regulations, applicable to their
research degree registration and have an obligation to maintain the confidentiality of any confidential
information that may be disclosed as a result of the research.
1 There is no set time but periods of 3 – 5 years are common

If you are a self-funded PGRS you own the IP that you generate during completion of your research
programme.
If you are in employment while registered as a PGRS, your employer owns the IP if the work
undertaken for your research programme is within your normal employment duties.
PGRS who have signed a Bursary Agreement or whose studies are sponsored by the University or
an external sponsor may be required to assign any intellectual property rights in the work that they
generate. The Intellectual Property (IP) Policy applies to PGRS in receipt of sponsorship or a
Bursary Award.
9.2 Process for a Confidential Thesis
You may apply for your thesis to be approved as confidential to enable a patent to be lodged or to
protect commercially or politically sensitive material. The Application for a Thesis to be Confidential
form (UPR15) should be completed following discussion with your First Supervisor.
Where confidentiality is approved, your final bound thesis will be retained by the Academic Registrar
throughout the approved period of restriction for a maximum period of two years from the date of
submission of the final bound thesis. At the end of the approved period of restriction your thesis will
be lodged in the University Library.
10. Annual Review
10.1 Purpose and Process for the Annual Review
The purpose of the Annual Review is to provide an opportunity for independent formal monitoring to
review your progress.
The Annual Review is an annual regulatory requirement for all PGRS except those who are formally
registered on an approved period of interrupted study and will take place every year except the
academic year in which the Major Review takes place.
PGRS on an approved period of interrupted study will be expected to complete an Annual Review
on their return to study and the date of this will be confirmed by the Research Section, Academic
Registry.
You will be expected to confirm that your research has been submitted for ethical review as you
undertake your research project. Ethical review must be completed before the recruitment of
participants or data collection. Consideration should be given to any changes to the research which
may require further ethical approval.
Annual Reviews will be undertaken by a panel of at least two members of academic staff, one of
whom will be independent of the supervisory team. They will review the annual reports submitted by
you (UPR8A form) and your First Supervisor (UPR8B form) and ask relevant questions about your
progress. Other evidence may be considered such as:
• a presentation;
• draft sections of the thesis;
• a thesis outline;
• publications;
• record of GSDP sessions attended.

Your Faculty Research Degrees Committee agrees the Annual Review arrangements including the
format of the review and the evidence that you are required to submit and you will be given sufficient
notice (3 months) of the requirements for your Annual Review.
You and your First Supervisor will be sent a reminder from the generic email
annualreview@port.ac.uk which includes the web link to the current Annual Review Report Form
(UPR8A/B) at www.port.ac.uk/researchdegrees/forms and details of the format of the review and the
evidence required.
10.2 Deadline for submission of the Annual Review documentation:
The Annual Review reports (UPR8A/B) and required evidence must be submitted to the Research
Section, Academic Registry annualreview@port.ac.uk by the following deadline dates:
PGRS registered in October must submit documentation by 30 th September
PGRS registered in February must submit documentation by 31 st January
If exceptionally a non standard start date has been approved by the Academic Registrar, an
alternative deadline for submission of the Annual Review Report Form UPR8A/B may be applicable.
Your First Supervisor will confirm the arrangements for the Annual Review event.
10.3 The outcome of the Annual Review will be one of the following:
• Progress;
• Progress with recommendations;
• Defer to a Final Review Meeting.
You will be notified of the outcome of the Annual Review at the end of the meeting and this will be
formally confirmed in writing by the Research Section, Academic Registry including any
requirements for a Final Review meeting.
Final Review Meeting following Annual Review.
If the outcome of the Annual Review is to defer to a Final Review Meeting you will be informed of
the further work you will need to submit and will have two months to complete this. You will need to
submit your further work by email to the Research Section, Academic Registry by sending to
annualreview@port.ac.uk. Once your further work has been submitted a Final Review Meeting will
be arranged.
The outcome of the Final Review Meeting following an Annual Review will be one of the following:
• You may continue your registration;
• Further supporting evidence is required before a decision is taken;
• Your registration for PhD is changed to MPhil with the appropriate decrease of the
registration period and the requirements regarding presentation of the thesis are met;
• Your registration is ended by the University.
If you have extenuating circumstances which have prevented you from completing the required
documentation or attending your Annual Review, you should discuss this matter with your First
Supervisor at the earliest opportunity. Further guidance is included in Section 15 Extenuating
Circumstances.

You may request a review of the outcome of your Annual Review by following the appeals process
in the relevant research regulations for your research degree programme. You should note that
appeals cannot be made on the basis of disagreement with the academic judgement of the
academic staff who undertook the Annual Review and the valid grounds for appeal are provided in
the relevant research regulations.
The UPR8A form includes the option for you to request to meet with the independent member of
academic staff involved in your Annual Review if you wish to disclose any issue that cannot be
discussed with your First Supervisor.
Successful completion of the Annual Review is a formal requirement for your continued registration.
If you do not submit the Annual Review documentation by the stated deadline the University may
withdraw your services and end your registration.
Assistance from your First Supervisor
You can expect your First Supervisor to:
• Discuss the Annual Review process and arrangements agreed by your Faculty Research
Degrees Committee with you;
• Complete the Annual Review Report UPR8 form;
• Notify you of the date, time and room location of the Annual Review event.
11. Major Review for MPhil, PhD and MD Students
11.1 Background
The purpose of the Major Review is to confirm your capability to complete satisfactorily a PhD (or)
MD thesis. If you are registered for a PhD or MD you need to complete a Major Review to confirm
your registration for the award. Students registered and submitting for the award of MPhil, on advice
from their First Supervisor, may submit for Major Review if they wish to upgrade to a PhD
registration.
You and your First Supervisor will be sent a reminder three months before the deadline date for
submission of the Major Review documentation from the Research Section, Academic Registry
using the generic email majorreview@port.ac.uk. This includes a web link to the First Supervisor
Statement (UPR10) Form at www.port.ac.uk/researdegrees/forms and details of the format,
supporting documentation and evidence required.
11.2 Deadline for submission of the Major Review documentation
If you are a full-time PGRS you need to submit the required documentation within 12 months of
study or submit within 24 months if you are a part-time PGRS.
PGRS registered in October must submit documentation by 30th September
PGRS registered in February must submit documentation by 31 January
If exceptionally a non standard start date has been approved by the Academic Registrar, an
alternative deadline for submission of the Major Review may be applicable.

You are advised to read the relevant research regulations for your research programme as these
will provide information about the structure and content of the review.
The review panel consists of one assessor nominated by your First Supervisor, one assessor
nominated by the FRD Committee and also your First Supervisor.
You need to submit your Major Review documents by email to majorreview@port.ac.uk and you will
receive confirmation by email to acknowledge receipt.
Your First Supervisor will complete a Major Review First Supervisor’s Statement Form UPR10 and
email it to your Chair, FRD Committee, who will nominate a Faculty Assessor and forward the form
on to the Research Section, Academic Registry to the majorreview@port.ac.uk email address.
Submission of your document and the Major Review First Supervisor’s Statement Form UPR10 will
be logged and then sent by email to your assessors.
Your First Supervisor will be asked to arrange the Major Review meeting.
Please attend the Major Review meeting with the assessors and be prepared to answer and ask any
questions.
11.3 Outcomes of the Major Review
The outcome of the Major Review will be one of the following:
• that you have the capability to complete satisfactorily a PhD (or MD) thesis;
• that the application is insufficient to determine this capability.
You will be notified of the outcome of the Major Review at the end of the meeting and this will be
formally confirmed in writing by the Research Section, Academic Registry.
If the panel makes the decision that the application is insufficient to determine the capability to
complete satisfactorily your PhD, you will be informed of the further work you will need to submit
before the final review meeting. You will have two months to complete the further work and once
you have submitted this to the Research Section, Academic Registry by email to
majorreview@port.ac.uk a final review meeting will be arranged by your First Supervisor.
The decisions open to the assessment panel at the final review meeting following Major Review are:
• You may continue your PhD or MD registration;
• If you are registered for an MPhil but submitted a Major Review to upgrade the registration,
you may be permitted to change the registration to PhD and the registration period will be
increased to cover the extra time permitted;
• Further supporting evidence is required before a decision is taken;
• The registration for PhD is changed to MPhil with the appropriate decrease of the registration
period and meeting MPhil requirements regarding presentation of the thesis;
• You will continue for MPhil;
• For an MD PGRS where the application fails to support continuation, the registration ends as
no lower award is available;

• Your registration is ended by the University.
You will be notified of the outcome of the Final Review at the end of the meeting and this will be
formally confirmed in writing by the Research Section, Academic Registry.
If you have extenuating circumstances which have prevented you from completing the required
documentation or attending your Major Review, you should discuss this matter with your First
Supervisor at the earliest opportunity. Further guidance is included in Section 14 Extenuating
Circumstances.
You may request a review of the outcome of the Major Review by following the appeals process in
the relevant research regulations for your research degree programme. You should note that
appeals cannot be made on the basis of disagreement with the academic judgment of the academic
staff who undertook the Major Review and the valid grounds for appeal are provided in the research
regulations.
Assistance from your First Supervisor
You can expect your First Supervisor to:
• Provide help and guidance with the preparation of your Major Review document;
• Complete and submit the Major Review First Supervisor’s Statement Form UPR10;
• Arrange the review panel meeting;
• Arrange a final review meeting (if required) between you and the review panel and offer
guidance in preparation for the meeting
• Return the appropriate completed meeting report form to Research Section, Academic
Registry;
• Offer guidance on the submission of any extra work required by the assessors.
11.4 Suggested structure of the Major Review document
Please use 12-point type, 1.5 line spacing. The document can be 2,000–3,000 words in total but
should not exceed 4,000 words. Documents exceeding 4,000 words will be returned immediately
for revision.
Title page: Name, school/department, title of project, duration of project.
1. Statement of aims (ca.100 words): Give a concise list. This might include reference to the
development of theory of method (the collection and analysis of new information),
contributions to knowledge and/or understanding, or contributions to policy/practice.
2. Literature review (up to 1,000 words, excluding references)
This review should give an analysis of previous work on a defined area of relevance to a
chosen research topic. It should include consideration of past methodologies as well as past
findings. It will be expected to demonstrate an adequate knowledge of the literature on the
chosen theme and skill in the use of literature search techniques and information technology
(via word-processed text and figures).

The structure/format of the review is up to you; however, an extended review essay utilising
thematic headings to break up the text is suggested. Annotated bibliographies will not be
acceptable. Your review should address the following issues:
• A critical analysis of the background and context of your research topic;
• A review of other research studies similar to/the same as the one you propose (including
evaluation of their methods/methodologies);
• Description of gaps in the research literature in the area;
• An explanation of why your proposed research is important and how it will contribute to the
area. A full list of references must be given, in an appropriate format. All assignments should
include a short one-page annex detailing the literature search techniques and sources
employed;
3. Research outline (up to 1,000 words).
According to the nature of the work, sub-sections might include:
a) The research design(s) involved;
b) Description of the nature of (further) data that will be obtained, or work to be carried out and
the methods to be used;
c) Discussion of issues of confidentiality, ethical consideration and of access and strategies in
the event of problems;
d) Description of the methods for analysis; the reasons for their choice; identify any potential
innovation;
e) Outline of expected outcomes and plans for the dissemination of the research;
4. Provisional timetable for the programme of research (ca. 300 words).
This should present the research as a series of stages with approximate timescales attached
and should show how the work will be completed in the time available. A Gantt chart or flow
diagram is suggested.
5. Resource needs (ca. 200 words).
This should indicate the resources that you consider are necessary to carry out the research;
6. Research progress (up to 1,000 words).
A short review of any results obtained so far and critical discussion of the work already
completed and the methods used.
7. Outline of researcher development activities (ca. 200 words).
Please include, for training already taken or yet to be taken:
• modules from the GSDP;
• subject-specific training;

• seminars, conferences etc. attended;
• your own presentations.
You may find a printout of your developmental activities from Skills Forge to be helpful in
providing this information.

TEMPLATE ONLY
Contents
Page number
1. Statement of aims (ca. 100 words)
2. Literature review (up to 1,000 words)
2.1 Background and research context
2.2 Review of similar research studies
2.3 Description of gaps in research literature
2.4 Importance and contribution of proposed research
3. Research outline (up to 1,000 words)
3.1 Research design
3.2 Data description
3.3 Confidentiality and ethical consideration
3.4 Methods and choice of analysis
3.5 Expected outcomes
4. Provisional timetable for proposed research (ca. 300 words)
5. Resource needs and funding (ca. 200 words)
6. Research progress (up to 1,000 words)
Brief description of work done so far, e.g. brief reference to literature review, any draft chapters, etc.
7. Outline of researcher development activities (ca. 200 words)
7.1 Prior qualifications and training
7.2 Subject-specific training
7.3 Seminars and conferences attended
7.4 Presentations
8. Conclusion
9. References
Annexes

12. Interim Examination
12.1 Purpose and Process of the Interim Examination
If you do not seem to be progressing at the anticipated rate at any point during your studies, an
Interim Examination can be requested by the supervisory team to provide you with the opportunity
to demonstrate that your standard of work and commitment to the work is sufficient to continue the
registration. You will be notified that an Interim Examination will be arranged to assess the standard
of your work. This procedure is very seldom initiated but thought to be helpful in what can be a
difficult circumstance.
If you are having difficulties, either work-related or personal, which are having an adverse affect on
the progress of your research degree, you should inform your First Supervisor as soon possible to
avoid misunderstanding. Student Advice Services provides a network of support and details of
individual services can be access from www.port.ac.uk/studentlife/studentservices/
Procedures for the Interim Examination:
• You will receive notification of an Interim Examination and the work required;
• Prepare your work for the assessment and attend the panel meeting;
• You will be given time to complete the work required. If you do not submit the work or attend
the panel meeting, you will be deemed to have failed to reach the standard and be
withdrawn from your registration;
• If you feel that this procedure has adversely affected your relationship with any of your
supervision team, please discuss this with your Head of Department and your Chair, FRD
Committee;
• Please inform Research Section, Academic Registry immediately if you decide you do not
wish to be assessed but wish to withdraw.
12.2 Outcomes of the Interim Examination
The outcomes of the Interim Examination will be one of the following:
• You may continue with your registration;
• Your programme of research is discontinued and your registration withdrawn by the
University.
You will be notified of the outcome of the Interim Examination at the end of the examination and this
will be formally confirmed in writing by the Research Section, Academic Registry.
If you have extenuating circumstances which have prevented you from completing the required
documentation or attending your Interim Examination, you should discuss this matter with your First
Supervisor at the earliest opportunity. Further guidance is included in Section 14 Extenuating
Circumstances.
You may request a review of the outcome of the Interim Examination by following the appeals
process in the relevant research regulations for your research degree programme. You should note
that appeals cannot be made on the basis of disagreement with the academic judgment of the

academic staff who undertook the Interim Examination and the valid grounds for appeal are
provided in the research regulations.
Assistance from your First Supervisor
You can expect your First Supervisor to:
• Complete the UPR17 Form to request an Interim Examination including the reasons for the
request and submit this for discussion at the next Faculty Research Degrees Committee;
• Advise you on the agreed form of assessment to be completed;
• Arrange the date, time and place for the panel meeting and set a deadline for submission of
a written assessment, allowing sufficient time for you to complete the work required;
• Provide help and guidance with the preparation of the work.
13. Submission of the Thesis for Examination
13.1 Procedure for Submission
Procedure for submission of the thesis before the viva voce examination:
Submit your final draft of your thesis to your First Supervisor for agreement that it is ready to be
examined.
As part of your appendix or annexes of your thesis you need to include:
• The letter from the Ethics Committee confirming the favourable opinion;
• The UPR16 Form declaring the ethical conduct of the research.
See Section 8 - Ethical Review for further details of the requirements for ethical review.
The presentation of the thesis should follow the essential points as described below, but it does not
need a hard cover at this stage and you are asked to submit one soft bound copy of the thesis for
each examiner to the Research Section, Academic Registry by your deadline date.
The Research Section, Academic Registry will provide you with guidance note ‘The Viva Voce
Examination’.
If you are unable to submit your thesis for examination within the approved registration period for
your research programme you should apply for an extension to your registration – see Section 3.5
for guidance.
If you have extenuating circumstances which have prevented you from submitting your thesis for
examination during the approved period of registration you should discuss this matter with your First
Supervisor at the earliest opportunity. Further guidance is included in Section 14 Extenuating
Circumstances.

13.2 Presentation of the thesis
The thesis must be presented in a permanent and legible form either in typescript or print and the
text of a satisfactory quality.
The thesis is to be printed on one side of the paper (right hand pages only) and double or one-anda-half
spacing must be used in typescript except for indented quotations or footnotes where single
spacing may be used. Pages shall be numbered consecutively through the main text and
bibliography, including photographs and/or diagrams that are included as whole pages.
The size of character used in the main text, including displayed matter and notes, should be no less
than 2mm for capitals and 1.5mm for x-height (height of lower case x).
Paper should be A4 size, white and within the range 70g/m to 100g/m.
The margin at the binding edge of the page should not be less than 40mm. Other margins should
not be less than 15mm. Margins should not include the page number.
Please ensure compliance with the standards set for margins as these are the minimum
requirements of the British Library. The following is the suggested order for the sections of your
thesis before the main chapters:
• An abstract must be included which provides a synopsis of the thesis stating the aims,
scope, results and conclusions of the work undertaken and of the contribution made to the
knowledge of the subject treated;
• The abstract should be approximately 300 words in length and must not include
abbreviations. The abstract is self- standing and can be read without reference to the main
body of the thesis;
• Contents list, giving the title of each chapter, principal sub-headings and page numbers;
• You need to include the following declaration:
’Whilst registered as a candidate for the above degree, I have not been registered for any
other research award. The results and conclusions embodied in this thesis are the work of
the named candidate and have not been submitted for any other academic award’;
• Your word count should also be included on this declaration page;
• List of tables, numbered by each chapter, giving their title and page numbers;
• List of figures, numbered by each chapter, giving their title and page numbers;
• Abbreviations. This should be listed on a separate page after the main index. They should
be defined at their first appearance in the text. Use abbreviations sparingly as they make the
text harder to read;
• Acknowledgements and dedication, if any;
• Dissemination. A concise list of your relevant publications, abstracts, presentations and
posters.

It is expected that the maximum length of the thesis should not exceed the following guidelines,
excluding ancillary data such as footnotes, bibliographies, diagrams and references. Please note
that unless specified there is no minimum word limit.
PhD
MPhil
MD
PD
80,000 words
40,000 words
40,000 words
50,000 words
Faculty Research Degree Committees may prescribe alternative maximum word lengths for
particular subject areas and the following lower limits have been agreed:
MPhil Biology, Pharmacy and Biomedical Science, Mathematics:
PhD Biology, Pharmacy and Biomedical Science, Mathematics:
20,000 words
40,000 words
Where the thesis is accompanied by material that is not in written form, e .g. film, video tapes, etc,
the written thesis should normally be within the range:
For PhD
For MPhil
30,000–40,000 words
15,000–20,000 words
The title page shall give the following information:
• The full title of the thesis;
• The full name of the author;
• The statement worded as follows for PhD, MD or PD.
‘The thesis is submitted in partial fulfilment of the requirements for the award of the degree
of Doctor of …… (insert the award – e .g . Philosophy, Medicine or relevant Professional
Doctorate title) …… of the University of Portsmouth.’
• The statement worded as follows for MPhil:
‘The thesis is submitted in partial fulfilment of the requirements for the award of the degree
of Master of Philosophy of the University of Portsmouth.’
• The Collaborative establishment, if any;
• The month and year of submission.
Assistance from your First Supervisor
You can expect your First Supervisor to:
• Propose your examiners and submit details for approval by the Chair, FRD Committee on
behalf of the FRD Committee;
• Advise on the editing and content of your thesis before submission;
• Discuss the arrangement of a mock viva with you;
• Organise a mutually convenient date for the examination and notify Research Section,

Academic Registry of the date, time and venue;
• Continue supervision during any period of referral or resubmission.
14. Examination procedures
14.1 The Examination Process
The examination process is completed in the following format:
• Examination of the thesis by the examiners;
• A presentation which is compulsory for PDs and optional for other PGRS;
• The viva voce examination of the candidate to defend the thesis.
14.2 Independent Chair
It is normal practice for one of the examiners to act as the Chair during the viva voce examination,
however in certain circumstances it may be helpful to have an Independent Chair and you may
request the appointment of an Independent Chair for the examination.
If you wish to have an Independent Chair at your viva voce examination you need to inform your
First Supervisor and make a request in writing to your Chair, FRD Committee, at the latest, when
you submit your thesis and before the viva voce has been arranged to ensure the person appointed
will be available to attend.
The role of an Independent Chair is to chair and maintain a record of the examination and assist the
examiners in following University procedures for the conduct of viva voce examinations. The
Independent Chair appointed will be a member of University of Portsmouth staff who is not from
your department. They must not have been involved in your research at any stage.
An Independent Chair does not act as an additional examiner and is not involved in the decision
making process. It is not necessary for them to receive a copy of the thesis.
You may take advice from your First Supervisor, members of your supervision team, Chair, FRD
Committee or the Research Section, Academic Registry prior to making your decision to request an
Independent Chair.
There are additional circumstances when the University will appoint an Independent Chair for your
viva voce examination. The Independent Chair will be appointed by your Faculty Research
Degrees Committee and details of the circumstances when this will happen are included in the
research degrees regulations.
The Research Section, Academic Registry will formally confirm in writing the appointment of the
Independent Chair and you, your First Supervisor and the Independent Chair will be notified of the
regulation under which the Independent Chair is required.
14.3 Procedure for the examination
Your thesis will be sent to the approved examiners following submission to the Research Section,
Academic Registry and you will need to submit one copy for each examiner.
Your First Supervisor will inform you of the date, time and place of the viva voce examination.

The examiners are asked to confirm they wish to proceed to a viva or they may decide that the
thesis is not acceptable and recommend referral of the thesis prior to the viva taking place.
In the event that the examiners recommend that the viva does not proceed, you and your First
Supervisor will be contacted as soon as possible by the Research Section, Academic Registry. This
formal written notification of the referral will include the requirements of the work to be completed
prior to re-submission of the thesis and a viva examination re-arranged.
There is no dress code for your viva voce, but this is a formal examination and it is expected that
you will dress accordingly. You will be notified of the result at the end of the viva voce examination
and the Research Section, Academic Registry will formally notify you in writing of the examiners’
decision.
14.4 Recommendations following the Viva Examination
One of the following recommendations will be made by the examiners at the end of your viva voce
examination:
• the degree is awarded;
• the degree is awarded subject to minor corrections;
• the degree is not awarded but you may have up to one year to submit a revised thesis for
further examination;
• the degree is not awarded;
• if a PhD was submitted, the examiners may award an MPhil, subject to appropriate
amendments.
There are time limits for any corrections to your thesis and resubmission will be expected within the
following deadlines:
• Awarded subject to minor amendments – resubmit to the designated examiner(s) within
three months from the date of the viva voce;
• Resubmission/major amendments for further examination – resubmit copies for each
examiner to the Research Section, Academic Registry within a maximum of one year from
the date of your viva for re-examination by all the examiners. You will be notified in writing by
the Research Section, Academic Registry when the result has been approved.
Please note: If your thesis is referred either prior to a viva voce examination or the examiner’s
decision at the viva voce is for a resubmission for further examination, you will be required to reregister
and pay a further fee.
When you have been recommended the degree by your examiners you will need to arrange binding
of the final copy of your thesis for submission to Research Section, Academic Registry (see section
17 below).
You need to submit your final bound thesis before the recommendation of your award is confirmed
by the Academic Registrar on behalf of Academic Council and your parchment printed. Further
guidance is available in the research regulations regarding your completion and award date.

Please notify the Research Section, Academic Registry of your correct contact address where you
would like your results, letters and certificate sent.
Assistance from your First Supervisor
You can expect your First Supervisor to:
• Nominate the examiners for approval by the Chair, FRD Committee;
• Ensure the viva voce examination is arranged and at a mutually convenient time for all those
required to attend;
• If relevant, advise you regarding appointment of an Independent Chair;
• Attend the viva voce examination as an observer with your agreement;
• Provide guidance about the examiners’ amendments during any period of referral or
resubmission;
• Contact the examiners on your behalf if you require clarification about the amendments.
15. Extenuating Circumstances
Extenuating Circumstances relate to your health and/or personal life which are of a sufficiently
serious nature to result in you being unable to submit documentation by the required deadline.
Extenuating circumstances may also result in you being unable to attend a review or examination.
As a PGRS you will only be able to submit extenuating circumstances for
• Annual Review;
• Major Review;
• Interim Examination;
• Viva Voce Examination.
You are advised to contact your First Supervisor at the earliest opportunity and before the affected
review or examination.
If you are affected by extenuating circumstances while the review or examination is taking place,
you should notify the examiners immediately and a decision will be made in consultation with your
First Supervisor as to whether the review or examination can continue.
Extenuating Circumstances relate to short term issues and it may be that a period of approved
interruption is advised for longer term issues. See section 3.3 – Changes in Circumstances for
further guidance on approved interruption.
The research regulations include further guidance on extenuating circumstances.
16. Appeals
You may request a review following the decision of:
• the Annual Review;
• the assessment panel for your Major Review;

• the assessment panel for an interim examination;
• the examiners of the final thesis.
Requests for review cannot be made on the basis of disagreement with the academic judgment of
the examiners. The only valid grounds for appeal are included in the research regulations.
The University’s approved procedure for appeals relating to academic decision can be found in the
Examination and Assessment Regulations
17. Following the award of a Research Degree
17.1 Presentation of the final bound thesis
Following the examiners’ recommendation for the award of MPhil, PhD, MD or PD as appropriate
you will provide one permanently bound copy and one PDF copy on a labeled CD/USB of the
corrected and approved thesis i.e. the contents of the thesis must be identical to the version
submitted for examination, except where amendments have been made to meet the requirements of
the examiners.
The final version of the thesis must be presented in a permanent binding of the approved type and
must include a statement of the candidate’s objectives and acknowledge published or other sources
of material consulted (including appropriate bibliography) and any assistance received .
The physical presentation of your hardbound thesis should be in accordance with the following
requirements for the binding and text on the cover. The requirements for the contents will have
already been followed when you submitted for examination:
• The binding shall be of a fixed type so that the pages cannot be removed or replaced. The
front and rear boards shall have sufficient rigidity to support the weight of the work when
standing upright;
• The outside front board should be black with gold lettering and must include the title of the
work in a least 24pt type. The name and initials of the candidate, the degree for which the
thesis is being submitted and the year of submission shall also be shown on the front board.
The same information (excluding the title) of the work shall be shown on the spine of the
work.
The final version of the thesis must be presented in accordance with the above requirements and
further guidance is available in the research regulations.
17.2 Procedure for submission of the final hardbound copy
One hard bound copy of the final version of the thesis, as agreed by the examiners and in
accordance with the required standards of presentation, should be submitted to the Research
Section, Academic Registry.
In addition to the final bound thesis, you will need to submit a PDF copy of your thesis on a labeled
CD or USB. Please note that the Research Section, Academic Registry, cannot convert your
electronic copies into PDF files.
You will also need to submit a completed University of Portsmouth EThOS Agreement to the
Research Section, Academic Registry. The Agreement permits the Library to retain your thesis and
if you give permission allows the thesis to be held in digital format by the British Library.

Ensure your home address or contact address held on the student record system is correct so that
your certificate can be forwarded to you.
The form is available at www.port.ac.uk/researchdegrees/forms/ .
17.3 Confirmation of the research award
Following submission of the final bound thesis to the Research Section, Academic Registry, you will
be sent a letter confirming the award from the Vice-Chancellor, on behalf of the Academic Council,
together with your certificate.
The Research Section, Academic Registry will lodge the thesis with the University Library and send
details to the British Library who will retain a record. Details are also held on the Index to Theses,
which enables your thesis to be accessed internationally.
18. Attending graduation
You will not be eligible to attend graduation until you have submitted your approved final bound
thesis, PDF copy on a labeled CD/USB and your University of Portsmouth Ethos Agreement Form.
Your final bound copy of the thesis as approved by the examiners’ must be submitted to Research
Section, Academic Registry by 31 May.
You will be contacted by the Graduation Office during April about booking seats, gowns etc, for the
ceremony.
In order to secure a place at graduation you will need to reply to the invitation to attend graduation
by the date specified. This will be before the 31 st May deadline to submit your final bound thesis
and you should book to attend graduation if you think you will have completed all the requirements
to be eligible to attend.
It is important that you do not wait until the award is confirmed as seats at the ceremony are
allocated early. To avoid any disappointment it is best to book in advance.
If you do not complete all the requirements within the deadlines and are not eligible to attend the
ceremony, any money you have paid will be refunded and you will automatically be included in the
list of those invited to the ceremony in the following year.

18. Useful weblinks
Research Section, Academic Registry, Staff Contact Details
http://www.port.ac.uk/departments/services/academicregistry/qualitymanagementdivision/researchd
egrees/ResearchSectionTeam/
Academic Registry web pages for all handbooks, guidance notes and forms
www.port.ac.uk/researchdegrees
Regulations for Higher Degrees by Research
www.port.ac.uk/departments/services/academicregistry/qualitymanagementdivision/researchdegree
s/ usefulinformation/
Online Registration Form
https://register.port.ac.uk/apex/f?p=1302:101:
Code of Practice for Research Degrees
http://www.port.ac.uk/accesstoinformation/policies/academicregistry/filetodownload,43593,en.pdf
The Graduate School
www.port.ac.uk/departments/academic/graduateschool
Graduate School and Faculty Contacts
http://www.port.ac.uk/departments/academic/graduateschool/contactus/
The Student Charter
http://www.port.ac.uk/accesstoinformation/policies/teachingandlearning/filetodownload,162599,en.p
df
Code of Student Behaviour
http://www.port.ac.uk/accesstoinformation/policies/academicregistry/filetodownload,10393,en.pdf
Student Communications Policy
www.port.ac.uk/accesstoinformation/policies/marketingandcommunications/corporatecommunicatio
ns/ filetodownload,80622,en.pdf
Policy for Listening to and Responding to the Student Voice
http://www.port.ac.uk/accesstoinformation/policies/curriculumandqualityenhancement/filetodownloa
d,18293,en.pdf
Student Advice Services
www.port.ac.uk/studentlife/studentservices/
Intellectual Property (IP) Policy
www.port.ac.uk/accesstoinformation/policies/ResearchandKnowledgeTransferServices/IntellectualP
roperty/ filetodownload,25237,en.pdf
Ethics Policy
www.port.ac.uk/accesstoinformation/policies/ResearchandKnowledgeTransferServices/Ethics/
filetodownload,88682,en.pdf

Skills Forge login page
https://skillsforge.port.ac.uk/port/index.jsf#
The University Library
www.port.ac.uk/library/
Tuition Fee Policy
www.port.ac.uk/accesstoinformation/policies/academicregistry/fees/filetodownload,152808,en.pdf
Complaints Form
http://www.port.ac.uk/departments/services/academicregistry/academicregistrarsoffice/informationdi
sclosureandcomplaints/studentcomplaintsform/
Work Based and Placement Learning Code of Practice
http://www.port.ac.uk/departments/services/academicregistry/qualitymanagementdivision/workbase
dandplacementlearning/
University policies
www.port.ac.uk/accesstoinformation/policies/
UK Research Integrity Office (UKRIO) Check List for Researchers
www.ukrio.org/ukR10htre/UKRIO-Recommended-Checklist-for-Researchers1.pdf .
United Kingdom Visa & Immigration (UKVI)
www.ukba.homeoffice.gov.uk/

Annex A
Glossary of abbreviations
DCQE
EPIGEUM
FRDC
FRD
GProF
GSDP
GSMB
ID
IPR
MD
MPhil
PD
PDP
PGRS
PhD
PIDOG
QAC
RDF
UKVI
URDC
Department of Curriculum and Quality Enhancement
Online training programme for research degree students
Faculty Research Degree Committee
Faculty Research Degree
Graduate Students Professional Development Programme
Graduate School Development Programme
Graduate School Management Board
Integrated Doctorates
Intellectual Property Rights
Doctor of Medicine
Master of Philosophy
Professional Doctorate
Personal Development Programme
Postgraduate Research Degree Student(s)
Doctor of Philosophy
Professional and Integrated Doctorates Operational Group
Quality Assurance Committee
Researcher Development Framework RSR Research Student Registration Form
United Kingdom Visa & Immigration
University Research Degrees Committee