Information for Supervisors
Each graduate research student must have a supervisory panel, the principal aims of which are:
- To participate in formal decision-making with respect to the student’s progress; and
- To provide advice, additional support and pastoral care, and escalate, as appropriate, should problems arise.
The supervisory panel will comprise of at least 2 supervisors which can include two principal supervisors or one principal and one secondary supervisor, plus one additional independent panel member who should be a DkIT academic staff member. The principal supervisor must be an academic staff member from the academic School in which the student is/will be registered. Each supervisor should have a clear and defined role in the work.
Overview of Supervisor Role
As a Postgraduate supervisor in DkIT, you must ensure that you are familiar with, and comply with the Academic Regulations of the DCU-DkIT Graduate School. Please note, if you are supervising a student with a pre-September 2014 registration date, please ensure you are referring to the QQI regulations (where appropriate).
1. Recruitment
If, as a Supervisor, you have been awarded funding for a Masters/PhD candidate, please contact the Graduate Studies Office to begin the approved open and transparent recruitment process.
2. Prior to and during Registration
- Where funding is being sought by the student, prospective supervisors should advise the student on the selection of the research topic.
- Ensure that the Graduate Studies Office is aware of the expected start date of the newly recruited student.
- Where funding has been awarded, ensure that Cost Centres are set up in good time to facilitate payment of stipends. Please contact [email protected] for the Cost Centre Set Up Form. Completed forms should be forwarded to [email protected] in the Finance Office.
- Ensure Postgraduate Research Application Forms and Resource Declaration Forms are signed and returned to the Graduate Studies Office. Where a student will be in receipt of a stipend please ensure that the Post Authorisation Form (with cost centre) and Atypical Employee Form are completed and returned to the Graduate Studies Office. [Access to both these forms is restricted to staff of DkIT only].
- Ensure that the student is correctly registered on the Institute’s Research Management System and has correctly selected their Supervisory team members.
- Ensure, at time of initial registration, that an appropriate agreement (as per the regulations) is in place where the research involves an external organisation.
- Ensure that student has been provided with a copy of the Terms and Conditions of their funding agreement.
- Ensure any Intellectual Property issues have been discussed with the Institute’s Technology Transfer Office prior to project commencement.
3. Throughout Project lifecycle
- Provide contact and guidance through regular and systematic meetings keeping records as appropriate; to request regular written submissions as appropriate and to provide constructive evaluation and criticism in reasonable time.
- Meet with the candidate and other panel members at least twice a year to discuss progress.
- Complete the formal annual progress report using the Institute’s Research Management system with the student (including details of the frequency of contact maintained with the candidate and an appraisal by supervisors of the progress of the work to date) and advise the Registrar’s Office if the candidate is eligible to progress.
- Decline appointment if they expect not to be able to discharge the responsibilities of supervision in full, or withdraw if circumstances change and they are no longer able to.
- Acknowledge a student’s contribution in any presentation, publication or meeting which involves the student’s research work.
- Undertake professional development, as appropriate, in respect of supervisory skills, particularly the Institute’s Research Supervisory Training programme.
- Ensure that the student acquires training in the methodology of research and scholarship and in the skills necessary for sustained independent effort by advising on their training needs analysis and their Personal Development Plan (PDP), and giving permission for registration for structured training where appropriate.
- Ensure that the student is made aware of any inadequacies of progress or standards relative to the standard expected and, where necessary, to advise on withdrawal from the programme.
- Liaise with the external supervisor of the co-operating establishment, where relevant.
- Ensure that the Research and Graduate Studies Offices are immediately informed of any changes to a student’s registration and/or supervisory team.
- Ensure that the Terms and Condition of external funding bodies (where applicable) are met. Including informing relevant bodies of changes to the student’s registration, supervisory team or project plan.
4. Stage Transfer, Thesis and Viva
- Advise on the methodology and form of presentation of the thesis and its subsequent examination.
- In the case of final Thesis submission, ensure that the student has submitted a completed PGR4- Notice of Intention to Submit form at least 3 months in advance of intention to submit their Thesis for examination.
- Consult with the Chair of the Graduate Research Programme Board on the nomination of examiners.
- Advise the student of the composition of the Examination Board for the viva voce examination, and that he/she is precluded from making direct contact with the External Examiner.
- Advise students on relevant aspects of regulations and etiquette in respect of oral examinations, if relevant.
- Attend the viva voce examination unless the student requests otherwise.
- Advise on the correction and revision of the thesis following examination.
- Attend Examination Board(s) and Graduate Research Examination Board meeting at which the candidate is being considered.
- Upload the electronic copy of the final thesis (joint responsibility with student).
