Postgraduate Research Regulations

Research degrees at Staffordshire University are governed and awarded by the Graduate School.

Committee (GSC), on behalf of the University’s Academic Board.

The following research degrees are included in these regulations:

• MPhil: Master of Philosophy
• PhD: Doctor of Philosophy
• Professional Doctorate

Only Professional Doctorate awards which are coded by HESA as a research degree, are included in these regulations. Professional Doctorates which are coded as a taught doctorate will be governed by the University’s Postgraduate Taught regulations.

We have regulations for Prof Docs on our framework and regulations for professional doctorates webpage.

These regulations exclude higher degrees and PhD by Publication.

These regulations will apply to all candidates who first enrol with the University on or after 1st September 2019. Candidates enrolled before this date may be transferred to these regulations if they provide their explicit consent.

Candidates and supervisors should also refer to the MPhil/PhD Code of Practice and their School PGR handbook or the relevant Professional Doctorate course handbook

The admissions process for research degrees will be conducted in accordance with the principles set out in the University’s Admissions Policy.

There will normally be up to three entry points per academic year: September, January and April.

In order for a student to be awarded a PhD or other doctoral degree from Staffordshire University they must satisfy the examiners that they meet the descriptor for a higher education qualification at level 8 (doctoral degree) on the Framework for Higher Education Qualifications of UK Doctoral Degree Awarding Bodies.

Staffordshire University Doctoral degrees will be awarded to students who have demonstrated:

• the creation and interpretation of new knowledge, through original research or other advanced scholarship, of a quality to satisfy peer review, extend the forefront of the discipline, and merit publication
• a systematic acquisition and understanding of a substantial body of knowledge which is at the forefront of an academic discipline or area of professional practice
• the general ability to conceptualise, design and implement a project for the generation of new knowledge, applications or understanding at the forefront of the discipline, and to adjust the project design in the light of unforeseen problems
• a detailed understanding of applicable techniques for research and advanced academic enquiry.

Typically, holders of a doctoral degree will be able to:

• make informed judgements on complex issues in specialist fields, often in the absence of complete data, and be able to communicate their ideas and conclusions clearly and effectively to specialist and non-specialist audiences
• continue to undertake pure and/or applied research and development at an advanced level, contributing substantially to the development of new techniques, ideas or approaches.

And holders will have:

• the qualities and transferable skills necessary for employment requiring the exercise of personal responsibility and largely autonomous initiative in complex and unpredictable situations, in professional or equivalent environments.

In order for a student to be awarded a Master of Philosophy (MPhil) from Staffordshire University they must satisfy the examiners that they meet the descriptor for a higher education qualification at level 7 (doctoral degree) on the Framework for Higher Education Qualifications of UK Doctoral Degree Awarding Bodies.

Staffordshire University MPhil degrees will be awarded to students who have demonstrated:

• a systematic understanding of knowledge, and a critical awareness of current problems and/or new insights, much of which is at, or informed by, the forefront of their academic discipline, field of study or area of professional practice
• a comprehensive understanding of techniques applicable to their own research or advanced scholarship
• originality in the application of knowledge, together with a practical understanding of how established techniques of research and enquiry are used to create and interpret knowledge in the discipline
• conceptual understanding that enables the student:
  • to evaluate critically current research and advanced scholarship in the discipline
  • to evaluate methodologies and develop critiques of them and, where appropriate, to propose new hypotheses.

Typically, holders of the qualification will be able to:

• deal with complex issues both systematically and creatively, make sound judgements in the absence of complete data, and communicate their conclusions clearly to specialist and non-specialist audiences
• demonstrate self-direction and originality in tackling and solving problems, and act autonomously in planning and implementing tasks at a professional or equivalent level
• continue to advance their knowledge and understanding, and to develop new skills to a high level.

And holders will have:

• the qualities and transferable skills necessary for employment requiring:
  • the exercise of initiative and personal responsibility
  • decision-making in complex and unpredictable situations
  • the independent learning ability required for continuing professional development.

The entry requirements are as follows, unless otherwise specified (such as in accordance with requirements of an accrediting or professional body):

• MPhil – normally a minimum of 2:1 in undergraduate degree or equivalent professional experience, to be evaluated based on the application form and interview.

• PhD – normally a minimum of 2:1 in undergraduate degree and masters-level qualification or equivalent professional experience, to be evaluated based on the application form, research proposal and interview.

The criteria for evaluating a PhD research proposal will include (but not be restricted to): originality of proposed contribution to knowledge; academic fit with the University, access to research resources either on campus or off-site (particularly relevant to applicants for Distance Learning modes of study), the scale and scope of research to be completed according to the timescales of a PhD.

In addition, applicants for creative arts or practice-based research degrees may also be asked to provide a portfolio to be assessed as part of the selection process.

• Professional Doctorates - normally a minimum of 2:1 in undergraduate degree and masters-level qualification or equivalent professional experience, to be evaluated based on the application form and interview.

• For international students, the University normally requires a minimum IELTS score of 6.5 overall. Some disciplines may require a higher IELTS score in line with professional and regulatory requirements. Normally, no discipline will accept an overall score below 6.5, with a minimum of 6.0 in no more than one component. Some International students are also required to meet UKVI requirements for the appropriate study visa. A valid ATAS certificate (where required) must be secured as a prerequisite to enrolment.

The process and timescales for appeals against admissions decisions for research degrees will be conducted in accordance with the principles set out in the University’s Admissions Policy.

The appeal letter should be sent to the Chair of the Graduate School Committee and the appeal will be heard by the Director of Research, to determine whether there are grounds for the application to be re-considered.

The fees for research degrees are published on the University’s website.Failure to pay the required fees may result in a candidate’s withdrawal from their course. Details are provided in the University’s Tuition Fee Policy.

All research degree candidates must enrol with the University before they begin their studies. All candidates must re-enrol annually with the University when requested to do so. Upon enrolment (and annual re-enrolment), candidates will be advised of, and asked to acknowledge, any regulation changes.

The following periods of registration apply:

Table 1: Periods of registration

The registration periods in table 1 may be varied where this is a requirement of a relevant accrediting or professional body.

Exceptions for Covid19 - all students who were registered during the period 1 April to 1st July 2020 were granted a three month extension to their period of registration to reflect the impacts of the Covid 19 pandemic at the time.

Normally, the maximum registration period permitted by the University as outlined in table 1, includes any period of approved absence.

In exceptional circumstances (such as maternity/ parental leave or a period of serious ill health), and with appropriate evidence and prior consent, the Graduate School Committee may pause a candidate’s period of registration during a break of study, thereby extending the maximum period of registration.

All breaks in study must have prior consent of the University and will require the submission, by the candidate’s supervisor, of a plan for completion within the maximum period of registration which should be deemed satisfactory by the Graduate School Committee. When returning from a break in study, candidates will have the opportunity to review their research plan with their supervisor.

Normally, the doctorate should be completed and submitted within the specified 36-month registration period (72 months for part-time candidates) as per table 1. For PhD candidates, completion comprises the submission of the thesis and related documentation (see section below Submission of thesis). For Professional Doctorate candidates, completion comprises the submission of the thesis/portfolio and the successful completion of all taught modules.

For PhD candidates the University will normally allow a ‘writing up’ period of no more than 12 months (full-time programme) or 24 months (part-time programme) for candidates to finish writing and submit their thesis for examination, up to the maximum period of registration shown in table 1, for which candidates will be required to pay a registration fee as determined by the University.

For those on Professional Doctorate programmes, there may be an opportunity for an additional year (full-time) for which candidates will be required to pay a registration fee as determined by the University.

There is no provision for a writing up period for MPhil candidates.

Candidates may wish to change their mode of study from full-time to part-time (or vice versa).

Candidates must have prior consent from their supervisor before changing their mode of study and have agreed a realistic plan to complete their studies in a timely manner. This plan will be submitted by the candidate’s supervisor on the template provided and will be reviewed by the Graduate School Committee. Where relevant, approval of changes in mode of study should include consultation between the supervisor and the candidate’s employing organisation.

A candidate’s registration period will be recalculated to reflect their new mode of study. For example: If a candidate commenced their PhD studies full-time and, after 30 months, applied to change to part-time, the remaining 6 months of their full-time registration period will be re-calculated pro- rata (to 12 months) to reflect the change in study mode. The deadline for the submission of the candidate’s thesis/ portfolio will be recalculated accordingly.

Some professional doctorate candidates may be exempt from studying one or more taught modules because they have demonstrated prior learning in accordance with the University’s RPL procedure. In some cases, these candidates may have a shorter period of registration as set by the Graduate School Committee and calculated pro rata in accordance with table 1, above.

Candidates will be allocated a principal supervisor (who will be an employee of University) and a second supervisor or equivalent from an approved list managed by the Graduate School. In some cases, the second supervisor may be external to the University and/or be based in a relevant professional setting. All supervisors who are employees of the university are expected to have completed the University’s supervision training unless they have recently undertaken similar training at another institution.

The principal supervisor should normally have either supervised to successful completion a minimum of one postgraduate research degree at the level they are intending to supervise. An employee of the University who does not meet this requirement may apply to the Graduate School Committee to be appointed as a Principal Supervisor.

Supervision meetings are intended to support the development of the research project (or other work associated with the portfolio), identify developmental needs (e.g. training or resources) and to ensure the research project and doctorate progresses appropriately.

Supervision meetings should be held regularly, and the University expects that normally an average of 10 meetings per annum will be held. These meetings may be held either face-to-face or virtually. For part-time candidates, the University expects supervision meetings to be held regularly and on average five per annum will be held. PSRB requirements for some professional doctorates may specify more regular contact. It is the candidate’s responsibility to keep a record of each supervisory meeting, using the template available [link to be added when available] to record each supervisory meeting.

For candidates who require a visa to study in the UK, the regularity of supervisory contact must be in accordance with UKVI requirements.

Candidates for Professional Doctorate programmes will be allocated a supervision team at or before the point at which they commence the individual research stage of their programme. On programmes with specific PSRB requirements, the supervision arrangements may vary from those above as specified in the relevant Course Handbook.

There may be circumstances where the University needs to find an alternative supervisor or supervisors (for example if a member of staff leaves the University). Wherever possible, the candidate will be consulted in advance of the change, however in rare cases this may not be possible.

Exceptionally the University will consider an application from a candidate for an alternative supervisor. If a candidate feels a change in supervision is needed, they should approach a senior member of academic staff in their school (or Director of the Professional Doctorate programme) to ask them to liaise on their behalf with the Graduate School.

Appropriate training and development opportunities are to be determined in a candidate’s Personal Development Plan (PDP) or course specification for professional doctorates. Candidates and supervisors can select appropriate training from the suite of opportunities offered by the University, as well as relevant external training opportunities.

For PhD students the candidate’s training and development needs will be assessed by the supervisor and supervisee, based on the research project and the candidate’s prior experience. Normally, research degree candidates will undertake at least one research training activity per year. These training and development activities may be internal or external and may include activities such as the following:

• Applying for external research funding to attend conference or do fieldwork;
• Presenting at a conference;
• Presenting a seminar paper;
• Conducting ethically sensitive research;
• Professional Competency and practice.

It is expected that all research degree candidates will undertake research training on the following topics prior to the submission of their thesis/ portfolio:

• Research methods;
• Academic writing and critical thinking;
• Writing up and preparing for the viva examination;
• Preparing for an academic, or non-academic career.

Professional Doctorate students will normally have a set programme of teaching and assignments to meet the course competencies.

Support may be available for a limited number of external development opportunities (e.g. presenting at a conference) from a Graduate School fund. Access to this fund will be through a competitive application process [link to be added when available] to which all PGRs may apply.

All research degree candidates will undergo regular reviews of their progress throughout their studies.

MPhil candidates will have one formal review, as detailed in the section below.

PhD candidates will have three formal reviews, as detailed below.

For Professional Doctorates, progress is primarily assessed at the end of taught modules and one formal review during the research stage. However, programmes with specific PSRB requirements may employ a different pattern of regular reviews as described in the Course Handbook.

Formal review points in MPhil programmes

For MPhil candidates, the progress review will consist of a submitted portfolio of work and an oral examination by a team of reviewers approved by the Graduate School Committee. Candidates will be required to submit their progress portfolio at least 2 weeks prior to the date of their review.
Progress reviews will be held as outlined in table 2:

Table 2

A student who has made satisfactory progress at the time of their progress review may, with the consent of their supervisors, apply to the Graduate School Committee to transfer to a PhD pathway. If this transfer is approved, the PhD Early Progress Review is waived.

For PhD candidates, progress reviews will consist of a submitted portfolio of work and an oral examination. These progress reviews represent the key milestones through the research degree and prepare the candidate for the final thesis submission. Standing progress review panels will be held at set period in the year and candidates will be informed of the timing of their review panel upon induction (for example, a full-time candidate enrolling in September can expect their early progress review in the following July). Candidates will be required to submit their progress portfolio at least 2 weeks prior to the date of their review.

Progress reviews will be held as outlined in table 3:

Table 3

At the final progress review, the panel will determine if the candidate is able and likely to submit within the prescribed 36 months (full-time) or 72 months (part-time) registration period. In exceptional circumstances, the panel may agree, providing that there is an acceptable plan in place, to grant a further period of registration for a ‘writing up’ period of no more than 12 months (full- time) or 24 months (part-time).

At any progress review, in exceptional circumstances, the review panel may recommend that the candidate should proceed to prepare a thesis for submission and examination for an MPhil award. This must be submitted within 6 months (12 months part-time) of the progress review.

Any appeals against the progress panel decisions will be considered in accordance with the research degree appeals process (see appeals section below).

Structure and progress of Professional Doctorate awards

On Professional Doctorate programmes, progress is assessed regularly, normally at the end of each module and annually, rather than through the defined progress review points for PhD candidates, as detailed above.

Professional Doctorates will comprise two components:

Normally, these stages run in sequence, and a candidate progresses to stage 2 when stage 1 is completed. However, due to requirements of professional bodies and the needs of certain professions, it is possible in some programmes that component 1 and 2 happen at the same time.

Unless required otherwise by a PSRB, Professional Doctorate candidates will normally undertake a final progress review at 30 months (full-time) or 60 months (part-time). Some professional/regulated professional doctorates may have different timescales, which are detailed in the programme specification. Candidates will be required to submit their progress portfolio at least 2 weeks prior to the date of their review.

Progress reviews will be held as outlined in table 4,

Table 4: Final Progress Review for Professional Doctorate programmes (excluding those with specific PSRB requirements)

The examination of a research degree comprises two parts:

The submission of a thesis/ portfolio
The successful defence of that thesis/ portfolio in an oral examination (commonly called the viva)

The thesis

It is the candidate’s responsibility to ensure that the thesis/portfolio format is in accordance with the requirements of the University as outlined in the guidance on the Graduate School Research Hub (internal access only)

After a candidate submits their thesis/ portfolio, the Graduate School (or course administrators, for Professional Doctorates) will arrange the viva examination.

Examiners

Each research degree candidate will be examined by at least two, and not normally more than three, examiners. One of these examiners will be internal (i.e. an employee of the University) and the other(s) will be external (i.e. an employee of another University). Where the research degree candidate is also employed as a member of staff at the University, there must be two external examiners.

An internal examiner must be an employee of the University and must not be, or have ever been, part of the candidate’s supervisory team. In exceptional circumstances, an Emeritus Professor of the University may act as internal examiner, with prior agreement between the Emeritus Professor and the relevant Head of Department.

An external examiner should normally hold, or have recently held, an academic appointment in another university. Due to the nature of the research project, it may be appropriate to appoint from outside academia (e.g. from industry or professional practice). In such cases two external examiners must be appointed, with at least one having appropriate academic experience.

Due to the requirements of professional or accrediting bodies, examination teams for some Professional Doctorate programmes may have additional requirements for examiners (such as accreditation from professional bodies e.g. HCPC or BPS). Where appropriate, these will be detailed in course handbooks.

External examiners must be independent from the University, the candidate and the supervisory team.

They must not have:

• acted previously as the candidate’s supervisor or adviser;

• been a member of staff or student of the University within the last five years;

• been an employee of a University partner within the last five years;

• been a member of the University’s Board of Governors within the last five years;

• been an examiner for a taught course of the University within the last five years;

• a close personal connection with or be a close working colleague with any member of the supervisory team;

• published within the previous five years with any of the candidate’s supervisors.

Examiners and examination teams shall be recommended by the candidate’s supervisors and approved by the Graduate School Committee. The Committee shall satisfy itself that the examination team as a whole has an appropriate subject expertise and experience. Examination teams must have, between them, a minimum of three previous examinations at the level to be examined.

Examination teams should normally be appointed at least six months before submission, and no later than the final progress review. The University will determine the fees and expenses of external examiners.

The examination

Each viva examination will have an independent chair (an experienced researcher employed by the University from a separate academic discipline to the candidate). A candidate’s principal supervisor may attend the viva examination, with the permission of the candidate, but must not contribute to the examination in any way, unless specifically asked a question through the chair.

The purpose of the viva examination is to ensure that the candidate can demonstrate that the work completed in the thesis/ portfolio is their own; that the research makes an original contribution to knowledge and that they can defend their arguments and methodologies.

The viva examination also assesses whether the thesis is of sufficiently high standard to merit the award of the degree for which it is submitted and allows the examiners to seek clarifications and developments of ideas in the submitted thesis.

The successful completion of the viva examination is fundamental to the successful completion of the research degree. The outcome of the viva examination determines the award of a research degree. In some Professional Doctorate programmes, the portfolio may already have been approved and the viva instead focusses on the candidate’s ability to defend their work.

There are several possible outcomes to the viva examination, as detailed in table 5:

Table 5: Possible outcomes of a viva examination

In some instances, a Professional Doctorate candidate may be:

• entitled to an exit award, depending on the course specification and the number of credits successfully achieved;

• graded as I (Award) or VI (No award) in accordance with professional/regulatory requirements (detailed in the programme specification and handbook.

• Permitted a second viva following minor or major corrections.

• In exceptional circumstances, and on the recommendation of the examiners, the Graduate School Committee may agree to a longer period for the candidate to complete and submit their corrections, up to a maximum of one year in total.

Submitting final approved thesis

Upon submission of the revised thesis, the examiner(s) nominated by the viva examination team will receive and review the changes made. If satisfied that all required corrections have been made, the examiner(s) will recommend to the Graduate School Committee that a research degree can be awarded. The Graduate School Committee ratify the award of the research degree on behalf of the University’s Academic Board.

Following notification of the award of their degree, the candidate must submit one electronic copy of the final version of the thesis/ portfolio to the Graduate School. MPhil and PhD candidates should also submit their completed British Library Electronic Thesis Online System (Ethos) form [link to be added when available] and a copyright declaration form [link to be added when available]. The final thesis will also be lodged in the University’s Open Access online repository.

Candidates may, in exceptional circumstances, apply (before or at the time of the submission of the thesis for examination) to the Graduate School Committee for the thesis to remain confidential (for instance if the thesis contains commercially sensitive material). If approved, a thesis will not normally remain under embargo for a period longer than one year after the degree is awarded.

An academic appeal is defined here as an appeal against the outcome of a progress panel or a viva examination panel. Any other concerns (e.g. regarding supervision or resources) should be progressed as a student complaint.

For an appeal against the decision of a progressstage review (early, mid or final progress review) or against the decision of the viva examination team, the grounds for appeal will be:

a) Your results have been affected by the University not following its own assessment procedure. If you are a research student, this may include the arrangements for your supervision.  Academics use their knowledge and expertise to mark your work. This is academic judgement. You cannot appeal because in your opinion this judgment is wrong.

b) You had exceptional circumstances which you could not reasonably apply for, or evidence, using the Exceptional Circumstances Procedure. 

For information on both complaints and appeals please refer to the Complaints and Appeals Procedure.