ECLS PGR Policies and Procedures

Graduate School - The following information provides access to postgraduate research student administration codes of practice, handbooks, programmes and procedures and links to other relevant content:

Postgraduate Research Student Administration

Code of Practice

This is where you will find the University’s Code of Practice for Research Degree Programmes for your information.

Student Learning Agreement Form

This document is also in your Degree Programme Handbook and should be completed at your initial meeting with your Supervisor.  The form should be returned to your Programme Secretary for processing.  Once this is processed, it will be forwarded to the HaSS Graduate School for their records.

Application Form for Research Project Approval

This form is found at the Student Progress link above.  It should be filled in at your initial meeting with your Supervisor.  Please read the accompanying Guidance Notes carefully.  The form should be returned to your Programme Secretary for submission.  Once approval has been given, you will be informed and your application will be forwarded to the HaSS Graduate School for their records.

Application to Change Supervision

This form is found at the Student Progress link above.  It should be completed if for any reason, your supervision arrangements are about to change or have recently changed.  You will need to complete this, obtain your current Supervisors signature if possible or your Degree Programme Director and submit to your Programme Secretary, who will process your form and forward to the HaSS Graduate School to seek the approval of the Dean of Postgraduate Studies.  You will be informed directly by HaSS Graduate School of the decision.

ECLS internal forms

Funding

ECLS Bursary form

This is an application form for the ECLS PGR Bursary, which is open to all new and continuing PGR students not in their writing up stage. The committee holds two rounds per year in May and October to support September and January starters. Applications are reviewed by the PGR Committee and you will hear from the PGR Secretary directly after the Committee whether you have been successful. It is recommended that you check the Bursary criteria before applying.

Conference fund application form

PGR students are allowed to apply for up to £300 per financial year from 1st August to 31st July for conference attendance, presentation and expenses, subject to approval by the PGR Director.  Once you have completed this form, you will need to submit it to your Programme Secretary for processing and the PGR Director’s approval.  Once you have attended your conference, you need to retain all receipts and attach to an expenses claim for processing (which will be provided by your Programme Secretary) so that your payment will be made directly to your bank account or by cheque.

Research Funding Studentship

This is a link to the Student Progress webpage and application form for CASE studentships.  Please read the Guidance Notes carefully before completing the form.

International Census

International Census Exemption Form

All international students of Newcastle University are required by the Borders Agency to attend various Census Dates throughout the Academic Year (this information is discussed in more detail in your Degree Programme Handbook).  If for any reason, you are unable to attend, you must inform your Degree Programme Director, Supervisor and PGR Secretary.  This form is for you to fill in and submit to your DPD for absence approval.  Once you have obtained DPD approval, the form needs to be returned to your PGR Secretary for processing before the Census date.

Taught Stage

Module Amendment Form

This form needs to be completed and agreement sought from your Degree Programme Director whenever you change your module choices.  Once you have obtained DPD approval, the form needs to be returned to your Programme Secretary for processing.

Extension Request Form

This form is required if you are unable to complete an assignment for any module within the time specified, due to personal circumstances or emergencies, and you wish to apply for an extension of time to complete the work.  While we appreciate that some delay cannot be anticipated, we would request that this form is handed in before the original submission date if possible.  Please read the notes that accompany the form carefully before completing.  Once you have completed the form, please return to your PGR Secretary for processing.  You will be contacted by email with a decision as soon as possible.

Student Notice of Personal Extenuating Circumstances

If you feel your performance on certain modules has been affected by adverse personal circumstances (e.g. illness, family bereavement) then you should complete this form and submit, with documentary evidence to your Programme Secretary.  This form would be looked at by the Scrutiny Sub-Committee and they will make the decision whether they support your application.  Please read the accompanying Guidance Notes carefully before applying.

Progression

E-Portfolio Guide

This links to a handy guide explaining the ECLS PGR E-Portfolio progression system.  This system is used to upload documentation in preparation for your annual progress panel review.

Interruption of Study Form

If you need to formally interrupt your study at any stage during your programme, you will need to complete this form, and along with any documentary evidence required, return to your Programme Secretary who will process for you and forward to the HaSS Graduate School for the consideration of the Dean of Postgraduate Studies for approval.  You will hear by post to your term time address and by email directly from the Graduate School whether your application has been approved.

Extension of Time Form

If you wish to extend your thesis submission hand in date, you will need to complete this form and forward to your Supervisor for their written support and approval return to your Programme Secretary who will process for you and forward to the HaSS Graduate School for the consideration of the Dean of Postgraduate Studies for approval.  You will hear by post to your term time address and by email directly from the Graduate School whether your application has been approved.

Supervision Record Template

This form is a useful record of the discussions you have with your Supervisor.  It is advised you fill this in during meetings with your Supervisory Team, obtain the Supervisor’s signature and keep for your records.