THE UNIVERSITY OF LEEDS GRADUATE BOARD 20 October 2008 Minutes Present: Professor M J Wilson (Deputy Chair) (in the Chair), Mr D Adilypour, Dr T F C Batten, Professor M Chipperfield, Dr R F Cochrane, Dr J Donnelly, Mr A Johnson (on behalf of the PGA), Professor S Kim, Professor M G McQuillan, Dr A M Mullis, Dr D L Salinger, Professor P W Seakins, Professor S Taberner, Professor M Wallis, Professor B Wedzicha, Professor D R Westhead; Professor B M Wilson. In attendance: Dr A P Bromley, Mr D Dunmore (for MM 08/42-49), Mrs J Y Findlay, Mr R B Gilworth, Ms C Jones, Ms R Proudfoot (for MM 08/56-62), Ms S Throp, Ms A Temple (for MM 08/33-35), Mr D Wardle (for MM 08/64-67). Welcome The Chair welcomed all new members to their first meeting of the Board.
08/01
Membership and Dates of Meetings for Session 2008/09 RECEIVED: details of the Membership of the Graduate Board and dates of meetings for session 2008/09 (GB/08/01).
08/02
The Board approved an amendment to the membership of the Board to include the Chair of the Group to consider developments under the Bologna process. This Group was a joint Group of the Graduate and the Learning and Teaching Boards.
08/03
Terms of Reference RECEIVED: the Terms of Reference of the Graduate Board for Session 2008/09 (GB/08/02).
08/04
Minutes The Minutes of the Meeting held on 16 June 2008 were confirmed.
08/05
Matters Arising on the Minutes M07/383-388 and 07/449-453 Role of the Postgraduate Research Tutor REPORTED: that information on the outcome of enquiries made by Research Student Administration would be made available at the next meeting.
08/06
M 07/390 Faculty Protocols for the Implementation of the University Code of Practice for Research Degree Candidatures REPORTED: that the Chair of the Programmes of Study and Audit Group had reviewed the Protocols prepared by all nine Faculties and the two accredited institutions. In one case, the protocol for the Faculty of MAPS, minor modifications remained outstanding.
08/07
M 07/405 New University Health and Safety Policy (GB/08/03). The Board considered a response from the Director of Well-being, Safety and Health to the Board’s comments to issues raised at the previous meeting. He had also sent a copy of a leaflet on Health and Safety Services, which was dedicated to
08/08
2 providing further information for postgraduate students. The Board asked for clarification on whether the leaflet was intended for all postgraduates (taught and research). For research students whose activities were in many areas more aligned with research staff, the title might be more appropriately “Research in Safety” rather than “Study in Safety”.
08/09
The Board noted that in many aspects of their work it could be difficult to differentiate between research students and staff. Especially in laboratory subjects, research students also made significant contributions to teaching activity.
08/10
08/11 The Board noted, from the letter to the Director of Well-being, Safety and Health, that the range of student related health and safety issues was currently being considered following a recent internal audit. The review was being coordinated by a Steering Group chaired by Pro-Vice-Chancellor Professor Scott. Specific areas such as fieldwork, placements and study abroad would have dedicated working groups. The Board agreed that it should be represented and, following the meeting, Professor Chipperfield volunteered to represent the Board on relevant Groups. M07/428(i) Best Practice in the Management and Training of Postgraduate Research Students Engaged in Teaching REPORTED: that information had been received from the Faculties of ESSL and Medicine and Health. Discussion of this item would be deferred until the next meeting to enable other Faculties to respond.
08/12
M 07/455 Recruitment to Membership of Groups of the Graduate Board REPORTED: that the following Faculties had not yet identified a representative to serve on the following Groups of the Board:
08/13
Examinations Group - Business Programmes of Study and Audit Group – Business The Board noted that it was particularly important that all Faculties were represented upon the Examinations Group, because there was a substantial amount of business to be conducted which required Faculty expertise. It was not reasonable to expect representatives from other Faculties to undertake the work of the Business Faculty.
08/14
Chair’s Action REPORTED: that since the last meeting the Chair had acted on behalf of the Board as follows: (i) (ii)
08/15
to appoint membership for two research student appeal groups to appoint Professors Stuart Taberner and David Westhead to the University’s Bologna Group as representatives of the Graduate Board.
NATIONAL AND EUROPEAN ISSUES Bologna Issues RECEIVED: a report on Bologna matters (GB/08/04).
08/16
3 The Chair of the Bologna Group reported upon recent discussions, which had had positive outcomes for the portability of Masters and Integrated Masters degree in Europe and externally.
08/17
STRATEGIC ISSUES QAA Institutional Audit 2008 The Board considered an extract from the final report of the QAA following the Institutional Audit visit in March 2008 which included the summary of the recommendations contained in the Introduction and Section 6: Institutional arrangements for postgraduate research students (GB/08/05).
08/18
It was noted that the full report was available on the QAA website at: http://www.qaa.ac.uk/reviews/reports/instIndex.asp
08/19
The Board noted that the team of auditors from QAA had identified as “desirable” action, the enhancement “through greater provision of study space and facilitation of shared training across faculties, opportunities for research students to meet other postgraduate research students in their own and other disciplines”.
08/20
It was pointed out that the University SDDU Training Programmes for Research Students already facilitated shared training across Faculties and provided opportunities for research students to meet other postgraduate students in various disciplines. The University intended to continue this SDDU activity. Some statistics from SDDU might be included in the University response.
08/21
The Board agreed, however, that the issue of increased designated “Graduate Space” in the University needed to be kept on the Agenda for further discussion about the appropriate and most effective way of taking the matter forward.
08/22
PGR Project Progress Report (GB/08/06) Professor Marjorie Wilson outlined activity undertaken so far under the PGR Review Project. It was intended that the Group of DOGES (Directors of Graduate Schools) would become a “strategic arm” of the Graduate Board investigating and bringing forward recommendations for discussion. Clear reporting mechanisms and roles and responsibilities would be developed. The Board welcomed these initiatives and attention was drawn to the desirability of a “Champion” being appointed for PGR activity, who would represent the area on main University Committees.
08/23
In discussion with the relevant sections of the University, work was underway to improve the University Postgraduate Prospectus, with Faculty specific booklets being developed for future years. Front-end web pages for potential PGR students were now being developed by a design company. Issues relating to postgraduate research studentship funding was proving to be particularly challenging, especially given the recent cut backs in international student funding announced by the Government and reduced numbers of studentships for UK/EU students available from Research Councils. Work to identify additional sources of funding was continuing.
08/24
A strategy paper was being drafted for approval by PVC Professor Atack and the necessary committees. Further information would be made available as soon as possible.
08/25
4 Student Academic Experience Review REPORTED: that the Student Academic Experience Reviews for the following Schools are planned for session 2008/09:
08/26
Semester 1: Mechanical Engineering (3 and 4 November 2008) and Modern Languages and Cultures (4 and 5 December 2008) Semester 2: Biological Sciences, Food Science, Healthcare, LUBS, Physics and Astronomy Postgraduate Funding Models RECEIVED: information about funding for student ftes for 2008/09 under the Resource Centre Model (GB/08/07).
08/27
Members were asked to make the information available to relevant staff. It was noted that where students had already undertaken a Master’s degree HEFCE funding was no longer available for those registered for a Master’s qualification.
08/28
MATTERS FOR REPORT FROM OTHER BOARDS/GROUPS Learning and Teaching Board RECEIVED: the Minutes of the meetings of the Learning and Teaching Board held on 19 June and 24 September (unconfirmed) (GB/08/08 (a) – (b))
08/29
It was noted that the Learning and Teaching Board had discussed the new Home Office requirements for monitoring attendance and had agreed that any University arrangements for monitoring attendance would apply to all students. The Board recognised, however, that the arrangements for research students would have to be different in some matters of detail.
08/30
Research Board RECEIVED: the unconfirmed Minutes of the meetings of the Research Board held on 16 June, 14 July and 8 September 2008 (unconfirmed) (GB/08/09 (a) – (c))
08/31
RESEARCH POSTGRADUATES Report from the Education Officer/Postgraduate Assembly (PGA) It was noted that there would be a report from the Education Officer and Postgraduate Assembly at the next meeting. The Postgraduate Assembly was currently carrying out a review of the use by Faculties of PDPs and of their effectiveness. The Board agreed that recent PRES information be made available to the PGA to assist with their investigations.
08/32
Report on the Research Ethics Training and Development Programme: October 2007- August 2008 RECEIVED: a report on the Research Ethics Training and Development Programme (October 2007 – August 2008) (GB/08/10)
08/33
Ms Alice Temple, Research Ethics Training and Development Officer, reported on the work of the University Research Ethics Committee (UREC) and the work undertaken during 2007-2008 with Biological Sciences, MAPS and Engineering. During 2008-2009 specific activity would be conducted within Arts/PVAC and
08/34
5 ESSL/LUBS with ESSL being identified as a priority because of the volume of work involving human subjects. The schedule of courses for 2008-2009 was made available. The Board asked to receive annual updates on progress.
08/35
Postgraduate Research Tutors Forum 2008 RECEIVED: a report from the Postgraduate Research Tutors Forum held on 01 July 2008 (GB/08/11)
08/36
Professor Marjorie B Wilson and Dr Mullis had both been speakers at the Postgraduate Research Tutors’ Forum.
08/37
Issues had been raised about work load models for Postgraduate Research Tutors and also about appropriate recognition of the role played by supervisors. The Board agreed that these issues required consideration and considered that it was desirable to create a Statement of Policy indicating minimum University standards. Professor Marjorie Wilson was asked to add these issues to those already under consideration in the PGR Review Project so that representation might be made to relevant University bodies.
08/38
The Board noted that the Research Board was currently discussing possible job descriptions for Research Directors and that some Faculties were already working on job descriptions for those holding responsibilities for postgraduate research students. The involvement of the Directors of Faculty Graduate Schools in Faculty Executive meetings had already been recommended by the Student Academic Experience Review in one School. It was noted that in some other Faculties, the Director of the Faculty Graduate School was already a member of the Faculty Executive.
08/39
The session led by Professor Wilson had addressed issues of understanding the benefits of PGR students to the research agenda of the University, as well as the full economic costs. Discussion had taken place about issues of recruitment and marketing.
08/40
The Board noted that Dr Judith Lamie had recently been appointed as International Director. It asked that she be invited to speak at the next meeting of the Board.
08/41
University English Language Entry Requirements and the Provision of English Language Support for Postgraduate Research Students RECEIVED: a report on the University’s English Language Entry Requirements and the Provision of English Language Support for Postgraduate Research Students (GB/08/12)
08/42
Mr Don Dunmore, Director of Language Learning and Support in the Language Centre, attended the meeting for discussion of this agenda item.
08/43
The University currently requires all new research students whose first language is not English to undertake a University English Language Test (UELT) in order to identify those who, despite meeting the University’s minimum English Language requirement, need additional support. A UELT score below 60 usually indicates that a student is likely to have difficulties in meeting the linguistic demands of the course without extra language study.
08/44
6 The data for five cohorts (2003/3 to 2006/07) (the last five complete cohorts) of students were examined by the Language Centre and by Research Student Administration. Those who had undertaken IELTS or TOEFL examinations had their results matched with their results in the UELT after admission.
08/45
The study had revealed some significant information, which included:
08/46
•
only 60% of students entering on the basis of IELTS/TOEFL results actually sat the UELT
•
16.5% of Research Students (with IELT/TOEFL scores) scored under 60 (25.4% of all Research Students taking the UELT scored under 60)
•
of students entering the University with an IELTS score of 6.5 or above (or TOEFL equivalent) 98.7% of the students who took the UELT scored 60 or above.
The Board discussed the possibility of permitting students with IELTS scores of 6.5 or above to be exempt from taking the UELT. On the advice of Mr Dunmore members decided not to proceed on this basis. The grounds were that the current University policy was easily understood, that some students with a score of 6.5 in IELTS might have areas of weakness that required support and this needed to be identified and, finally, that the UELT was an opportunity to confirm the integrity of scores achieved and to identify fraudulent results.
08/47
The Board noted that in recent years the UELT had been promoted in a positive light directly to research students by including information sheets in registration packs for new intakes. This had resulted in an increase in numbers of students taking UELT.
08/48
It was agreed:
08/49
i.
the general English language (EL) requirement for Research Degree study remain at 6.0 on IELTS or equivalent, but the advantages of the University’s in-house Language Centre facilities be maximised in order to enhance academic standards;
ii.
all supervisors should be reminded of University requirements relating to the UELT test and of the English language support and advice that is available for Research Students;
iii.
that more active methods of monitoring take up of UELT be investigated, so that Faculties/Schools may be notified of non-attendance within the first 3 months of a research degree candidature;
iv.
that more information be provided to Schools about the notification of UELT results by the Language Centre;
v.
that Faculties/Schools be asked to set up mechanisms to ensure that all relevant students take the UELT test;
vi.
that Faculties/ Schools be asked to review and record information about UELT results in all formal reviews of progress for individual research students, including the formal “transfer” process.
7 Points Based System (GB/08/13) The Board was advised that full details of the arrangements had yet to emerge from the Home Office. There was a lot of detail yet to be finalised which could affect how the University responds to PBS. There are a number of working Groups co-ordinated by Vicky Hardman, Senior Project Manager, Strategy Project Group looking at the different areas of PBS requirements. It was anticipated that the Home Office would release more information at the end of October.
08/50
It was likely that the speed by which the University made offers to research degree 08/51 candidates and the information contained within the offer letter would become increasingly important. International students were likely to become locked into the first offer of a place they accepted. RSA were in the process of reviewing the acceptance letter issued to postgraduate research students but were awaiting more detailed information from the Home Office before completing the review. The Board agreed that, when more detail emerges, it would wish to consider the possibility of introducing a Code of Practice on Attendance for research students (or similar) to assist with the requirement to report students to the UK Border Agency for unauthorised non attendance. A copy of the Code of Practice on Attendance for Taught Students was circulated to the Board for information (GB/08/14).
08/52
It was recognised that the PBS was likely to involve the use of significant University resources.
08/53
Postgraduate Research Student Survey 2008 08/54 It was reported that the results of the national PRES 2008 survey would be presented to the Board at its next meeting. This would include details of the University’s overall results and results broken down by Faculty. It was anticipated that the national aggregate data, to be published by the HEA, would also be available. In addition, participation in the survey had provided the University with the opportunity to participate in a “bench marking” club with other Russell Group Universities. Aggregate data from the 11 other Russell Group Universities who had participated in PRES 2008 would also be available in the December report to the Board. In the meantime Faculties/Schools were advised that the raw data from the survey was available upon request from Heather Sears.
08/55
E-Theses Update (GB/08/15) Ms Rachel Proudfoot, Edward Boyle Library, attended the meeting to report upon the work being undertaken at Leeds towards the development of electronic theses.
08/56
The British Library’s new thesis supply service (EThOS – Electronic Theses Online Service) was scheduled for imminent release. In order to “kick start” the EThOS service, JISC had paid for the digitisation of 12,000 theses that had been submitted in paper form in the past. These were the most heavily used doctoral theses – 124 of these are University of Leeds theses. Schools/Departments at Leeds had been asked to give permission for theses to be digitised and, where this has been given, these were released for digitisation. For the time being, theses will continue to be held in paper copy in the library, regardless of whether there is a digital copy of the work. Candidates will still have the option of embargoing theses for a period of time or indefinitely.
08/57
8 Processes and paperwork for a pilot at Leeds (in Geography) for the submission of “new” electronic theses have been prepared and, once some guidance notes on copyright issues have been prepared, individual students will be invited to participate in the pilot.
08/58
Steps have already been taken to raise awareness of the introduction of etheses, which includes information being provided within SDDU training courses for staff and students.
08/59
It was anticipated that the new processes at Leeds would be rolled out in 2009/10, on a voluntary basis, to all students.
08/60
There was a general discussion about the issues involved, which included copyright, opportunities for subsequent publication and the use of meta data for searches. In particular, some support was expressed for the use of ISBN references for all electronic theses.
08/61
Further reports will be made at later meetings of the Board.
08/62
On-Line Registration – Research Degree Candidates The Board was advised that on-line registration was now expected to be in place for research degree students registering from March 2009.
08/63
Student Complaints Procedure (2007/08) RECEIVED: an overview of those student complaints received centrally by the University Secretariat during 2007/08 and dealt with under the Student Complaints Procedure (GB/08/16).
08/64
The Board noted that the paper related to complaints from all types of students and not just from research degree candidates.
08/65
Mr David Wardle, University Complaints Officer, attended the meeting for the discussion of this agenda item.
08/66
Of the 49 student complaints received by the Complaints Officer 7 were from Postgraduate Research Students (an increase on 3 received in 2006/07). The Complaints Officer explained that experience had shown that complaints from research students had a tendency to be more complicated than those from taught students and, as a result, took longer to resolve. The importance of record keeping by schools and supervisors was emphasised. The issue of record keeping had been one of the themes of the Postgraduate Research Tutors Forum held in July at which the University’s Legal Adviser had made a presentation on this issue.
08/67
Research Student Appeals RECEIVED: details of appeals submitted by research degree candidates following adverse academic decisions during session 2007/08 (GB/08/17).
08/68
The Board noted that two appeals had been submitted during session 2007/08, one at University level and the other at Faculty level. It further noted that since August 2008 four appeals had been submitted for consideration at University level.
08/69
The reports, arising from consideration of appeals at University level were copied in 08/70 full to the Graduate Board for information throughout the year. This allowed the Board to identify general issues requiring further consideration. Any issues raised, from appeals heard at Faculty level, of general concern to the University would also be drawn to the attention of the Board as and when final reports were received.
9 GENERAL SCHOLARSHIP MATTERS Overseas Research Student Awards Scheme (ORSAS) The Chair advised the Board that the University had been informed that ORSAS was unlikely to support new international research students from session 2009/10 onwards. Students currently supported by the scheme (including those commencing study in October 2008) would continue to receive ORSAS funding for the duration of their studies.
08/71
In order to maintain the University’s position in the market for high quality international research students in the short-term, the Chair of the Group on Scholarships, Studentships and Prizes had agreed that the Central Postgraduate Scholarship budget (using existing not new funding) could be revised to enable the University to offer 12 fully funded International PhD Research scholarships for session 2009/10. The central Postgraduate Scholarship budget could only support up to 12 scholarships commencing in 2009/10 (22 were offered in 2008/09 through ORSAS). The application process within the University had been simplified as it was generally agreed that the application process adopted by ORSAS had been complex.
08/72
The scholarships budget would be unable to provide funding for fully funded international PhD research scholarships at this level in future years. The situation for future years would have to be considered within the University. Discussions would be required.
08/73
Arts and Humanities Research Council Block Grant Partnership – bid for £5M of studentship funding over 5 years REPORTED that (i) the University bid for the AHRC Block Grant Partnership for Postgraduate Studentships (TP and RP) was submitted in August 2008;
08/74
(ii) AHRC would announce the outcome in February 2009. EPSRC DTA REPORTED: that EPSRC would, with effect from award announcements from 2008/09 onwards, require the University to adopt a strategic approach to the allocation of EPSRC Doctoral Training Grants (GB/08/18).
08/75
The Board recognised that key strategic decisions would need to be taken quickly under the direction of the Pro-Vice-Chancellor for Research and Chair of the Graduate Board, Professor Margaret Atack.
08/76
TRAINING AND SKILLS MATTERS Researcher Training and Career Development Steering Group (RTCDSG) RECEIVED: the minutes of the meeting of the RTCDSG held on 23 September 2008 (GB/08/19)
08/77
Professor Wedzicha, Chair of the RTCDSG, thanked the Services and Faculties for producing their annual reports and noted the outstanding record of achievement that underpinned them. One Faculty, however, had yet to submit its report.
08/78
One of the main issues facing the Group was the sustainability of provision given that the level of Roberts funding was decreasing. Roberts funding was assured until 2011 but for the future there was a need to develop a 'post Roberts' sustainability plan that could be presented to University management. A sub-group
08/79
10 had been established to consider the issue. There was an urgent need to start the debate to ensure the continuity of provision. GROUPS AND COMMITTEES OF THE BOARD Faculty Graduate School Committees RECEIVED: the Minutes from meetings of FGSCs (GB/08/20 (a) – (h)) as follows: (a) (b) (c) (d) (e) (f) (g) (h)
08/80
MAPS (02/06/08) Environment (04/06/08) PVAC (11/06/08) Biological Sciences (30/09/08) Engineering (02/10/08) Arts (06/10/08) Medicine and Health (07/10/08) ESSL (08/10/08)
The Chair of the Engineering Faculty Graduate School referred to some issues that had been raised within the Graduate School Committee about the University processes and policy for the admission of research students. He was invited to prepare a paper for consideration by the Graduate Board at a later meeting.
08/81
Examinations Group (unreserved business) RECEIVED: Part 1 of the Minutes of the meetings held on 9 June and 8 September 2008 (GB/08/21 (a) and (b).
08/82
Members were reminded that a report arising from the meeting of the Examinations Group on 9 June was presented to the Board’s meeting on 16 June 2008.
08/83
The Board noted:
08/84
(i)
(ii)
that some changes had been made to the criteria for the appointment of External Examiners to allow greater flexibility for the appointment of Examiners from outside the UK; that the Group had identified some outstanding performances by candidates in the PhD examination and had sent letters of congratulations to Schools. It had suggested that Faculty Graduate School Committees might wish to consider the establishment of prizes for outstanding research degree submissions.
Documentation Circulated for Information The following documents had been circulated for information: (A) Report of the Senior Research Ethics Administrator to the University Research Ethics Committee (13 October 2008) (GB/08/24) (B) A communication from the Pro-Vice-Chancellor for Learning and Teaching alerting members of staff to the University requirements surrounding any agreements with other bodies that involve the delivery of accreditation of programmes of study (GB/08/25) (C) RCUK Consultation on a Code of Conduct and Policy on the Governance of Good Research Conduct circulated earlier by e-mail. Those comments already received will be forwarded to Secretariat who has prepared the University response for consideration by VCEG. (D) Report on UKCGE summer conference.
08/85
11 Rolling Agenda 08/86
RECEIVED: a draft Rolling Agenda for 2008/09 (GB/08/22). RESERVED BUSINESS Examinations Group (Reserved Business)
08/87
RECEIVED: Part II of the Minutes of the meetings held on 9 June and 8 September 2008 (GB/08/23 (a) and (b) (R).
JYF/ST Ext 35778 18/11/08
Min Ref
Required Action
Name
Date
08/12
Those FGSC, who have not already done so, are asked to give consideration to best practice in the management and training of postgraduates engaged in teaching and to provide a short report to the Graduate Board Appointment of Faculty representatives to the Groups of the Graduate Board (Exams Group and PSAG) Members to make information on the funding for student ftes 2008/09 under the Resource Centre Model available to relevant staff (Paper GB/08/07) Invite Judith Lamie, International Director to the next Graduate Board meeting. FGSC invited by the Examinations Group to consider establishing prizes for outstanding research degree submissions
FGSCs
12/12/08
Academic Director of FGSC – Business
Immediately
All members
Immediately
RSA
Immediately
FGSCs
12/12/08
08/13
08/28
08/41 08/84(ii)
