Faculty of Engineering

Postgraduate Research Students Handbook

2011-2012
Introduction

Welcome to the University of Nottingham, and especially to the Faculty of

Engineering. The purpose of this Postgraduate Research Students handbook is to
introduce you to the Faculty and to some of the important information you will need
to undertake your research studies.

The handbook applies primarily to students on MPhil and PhD programmes.

Additional information will be provided for MSc by Research, MRes and EngD
programmes.

Working for a research degree is very different to an undergraduate or postgraduate

taught course. You will develop a close liaison with your main supervisor and
members of your Research Group but often you will be working independently
without the close supervision of technical or academic staff.

The handbook contains important information about the support and monitoring
methods that are in place to help you, and includes the forms you will need to
complete as you progress. Procedures and downloadable forms are also on the
Faculty Postgraduate Research pages.

It is important to us that any problems you may have during your studies are dealt
with at the earliest opportunity so this handbook also tells you where to go for help.

Our Postgraduate Research (PGR) team in the Faculty Research Office is also here
to answer any enquiries. The office is in B35, first floor, Coates Building above the
coffee bar. Opening hours are Monday Friday 9am to 4.45pm.

We hope that you will enjoy your studies and that your time with us is a great
success.

Faculty PGR handbook 2011-12 2

Professor Andrew Long
Dean of the Faculty of Engineering

Contents

Page

1. Useful contacts 4

2. Registration 7

- Student Administration
- Faculty Research Office
- Supervisor
- User ID, fees, medical treatment, library

3. University facilities 9

4. Research facilities 10

5. Studying and monitoring progress 13

- Supervision meetings
- Research Training
- Student support
-

6. Annual Reporting 19
- 1st & 2nd and Year assessment and examination
- Writing up

7. Thesis submission and examination 23

8. Appendices 26
Faculty Ethics Approval Guidelines and Form
Faculty Annual Review Form

Faculty PGR handbook 2011-12 3

1 Useful contacts and information

We appreciate that on first arrival, it is not easy to find your way around or to know how to
contact various key people. If you are not sure where to go, ask the Postgraduate Research
(PGR) team in the Faculty Research Office, B35 Coates building.

Your first point of contact is your main supervisor. You will then be introduced to your
Research Group, which is part of a Research Division in the Faculty.
Office and laboratory facilities are located across the Departments in the Faculty.

So for example if you are embarking on a PhD in Manufacturing Engineering you will be in
the Advanced Manufacturing Technology Research Group within the Manufacturing Division
and your facilities will be in the Department of Mechanical, Materials and Manufacturing
Engineering (M3).

The Head of Research Division has overall responsibility for research activities in your
Division. You should go to the Head of your Division (rather than Head of Department) for all
issues which require School or Department approval.

A Faculty map showing the laboratories is included in the PGR welcome pack.

Dean of the Faculty of Engineering Prof Andrew Long

Associate Deans
External Relations & Internationalisation Prof Tim Heath
Infrastructure & IS Prof Terry Moore
Research Prof Sam Kingman
Teaching and Learning Prof Phil Shipway

Heads of Research Divisions

Architecture and Urbanism Prof Brian Ford
Electrical Systems and Optics Prof Mark Johnson
Energy and Sustainability Prof Mercedes Maroto-Valer
Infrastructure and Geomatics To be confirmed
Manufacturing Prof Svetan Ratchev
Materials, Mechanics and Structures Prof Nick Warrior
Process and Environmental Prof Ed Lester

Heads of Research Groups

Architecture & Urbanism
Architectural Tectonics Prof Michael Stacey
Architectural Humanities Dr Jonathan Hale
Environmental Design Dr Lucelia Rodrigues
Urban Design Dr Katharina Borsi

Electrical Systems & Optics Division

Applied Optics Prof Mike Somekh
George Green Institute for Electromagnetics Research Prof Trevor Benson
Power Electronics, Machines and Control Prof Jon Clare
Photonic & Radio Frequency Engineering Prof Eric Larkins

Energy & Sustainability Division

Advanced Materials Prof Paul Brown
Thermo & Fluid Mechanics Prof Paul Shayler
Fuel, Energy and CO2 Mitigation Prof Colin Snape
Building Services Prof Yuying Yan
Sustainable Technologies Prof Saffa Riffat

Infrastructure & Geomatics Division

Nottingham Geospatial Institute Prof Terry Moore
Faculty PGR handbook 2011-12 4
Nottingham Transport Engineering Centre Prof Gordon Airey
Coastal Dynamics & Engineering Prof Nick Dodd

Manufacturing Division
Advanced Manufacturing Technology Prof Svetan Ratchev
Human Factors Dr Sarah Sharples

Materials, Mechanics & Structures Division

Nottingham Centre for Geomechanics Prof Hai-Sui Yu
Centre for Structural Engineering and Construction Prof Carlo Sansour
Advanced Materials Prof Paul Brown
Bioengineering Prof David Grant/
Dr Donal McNally
Polymer Composites Prof Nick Warrior
Structural Integrity and Dynamics Prof Adib Becker

Process & Environmental Division

Bio-Processing Prof Gill Stephens
Fluid and Particle Process Dr Ian Lowndes
Industrial Microwave Processing Prof Sam Kingman

Faculty PGR Student Advisors

Architecture & Urbanism Dr Benson Lau
Electrical Systems & Optics Dr Dave Thomas
Energy & Sustainability Prof Gavin Walker
Infrastructure & Geomatics Prof Gordon Airey
(University Park)
Dr Richard Bingley (Jubilee)
Manufacturing Dr Gary Burnett
Materials, Mechanics & Structures Dr Matthew Hall
Process & Environmental Dr Ian Lowndes

Faculty Research Office PGR team

Janet Walters (team leader)

Laura Sun (supervisor) Electrical Systems & Optics

Division
e: laura.sun@nottingham.ac.uk Architecture & Urbanism
t:0115 95 15557 Division

Donna Astill Energy & Sustainability

e:donna.astill@nottingham.ac.uk Division
t: 0115 95 15561 Infrastructure & Geomatics
Division
Process & Environmental
Division

Matt Neville Manufacturing Division

e: matthew.neville@nottingham.ac.uk Materials, Mechanics &
t:0115 82 32500 Structures Division

Faculty PGR handbook 2011-12 5

Useful internet addresses within the University

The University Website: www.nottingham.ac.uk

The University Student Portal: https://my.nottingham.ac.uk
The Engineering Graduate Centre: www.egc.nottingham.ac.uk
Faculty of Engineering website:
www.nottingham.ac.uk/engineering/index.aspx
The University Graduate School: www.nottingham.ac.uk/graduateschool
List of training courses for PGR students:
www.nottingham.ac.uk/graduateschool/traininganddevelopment/index.aspx
The University International Office: www.nottingham.ac.uk/internationaloffice
The University Quality Manual:
www.nottingham.ac.uk/academicservices/qualitymanual/aboutthequalitymanual.aspx
Centre for Career Development: www.nottingham.ac.uk/careers
Research Students and Supervisors - A Guide:
www.nottingham.ac.uk/academicservices/qualitymanual/researchdegreeprogrammes
/supervisionindex.aspx
The University Safety Handbook:
www.nottingham.ac.uk/safety/safetyhandbook.htm
Nottingham Pathways study advice for new students:
www.nottingham.ac.uk/pathways
Nottingham life: www.nottingham.ac.uk/Studywithus/NottinghamLife
Postgraduate social life pgstudy.nottingham.ac.uk/university-life/social-life.aspx

University dates

Autumn Term: Monday 26 September 2011 - Friday 16 December 2011

Spring Term: Monday 16 January 2012 - Friday 30 March 2012

Summer Term: Monday 30 April 2012 - Friday 22 June 2012

Public Holidays
PH = Public and Bank Holidays UH = University Holidays C = Closure of Buildings

Christmas 2011 Easter 2012

Friday 23 December UH Friday 6 April 2012 PH
Saturday 24 December 2011 C Saturday 7 April 2012 C
Sunday 8 April 2012 C
Sunday 25 December 2011 C
Monday 9 April 2012 PH
Monday 26 December 2011 PH Tuesday 10 April 2012 UH
Tuesday 27 December 2011 PH Early Spring 2012
Wednesday 28 December 2011 UH Monday 7 May 2012 PH
Thursday 29 December 2011 UH Late Spring 2012/Diamond Jubilee
Friday 30 December 2011 UH Monday 4 June 2012 PH
Saturday 31 December 2011 C Tuesday 5 June 2012 PH
Late Summer 2012
Sunday 1 January 2012 C
Saturday 25 August 2012 C
Monday 2 January 2012 PH Sunday 26 August 2012 C
Monday 27 August 2012 PH

Faculty PGR handbook 2011-12 6

2 Registration

You must register within two weeks of your arrival in Nottingham with both the University
and the Engineering Faculty Research Office.

Student Services Centre

If you are joining the Faculty at the start of the academic year in September you will register
on-line and in the University Sports Centre.
If you are joining the Faculty at any other time of the year, you should register online and at
the University Student Services Centre, B Floor of the Portland Building. You need to register
online before you can register in person.

Registration details can also be found at:

www.nottingham.ac.uk/Academicservices/CurrentStudents/Registration/Registration.aspx

You may be asked for your visa and funding information when you first register with the
University of Nottingham at the Student Services Centre, so it is best to take these with
you. After this, all forms received from the University should be completed and
submitted to the Faculty Research Office. The original forms will then be sent to the
Student Services Centre and copies placed in our Faculty research student record file.

Once you have registered with the University as a new PGR student, in future at the start of
each new academic year(usually after 1st August)you will register on-line as a returning
student. Reminders will be sent. Please ensure that you register each year as failure to
register will disable your IT and library access. Please make sure that you provide up to
date details you may have changed your name, address, email, telephone number.

The Engineering Faculty Research Office

After University Registration you must register with the Faculty Research Office, Room
B35 in Coates Building, where you will complete the Faculty Postgraduate Student
Registration Form.

If you receive maintenance payments from the University, you will also need to complete a
Bank Details form.

Main Supervisor
You must have a main supervisor and an additional supervisor. You should arrange to meet
your main supervisor within the first week following your arrival. The general outline of
your research topic must be agreed so that you can complete the following forms with your
supervisors assistance within two weeks of your arrival:

Postgraduate Supervision Arrangements Form

Postgraduate Student Research Project Outline Form
These forms are on the Faculty PGR intranet.

An internal assessor for your annual reviews will be chosen by the Faculty Research Office
PGR team in consultation with your first supervisor. The internal assessor should be named
in the supervision arrangement form.

Please note that it is the responsibility of the student to submit all completed official
Faculty and University forms relating to your postgraduate study to the Faculty Research
Office. On no account should these forms be returned your supervisor or to any other
location.

The master copies of these forms are kept as part of your individual student record file held
by the Faculty Research Office to comply with University Regulations. They form part of the
University Quality Assurance system, and will be monitored by the Research Office and the
Associate Dean for Research to ensure that Faculty and University Regulations and
procedures are complied with.

Faculty PGR handbook 2011-12 7

University Card
Details about how to get your University Card can be found in the PGR Welcome Pack
booklet. This card serves as your University identity card, your library card, and entry key
to some of the University buildings and secure cycle compounds. Keep it safe and do not
disclose your associated security PIN to anyone else. If your card is lost you may request a
replacement, please also report any lost or stolen cards to the Security Office. A
replacement card costs 15.00.

If you experience any problems contact the Security Office behind the Hallward Library. Tel
0115 95 15759 www.nottingham.ac.uk/universitycard

User ID
A University IT account will be automatically issued to you as part of the online registration
process. If you have a problem logging on please go to the Information Services website:
www.nottingham.ac.uk/is

Fees
Information about current fees can be found at www.nottingham.ac.uk/fees
You can check your fee account and pay on line via the Portal. See
https://my.nottingham.ac.uk

For advice and information about payment of fees please contact the University Finance
department. Details at www.nottingham.ac.uk/finance

Please note that non-payment of fees will result in suspension of your studies and
supervision, and withdrawal of library and IT access.

Medical Treatment
You need to register with a doctor to receive medical treatment. You can register with a local
GP (General Practitioner) Medical Practice or with the Cripps Health Centre on the University
Campus. Dental treatment is provided at the Cripps Dental Centre attached to the Cripps
Health Centre. Further information about registering at the Health Centre and the Dental
Practice can be found in the PGR Welcome Pack booklet. Further information at:
www.unhs.co.uk

Emergency treatment can be obtained at the Queens Medical Centre A & E Department
across the road from the Engineering Faculty or at the NHS Direct Walk in Centre at
Seaton House, London Road, Nottingham. NHS Direct on
http://www.nhsdirect.nhs.uk/also operates a 24 hour helpline on 0845 4647. This
service may be withdrawn in future.

George Green Library of Science and Engineering

Information about the George Green library and library registration is in the PGR Welcome
Pack booklet.

If you need documents that are not held in the Universitys libraries and have to request
them from other libraries there will be a charge to pay. You are entitled to free Inter-
Library Loan vouchers which can be obtained from the Faculty Research Office after you
have filled out a Loan voucher form signed by your supervisor and yourself. The Faculty
Research Office will monitor the number you take.

Faculty PGR handbook 2011-12 8

3 Other University Facilities

Graduate School
Induction
The University Graduate School has a programme of events to welcome and induct new
postgraduate students please see the notices in your welcome pack or the Graduate
School website at: www.nottingham.ac.uk/graduateschool.

The Graduate School also operates a programme of training events for research students
which is an integral part of the Engineering Facultys Training Programme (see our Training
booklet).

The Engineering and Science Graduate Centre

The Engineering and Science Graduate Centre (ESGC) is a facility for all Engineering and
Science postgraduate students. Its an excellent way when you first arrive to meet people
and start getting involved in graduate life. The Centre runs regular events which include
careers talks and social activities. It is also the location of many of the Engineering Faculty
and Graduate School Research Training Programmes for research students. Facilities include
a social area where many students gather for lunch, a meeting room equipped with
computer and projection facilities and a library of careers literature.

The ESGC is located in the Engineering and Science Teaching and Learning Building. For
more details on what goes on and how to get involved, visit www.nottingham.ac.uk/esgc

Student Support Services

The University has a range of services for students for example, students with disabilities
or financial or academic difficulties please see the following websites:

www.nottingham.ac.uk/studentservices

www.nottingham.ac.uk/studentservices/financialsupport

www.nottingham.ac.uk/studentservices/supportforyourstudies/academicsupport/index.aspx

www.nottingham.ac.uk/studentservices/supportforyourstudies/disabilitysupport/index.aspx

www.nottingham.ac.uk/counselling

www.nottingham.ac.uk/child-care

The Centre for English Language Education

CELE provides term time classes for all International students in the university, free of
charge, to help with improving English language and study skills and also understanding
British academic expectations.
Further information on
www.nottingham.ac.uk/cele/prospective/insessional/celeinsessional.aspx

Faculty PGR handbook 2011-12 9

4 Research Facilities

Health and Safety

When you have registered with the University and the Faculty you need to have a safety
induction with the relevant Faculty Safety Officer/Technical Manager:

Gordon Hardy, Technical Manager, Civil Engineering Dept, Coates Room B28 Tel 13911
Douglas Brown, Technical Manager, Chemical and Environmental Engineering Dept, Coates
Room A22 Tel 14169
Rod Dykeman, Safety Officer, Electrical and Electronic Engineering Dept, Tower Building, Tel
12059
Mike Sloman, Safety Officer, Mechanical, Materials and Manufacturing Engineering Dept, L2
Tel 15565
Jon Watson, Laboratory Manager, Architecture/Built Environment Architecture, Lenton Firs
House Tel 68444.

Each Department in the Faculty has a Safety booklet particularly relevant to the work
carried out in their laboratories which you will receive when you have your induction.

Emergency, first aid and fire

The Faculty has trained first aiders available during the working day. Their names are pinned
up in offices, laboratories and building notice boards.
To call assistance in the case of accident ring:

EXTENSION 8888 (internal)

0115 951 8888 (external)
Stating clearly the location (building and room number) and nature of any casualty.

Your Safety Officer will give you further details about emergency and fire precautions.

Offices
You will be allocated desk space in one of the Postgraduate Research Student offices. It is
the responsibility of your supervisor or laboratory manager to show you to your desk, make
sure you have access to a computer and show you round the laboratories where you will be
working.

Keys your Safety Officer/Technical Manager will direct you to the appropriate person who
will give you keys for your office and if necessary, for specific laboratory rooms and
buildings. Some buildings have entry via Smart cards.
Out of hours - refer to Safety Policy in your area.

Telephones are provided to receive incoming and outgoing calls within the University.
You must use your mobile phone or a public pay phone for personal calls. Personal calls
should normally be taken outside of shared offices to avoid disturbing other staff and
students.
Please note that mobile phones are NOT to be switched on in certain areas because of local
hazards, for example near solvents. These restrictions are for the health and safety of
everyone.

Car parking
Parking space is extremely limited and not generally available for PGR students. Please note
that the University operates a workplace levy for car parking spaces staff have to pay for
the parking permits displayed in their cars. If you do not have the relevant permit your car
will be clamped.
Information is available from the Security Office, rear of Hallward Library or at
www.nottingham.ac.uk/estates/security/carparking.aspx

Faculty PGR handbook 2011-12 10

Stationery and other purchases
Standard items of stationery can be obtained from the Faculty Finance Office in B85 Coates
Building. Non standard items of stationery can only be supplied with a completed requisition
form with a project code signed by your supervisor. Requisition forms can be obtained from
the Finance Office and they are also available on the Engineering Workspace.

Photocopying and binding

Photocopiers are available for use in your local work area. You may need a code to gain
access to the photocopier. Binders are available in Coates B41 (the Faculty mailroom).

Computing facilities
Dependent on the resources required or allocated to your research project, you will be given
personal access to a dedicated or shared PC or laptop.

The Faculty also has a number of networked PCs and peripherals available for postgraduate
use. Ask colleagues in your office where the nearest are located.

Some computers have specialist software protected by dongles which cannot be transferred
to other computers without the purchase of another licence. They may also be pre-booked
for teaching purposes. After you have discussed your requirements with your Supervisor
please contact the Engineering-IT team (Engineering-IT-Support@nottingham.ac.uk) before
you use these facilities.

The Universitys Cripps Computing Centre also has specialist software. Once you have your
University registration number, you can self register with the Centre.

Please note that the use of computers is logged and misuse of the facilities or inappropriate
use of the internet will result in disciplinary action. See Regulations on the use of University
computer facilities: www.nottingham.ac.uk/is/documents/about/regulations-
libraryandcomputerrooms2009.pdf

IT assistance
If you have a computer problem phone the Engineering Faculty IT helpline on 16677 or
email Engineering-IT-Support@nottingham.ac.uk

The Faculty IT office counter in Coates B1 is open for advice from 10.30-11.30am all year
with an additional session from 14.30-15.30 during term time.

Further details are available on http://workspace.nottingham.ac.uk/display/eng/IT+support

including details on the Universitys approved IT suppliers.

Communications
The University and the Faculty use University email addresses to communicate with
Postgraduate Research students. So please make sure that you have your University ID and
check your email regularly. External access to your email account is available at:
email.nottingham.ac.uk with your username and password.

Please note that the University email system should not be abused you should not send
large group emails, use it for personal use to advertise rooms, items of sale etc.

Faculty Research Office Notice Board

Seminars, events, training courses, PGR social activities etc will be advertised on our notice
board outside B35 and if appropriate information will be emailed to you.

Post
Mail is centralised in the Faculty post room Coates B41. You will need your University card to
swipe into this room. If you are in an office in the Coates building there are pigeonholes for
C2/4/8/9/10/11/12/21/32 and A37. If your office is in one of the research buildings (e.g.
NTEC, Wolfson, NGB, Tower, Built Environment) post will be collected and distributed in
these buildings.
Faculty PGR handbook 2011-12 11
Please note that this service is for work related mail only. Post should be marked
Postgraduate Student and addressed to your room number and building in the Faculty.
Personal mail from outside the University should be directed to your local residence.

Faculty Finance Office

If you need to order equipment, hire a car, book air or train tickets, or reserve hotel
accommodation relevant to your studies you need to go to the Faculty Finance Office in
Coates B85. They have all the forms and information you need. Whenever you order
anything you will need a project code to charge and your supervisors signature.

Demonstration and Casual work

Laboratory or tutorial demonstration work may be available. If you are interested you need
to undergo training before you can be accepted for paid work. Information is circulated via
email when available.

The University has a strict policy regarding paid work, within and outside of the University.
1. You must have the permission of your Supervisor
2. External work must not exceed an average of 6 hours per week over 12 months or
20 hours in any individual week.
3. You must also check the requirements/restrictions of any scholarship which you hold
and also any visa restrictions.
The Faculty must be assured that any paid work will not interfere with your programme of
study and that there is no conflict of interest.

Holidays and sick pay

Students receiving a stipend are entitled to paid sick leave after 3 months on the basis of 28
days at full rate and 28 days at half rate within any 12 month period. For longer periods of
illness a studentship can be placed in abeyance, during which no payments are made. A
medical certificate from a doctor has to be given to the Faculty Research Office to arrange
for payments to be modified.

You are allowed up to a maximum of 8 weeks holiday including public holidays and
University closure days to be agreed with your supervisor. All holidays and vacation should
take place at a time that will not impact on your availability to undertake or prepare for
assessment.
From 1 April 2010 All Research Council funded students are entitled to take 6 months of
maternity leave on full stipend and a further 6 months of unpaid maternity leave.
For other HR issues, including maternity leave, young dependants and disabled students
allowances please read the Guide to Terms and Conditions for the funding of postgraduate
research at the University of Nottingham website: www.nottingham.ac.uk/ris/local/funding-
systems-and-guidance/pgs/PGS8.pdf

Conference attendance/travel
The Faculty encourages PGR students to present papers at conferences and for publication in
scientific journals. This is immensely worthwhile for your career and will aid write up of your
thesis and impress your external examiner.

The Graduate School has a conference fund for PGR students and travel prizes for
conferences and visits. See:
www.nottingham.ac.uk/graduateschool/funding/currentresearchpostgraduates/travelprize.as
px
The Royal Academy of Engineering has an international travel grant scheme for staff and
postgraduate students who are UK citizens or permanent residents. The RAE will fund up to
half the cost of a conference and also support international visits.
See: www.raeng.org.uk/research/researcher/travelgrant/default.htm

Your supervisor or Head of Group/Division may also be able to contribute towards travel
expenses.

Faculty PGR handbook 2011-12 12

5 Studying and monitoring progress

No two people are likely to share the same experiences when working towards a PhD. It is
ultimately your responsibility to ensure that you settle into a work programme early on and
remain productive. The University and the Faculty has a comprehensive Quality Assurance
system to enable postgraduate students to progress their studies towards a successful
conclusion. It is essential that you take an active part in these progression procedures each
year.

The Quality Manual is at:

www.nottingham.ac.uk/academicservices/qualitymanual/aboutthequalitymanual.aspx

Sections that are particularly relevant to PGR students are at

www.nottingham.ac.uk/academicservices/qualitymanual/researchdegreeprogrammes/index.
aspx

It is the PGR students responsibility to:

Read relevant University and Faculty publications
Follow safety advice
Participate in planning and progress
Communicate with your supervisor
Participate in research training
Meet assessment deadlines and requirements
Complete on time.

Please note that University policy is under review so there may be changes in the Quality
Manual after this handbook has been published.

First steps
After you register with the Faculty Research Office and have discussions with your supervisor
you need to complete and return to the Faculty Research Office:

o The Faculty Postgraduate Supervision Arrangements Form

o The Faculty Postgraduate Student Research Project Outline Form

Induction programme
Your supervisor should ensure that you have an induction programme. You can read about
this in the Quality Manual:
www.nottingham.ac.uk/academicservices/qualitymanual/researchdegreeprogrammes/inducti
on-and-training.aspx

Research Plan
Your supervisor will also help you to plan your studies - define your research topic, identify
relevant research literature, specific tasks, experiments etc and also discuss any training
needs.

Faculty Progression
The Faculty aims to ensure that you have the support you need to successfully progress
each year. It is your responsibility to manage your time so that you are ready to submit
reports and attend reviews at each stage and discuss with your supervisors and the Faculty
Research Office if you have any problems. To help you with timekeeping there is a table
overleaf.

The Faculty holds a Progression Board at least twice a year to review PGR students
performance and formally approve progression to the next year. Typically the Board sits in
September for those who commence studies at the start of the academic year and in March
for non-standard starters.

Faculty PGR handbook 2011-12 13

Faculty PGR handbook 2011-12 14
Regular Research Meetings

It is part of the University Regulations for postgraduate students on research degree courses
to hold formal meetings with their main supervisor and record these using the Supervision
Record Form. The Faculty Research Office (FRO) provides a supervision form pad which has
3 carbon copies (one copy for you, one for the FRO and one for your supervisor).

Whilst these formal meetings must happen once a month, in Engineering you should expect
to see your supervisor(s) much more regularly than this. The main supervisor may delegate
the responsibility for holding some of these meetings to the additional supervisor who may
provide additional expertise and/or work closely in your research area.

It is the postgraduate research students responsibility to arrange meetings with the main
supervisor (or additional supervisor) and to ensure that at least one signed Supervision
Record form is returned each month to the Faculty Research Office within 7 days of
the relevant meeting. Please note that you are required to submit one form for each month
of the year, even if it contains such basic information as took 20 days holiday. It is
important that the forms are submitted regularly so that any problems arising can be
identified and addressed.

The Faculty PGR team will keep copies of the Supervisor Record forms and provide statistics
for the Faculty Research Committee and Student Administration. You will need to submit
copies of your completed Supervision Record forms at your annual review.

If there is a change to your supervisor(s) please go to the Faculty Research Office PGR team
to fill out a change of Supervision Arrangements form.

These recorded meetings are not intended to be the only contact with your supervisor(s).
PGR students, researchers and supervisors are encouraged to develop a working relationship
that allows for formal and informal meetings taking place on a regular basis.

Where students are based for all or part of their studies in another University (and especially
when that University is overseas e.g. Malaysia/Nottingham-Doctoral Programme Students)
an additional supervisor from the other University must be appointed. Video conferencing
facilities are available for meetings with staff or PGR students who are overseas. It is still
important to submit monthly reports which may be scanned and attached to an email, if the
student has access to a scanner. If not, at least every third report must be signed by the
student as well as the supervisor and sent by post. Similar considerations apply if one or
more of your supervisors is based at our overseas campuses in Malaysia or China.

Part time students who are unable to get to the University should still have regular contact
with their supervisors. If contact is by video conference, Skype, phone or email the
supervisor form should still be filled out and sent electronically to the appropriate member of
the PGR team in the Faculty Research Office.

Attendance Monitoring
It is important that supervision records are handed in regularly for attendance monitoring.
The Faculty Research Office has to submit records for every PGR student to Student
Administration.

If students face difficulty in attending progress meetings it is their responsibility to inform

their supervisor and the Faculty Research Office and provide a satisfactory explanation.
Please see
www.nottingham.ac.uk/academicservices/qualitymanual/studyregulations/attendanceproced
ures.aspx for further details on attendance regulations at the University.

Unauthorised absences are reported to Student Administration. If students are absent

without authorisation, to the point that it is not possible to continue with the course, Student
Administration will write to the student stating that they will be deemed to have withdrawn
from the University and their student record will be amended to show that they have

Faculty PGR handbook 2011-12 15

withdrawn. Where required the University will report non-attendance to appropriate
authorities including the UK Border Agency.

Research Notes
You are encouraged to record the progress of your research studies in a Postgraduate
Student Research Journal. This should be kept as a diary that records the progress of your
research investigations, including prcis of background literature searches, laboratory
experiments, field experiments, computational or modelling exercises and research
supervision meetings, etc. These Research Journals are available from the Faculty Finance
Office and will form an important record of your research studies. The Journals must be
available at any time for inspection and review by your main supervisor,

Postgraduate Student Research Training

The Faculty has a responsibility to ensure that your personal and professional development
continues throughout your postgraduate training. You should work with your supervisor(s)
to select the relevant courses, workshops, seminars etc to help with your studies at the
appropriate time. These courses will not normally be assessed, but you will be asked to
state which courses you have attended and report on how they have contributed to your
overall training needs and development as a researcher.

All students will select training activities in accordance with the Faculty of Engineering
Postgraduate Research Training Programme. This Training Programme is in your welcome
pack and can also be accessed on-line.
It contains:
- A list of training available which includes core Graduate School courses and technical skills
training and which can be taken in tandem with your studies over the next three years.

- A skills audit report which you will complete and submit at the beginning of your first year
to identify training needs, and clearly state those areas in which you have already received
training or developed expertise. You will also submit an updated version of this report with
your first and second year viva documentation.

- Guidance for a short critical reflection report on training activities undertaken which will be
completed at the end of the year and discussed during your annual review.

Support

We hope that you will not have any problems while you are studying but if you need help or
have a grievance you should first talk to your supervisor(s). If this is unsatisfactory you can
then contact your PGR Student Adviser for impartial, confidential advice.

Each Division has a PGR Student Advisor. They are listed on page 5. Their role is
described at:
www.nottingham.ac.uk/academicservices/qualitymanual/researchdegreeprogrammes/respon
sibilities-of-the-postgraduate-student-adviser.aspx

They can help if you have a query about procedures relating to research study, are
concerned about your progress or the facilities available, or are having difficulties with your
supervisory relationship. If you are unable to resolve your problem you can contact the
Head of your Research Division. If, after discussion with all of the support networks
available, you still have an unresolved problem, you have the right to contact the Associate
Dean for Research.

Support for students who have a disability, dyslexia and/or a long-term medical
condition
The University is strongly committed to equality of opportunity in its provision for all
students and providing on-going support with accessible services to help students complete
their courses to their potential.

Faculty PGR handbook 2011-12 16

The Universitys Disability Equality Scheme and the Disability Action Plan for Students are
available at: www.nottingham.ac.uk/studentservices together with information on the range
of support and services available for students. It tells you about disclosure and
confidentiality, academic and disability support, queries regarding registration, assessments,
timetabling, access to specialist technologies, accommodation and transport.

For further information phone the Student Services Centre on (0115) 9513710
or email disability-support@nottingham.ac.uk
or dyslexia-support@nottingham.ac.uk
or visit the University of Nottingham ACCESS Centre (UNAC), in the Student Services
Centre,

Disability Liaison Officer (DLO)

The Faculty has a DLO, Dina Martin, in the Faculty Research Office, B35 Coates Building. She
can provide a point of reference and give advice about student disability issues and support.

Data Protection
All processing of personal data (which includes the obtaining and storage of data) must
comply with the terms of the Data Protection Act 1998. Normally researchers must ensure
that they have each persons explicit consent to obtain, hold and use personal information.
Data security arrangements must be sufficient to prevent unauthorised breaches of
confidentiality.

Plagiarism
You will be making use of other peoples research findings during your studies. However, you
must acknowledge where the information comes from, using proper references. It is an
academic offence to plagiarise - where someone copies another persons work and presents
it as their own. You must not copy portions of text, project work, experiments, figures,
designs, CAD drawings, computer programs, observations, specimen collecting etc from any
source without reference. This includes from the internet, other students work, books,
journals, articles etc.

The Quality Manual gives further details and the steps the University takes if plagiarism or
fabrication of results is suspected. See
www.nottingham.ac.uk/academicservices/qualitymanual/assessment/academicoffences.aspx

Referencing
The Faculty lays particular emphasis on high quality academic and research writing with fully
referenced work. A list of books used is a bibliography and not proper referencing. The
Faculty recommends using the Harvard system where references in the text are given by
indicating in brackets the author's surname and the year of publication, for example: (Smith,
1970). In the references section at the end this would be cited as follows:
HALE, J. (1998), "Cognitive Mapping: Rule or Model?", Journal of Renaissance and
Modern Studies, Vol 40, p.p. 83-96.

The IS References user guide gives details about referencing at

www.nottingham.ac.uk/StudentServices/Supportforyourstudies/AcademicSupport/StudyReso
urces/ReferencingandBibliographies.aspx

Intellectual Property Rights

When you register with the University you are given a copy of Research Students &
Supervisor: A Guide which includes information about the Universitys regulations for
postgraduate students. Included in this guide is a section about intellectual property rights
and commercial exploitation. These are also laid out in the Quality Manual.

You can also read more about this in the Universitys Research Innovation Services (RIS)
guidelines: www.nottingham.ac.uk/ris/local/ip-and-commercialisation/IP_guidelines.pdf

The Faculty has an IPR Working Group to promote the generation and exploitation of IPR
and ensure that all research-active people are alert to the possibility of taking good ideas
Faculty PGR handbook 2011-12 17
along the route to commercial exploitation. This group can assist with financial support for
patent costs. Each Research Division also has a Research & Business Development Manager
that assists with technology transfer.

You should, however, be aware of the sensitive nature of IPR and be careful what you
disclose. Publications at conference and in journals in particular can stop any possibility of
patent protection, and may also require prior approval from external sponsors. Discuss IPR
with your supervisor, who may bring in University expertise.

You should also consider commercial sensitivity and IPR protection when submitting your
thesis.

Ethics approval
When conducting any study or observation or collecting data about individuals, it is essential
that full consideration is given to ethical issues and that steps are taken to ensure
participant well-being throughout the study.

The University of Nottingham and Faculty of Engineering have an ethics procedure that
requires all staff and students to submit an application for ethical approval before conducting
any research study involving human participants. Members of the Ethics Committee read
through study proposals to check that the researcher has demonstrated that they have given
full consideration to ethical issues and that they have provided participants with appropriate
and sufficient information.

ANY member of staff or registered student of the University of Nottingham involved in

conducting any study or observation or collecting data about individuals MUST adhere to the
University Code of Research Conduct and Research Ethics. Those affiliated with the Faculty
of Engineering MUST ALSO comply with the Faculty ethical approval process before
commencing their study.
The approvals process is administered by the Faculty Research Ethics Committee and
managed by the Chair of the Ethics Committee and Faculty Research Ethics Officer. All
queries regarding the process should initially be sent to the Faculty Ethics Administrator
Richard Adams, Faculty Research Office, Coates B35.

Ethics approval guidelines are included in the Appendices.

You can also find further information on

http://workspace.nottingham.ac.uk/display/eng/Ethics+approval

The ethics form is on

http://workspace.nottingham.ac.uk/display/eng/Forms+and+documents

The Universitys code of conduct is on www.nottingham.ac.uk/ris/local/research-strategy-

and-policy/Code_of_Conduct(Version_3_January_2010).pdf

Faculty PGR handbook 2011-12 18

6 Annual Reporting

To ensure that you keep on track with your PhD studies, and in line with University
requirements, your progress will be formally reviewed each year.

The Faculty Progression Board

All PGR students are referred to the Faculty Progression Board which sits at least twice a
year - typically in September for mainly standard starters registering in September/October
and in March for mainly non standard starters.

Where PGR students do not engage with the Annual Review process for any reason (apart
from cases where there are Extenuating Circumstances) students can be deemed to have
failed. A resubmit opportunity will be offered. If the student does not engage at this
resubmit opportunity, and again in the absence of any claim for Extenuating Circumstances
being made, the student will be deemed to be unsatisfactory and a recommendation for
termination of study will be a possible outcome.

Extenuating Circumstances is explained at: .

www.nottingham.ac.uk/academicservices/qualitymanual/assessment/extenuatingcircumstan
ces.aspx A form is included.

Students can also ask for suspension of study.

See:www.nottingham.ac.uk/academicservices/qualitymanual/studyregulations/voluntarysusp
ensionofregistration.aspx

Please note that the above forms must be submitted at the time they are needed. They
cannot be submitted retrospectively if a student later needs more time to complete.

If students are unhappy with progress after discussions with supervisors, then they can ask
to see the appropriate Division Student Advisor (page 5).

If they feel they have grounds for appeal if they are recommended for termination or not
allowed to proceed to the degree for which they are registered, they should see:
www.nottingham.ac.uk/academicservices/qualitymanual/complaintsandappeals/academic-
appeals-policy-and-procedure.aspx

First Year Confirmation Review

During the first year of registration the status of full time PhD students is probationary so
they are subject to Confirmation Review by the end of that year. The University strongly
recommends that the reviews are held around the nine-month period to allow for any
remedial actions from the review to be completed within the year. The Engineering Faculty
has the following procedure:

The Faculty Research Office will email you after 6 months to remind you, your supervisors
and internal assessor that you are due to complete your First Year annual report 9 months
after your registration.

It is the PGR students responsibility to hand in the annual report on time to the Faculty
Research Office and arrange a time for the formal assessment meeting (Confirmation
review) with the internal assessor.

You and your supervisors must ensure that this review is successfully completed within 11
months of your registration date so that you can progress onto the PhD programme. Failure
to submit the annual report when requested and complete the review on time may
result in a failure to progress.

Faculty PGR handbook 2011-12 19

If you have any problems arranging the review please contact your PGR team member in the
Faculty Research Office who will help you to finalise arrangements.

In most cases, the only people present at the review meeting will be the internal assessor
and the student. However, if the internal assessor and student are both in agreement, the
supervisor(s) may also attend the review meeting in an observer only role. If required, the
supervisor will leave the room at the end of the review to allow for private discussion
between assessor and student.

Preparation of the First Year Annual Report

The annual report should be written in a technical report style with double line spacing and a
minimum font size of Verdana 10pt. As a general guideline it should be between 5,000 and
10,000 words in length or around 20 pages (not including references/appendices). Where
appropriate you may substitute parts of the report content with reference to your own
published paper(s) which should be attached as an appendix (you must have played a major
role in the research and writing the publication and be able to justify it to the internal
assessor).
Reports outside these limits will not normally be accepted and will be returned for rewriting.
Figures, tables and graphical results should be placed near the relevant description /
discussion and not at the end of the report.

Below is an example of how to set out the report, but you should discuss this with your
supervisor.

Abstract A summary of the technical content of the report.

Aim and objectives: A description of the (measurable) aims and objectives of the research
project.

Methodology: An outline of the proposed and executed methodology to date.

Background work: Previous work in the area - Literature review - a critical prcis of the
research findings of previous and current research workers in the field.
Reference correctly and consistently all known source reference
material.

Progress: Details of the preparations for, and an outline of, the research studies
that you have carried out to date. This could include:
Research Investigations (laboratory and field experiments, computer
and analytical modelling)
Research Visits (attendance at seminars, conferences, etc)
Training courses, computer courses, safety courses, tutorials or
laboratory support, etc.

Conclusions: Achievements to date (key results and intentions for publication, (if
any).
Future work: Research plan proposed for the next two years of study. You could
include a Gantt or bar chart detailing a schedule of the various
activities proposed.

All First Year students registered for the MPhil degree course need to
append a provisional Thesis Plan to the First Year Annual Report.

References: A presentation of the Source Reference Material.

Appendices: Principal experimental or field results, computer programs, etc.

Chapter outline of expected thesis (chapter headings with one or two
sentences of commentary for each).
Published paper(s) if appropriate.
Faculty PGR handbook 2011-12 20
Confirmation review meeting

You need to take to the review meeting:

Copies of a minimum of 10 supervision records
A 15 minute presentation to be delivered prior to or during the assessment if
requested by the internal assessor
Critical reflection report on training activities undertaken

The Internal Assessor will have a copy of your Annual Report and the Annual Review form.
The supervisor will write a report about your progress which will be available to both internal
assessor and yourself.

At the end of your meeting the internal assessor will go through the comments he/she has
made on the Annual Review form and agree with you any future actions required. The
internal assessor will then sign the assessors section and hand it to you. The possible
outcomes of the review are outlined on the review form.

You will then fill out and sign the PRG students comments section, either at the end of the
meeting with the internal assessor or immediately afterwards. You then take both sections of
the form (section A internal assessor and section B student) to your main supervisor who
then has the opportunity to amend his report (section C) in the light of assessor/student
comments.

It is the students responsibility to make sure that all three sections of the annual review
form are returned to the Faculty Research Office, Coates B35. The relevant member of the
PGR team will submit the completed form to the Head of your Research Division for
approval.

The team member will then inform you and your supervisors by email about the Head of
Divisions decision regarding your progression, inform the University Academic Services
Division and update your file. If your progress is not satisfactory or there are differences of
opinion about your progress the Head of Division may refer your case to the Faculty
Progression Board for discussion.

A copy of the annual review form is in the Appendices for your information.

Second Year Progression review

Full time PGR students are required by the University to undergo formal review of progress
in the second year of their studies.
The Faculty Research Office will email you after 18 months to remind you and your
supervisors that you are due to complete your Second Year annual report 21 months after
your registration.

Year 2 reports
Reports should be around 20 pages and not repeat background from the Year 1 report
(which should also be made available to your assessor on request).

Content should include:

Update on current research (include any new references since the Year 1 report)
Changes to aims and objectives (if any) giving reasons for changes and justify any
failed attempts/changes in direction.
Achievements since last report (key results, publication plans, list of any publications
to date)
Chapter outline of expected thesis (chapter headings commentary for each).
Expected further work to be done with a time plan (in 1 month periods to the end of
the project). This work plan must be discussed and agreed at the progression review
to ensure that all experiments and research work is completed by the end of Year 3.

Year 2 students can submit a journal paper that has been published or is ready for
submission to the internal assessor instead of an annual report if they can demonstrate
Faculty PGR handbook 2011-12 21
 that they have contributed a significant amount to the paper, have the support of their
supervisors and agreement from the internal assessor. In these circumstances a brief 1
2 page summary should be included that indicates how the paper fits with the overall
PhD project and a separate thesis contents list/chapter outline should also be submitted.

It is the PGR students responsibility to hand in the relevant documents on time to the
Faculty Research Office and arrange a time for the formal progression assessment meeting
with the internal assessor.

You and your supervisors must ensure that this review is successfully completed within 23
months of your registration date so that you can progress to Year 3.
Failure to submit the annual report documents when requested and complete the
review on time may result in a failure to progress.

The review meeting is like the Year 1 review. You must then hand in all three sections of the
completed Year 2 annual review form to the Faculty Research Office.

Third Year Thesis Review

Students are encouraged to have a review with their supervisors before the end of Year 3 to
ensure that they are progressing satisfactorily and there are no attendance issues.

A Year 3 thesis plan assessment form can be used to refine your work plan, agree with your
supervisors on how your material is to be set out in your thesis, set dates for producing
drafts and getting feedback, and also set a target submission date. You can continue to use
the supervision form to record these meetings.

All experiments and research work in laboratories and Faculty offices must be completed by
the end of Year 3. Facilities will be required for new students.
The University Quality Manual states that research students are expected to write up all or
much of their theses by the end of their registered period of study at the end of Year 3 .

Part-time students

Part-time students normally take up to 6 years to complete and are formally reviewed every
two years. So they take their First year review in their second year and their Second year
review in their fourth year. It is, however, recommended that they take the opportunity to
discuss progress with their supervisor at the end of each year.

Status updates

The Faculty Research Office must be informed about suspensions, withdrawals and
extensions to ensure that our records are up to date and Student Administration has been
informed. If you need advice about these topics go the Student Services Centre in the
Portland Building. The status of our PGR students is regularly reviewed by the Faculty
Research Operations Group.

It is also important to notify the Faculty Research office of any change in address
or email as we need these to communicate with you.

Writing up at the end of the Third Year

Writing up is something that you can actually be doing in the background throughout your
studies with the help of your monthly and annual reports.

You will receive a letter from the Student Administration with a Notice of Intention to Submit
Thesis form to fill out consultation with your supervisor by month 34 of your studies .
Student Administration will inform the Faculty Research Office when they receive the
completed form. The submission pack with guidelines is at
Faculty PGR handbook 2011-12 22
http://www.nottingham.ac.uk/academicservices/qualitymanual/researchdegreeprogrammes/
procedures-for-assessment.aspx

Extensions
You may only be granted an extension to your writing up (thesis pending) period if
significant extenuating circumstances exist. The procedure for applying for an
extension to the thesis pending period to the Academic Services Division and examples of
circumstances taken into consideration can be seen at
www.nottingham.ac.uk/academicservices/qualitymanual/researchdegreeprogrammes/the-
thesis-pending-period.aspx
Requests for extensions are only considered as a result of circumstances affecting the thesis
pending period and not the period of registered study.
You must apply no less than 3 months before the end of your thesis pending period. -
retrospective applications will not be considered.
Taking up employment would not normally warrant an extension.

Timescales: If you want to graduate at the July ceremonies you must give formal notice of
your intent to submit before 1 February and aim to submit your thesis for examination
before 1 April. The deadlines for the December graduation are 1 July (notification) and 1
September (submission). You can also graduate in absentia in the October and March Inter-
Ceremonies.

Faculty PGR handbook 2011-12 23

7 Submission and Examination

When you have completed your thesis and your supervisor has approved it, you need to
submit 2 softbound copies to the University Student Services Centre. It is the responsibility
of the internal examiner to arrange the date for your Viva Voce examination with you and
the external examiner.

Vivas are compulsory for PhD students and should take place within three months of
submission of the thesis. Permission may be given in exceptional circumstances for the viva
to be held outside the University or by video conference if appropriate. The examiners and
student must agree and the location must be suitable.

The purpose of the Viva is to ensure the quality and innovativeness of your research and
your thesis and to check the accuracy of your thesis and knowledge. The job of the
examiners will also be to check that none of your work is plagiarised. Typical viva questions
can be found on the Engineering Faculty portal. You can also look at other thesis
submissions in the George Green Library or on eTheses at http://etheses.nottingham.ac.uk

Both examiners will prepare an Independent Report (sent to examiners by the Academic
Services Division). After the viva a Joint Report will be completed with both examiners
findings. This is sent to the Head of Research Division who will sign the report in support of
their findings and return to the Student Services Centre.

The agreed result will be selected from the following options on the Joint Report form:

1. Award of PhD: - without conditions (ie as the Thesis stands)

- with correction of typographical errors1 within 1 month
- with minor amendments2 to be completed within 3 months
2. Referral, with
EITHER
a) resubmission of the thesis within 12 months for PhD:
- viva voce required
- viva voce not required
If re-submission for PhD recommended but the student is unable to re-submit (please
complete this section if a) is selected):
- MPhil to be awarded now
- MPhil to be awarded now with minor corrections to be completed within 3 months
OR
b) another viva voce examination although thesis is accepted
- without conditions
- with minor corrections to be completed within 3 months

3. Failure at PhD standard

No higher degree to be awarded at all. 3
__________________________________________________________________________

1
This option should be selected only in instances where the candidate is required to make
minor amendments to the text, e.g. typographical errors, which are so minor as to be
completed in one month. It is the responsibility of the Internal Examiner to verify that the
corrections have been made to his/her satisfaction.

2
Minor amendments are those not requiring external academic re-assessment, eg
extensive typographical errors, minor re-organisation of material, addition of supplementary
material to clarify the content of the thesis, or removal of extraneous text.
3
The University recommends that, other than in exceptional circumstances, Examiners
should not normally choose this option on a students first examination.

Faculty PGR handbook 2011-12 24

In the vast majority of cases, the result will be the award of a PhD with one month for
correction of typographical errors or three months for minor amendments. You then make
the necessary adjustments and show the final version to your internal examiner, who will
confirm to the Student Services Centre (usually by email) that the amendments are
complete and your thesis is ready for PhD award.

Once the amendments have been approved you should discuss with your supervisor whether
a restriction should be placed on your thesis for commercial or industrially sensitive reasons
(eg sponsor confidentiality agreement, patents, IPR etc).
Further information is available in the Quality Manual at:
www.nottingham.ac.uk/academicservices/qualitymanual/researchdegreeprogrammes/applica
tion-for-a-restriction-to-be-placed-on-a-thesis.aspx where you can also form to be
submitted with your thesis.

You then arrange hard-binding with a reputable binding company and submit to the Student
Services Centre:
2 hard-bound copies of your thesis
2 copies of a short abstract (not more than 300 words)
2 copies of the title page
Deposit and Loan Form

Following this submission you will be put on the list for graduation.

You can also submit a copy of your thesis in electronic format to Nottingham eTheses
Archive (and the UK equivalent EthOS) which provides a significant opportunity for better
dissemination. Log onto http://ethesis.nottingham.ac.uk and upload a PDF copy of your
thesis. You must however discuss this with your supervisor beforehand in case there are IPR
constraints or there is a possibility of an embargo on publication.

There are two graduation proceedings per year, in July and December the Student
Services Centre will send you details. You do not have to be at the ceremony, you can
graduate in absentia, but you still need to complete the forms or you will not receive your
certificate.

Faculty PGR handbook 2011-12 25