Research Student

Administration (RSA)

Split-Site PhD:
Individual applicants of very high
quality (Model C)

Information pack for use by

Faculties/Schools

JYF/KS/AH/SEH
June 2012

Split-Site PhD Model C - June 2012 (updated Sept 13) 1

Characteristics

1. General entry requirement: A relevant degree equivalent to a British Bachelor (Honours)

2:1 and a Masters degree. Exceptional cases, where applicants do not have a Masters
degree may be brought forward for special consideration by the Split-site Steering
Committee.

2. English language requirement: International students will normally be required to have

achieved at least 6.5 on IELTS (with no component below 6.0) or an equivalent English
language qualification. Some Schools may require higher levels of English language.

3. All applicants are required to submit a clearly planned research project at the
application stage. Schools will be expected to address any relevant ethics issues and to
undertake risk assessments where relevant.

4. Method of study: Candidates accepted under these arrangements are normally expected to
study on a part-time basis with some periods of full-time study in Leeds.
5. Duration of programme: 5 year standard period of study with a maximum time limit for
submission of the PhD thesis of 7 years.

6. Requirements for supervision: Supervisors are appointed at the University of Leeds and a
"local" advisor must also be appointed. The "local" advisor should normally be employed in a
HEI, Research Institute or Commercial or Industrial Organisation with a significant research
component or reputation and should be readily available for consultation. Other individuals
may be appropriate for appointment as “local advisor” and schools should put forward
information to support these cases. The “local advisor” should be familiar with the UK
system for the award of research degrees.

7. Role of the ‘local advisor’

The local advisor would normally be expected to be based in the institution/organisation
where the candidate will be conducting research in (or in an appropriate organisation close
by) and should be readily available for consultation.

The local advisor is NOT required to meet the University criteria as a supervisor and as such
is not responsible for providing the same level of advice and guidance as the appointed
Leeds supervisor(s). The appointed Leeds supervisor(s) is expected to provide supervisory
support in accordance with usual practice. i.e. conduct at least 5 formal supervisory meetings
a year, although these do not need to be face-to-face. However, whatever medium of
communication is used detailed minutes should be kept.

The candidate should not be disadvantaged by the split-site arrangements so it is important

that the local advisor can help the candidate access appropriate facilities and resources and
provide advice on ad hoc and day-to-day issues. An advisor is just that, an advisor not a
supervisor.

8. Visit by Supervisor(s): The Leeds supervisor(s) are normally expected to visit the
student at their place of part-time study at least once during the course of the
candidature and the costs of this visit should be included within the fee charged.

9. Attendance requirements: The candidate is normally required to be in full-time residence in

Leeds for at least 8 months over the course of the programme. At least 2 months must be
spent in Leeds in Year 1 so that appropriate training can take place (and to resolve any
relevant ethical approval processes, which may not have been dealt with at the admissions
stage. The student must also be present in Leeds during year 2 for assessment for transfer
to full PhD registration and then at a later stage for the examination of the thesis. Appropriate
research and generic training will also take place during the first twelve months. A training
plan should be agreed in the first month and training take place at the University of Leeds
Split-Site PhD Model C - June 2012 (updated Sept 13) 2
 during the course of the candidature. The candidate must also be present in Leeds for the
transfer assessment and then at a later stage for the examination of the thesis. This equally
applies to a second (or repeat) transfer assessment or viva, should one be needed.

10. Academic fees: The rates charged by the University are Year 1, 75% of the standard
University full-time fee, Years 2-5, 50% of the standard University full-time fee. Fees are
chargeable at either the UK/EU rate or the international rate, as appropriate to the relevant
fee status of the candidate.

Please note that Faculties/Schools may reduce the level of fees directly chargeable to
individual students, provided that the Faculty/School meets the residual University fees by
completing a Form 21 and returning it to the Accounts Receivable Office. If Faculties/Schools
require an additional bench fee to cover specific research expenses this should be clearly
indicated on the Recommendation Form (Annex A).

11. Resources: The applicant must have a statement of support from their employer (if in
employment) which provides evidence that relevant resources and facilities are in place for
the research. This information must be provided on the Form for Employers (Annex B). The
Steering Committee must be satisfied that the applicant has access to appropriate facilities
for the conduct of the research.

Once all the required information (set out above) is provided the application will be
considered by the University Steering Committee for Split-site PhD programmes. Please
ensure that the attached forms are fully completed and returned to Research Student
Administration together with the application form and other documents relating to the
applicant.

12. Progress monitoring during the candidature: The candidate is required to complete a
Progress Report at six month intervals during the standard period of study (i.e. at 6, 12, 18,
24, 30, 36, 42, 48 and 54 months). It is the normal expectation that the Transfer Assessment
will be completed by the end of Year 2.

Two types of progress reports are required (the expectation is that these will be uploaded
into the PDR system – instructions for administrators on how to set up split-site progress
reports in the PDR system are available from RSA):

i. 6 monthly progress reports from the candidate (i.e. at 6, 12, 18, 24, 30, 36, 42, 48 &
54 months).

These reports must be approved and signed off by the Supervisor. The reports must
be reviewed by the Postgraduate Research Tutor and then (if no particular issues
require investigation) be retained in the PDR system.

A template Progress Report Form is available on the RSA website – a sample is

enclosed as Annex A.

The Transfer Assessment should be completed by the end of Year 2 (24 months) and
the student’s transfer submission may be substituted instead of the 24 month
progress report.

A Progress Report is not usually required at the end of Year 5 (i.e. at 60 months), as
the normal expectation is that candidates will submit their theses by the end of Year
5. In the event that the candidate does not submit within 3.5 years, progress reports
will continue to be required at 6 monthly intervals until completion.

ii. 6 monthly progress reports from the supervisor (in the case of two or more
supervisors this report must come from all supervisors and be signed by all or
uploaded into the PDR system by one of the supervisors on behalf of all). The Six

Split-Site PhD Model C - June 2012 (updated Sept 13) 3

 Month Progress Report by Supervisor form is available on the RSA website from
www.leeds.ac.uk/rsa/forms/forms_induction.html – a sample is enclosed as Annex D.

Following completion and uploading into the PDR system this report will be
downloaded by RSA for consideration by the University Steering Committee for Split–
Site PhD Programmes.

13. Where a number of students are accepted under Split Site Model C from an academic
institution, the partners will be academic institutions which engage in research activity (see
Ordinance XIX article 9).

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Split-site PhD Model C: Fees (part-time)

The University fee level is “front-loaded” in Year 1.

Year 1: 75% of the standard University full-time fee

Years 2-5: 50% of the standard University full-time fee.

NB: Fees are chargeable at either the UK/EU rate or the international rate, as appropriate to the
relevant fee status of the candidate. Please bear in mind that the standard levels of academic fees
for UK/EU students normally increase each year to take account of inflation. However, the standard
fee levels for international students will remain the same throughout the candidature.

Split-Site PhD Model C - June 2012 (updated Sept 13) 5

 Annex A
Recommendation Form for a provisional PhD application under
Model C

To be completed for consideration by the Steering Committee .

This form must be completed by the Director of Faculty Graduate School for applicants
recommended for a Provisional PhD candidature under the Model C Split-site candidature.

Section 1. Information about the proposed candidature

1. 1 Applicant's Name:      

1.2 Qualifications (dates & awarding institutions):      

1.3 English Language Qualification (and Score):      

1.4 Description of Proposed Research Area:      

(please also include ethical issues that have been
considered and any relevant risk assessments that
have been carried out)
1.5 Name of Supervisor(s) in Leeds:      

1.6 Method of Supervision whilst not in Leeds:      

(eg email, telephone, skype, video conferencing)

1.7 Proposed dates of Full-time Study in Leeds:      

(Precise information must be provided – see
section 9 - Attendance Requirements)

1.8 Date of Commencement:      

1.9 Visit by Supervisor(s). When will the supervisor      

visit the student at their place of part-time study?

Section 2. Information about Fees

2.1 Will the standard University fee be charged?      

2.2 If the sum required is below the University rate      

(see section 8 re Academic Fees) please indicate
the sum required by the Faculty for Year 1 of the
candidature and for subsequent years.
Please note that a form 21 must be completed and
returned to Accounts Receivable indicating the
Account Number which is to be charged for the
residual fees.

2.3 If an additional bench fee is to be charged please      

indicate the fee and the specific research
expenses which are included in the bench fee.

Section 3. Details of the arrangements for part-time study carried out at a venue other than Leeds

3.1 Details of the Applicant's Employer and the post held by the applicant (if in employment):

Split-Site PhD Model C - June 2012 (updated Sept 13) 6

(a) Post held by applicant:      
(Please indicate if the applicant is not in employment)

(b) Employer's address:      

3.2 Where will research work be carried out:      

(for example place of work, local Research
library/Archives - please provide name and address
as well as details of the holdings of the Research
Library/Archives)

3.3 Proposed "Local Advisor". Please provide details and post held below, together with evidence of the
Advisor's familiarity with the UK system for the award of research degrees. (For example, evidence
could include examination experience of UK PhD or the proposed Advisor holding a UK PhD) The
Advisor should normally be employed in an HEI, Research or Commercial or Industrial organisation
with a significant research component or reputation. Other individuals may also be appropriate for
appointment as a “local advisor” and Schools are asked to provide information below to support the
case for appointment. Is the proposed “Advisor” willing, in principle, to act in this capacity?
     

3.4 Statement of Support from Applicant's Employer, if in employment (please arrange for completion
of the appropriate form).

A statement of support from the Applicant's Employer (where relevant) must be attached
indicating the resources and facilities that will be made available for the conduct of the
research.

Section 4. Checklist of required documents

4.1 Documents which must also be sent to Research Student Administration, alongside the relevant
sections of this document, University application form and other relevant submitted documents:

(a) the applicant's research proposal

(b) a statement of support from the Applicant's Employer (where relevant) indicating the resources and
facilities that will be made available for the conduct of the research

Section 5. Signatures

5.1 Signature of Director of Faculty Graduate      

School

5.1 Date      

Split-Site PhD Model C - June 2012 (updated Sept 13) 7

 Annex B
Form to be completed by Applicant’s Employer
Please complete this form to indicate what provision has been made for the applicant to study for a
split-site PhD with the University of Leeds.

1. Applicant’s name:
     

2. Length of contract of employment:

     

3. Subject of study:
     

4. Provide details of any time allocation that will be given to the candidate so that they can
undertake part-time research degree study:
     

5. What provision has been made for the applicant to be given leave of absence for their period of
full-time study at the University of Leeds:
     

6. What facilities/resources will be made available at the applicant’s place of work to enable them
to undertake research degree study:
     

7. Are facilities/resources available at any other venues? If so, please provide full details:
     

8. Any other information you consider relevant to the application:

     

9. Name:
     

10. Position:
     

11. Signed:

     

Once completed, the School should return the form by post, email or fax to:
Research Student Administration, University of Leeds, LS2 9JT, UK.
rp_applications@leeds.ac.uk
Tel: 0113 343 4006
Fax: 0113 343 3941

Split-Site PhD Model C - June 2012 (updated Sept 13) 8

 Annex C

Six Month Progress Report by the Student

Available to download from www.leeds.ac.uk/rsa/forms/forms_induction.html

Introduction
This Student’s Progress Report is intended to help students reflect critically on progress that has
been made, to identify and to keep training needs under review, to detect and resolve any incipient
problems and to ensure the timely submission of the PhD thesis within the standard period of study.

The student is required to complete a Progress Report at six month intervals during the standard
period of study (i.e. at 6, 12, 18, 24, 30, 36, 42, 48 and 54 months in the candidature).

It is the normal expectation that the Transfer Assessment will be completed by the end of Year 2.
Therefore, the end of year progress report for Year 2 should normally be the student’s Transfer
Report.

A Progress Report is not usually required at the end of Year 5 (i.e. at 60 months), as the normal
expectation is that candidates will submit their theses by the end of Year 5. In the event that the
candidate does not submit within 5 years, progress reports will continue to be required at 6 monthly
intervals until completion.

Completing the Progress Report Form

Where relevant, students should prepare draft responses to sections 1-4 of the Progress Report
Form and then send it electronically to their supervisor(s). Alternatively, students may wish to
discuss the preparation of their Progress Report with their supervisor(s) in advance. Once the
supervisor(s) has commented on the draft report, both the student and supervisor(s) should sign the
report which should then be uploaded into the PDR system.

The supervisor(s) is also expected to complete a report on the student’s progress at six month
intervals during the standard period of study. On completion of the relevant University report form
(available from the above web page), the form should be uploaded into the PDR. The form will then
be considered by the University Steering Committee on Split-Site PhD Programmes.

Split-Site PhD Model C - June 2012 (updated Sept 13) 9

Progress Report Form to be completed by the student

Section 1: Details of the candidature

1.1 Student details

Name      

Student Registration Number      

Programme of Study      

School/Faculty at Leeds      

Standard period of study 60 months

Maximum period of study 84 months

Proposed area of research      

1.2 Supervisor details

Name of supervisor(s)      

Name of “local advisor”      

1.3 Details of the student’s employer (if the student is in employment)

Name of employer      

Address of employer      

1.4 Reporting period:

From (1st of month)      /     /     
To (last day of month):      /     /     
This is the 6 12 18 24* 30 36 42 48 54 (60)** month student progress report

* It is the normal expectation that the Transfer Assessment will be completed by the end of
Year 2. Therefore, the 24 month report should normally be the Transfer Report.
** The normal expectation is that students will submit their theses within 5 years (i.e. the
standard period of study).

Section 2: Progress during the reporting period

2.1 Brief report on progress against your previous objectives.
Please refer to the guidance notes enclosed for some suggestions on possible matters for
report. If this is your first Progress Report (i.e. mid-year report, Year 1), please provide
details of your progress and achievements since you started.
     

2.2 Dissemination of research and networking

Please provide details of your attendance at any conferences, symposia, workshops etc in
the last six months
     

Please list any conference presentations/published works in the last six months
     

2.3 Placements/visits
Provide details of any placements/visits associated with your research that you have
undertaken in the last six months
     

Split-Site PhD Model C - June 2012 (updated Sept 13) 10

 Describe any associated work or research benefits of the placements/visits and/or good
practice that you may have developed
     

2.4 Generic and subject/professional skills training and development

Give details of any training that you have undertaken in the last six months
     

2.5 Taught modules

Provide details of any taught courses/modules you have undertaken in the last six months
     

2.6 Ethical Review Process

Have any ethical implications been identified in your research Yes No
project?
If ethical implications have been identified, have you applied for Yes No
ethical review?
Please provide details on the progress of your application for ethical review:
     

2.6 Other information

You may wish to use the space below to provide further information
     

Section 3: Arrangements for the support and supervision of candidates

3.1 Supervision
Detail the regularity and frequency of supervision meetings
     

Describe the usual form of meetings (e.g. conference phone call, webcam, email etc.)
     

Is the necessary expertise still available to support the research?

     

You may wish to use the space below to comment on the supervision you have received.
     

3.2 Additional guidance and help

Have you taken advantage of the opportunity to meet with the Postgraduate Research Tutor,
in the absence of the supervisor(s), to review progress and to comment upon the nature of
the supervision received and to draw attention to any matters of concern?
     

“Local advisor”: You may wish to use the space below to comment on the “local” advice
and guidance you have received
     

3.3 Facilities/resources
Have you encountered any problems with the facilities needed to undertake your research?
Have these been resolved?
     

Section 4: Objectives for the next six months

4.1 Research activities to be undertaken
     

4.2 Priorities for generic and subject/professional skills training and development
Split-Site PhD Model C - June 2012 (updated Sept 13) 11
      

4.3 Work on the thesis

     

4.4 Other action necessary

     

Section 5: Summary of student’s progress report

To be completed by the supervisor(s)

I have read and commented on the above report and confirm that (please complete as
appropriate):
The student’s progress is satisfactory

The student’s progress is unsatisfactory, but the course

of action proposed in section 4.4 of this form should
remedy the situation.

Other (please specify).

     
Section 6: Approval of the student’s progress report*
To be signed by the student and supervisor(s)

Signature (student) Date

           

Signature (supervisor(s)) Date

           

* Once the supervisor(s) has commented on the draft report, both the student and supervisor(s)
should sign the report which should then be uploaded into the PDR system. The student’s progress
report will be reviewed by the Postgraduate Research Tutor and will be retained in the PDR system.

Split-Site PhD Model C - June 2012 (updated Sept 13) 12

Notes for Guidance for Students when completing the Student’s
Progress Report Form

Section 1: Progress during reporting period

1.1 Brief report on progress against your previous objectives

This section asks for a brief report on progress made during the current reporting period. As a guide
you should use around 800 words as a maximum limit.

The following are suggestions of the type of information you might include:

 Describe your success (or otherwise) in achieving the objectives specified in your previous
Progress Report including reference to progress made against the agreed training plan
 Provide a summary of the progress made in collecting and/or analysing data
 Comment on what you have accomplished in your generic and subject/professional skills
development
 Describe any associated work benefits as a result of the progress you have made
 Give details of any difficulties you have encountered - for example any problems associated
with fieldwork (e.g. access to the field) or other research (e.g. library or laboratory-based or
practice-led work). Have these been overcome? Are there any outstanding issues? How do
you propose to resolve them?
 Describe any difficulties you may have experienced in obtaining access (e.g. to the field,
data, facilities or other resources)
 Explain how any ethical issues have been addressed (please refer to the research ethics
policy, review and advice http://www.sddu.leeds.ac.uk/sddu-research-ethics-resources.html )
 Give details of any problems arising as a result of the chosen methodology/ies or any
problems arising as a result of modifications
 Provide details of any changes in the direction of the research
 Describe progress of the thesis

If this is your first Progress Report (i.e. mid-year report, Year 1), please provide details of your
progress and achievements since you started. The following are suggestions of the type of
information you might include:

 Describe your induction process and comment on how it went

 Refer to your Training Needs Analysis and Training Plan and provide details of any progress
made against the Training Plan
 Provide details of any generic and subject/professional skills development undertaken since
starting your research degree
 Comment on the research project plan that was developed at the time of application. Is
everything proceeding as planned?

Split-Site PhD Model C - June 2012 (updated Sept 13) 13

 Annex D

Six Month Progress Report by Supervisor

Available to download from www.leeds.ac.uk/rsa/forms/forms_induction.html

Introduction
The supervisor(s) should complete a report on the candidate’s progress at six month intervals during
the period of study, irrespective of periods of suspension.

On completion, the supervisor report should be uploaded in the PDR system using the naming
convention “split-site X month supervisor report”. Please note that reports will be visible to students
and copies are sometimes requested from RSA by sponsors/employers.

Supervisor Progress Reports are considered by the University Steering Committee for Split Site
Programmes. Any concerns arising will be raised with the relevant PGR tutor. Students complete a
separate progress report which they should upload in the PDR, however this is only reviewed at
School/Faculty level.

Completing the report on progress

Ethical issues and matters relating to health and safety must be addressed as part of the research
design and management process and should be subject to regular review. (Information on research
ethics is available at http://www.sddu.leeds.ac.uk/sddu-research-ethics-resources.html ) In addition
to this, the report should address the following areas as a minimum:

1. Details of the candidature

Name of student:      

Student Registration Number:      

School/Faculty at Leeds:      

Name(s) of supervisor(s):      

Name of “local advisor”:      

Period covered by report: From (1st of month):      /     /     

To (last day of month):      /     /     
This is the 6 12 18 24 30 36 42 48 54 (60) month report
(delete as appropriate).

Please indicate the length of any period of suspension during

this period:      

Location of student during Time spent in Leeds:       months

period covered by report
Time spent at home institution / place of employment:
      months

2. Research activities
Split-Site PhD Model C - June 2012 (updated Sept 13) 14
Please comment briefly on the candidate’s research activities:

3. Training and development

Please comment on the candidate’s accomplishments in generic and subject/professional skills
development:

4. Ethical Issues
Please comment briefly on whether any ethical implications have been identified as part of the
student’s research project. Please make reference to the progress of any ethical review form
submitted for consideration:

5. Academic progress
Please comment briefly on the candidate’s academic progress. Please make reference to the quality
and quantity of work completed and the progress that has been made towards objectives:

6. Modifications
Please comment on whether any changes to the candidature are required (e.g. changes to the
arrangements for supervision, changes to the student’s registration or research topic).

7. Action needed
Any agreed action that needs to be taken:

8. Approval
Signature*: ……………………………………………………… Date……………………….
(supervisor)
Signature*: ……………………………………………………… Date……………………….
(supervisor)

* If this form is being uploaded by one of the supervisors via the PDR system, no signatures are required,
however please include names of all supervisors who have contributed to/approved the report.

Split-Site PhD Model C - June 2012 (updated Sept 13) 15