Key Updates January 2021, July 2020 and 2019

Key Updates to Guidelines - July 2020

Section 4: The Graduate Research Committee (GRC) 4.1 Membership 

 “….Decisions on GRC membership take into consideration relationships with cognate research institutes and centres, and the mix of research projects in the unit and gender balance and diversity. The committee consists of three members of academic staff, …….”

Section 5.5.2 Structured PhD Programmes

Update College Titles and weblinks to Structured PhD per College

i.            College of Arts, Social Sciences and Celtic Studies

Update to this weblink

http://www.nuigalway.ie/colleges-and-schools/arts-social-sciences-and-celtic-studies/phd-research-degrees/structured-phd/

ii.            College of Business, Public Policy & Law (update to these 3 weblinks)

 http://www.nuigalway.ie/business-public-policy-law/cairnes/courses/research/business-public-policy-law.html

http://www.nuigalway.ie/business-public-policy-law/school-of-law/courses/postgradresearchprogrammes/business-public-policy-law.html

http://www.nuigalway.ie/media/law/docs/Structured-PhD-Guidelines-2020-21.pdf

iii.              1. Delete ‘title’ College of Engineering and Informatics

1. 1.          Remove the weblink under College of Engineering and Informatics and
2. 2.          Move it to under the new heading College of Science and Engineering

iv.             College of Medicine, Nursing & Health Sciences

add in this weblink

http://www.nuigalway.ie/medicine-nursing-and-health-sciences/research/handbooksgeneralinformation/

 v.            Rename ‘College of Science’ to College of Science and Engineering and add in 2 weblinks

5.5.2 Structured PhD Programmes Update weblink http://www.nuigalway.ie/media/registry/syllabus/files/qa236_postgraduate_marks_and_standard s.pdf   

5.6 Entitlements - Insert as last bullet point

• ‘Policies for Students’ (relevant codes of behaviour and practice) are at this link

http://www.nuigalway.ie/student-services/policies/   

5.8.1 Initial Measures Add in text about RDC

A plan of research is developed, and agreed jointly and formally by you and the supervisor(s) as early as is feasible, and reviewed regularly. Your supervisor will inform you of your training needs, and assist you in drafting a personal development plan and agreeing the courses you take as part of your structured PhD.  The Researcher Development Centre (www.nuigalway.ie/rdc ) provides training for NUI Galway Researchers in continuing professional development and skills for future careers both within and beyond academia

5.11 Employment during Studies within the University .
In addition to the maximum 120 hours of teaching contribution…..

6.3.1 Arrangements for the Examination

Bullet point format:  each responsibilityin this sectionstarting with “The primary supervisor…”

 Section 6.4 The Viva (Oral) Examination  Add in text

“…..The candidate is made familiar by the supervisor in advance with the standard format, timetable and normal length for such examinations. Failure of the candidate to engage with the supervisor in making suitable arrangements for the viva and/or non-attendance at the viva will, in the absence of extenuating circumstances, results in the candidate exiting the degree programme.

6.5 Examination Report Update

The National University of Ireland Galway is subject to the Freedom of Information Act (2014) and the Data Protection Acts (1988 to 2018). This legislation allows for access to personal data relating to an identifiable person held by the University. Whilst examiner reports are kept strictly confidential insofar as is possible, examiners should note that any information provided relating to the subject of the report will be released to the subject of the report where a request for same is made.

6.6.1 Award subject to minor or major corrections

“….The internal examiner shall communicate in writing with the Examinations Office, to phdexaminerexpenses@nuigalway.ie  that the corrections are made. The timeline for the re-submission….”

6.6.2 PhD is referred 

Bullet point format:  each responsibilityin this section

6.10 Conferring  

PhDs are conferred at the Summer, Autumn and Winter conferring ceremonies.…

Section 8.3. Arrangements for the Examination

The smooth operation of the examination process depends on all concerned understanding their roles, and on defined procedures. The supervisor is responsible for the organisation of the examination and the provision of advice to the examiners The process of identifying the external examiner should commence at least three months in advance of the submission of the thesis.  The primary supervisor submits an online ‘Approval of Examiners’ request (Appendix 2) http://www.nuigalway.ie/graduate-studies/staff/onlineresearchthesisexamsystem/

8.4 Viva (Oral Examination)

“…but normally would be significantly shorter. The viva, if required, should normally be held within two months of the submission of the thesis.   The examination will be organised by…”                                          

 8.5 Examination Report

The National University of Ireland Galway is subject to the Freedom of Information Acts (2014) and Data Protection Acts (1988 to 2018).  This legislation allows for access to personal data relating to an identifiable person held by the University. Whilst examiner reports are kept strictly confidential insofar as is possible, examiners should note that any information provided relating to the subject of the report will be released to the subject of the report where a request for same is made.

8.6 Revisions

Where award of the degree is conditional on corrections being made to the thesis, the supervisor is responsible for monitoring the implementation of these corrections, and the internal examiner is responsible for ensuring that the changes made satisfy the requirements of the examiners. The candidate is required to complete any revisions as quickly as is feasible.

• The time limit for the re-submission of the thesis requiring typographical corrections or corrections in content is two months. 
• In cases where the Research Masters is referred, the time limit for resubmission is six months.

8.8 Conferring
Research Masters degrees will be conferred at the Summer, Autumn, and Winter conferring ceremonies.

Appendix 1 Regulation 28 
“….The internal examiner shall communicate in writing with the Examinations Office, to phdexaminerexpenses@nuigalway.ie  that the corrections are made. The timeline for the re-submission.”

Key Updates for Guidelines July 2019

New section 9:  ‘Conflict of Interest in the appointment of External Examiners for Research Degree Theses’

5.2 Responsibilities
Add in Becoming familiar with and applying best practice, for example, with policies such as Research Integrity (QA514) and other relevant university policies.   Policies and support documents are available at http://www.nuigalway.ie/research-office/policiesandprocedures/

 5.8.5 Leave of Absence Medical (illness, disability, maternity leave etc)

Add in The ‘Policy on Supports for Students Experiencing Pregnancy, Maternity and Paternity’, and Policies for Students is available at http://www.nuigalway.ie/student-services/policies/

5.10 Feedback

Add in You will find feedback from the NUI Galway 'ISSE PGR' national student survey and details of the NUI Galway ‘Action Plan’ via the weblink;
http://www.nuigalway.ie/graduate-studies/currentstudents/surveys/

6.2.4 Third-Party Copyright Updated last paragraph
Some frequently asked question and sample permission request letters are available at https://libguides.library.nuigalway.ie/openaccesspublishing/howtosubmitthesistoARAN

6.2.5 Upload Procedure Updated last paragraph
See also https://libguides.library.nuigalway.ie/openaccesspublishing/howtosubmitthesistoARAN

6.3.2 Approval of Examiners - External Examiner

Add in Please see section 9 for further guidance on Conflicts of Interest.

7.2.2   Article-based MD Updated
"The MD thesis may be presented for examination in either monograph style or article based format. The article-based MD is available to students on full or part time, structured and non-structured MD programmes within the College of Medicine, Nursing and Health Sciences.

8.3 Arrangements for the Examination Updated
The smooth operation of the examination process depends on all concerned understanding their roles, and on defined procedures. The supervisor is responsible for the organisation of the examination and the provision of advice to the examiners.

Add in The primary supervisor submits an online ‘Approval of Examiners’ request (Appendix 2)
http://www.nuigalway.ie/graduate-studies/staff/onlineresearchthesisexamsystem/

8.3.1 Role of the Examiners
Add in Please see section 9 for further guidance on Conflicts of Interest. 

8.5 Examination Report Updated
“….Where the Examiners are in agreement, they submit a joint report with a recommendation for award or otherwise of the degree on the online system
http://www.nuigalway.ie/graduate-studies/staff/onlineresearchthesisexamsystem/
The report shall be submitted online by the internal examiner to the Examinations Office….”

Removed links to forms EOG053 and EOG 040