Graduate Academic Affairs

Graduate Academic Affairs - Taught Courses

There is more variety in the forms of teaching and study for graduates than there is for undergraduates at teaching, as each department will organise itself in a different way.  There are also large differences between postgraduate taught courses and postgraduate research degrees. 

Each course or department has both a handbook which provides the detail of the course, eg what options you can take, how you will be examined, and a ‘Statement of Provision’ on it’s website which provides more detail about the learning and resources you can expect as part of your course.  It is important to be aware that the authority to decide how a course is taught lies with the department and the ‘Statement of Provision is meant as a guide only, rather than a guarantee of the teaching and support you will receive.  The underlying requirements of each course, and the process for examination are set out in the ‘grey book’ ‘Examination regulations’.  This is the bible for what you are entitled to from the University.

On-course support is provided through divisional graduate studies offices.  Contact details for graduate studies assistants and officers is on the University’s website here: http://www.admin.ox.ac.uk/gso/staff.shtml.

Forms relating to graduate studies, including the forms to apply for an extension, to suspend your studies, or to apply to transfer to DPhil status are available here: http://www.admin.ox.ac.uk/gso/forms/

Postgraduate Research students

Students carrying out postgraduate research are largely self-directed. New PRS students are likely to be supervised more closely, with supervisors perhaps requiring submissions of work quite regularly, but gradually students are increasingly left to their own devices.  The way in which your are supervised will vary depending on your subject, your research needs and your supervisor, although a Statement of Provision and Code of Supervision will be available on your department website.  This and your course handbook will give you an idea of what you can expect.  The Oxford Learning Institute has a Research Supervision Website which is designed for supervisors but providing in depth information about DPhil studies that students may also find useful. This includes information about the stages of the degree, from transfer to viva, as well as information about how to work with a supervisor, and how to avoid common problems. The website is http://www.learning.ox.ac.uk/supervision/

Alongside your research, you should also be developing a range of skills, including subject specific-skills, general research skills and personal and professional skills.  The University’s Research webpage has information on what’s available, and your departmental should also be able to advise about resources they can offer, or courses in other departments that may suit your needs.

Your skills development should be monitored and assessed at least three times during your studies, including at transfer and confirmation.  However your supervisor should also monitor this throughout your degree, and you should raise any needs with your supervisor.  If you have problems agreeing time to undertake skills training with your supervisor you should discuss this with your college advisor, Director of Graduate Studies or with the OUSU Vice-President for Graduates.

Once a term you will have the opportunity to submit an online report, via the Graduate Supervision System (GSS), on your progress, which will, along with your supervisor’s report be sent to your college.  This forms a record of your progress and you should take the opportunity to set out your achievements, concerns and skills training needs on this.

The administration of PRS and DPhil students can be quite complicated. The forms are available at www.admin.ox.ac.uk/gso/forms and it is essential that you keep up-to-date with the rules and regulations - if you are in doubt you should contact the your Divisions’ Graduate Student Officer or speak to your Senior Tutor or Tutor for Graduates. Your supervisor may not be fully up to date with the administrative requirements, so it's worth chatting to the departmental administrator to ensure you know what is expected of you and when. Your college should help with administration, but the responsibility is ultimately yours.

Some of the main forms are outlined below:

Transfer of status: PRS students are initially admitted for six terms. By the end of this period you are required to satisfy your department that you have a project warranting D.Phil. status and that you are capable of carrying out research. Form: GSO.2 – Application to transfer status (and perhaps a subject-specific form).

Confirmation of status: In order to verify that you are on schedule to complete your research, you must confirm your D.Phil. status within nine terms of admission as a PRS. Again, the department will assess your work. Forms: GSO.14 – Application to confirm D.Phil. status and GSO.14A – Supplementary information (and perhaps a subject-specific form).

Suspension of status: If you need to pause your research for personal reasons (such as financial difficulties or illness) you can apply to suspend your status for up to a maximum of six terms. Do be aware that this is a serious decision and applications should not be taken lightly. Suspensions may impact upon your funding and if you are in receipt of research council funding you will also need to seek the permission of the appropriate body as well. You will need to consult your supervisor. Form: GSO.17 – Suspension of status.

Extension of status: During your D.Phil. you may request extra time because your research is taking longer than expected. In this situation you may apply for up to nine terms beyond the twelve originally set. Students funded by the British Research Councils will have to justify this request in writing, since the average completion time in each department is monitored closely. Form: GSO.15 – Extension of time.

Appointment of examiners: Students help their supervisors choose the examiners (normally one internal and one external with a reserve for each). You are strongly advised to apply for the appointment of examiners at least four weeks before you submit your thesis. Two copies of your thesis must be submitted to the Examination Schools, High Street, Oxford OX1 4BG and you should never send a copy of your thesis directly to your examiners.  Form: GSO.3 – Application for the appointment of examiners.

Early examination: It is possible to request that the oral examination be held no later than on a chosen date, provided that this is not within one calendar month after the date on which the thesis was received at the Examination Schools or after the date on which the examiners have agreed to act - whichever is the later. You will have to satisfy the faculty that there are special circumstances justifying your request. The request should be made at the same time as you appoint your examiners. Form: GSO.16 – Application for early examinations.