Welcome to the School of Medicine,
Faculty of Life and Health Sciences,
based on the Derry~Londonderry campus.
We hope you will find your time as a researcher
in the Faculty enjoyable and fulfilling.
This handbook has been prepared by the School of Medicine to help PhD Researchers and their Supervisors find their way through the various School level administrative stages of the PhD Research Degree. This includes information on where to get help, staff responsibilities, procurement and travel arrangements, services, office safety, demonstration / teaching opportunities and local guidance on initial, confirmation and final assessments.
The handbook supplements the information provided by the Doctoral College in relation to policies and procedures.
This handbook is primarily for PhD researchers, but the information provided is also relevant to those undertaking other postgraduate research degrees within the School (MPhil, MD, GPARTS, MRes). Where the requirements are different between research degrees e.g. assessment requirements, links have been provided to direct you to this information.
Your PhD Researcher Representative is Jonathon McLaughlin. Jonathon will represent your School on University level committees to ensure that your voice is heard, and any concerns raised.
Your, Postgraduate Tutor, Research Director and research area administrator(s) are also available for you, should you require any additional support.
Your lab technician at C-TRIC is Tonina Sechi.
I am delighted to welcome you to the School of Medicine at Ulster University. I am sure you will enjoy the time you spend working towards your PhD. Our aim is to equip you with the subject knowledge, research expertise and transferable skills that you will need to advance your research skills, whilst enhancing your prospects. We hope you will also embrace the opportunities available in the world-leading research community at Ulster University and meet new friends and colleagues.
Postgraduate research is extremely challenging, not only are you trying to discover or create new knowledge, but you are simultaneously learning how to do research effectively. You will need to be highly motivated and determined in order to make a significant independent contribution. A PhD is very much what you make of it and will also be an incredibly rewarding journey. Your supervisors are there to guide you towards your research objectives and help you develop your abilities.
If you have any problems whilst at Ulster (whether academic, personal, or financial) help and advice is always available. Please check through this Handbook - it will serve as a first source of information if you need help. Your main contact should always be your supervisors, but many others can offer advice and assistance – they are listed in the following pages. I hope you enjoy your studies here and I look forward to talking with you about your research.
Even though the School of Medicine only opened its doors to its first medical students in August 2021, it is already established firmly within the Faculty of Life and Health Sciences at Ulster University. We are growing an enviable reputation for education; at the same time enabling world leading research to flourish and grow. I am delighted that you are joining our School as you embark on your PhD: you are so very welcome.
I hope that you will really feel part of the School during your time with us- please make the most of all the School and University has to offer you on this exciting step of your academic journey. I will look forward to meeting you when you arrive.
The primary responsibility for organising your research work lies with you. It is your supervisors’ responsibility to guide your research, point you in interesting directions, monitor your progress and generally provide moral and technical support. Supervisors differ in their methods, but you should normally expect to see your supervisors at least once a fortnight. Feel free to contact them at any time if you have a problem or are unsure how to proceed. You will find that you can obtain the most benefit from meetings with your supervisors if you prepare some material for them to read in advance or formulate some specific questions you would like to discuss.
The Postgraduate Tutor is responsible for the overall running of the School’s PhD programme, providing pastoral support for PhD. They are available to discuss any matter, personal or academic, in confidence.
There are a number of places you can look for help on policies and procedures.
This Handbook covers the majority of aspects relating to your PhD Research within the School.
The Doctoral College website contains many Frequently Asked Questions covering topics such as administration, funding, training, ethical approval, relationships, and support.
To support laboratory research, the School of Medicine has a range of multicampus research labs based at C-TRIC, Derry~Londonderry campus and shared facilities based at Biomedical Sciences, Coleraine Campus. These facilities provide controlled conditions in which scientific experiments, and measurements are/may be performed.
Translational Medicine Unit: A unique facility, located at Altnagelvin Hospital in Derry~Londonderry, to promote and facilitate translational and clinical research.
A desk within a shared office will be provided for you to work at whilst on campus. This will be arranged for you by your supervisors and will be located on the same campus that your supervisors are based. In addition, Room MB122 on the Derry~Londonderry campus has a couple of hot desks for PhD researchers to use whilst on that campus.
These are generally in open plan office space. Offices are a mix of PhD Researchers and Research Staff. You should endeavour to make use of the knowledge you have available in your office. Typically, this space will include a clear desk space, a comfortable computing chair and a set of lockable drawers.
It is a Researcher’s responsibility to keep these spaces tidy and to clear the space when leaving at the end of the PhD journey. Similarly, for those working in any kind of laboratory space, it is your responsibility to keep your area tidy.
A Desktop or Laptop computer will be provided for you if needed. This should be discussed with your supervisors. In some cases, a new desktop / laptop computer will need to be purchased. If this is the case, it will be purchased from your Research Training Support Grant and must be returned when you complete your PhD. Your Supervisors can advise you further on this.
On the Derry~Londonderry campus, the MB building offers a student hub on the second floor, with a common area, microwave, and kettle facilities. A range of University facilities are available in the MM and MU buildings and the ‘Doc’. Other campuses have similar facilities which your supervisors will advise you on.
Digital Services provide information on how to print including how to access multi- function devices (MFD) that will allow you to print, copy and scan documents. Digital Services can also provide support with university wide IT services such as email and WIFI.
Attendance at University on a daily basis is expected, except by agreement of your supervisors or the Research Director. Hours should be agreed with your supervisors. Typically, PhD Researchers will work 35-40 hours per week, between core hours of 9:00am- 5:00pm. Holidays, as approved by your supervisors, are allowed within the period of the Studentship. These must not exceed a total of eight weeks including public holidays (40 days) per year. Any periods of sickness should be notified to your supervisors.
If you experience some health, family or other problems that make it difficult for you to continue working on your PhD research project, you may need to consider applying for leave of absence. Funded PhD researchers should be aware that they may normally only be allowed Leave of Absence for a maximum of one year, and that their maintenance allowance is suspended during any Leave of Absence. It is also important to note that Leave of Absence is not permitted if the main reason is to take up paid employment. Should you need any advice on Leave of Absence you can ask your supervisors. Support is also available through the Doctoral College and Student Wellbeing.
Attendance of international PhD Researchers will be monitored to ensure we meet our sponsor license obligations with UK Visas and Immigration (UKVI). Engagement of Student Route visa holders will be evidenced through recording an in-person meeting via PhD Manager and having the notes accepted by a Supervisor for each calendar month (last day of the month), unless there is a pre-approved study away, leave of absence, annual leave or other authorised leave.
If the Researcher does not have an in-person meeting recorded and does not have a valid reason for this, i.e., the absence was not pre-approved on PhD Manager, it will be noted as an unauthorised absence. If the International PhD Researcher has two unauthorised absences within an academic year, the Compliance Team may invite you to a meeting to review continuation of sponsorship of your student visa.
Tips to avoid registering an unauthorised absence:
Research in the School of Medicine seeks to make a difference in the lives of local people through innovative high-quality research. We seek to develop innovative approaches to preventing or treating common chronic conditions, with a particular focus on multimorbidity. Our multi-disciplinary research is led by world-leading academics and covers areas including personalised medicine, medical education, paediatric cardiology, public health, health-related behaviours, endocrinology, and obesity.
Collaboration is central to our approach, and we partner with a wide range of stakeholders including community and voluntary groups, local health services including general practice and hospitals, and government departments and the Public Health Agency.
Information about the School of Medicine's research activities.
Ulster University requires the highest standards of professionalism in research conducted by all staff and students in all disciplines. Refer to the Research Office policy and procedures with regard to research practice, publications, and intellectual property. All PhD researchers should act professionally in their role. Including the use of appropriate email etiquette in a reasonable fashion and acting professionally in the office and around campus.
It is University policy that all research involving human participants must be reviewed through the filter and ethics committee process as appropriate.
It should be noted that, in many cases, review is a legal or regulatory as well as policy requirement (for example, research involving HSC / NHS patients and others in care, and research which requires the use of human cellular material) and in others it reflects accepted best practice (for example, research involving those aged under 18 and other potentially vulnerable people). Increasingly, in many disciplines, evidence of ethical review is required by editors before they will accept a paper for publication.
Studies covered by the University’s policy include interview, questionnaire, and focus group research as well as research involving interventions of any kind.
There are several reasons for this, including:
Details of the University’s policies and procedures in this area are currently available through the portal. Please click on the Research Governance & Ethics tab. Early in your project you should discuss the ethical implications of your work with your supervisor. If ethical approval is required, you should then make an application.
Filter committees have been established in all areas of the University in which significant levels of human research are likely to take place.
Researchers in the School of Medicine can submit ethics applications to the Biomedical sciences ethics filter committee, which is co-chaired by Dr Maria Mulhern and Dr Julie McClelland. Submission to the filter committee is via the portal, your supervisors will make you aware of this as required.
The University's Code of Practice for Professional Integrity in the Conduct of Researchisa useful and compact guide to the responsibilities of those involved in research.
Integrity is fundamental to the research process and an important component of our research environment, demonstrating to partners and funders that we undertake excellent quality research to a consistently high standard.
The importance of research integrity is further explained in this short video.
The research integrity course is mandatory for all PhD researchers and must be completed prior to undertaking the Initial Assessment. This course is available via your Blackboard account.
Please note that all investigators named on applications to UREC, and via the IRAS system for studies in the NHS and HSC for which the University is sole or co-sponsor, are required to provide confirmation of successful completion of research integrity training before University approval will be granted.
The School of Medicine provides a number of fora to enable you to engage and immerse yourself in the vibrant research community. These can help with skills development and feedback on your own research ideas.
Our postgraduate tutor holds regular meetings with our School’s PhD representative. If you have any issues about your experience, you would like raised, please contact the School of Medicine PhD Researcher Representative Rachel Devenney (r.devenney@ulster.ac.uk).
The Doctoral College run the Postgraduate Research Experience Survey (PRES) bi-annually. We strongly encourage all PhD researchers to complete this as another opportunity to share your thoughts and experiences about your research degree at Ulster.
In addition to the Researcher Development Programme (RDP) at Ulster which covers generic research and transferable skills, the School will occasionally offer focused training courses on technical aspects including writing and grantsmanship. If you have an idea for a training course which you feel may be useful for Researchers within the School; please contact the Postgraduate Tutor or Research Director. Your Research Training Support Grant can also be used to attend more specific training needs as agreed with your supervisors.
The Doctoral College also run an annual Festival of PhD Research.This a two-day event bringing together PhD Researchers from all campuses and all disciplines to showcase and celebrate PhD research at Ulster. You will be given the opportunity to present your research to other PhD researchers, and enter the popular three-minute thesis competition (PhD Festival & 3MT 2023 Highlights - YouTube).
During the year within the School of Medicine there will be ad hoc guest lectures, with national and international speakers presenting on a range of topics. When these lectures occur, they are advertised in advance and researchers are encouraged to attend and expand their knowledge base.
Within many groups a journal club or equivalent is offered these informal seminars are designed to give PhD Researchers an opportunity to share their research in a supportive environment, with their student peers and interested academic colleagues.
PhD Researchers funded by the Department for Economy (DfE) and the Vice-Chancellor's Research Scholarship (VCRS) receive an annual budget of approximately £900, to be spent on developmental activities to support their research (e.g., training event, attending a conference, collecting data, etc.). Part-time, Self-funded and PhD Researchers funded by research grants, should discuss available funds with their supervisors, there is no guarantee that the request for funding will be met.
Agreement for conference fees, travel, accommodation, and sundry expenses must be sought from your lead supervisor prior to submitting and a Prior Approval number before proceeding with any booking(s).
Prior approval for all DfE/VCRS/research grants expenditure must be obtained from the Research Director / Foundation Dean of the School of Medicine* (*Foundation Dean is proxy in Research Director’s absence).
Please adhere to the following procedures:
This request should be accompanied by an email from your supervisor, endorsing the expense and explaining its relevance to your research project for the approver to approve expenditure.
Once the Prior Approval is approved, this will generate a prior approval (PA) number and a nominal code. The cost centre, PA number and nominal code is required to book travel and accommodation via Selective Travel Management, the University’s Travel Management Company (TMC) (ulster.selective-travel.com).
WHEN TRAVELLING ON UNIVERSITY BUSINESS IT IS IMPORTANT TO SECURE A PRIOR APPROVAL AS THIS TRIGGERS THE UNIVERSITY’S INSURANCE POLICY.
It is the University's primary aim to ensure that all staff members and students remain safe and secure during any trips in connection with University business.
The University’s appointed travel agent (Selective Travel Management, Travel Management Company (TMC)) has been selected through a competitive process. In the event of an incident whilst travelling (such as weather disaster or terrorist attack, etc) TMC will identify any staff members/students in that location, make contact as soon as possible to ensure the staff member/student is safe and to arrange travel home.
Register with Selective Travel Management at their hub.
Ulster University has developed an online portal for submitting and processing PhD Researcher claims for the forms listed below. This has replaced the previous paper forms which will no longer be processed.
To submit requests it is mandatory to register on the Ulster University Claimant Portal .
Step-by-step guides for registration and form completion are available on the Claimant Portal webpage.
The University has a travel insurance policy, which covers all members of staff and students whilst travelling on University business, if the trip includes a flight and/or overnight accommodation. It is not necessary, therefore, to take out a personal travel policy for such journeys. A summary of the policy, together with other insurance information, is available on the Finance Department website.
You may occasionally need to purchase small pieces of equipment or consumables for your PhD Research. Ensure purchase request(s) are endorsed by your supervisor before completing an approval form, which can be obtained from our sharepoint site.
Once authorised, submit order request via BMS Portal in accordance with the University procurement regulations. When submitting your order, upload the approved form to the BMS Portal for reference.
Please note that expenses that do not have prior approval through the correct systems cannot be processed.
Mileage is claimed via the Digital Claimant Portal.
Submitted mileage requests are to be accompanied by approval from your supervisor.
The current mileage rate is calculated on the shortest route.
Many PhD Researchers help with the teaching and marking within the School, which takes place on our Derry~Londonderry campus. For example, they may support workshops and act as demonstrators on courses within the School. If you are interested, please discuss with your supervisor, and inform the coordinator for Demonstrators (details below). ‘Practical Laboratory Assistance within modules is facilitated by current PhD Researchers who have completed the course, ‘Introduction to Teaching and Learning for Postgraduate Tutors and Demonstrators’.
Applications are invited prior to the commencement of each new semester and demonstrators are allocated according to their area of specialism and experience. This is an opportunity for practical laboratory and assessment experience which contributes to the Students’ employment record and also for an opportunity for financial benefit. PhD Researchers can do up to 6 hours per week in demonstration. This can cover a range of practical skills including programming, professional issues and communication skills.
There may also be opportunities to take lectures and seminars, and to carry out assessment marking. All of these activities are useful for your CV.
If you are interested in demonstrating, please complete the Ulster University Expression of Interest MS Form for Researchers so we can identify relevant opportunities which you may be interested in.
During your research journey, there are several key milestones which you will be expected to achieve within specific timeframes. This table provides you with an overview of what is expected of you.
General information about these milestones can be found on the doctoral college website.
The School may adjust the timing in order to better accommodate the assessments within the academic calendar.
| Dates | Event | Venue |
|---|---|---|
| 19th September 2024 (3-5pm) | PhD Induction | Room MU125 |
| 20th January 2025 (all day) | Initial Assessments | Room MU125 |
| 23rd June 2025 (all day) | Confirmation Assessments | Room MU125 |
The following sections provide School specific guidance for the Initial, Confirmation and Final assessment. Dates and times for each of these assessments will be communicated to you by the School.
Convening of the assessment day for initial assessment (January, month 4) and confirmation assessment (June, month 9) will be organized by the Postgraduate Tutor.
Guides for Initial, Confirmation and Final (month 30) assessment process can be found within PhD Manager.
Each assessment will take the form of submission of a written report of project and progress, along with an oral presentation. This will be assessed by two appointed individuals, one within and one outside the research group.
Doctor of Medicine (MD) and MPhil
The assessment criteria for MD and MPhil Researchers is slightly different, and can be reviewed on the doctoral college website.
The stepwise workflow for the initial Assessment is built into PhD Manager. The process is as follows:
The written report is minimum of 4 and maximum of 8 A4 pages excluding diagrams, tables and figures. Font - any Sans Serif Font, size 12, line spacing 1.5. Referencing convention is British Harvard as per University guidance. The written report should be submitted no less than one week prior to the oral presentation assessment.
The project report and associated oral presentation (initial assessment) must include information on:
The presentation should be of 15 minutes duration, followed by a 5-minute discussion period. Projection/PowerPoint facilities will be available.
The stepwise workflow for the Confirmation Assessment is built into PhD Manager. The process is as follows:
The written report is a minimum of 6 and maximum of 15 A4 pages excluding diagrams, tables and figures. Font - any Sans Serif Font, size 12, line spacing 1.5. Referencing convention is British Harvard as per University guidance. The written report should be submitted no less than one week prior to the oral presentation assessment. The project report and associated oral presentation (confirmation assessment) must include information on:
or, in the case of those intending to complete at MPhil stage, the program for completion of practical and written work within the next twelve months.
The presentation should be of 20 minutes duration, followed by a 10-minute discussion period. Projection/PowerPoint facilities will be available.
This is due in month 30. Supervisors, in consultation with the PhD researcher, will submit a report on PhD researcher progress to the Research Director via PhD manager. No formal report or presentation will be required at this point, but research groups are welcome to solicit oral presentation from researcher for their own meetings.
PURE is an abbreviation of 'Publication and Research' and is the University’s Current Research Information System (CRIS). It is a single source location for much of the University’s research data. A highly versatile centralised system, it enables our Institution to build reports, carry out performance assessments, manage researcher profiles, enable research networking and expertise discovery and more, all while reducing administrative burden for researchers, faculty, and staff.
PURE provides functionality for academics, research staff and PhD Researchers to manage their individual research profile by recording research outcomes, such as:
PURE is designed to maintain an ongoing historical record of research activity at Ulster University. All members of staff in academic and research related posts, and PhD Researchers, are provided with PURE profiles when joining Ulster University.
Additional PURE accounts may be requested by emailing the PURE support team.
More information on PURE and support materials can be found on the PURE Support webpage.
Open Access (OA) means unrestricted online access to peer-reviewed research outputs and enables the prompt and widespread dissemination of research findings. It benefits the efficiency of the research process and allows publicly funded and other research to drive economic growth while delivering social benefits through increased public understanding of research.
More information on OA and details of how to register online for training
ORCiD is an abbreviation of ‘Open Researcher and Contributor ID’, and provides a persistent digital identifier that distinguishes you from every other researcher and supports automatic linking between you and your publications and professional activities.
It is everyone’s duty to ensure a safe working environment. Your first point of contact if you have a health and safety query should be your supervisor. The Schools Health and Safety Co-Ordinator is Jason Murray.
Risk assessments are carried out and updated annually. First Aid/ Defibrillator available from Security – on internal phones dial 22222 (DDI 02870123456).
In event of an emergency requiring Police, Fire or Ambulance dial (9)999 directly then contact security immediately on extension 22222 (DDI 02870123456). If working late you should make security aware and let them know when you leave.
If you discover a fire, activate the alarm immediately using nearest break glass point.
On hearing alarm:
Fire marshals sweep each floor in the event of an evacuation. The alarm is tested on all campuses at 1:10pm and 5:55pm every Wednesday. During the test the alarm will sound for a short period of around 10-15 seconds. Any continuous sounding of the alarm is not a test and should be treated as a genuine alarm.
First Aid/Defibrillator is available on each campus by contacting Security – on internal phones dial 22222 (Direct Dial (DDI) 02870123456). In event of an emergency requiring Police, Fire or Ambulance dial (9)999 directly then contact security immediately on extension 22222 (DDI 02870123456).
You should also download the Safezone app on your mobile phone. This is free app for students and staff that connects you to the University security team if you ever need urgent help, first aid or if you have an emergency while on campus.
Ensure all mandatory H&S courses highlighted on your PORTAL Dashboard / Blackboard / PhD Manager are up-to-date, e.g., risk assessment (Labs), Digital Screen Equipment (DSE), FIRE Safety Awareness, Cyber Safety, Data Protection, GDPR, etc.
