Meet the Team
This handbook has been prepared by the Belfast School of Art 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.
Your PhD Researcher Representative is Dara Flanagan. Dara 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.
Welcome from Postgraduate Tutor
On behalf of the Belfast School of Art, we warmly welcome you to the research community at Ulster University. The Belfast School of Art (led by Head of School Dr Brian Dixon) was established in 1849, making it the oldest School in Ulster University and enjoys a longstanding and rich research environment.
In 2024, we celebrate its 175th year of art & design education. Ulster’s Art & Design Research environment for staff and PhD Researchers was judged to be 100% world-leading (4*) or internationally excellent (3*) by REF2021, with 72.5% at 4* and 27.5% at 3*.
Our lecturers and professors are practising artists and designers who are actively involved in reearch, several of which, in collaboration with researchers from other disciplines. Our focus on practice and applied research is recognised with 83% reaching 4*or 3* and 100% of our research impact being rated as 4* (66.7%) or 3* (33.3%). This performance made a significant contribution to Ulster University being ranked 14th in the UK for 4* and 3* Research Impact.
The school draws on its international networks, bringing important figures in the world of art and design to Belfast to work with our Researchers. Our growing and thriving provision positions us as one of the leading providers of art and design education in the UK and the largest on the island of Ireland. We provide a centre of excellence and an environment for innovation, creativity and energy.
Our PhD community hosts more than 50 researchers at any one time. We offer approximately 6-8 Scholarships each year. Additionally, we are part of the AHRC Funded Doctoral Training Partnership through the Northern Bridge Consortium.
We welcome applicants interested in researching across the spectrum of Art & Design disciplines. We encourage interdisciplinary research with other sectors. Our staff also co-supervise PhD Researchers in other research units including Computer Science, Business & Management and Arts & Humanities in particular.
More information on the research activities of the Belfast School of Art are found in the link further down this page.
You are now part of this dynamic research group, and we hope you will be challenged by your experience, which we hope leads you to new knowledge, skills, professional contacts, a career and long-lasting friendships.
The PhD Environment at Belfast School of Art
The research hub on the Belfast campus is on level 4, where ADRI, RD and AEEA support reside. The Doctoral College also have a hot desk provision within the PhD Study Hub (Block BC). We have more than 50 PhD researchers currently in Art & Design. The Hub itself has 32 desks which are for the use of the Faculty of Arts, Humanities and Social Sciences. This provides a richer learning environment. A desk, lockable storage and shelving are provided for researchers. We also have access to PhD rooms in the new BC and BD blocks if required.
Study Hub Etiquette
The PhD Study Hub is a quiet working space. If you wish to converse with a fellow researcher please use the adjacent communal space/kitchen area. This provides a convenient meeting space for all our researchers and a small library of PhD theses are available to browse. This space is equipped with a small kitchen, microwave, fridge, and utensils. We also supply a water cooler which is stocked regularly.
Each funded PhD researcher has access to £900 per year of funding to assist with their studies. This must be applied for and approved before utilised. Its scope covers almost any aspect of support from materials, equipment, travel and space as required for specific practice- based work (See the Access Resources section for details).
We offer a range of equipment and resources which you can access. There is a range of School subject spaces available for Researchers to use, in discussion with the respective supervisors.
We have also recently developed the £1.2M Ulster Virtual Production Studio which is a research-led, industry-facing research facility which has been developed in response to the strategic needs of the Northern Ireland screen-based and screen-related creative sector, covering Film and Broadcast, Animation, Immersive (VR/AR/MR) and Games Development.
This is on level 5. It is a scaled down version of the £70M+ Belfast Regional City Deal, Studio Ulster which is for industry use.
There are several technical resources owned by research which can be utilised/ borrowed. These include:
- 2 x D7200 CAMERA, 18-200mm lens, tripod and mic
- NCS Colour Scan 2.0
- Pupil Labs Core eye tracking kits for screen, artefact and HTC Vive
- Pupil Labs Invisible eye tracking system
- 2 x HTC Vives (Ulster Virtual Production Studio)
- 2 x Predator High end laptops for 3D graphics processing
- Alevi 3 Bioprinter (in the Additive Manufacture lab: BB04-003)
The PhD space, like all spaces in the University is monitored for use, so we encourage researchers to regularly make use of the space.
If a researcher finds it difficult to find a space we should be alerted as soon as possible.
We expect courtesy and respect within this space and common sense around the use of shared and hot desk spaces, which may see various demands on space and its usage. Spaces will be reviewed at the end of each of the three semesters in an academic year.
Belfast School of Art
Research in Art and Design is focused on providing value to society, culture and the economy.
Art and Design
Our research is focused on providing value to society, culture and the economy.
Assessment Seminars
During your research journey, there are several key milestones which you will be expected to achieve within specific timeframes. General information about these milestones can be found on the Doctoral College website.
The School may adjust the timings in order to better accommodate the assessments within the academic calendar.
The timeframes mentioned assume a September registration, but is scaled if start times differ (e.g. PT, Self-funded or due to a leave of absence). Your assessments are all managed through PhD Manager.
You should note that the Final assessment is not a formal point of progress but rather a check to ensure sufficient progress is being made. It may be conducted more informally or as part of another activity, for example another type of research dissemination.
The following sections provide School specific guidance for the Initial, Confirmation and Final Assessment.
| Dates | Event |
|---|---|
| Wednesday 6th November 2024 | Initial Assessment Briefing |
| Tuesday 21st & Wednesday 22nd January 2025 | Initial Assessments |
| Wednesday 23rd April 2025 | Confirmation Assessment Briefing |
| Tuesday 17th & Thursday 19th June 2025 | Confirmation Assessments |
NOTE: Researchers should keep diaries clear when assessments have been scheduled
Content
This assessment comprises a written and oral element and is held approximately 3-4 months post-registration at the earliest for full-time Doctoral Researchers and approximately 8-10 months post-registration for part-time Doctoral Researchers. It must be organised in close co-operation with the project supervisors, and is concerned with a precise description of the proposed programme of work.
Part 1: Written Submission
1. You are required to provide an electronic version of the written report (Research Plan). The report should not exceed four A4 pages and include:
- Project background
- Overall aim of the investigation
- Objectives to be achieved within the first 8-9 months (full-time) or 20 months (part- time) and the activities that will achieve those objectives, as well as the research methodology
- Training needs
- Risk Assessment (if applicable)
2. Gantt Chart
3. Any relevant additional information contained in appendices (you may want to discuss with your supervisor whether this is appropriate).
Part 2: Presentation
(To be prepared for the Initial Assessment meeting, held three weeks after the written documentation is submitted)
The oral element of the assessment must be illustrated with appropriate presentation materials, e.g. PowerPoint / PDF and will be presented to the panel and should be 10 minutes in duration. The meeting will be approximately 45 minutes, starting with the presentation, 15 mins discussion with researcher, 5 mins private discussion with supervisors, 10 mins completing report with chair & internal reviewer, 5 mins to communicate outcome.
Begin your preparations for your Initial Assessment by consulting the ‘Guides’ on PhD Manager. This will take you through the process and begin the workflow for your supervisors.
Assessment
Examining staff will pay particular attention to the following:
- Is the project clearly defined?
- Are the objectives realistic and achievable in the time available?
- Will there be adequate research training for the Researcher to at least MPhil level?
- Is the programme of work likely to provide a sufficient foundation for PhD study?
- Does the research show evidence of at least a basic understanding of the problem, the nature of the approach being taken to investigate it and the relationship of the work to other research in the field?
- Are the supervisory arrangements satisfactory?
Note: You must complete the Research Integrity Course prior to completing your Initial Assessment application
Procedure
The School will be responsible for making the necessary arrangements for the assessment. If the assessment meeting takes place on campus, the room and data projection equipment will be booked by the School, but the student and/or supervisors should arrange any other additional equipment required and check that everything in the room is satisfactory shortly before the assessment. If the assessment meeting is to be online, Elaine will set up MS Teams and issue invites.
In advance of the meeting the researcher will be responsible for initiating the Initial Assessment form through PhD Manager. Once submitted the system will route the documentation to the PhD Administrator, Elaine McCoubrey. This will enable Elaine to confirm the meeting details. You will be able to track the progress of your application via the Initial Assessment button on your main project dashboard.
The system will then notify the Supervisor to create their report for the Assessment Panel. Once the Supervisor has completed their report the system will notify the Chair of the Assessment Panel (This tends to be the Post Graduate Tutor or the Research Director). Once the meeting has been held, the Chair will complete the assessment report through PhD Manager. This is finally signed off by the Research Director.
For the Assessment meeting (Presentation date), an Assessment Panel will be assembled, comprised of an internal reviewer (suggestions are requested from the supervisors) and an appointed chairperson. The other individuals present at the assessment will be the researcher, at least one supervisor and, possibly, an adviser, if one has been appointed.
The Assessment Panel will provide a report on the student’s progress through PhD Manager and make recommendations concerning his/her advancement and suitability for confirmation of registration status.
The internal reviewer will be attempting to answer six basic questions:
- Is the project clearly defined?
- Are the objectives realistic and achievable in the time available?
- Will the project provide adequate research training for the student to at least MPhil level?
- Is the programme of work likely to provide a sufficient foundation for PhD study?
- Does the researcher show evidence of at least a basic understanding of the problem, the nature of the approach being taken to investigate it and the relationship of the work to other research in the field?
- Are the supervisory arrangements satisfactory?
All PhD and MPhil researchers will undergo a formal assessment of progress, known as the Confirmation Assessment, usually towards the end of your first year (8-10months) for full time researchers or before the end of the second year (20-24 months) for part time researchers. The assessment includes a written submission along with a presentation. You will not normally be permitted to re-enrol into your second year (for full time, funded PhD Researchers) until the Doctoral College has received notification from the Faculty of successful completion of your Confirmation, so you should take this into account as it may impact on progression and payment of your stipend.
Content
Purpose
Within the first year of study, at approximately month 8-10 for full-time researchers and month 20 for part-time researchers (assuming there are no exceptional circumstances), researchers shall apply to Senate for confirmation of their registration status. As a result of this assessment the researcher will either have their PhD registration status confirmed or will be invited to transfer registration and continue studying for the degree of MPhil.
This assessment is comprised of a written and an oral element and forms the basis for the confirmation of registration status.
Written Element
The written element comprises: a Literature Review (including project plan, in the form of a Gantt chart, and thesis outline) as a substantial piece of writing relevant to the research topic. The Literature Review must be presented using double spaced type, with any relevant additional information contained in appendices. This body of work should be approximately 10,000 words in duration. The main document should be submitted to Turnitin for a plagiarism check.
Oral element
The oral element of the assessment must be illustrated with appropriate presentation materials, e.g. PowerPoint, and must include information on:
- The project background
- The overall aim of the investigation/detailed research objectives
- The research methodology proposed
- Data obtained to date
- Conferences/journal publications/presentations/exhibitions to date or in hand (as annex)
- Proposed programme for future PhD work
- Proposed programme to complete practical and written work within the following 12 month period.
A maximum of 75 minutes is set aside for each confirmation assessment meeting. The presentation will normally last 15 minutes, followed by (up to) 30-40 minutes for questions & discussion with the researcher and supervisor (s). This is followed by a short private discussion between the Panel and the supervisor(s). The researcher & supervisors will return to the meeting to hear the outcome.
Application for Confirmation of Registration Status
In advance of the Confirmation the researcher will be responsible for initiating the completion of the Confirmation Assessment stages on PhD Manager; see the relevant section to start the process.
See ‘Guides’ on PhD Manager for a step by step guide through the process.
Assessment Panel
The presentation is given to designated senior academic staff (the Assessment Panel). The panel are required to complete a written report (in PhD Manager) on the researcher’s progress and make recommendations concerning their advancement to date and suitability for confirmation of registration status.
The Assessment Panel will be responsible for completing the necessary paperwork. The Assessment Panel consists of the supervisor/s, the Chair and a reviewer from the Faculty.
The Panel may make recommendations concerning the direction of the work and are empowered to recommend re-assessment after an agreed period, or exit with or without MPhil if progress is deemed unsatisfactory.
Examining staff should pay particular attention to the following:
- Have the objectives of the first 9-12 (20-24) month period of work been achieved?
- Is the proposed programme of work a logical extension of the completed studies?
- Is the research methodology satisfactory and appropriate?
- Are the defined objectives likely to be achieved with the available resources?
- Is the work likely to produce adequate research to doctorate level by the researcher?
- Is the work sufficiently well-defined to (potentially) provide publishable work within a 12-18 (24-36) month period?
- Can the practical studies be completed within an 18 (24) month period?
- Does the researcher show evidence of ability to critically evaluate the work and place it within the context of related studies?
- Are the supervisors satisfied with the researcher’s progress to date?
- Is the researcher satisfied with the current supervisory arrangements?
- Should the researcher be permitted to confirm registration status of PhD?
- Which further research training does the researcher require?
Procedure
The School will be responsible for making the necessary arrangements for the assessment. The room and data projection equipment will be booked by the School, but the student and/or supervisors should arrange any other additional equipment required and check that everything in the room is satisfactory before the assessment.
However, The Assessment meeting may well take place via MS Teams, if necessary.
In advance of the Assessment the researcher will be responsible for initiating the Confirmation Assessment form through PhD Manager. Once submitted the system will route the documentation to the PhD Administrator within the School Office. This will enable them to organise the assessment meeting. You will be able to track the progress of your application via the Confirmation Assessment button on your main project dashboard.
The system will then notify the Supervisor(s) to create their report for the Assessment Panel. Once the Supervisor(s) have completed their report the system will notify the Chair of the Assessment Panel. Once the meeting has been held the Chair will complete the assessment report through PhD Manager. This is finally signed off by the Research Director.
For the Assessment, an Assessment Panel, comprising a reviewer (suggestions are requested from the supervisors) and an appointed chairperson. The other individuals present at the assessment will be the researcher, at least one supervisor and, possibly, an adviser, if one has been appointed.
The Assessment Panel will provide a report on the researcher’s progress through PhD Manager and make recommendations concerning his/her advancement and suitability for confirmation of registration status. The Panel may make recommendations concerning the direction of the work and are empowered to recommend re-assessment after an agreed period, if the case for confirmation of registration status has not yet been established.
The Assessment Panel will consider the following questions:
- Have the objectives of the first 10 (20-24) months’ period of work been achieved?
- Was the presentation clear and informative?
- Is the written report appropriate to the expected standard?
- Is a provisional timeline for completion of the project in place?
- Is completion of the project likely in three to four years, in light of early review and/or refinement of the original proposal?
- Is the methodology appropriate and clearly explained?
- Has the researcher demonstrated adequate development of problem solving and organisational skills?
- Has the researcher attended relevant training and has the Training Needs been updated? Has essential training e.g. Research Integrity Course and project related training been either completed or scheduled?
- Is the practice component(s) where appropriate adequately developed or planned?
- Are all permissions in preparation or granted to authorise the PhD researcher to carry out the project (e.g. ethical approval(s), Access NI check, risk assessment)?
- Does the supervisory arrangement remain appropriate?
To help prepare for the final submission of your thesis and the examination, the final assessment of progress will take place within thirty months (full-time) and sixty months (part- time) of initial registration.
Please note at this point, the work to date is formatively considered. This means the panel (comprised of supervisors and PGT) will evaluate the progress of your work during your project, monitor the learning process, help improve the researcher’s learning and ensure the rigour of the research, thus preparing them for the ‘writing up’ phase of PhD.
For their final assessment researchers can choose between the following:
- a 15-minute presentation + 15 minutes Q&A in the 1st semester of 3rd year. This will be presented as part of the seminar series with an audience of peers & supervisors. An abstract, should be sent to your supervisors one week prior to your presentation.
- an article on an aspect of your PhD research, to be published in the Faculty’s postgraduate journal, Intersections. This should be sent to your supervisors in advance for feedback.
- A public form of dissemination; that could include an exhibition, a conference paper, a talk/lecture, an article.
The former option should detail the nuts & bolts of your PhD, while the latter options are the PhD scholarship applied and disseminated.
Content and Procedure
The following describes the content and procedure for the Final Assessment within the Belfast School of Art.
- You should begin the Final Assessment process through PhD Manager. This will allow for the assessment to be made by your supervisors. For the presentation option, you should consider the inclusion of:
- A review of the original research plan outlined in Confirmation Assessment. Including a discussion on whether this has been completed, to what extent and why this is the case
- A thesis structure - highlighting key headings and knowledge contributions for each section
- A submission timeline- planning what work still needs to be completed when you will begin
- writing of your thesis, when your supervisors will receive a first draft and when you should receive feedback. This should also include a realistic submission date for the final thesis
- We encourage those researchers with a practice-based project to bring (where practicable) art/design work to the presentation
For the latter options, you should consider:
- In discussion with supervisors, the approach and content to the article
- The article could review your whole project or a focused aspect of your research
- The article should be sent in advance to supervisors for feedback before submission to the journal
- Researchers should aim to submit an abstract to your supervisors, (for those doing the presentation: at least one week in advance of your presentation).
- Following the assessment of these materials, the Supervisor will provide some comments/ feedback through PhD Manager. This should include:
- A description on the current state of the writing-up. Comment on how far is the student from completion and if the current plan/timetable is feasible?
- Are there any developments that are cause for concern?
- Is any particular action needed to ensure a timely completion?
- Any other comments, on student or supervision?
These comments will normally be shown to the student and discussed with the student by the supervisor.
- Once submitted by the supervisor, this assessment will be passed to the Research Director for final approval through PhD Manager.
Any questions regarding this assessment should be discussed with your supervisors or the Postgraduate Tutor. See ‘Guides’ on PhD Manager for a step by step guide through the process.
Citation Styles used in Art and Design
When documenting research, the consistent and correct use of a single Citation Style is fundamental. There are many systems available, and publishers of books and journals will outline their specific requirements within their author guidelines. For internal publications within Ulster University, such as PhD documentation, each academic department chooses a system that is most appropriate for the discipline. Following a review and discussion with the library clarification on the system for UoA32 has been defined.
There are three systems proposed, to choose from. These are Harvard (Author, date), Chicago and Modern Humanities Research Association (MHRA).
The Harvard Referencing system (Ulster University) is one of the most widely used systems within Ulster University. However, when using REF Works, this system does not easily support footnotes. While footnotes are optional, some authors prefer systems which do promote their use. In such cases other alternatives may be used.
The Chicago Referencing system is a flexible system which permits the use of a Notes & Bibliography style or an Author- date style. The former is popular within Humanities, History and the Arts.
The Modern Humanities Research Association (MHRA) system is used within the modern humanities community. It permits the use of footnotes, but contextualises their use stating that they ‘should be kept down to what is strictly necessary’.
All systems can be managed and interchanged using the REF works software. The library runs training every two weeks on this software. However, the sooner you establish your Citation System the better for productivity. The software can be accessed through the Ulster University library databases.
When using word to author your document the Cite-and-Write plugin is required and this is available as a download.
Once you choose your citation style, remain strictly to their specific guidelines.
Research Integrity and Ethical Approval
Research Integrity
Integrity is fundamental to the research process and a vital component of our research environment, demonstrating to partners and funders that we undertake excellent quality research to a consistently high standard.
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 before university approval will be granted.
Ethical Approval
The Research Governance and Ethical approval process can range in duration from several weeks to several months depending on its complexity and the rigour by which documentation is prepared.
The purpose is to
- Enable good research
- To avoid issues
- Protect participants and researchers
- Ensure ethical norms, fairness and inclusivity
It is relevant for all discipline subjects conducting research involving people and has been described as “…norms for conduct that distinguish between acceptable and unacceptable behavior.” (Resnik 2015). There are different categories of research ethics and within Art & Design, Category A is very common (require Art & Design Filter committee approval), occasionally Category B (Requires Filter committee and UREC approval) and seldom Category C (Filter committee and OREC NI Approval). We tend not to engage in Category D research.
NOTE: Ethical approval applications in Art & Design are managed using the Research Ethics Management System (REMS). Simply select Art & Design from the dropdown list and following the guidance notes provided. Each year, the Art & Design research Unit provides an overview of the process and system.
If you are unsure if ethical approval will be required, please complete the Belfast School of Art assessment documents (available from your Research Administrator):
- AHSS Research Governance Assessment Form
- AHSS Research Governance Assessment Procedure
- A useful document is the RG1a Guidance
| Category A | Category B |
|---|---|
| No NHS/HSC involvement | No NHS/HSC involvement |
| Conducted by staff on students | Conducted by staff on students |
| No new methodologies | New methodologies |
| No vulnerable populations | Includes vulnerable populations |
| No therapeutic interventions | Includes therapeutic interventions |
No evident risk to participants/ researchers | Possible risk to participants/ researchers |
| Category C | Category D |
|---|---|
| NHS/HSC involvement | Research regulated by the Human Tissue Act 2004 |
| Conducted by staff or students | Conducted by staff or students |
There are several useful documents you should be aware of:
- The University have an updated Policy on Research Ethics and Governance (2018)
- A dedicated resource has been provided by the University available once logged onto the University Portal
- For research involving Lone Working, please see the guidance on Fieldwork
- For General Data Protection Regulation (2018) there is a University summary to help you understand and protect data generated as part of research
You must include your supervisor as the Chief Investigator, and you should inform them when you have a draft application on the system for their review. Ultimately, they are responsible for your study. You may approach any committee member for their assistance. A current membership list is posted on our notice page within REMS.
For guidance on how to use the system, select Art & Design from the drop-down menu, and follow the ‘How to use this portal’ notice.
Accessing Resources
We currently receive a budget from the Faculty and Research Training Support Grants (RTSG) for most funded full-time researchers (currently £900 per annum per Researcher).
These monies are used for day-to-day expenses such as art materials and equipment as well as to fund conference attendances, external training events etc.
Fieldwork and other research expenses are primarily funded by RTSG money, and unspent RTSG can be carried over from one year to the next, effectively allowing funded researchers to ‘save’ for fieldwork or an international conference, so it is important that you discuss this with your supervisors at an early stage.
We do not generally encourage use of this funding for books (which can usually be provided via the library). Laptops can be supported if required for the research. Other technology may be required for your discipline. Any equipment purchased will remain the property of Ulster University and be on loan to you for the purpose of your Research. On completion the equipment should be returned to us.
Please ensure when completing both your PA form and the claim form that you include your research student number (B code) and cost code of 90159U.
Applying to spend your RTSG
If you are wanting to spend your RTSG allowance, then you should follow this procedure:
- In the first instance the PhD Researcher should contact Elaine McCoubrey with details of what they wish to use the money for and an accurate assessment and breakdown of the costs. At this stage PhD Researcher should show that they have the support of their lead Supervisor.
- Elaine will then check to see if PhD Researcher has funds available to cover the proposed expenditure. If funds are available, then Elaine will forward details to the Research Director, Art & Design for “approval in principle”.
- If the Research Director approves the expenditure for Travel, Fieldwork, Conference attendances, external training events etc, then Elaine will advise the PhD Researcher and ask them to complete a Prior Approval (PA) online.
- PhD researchers will be able to process Prior Approvals and Reimbursed Expense Claims online via the Digital Claims Portal.
- PhD researchers should navigate to the Finance Visitors Page and follow the link to the ‘Digital Claims Portal’. The Portal homepage provides a link to Registration instructions for first time visitors.
- Once Registration is complete, PhD researchers can maintain their profile and submit digital requests. Training Guides for each claim type are available on the Portal Homepage.
- It is usually best to over estimate expenses on the Prior Approval to enable processing of claims.
- Once the PA number is issued, the PhD Researcher can use it to book travel, accommodation etc via UU’s Travel agents Selective Travel Selective Travel Management Client Portal (selective-travel.com).
- If the PhD Researcher doesn’t have time to contact Selective Travel, then they can either contact Elaine who should be able to make the bookings using her university purchasing credit card or make the bookings themselves and claim back via the expenses claim form
- Claiming Expenses - when a PhD Researcher is on a visit or course of study, they should keep all receipts (travel, accommodation, conference booking (if appropriate) and subsistence costs) and when back at the University complete Reimbursed Expense Claims online, attaching receipts.
- When completing the ‘Claim Details’ section, ensure the correct ‘Directorate’ (3004) & ‘Department’ (4001) values are selected from the dropdown lists presented on the digital forms. This will ensure your request is processed in a timely manner.
- If any technical problems are encountered, users should raise a ticket via the ServiceDesk.
- Approval of expenditure - if the Research Director approves the expenditure for laptops, equipment, materials etc, then Elaine will advise the PhD Researcher and ask them to complete an Application for Approval of Proposed Expenditure on Equipment/Materials form.
- Once received, Elaine will forward the form to the Research Director for formal approval and proceed to purchase the items(s) via University suppliers if possible or directly.
- Elaine may need to contact the PhD Researcher to confirm the items required, delivery address or if there are any issues with the purchasing or delivery process.
- Please note that any equipment purchased will remain the property of Ulster University and be on loan to you for the purpose of your Research. On completion the equipment should be returned to us.
- In cases where expenditure is NOT approved, Elaine will contact the PhD Researcher to advise if the Research Director does not approve expenditure or if they do not have sufficient funds in their Research Training Support Grant.
Information Services (ISD) provide information on how to print including how to access multi- function devices (MFD) that will allow you to print, copy and scan documents. PhD Researchers within the school can access £50 of printing credits.
As we do not have a campus bookshop, SAGE are offering students the option to buy their core/reading list texts directly from their website by entering the unique ‘DTS’ code (UK13STULS). It entitles the students to 25% discount plus free postage and packaging in the UK for any SAGE text on your reading list. This link and code can be circulated to the students and uploaded to your VLE/blackboard.
However, the library will consider purchasing books that will have a broad appeal. If it is particularly specialist, speak to your supervisor who may be able to make a case for purchase.
Attendance and Absence
Attendance to University on a regular basis is expected, except by agreement of your supervisor 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 the Supervisor 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 (LOA) 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 you Supervisor. Support is also available through the Doctoral College and Student Support.
Additional Support
Student Wellbeing offer Counselling, Triage, Disability services and needs assessment, Sexual health clinics, Financial advice, Support programmes and a chaplaincy.
The Belfast campus opens from 08:45 to 17:00 every day but closes at 16:00 on Friday.
Counselling is offered 24/7 for all. They work in collaboration with Inspire to provide a confidential counselling service that is free to all Ulster University students. The counsellors are fully trained and experienced in working with students with a wide range of problems. You can call the 24-hour free phone number 0800 028 5510 or email.
Visit their website and be familiar with the range of support they can provide should you need it. As a valued member of the University, you may also wish to be proactively involved with the Mind Your Mood Campaigns in support of students and staff who from time to time need support.
The Student Success Centre provides students with academic resources and support throughout their learning journey to enhance their experience at Ulster University. The centre is there for you every step of the way to help prepare you for your studies, develop the mindset and strategies you need to engage with your learning, and achieve everything you want from your time at Ulster.
We have a range of School technicians for specific subjects.
| Subject | Technician |
|---|---|
Technical Services Co-ordinator (Fashion & Textiles) | |
Technician - Textile Art & Fashion | |
Technician - Knitted & Constructed Textiles & Fashion | |
Technician - Garment Construction | |
Technician (Printed & Dyed Textiles & Fashion) | |
Technician - Photography with Video | |
Technician - Photography with Video | |
Technician - Fine Art Audio, Photography & Video | |
Technician- Graphic Design, Illustration & | |
Technician - Animation | |
Technician - Games Design | |
Technician - Silversmithing & Jewellery | |
Technician - Wood and Metal | |
Technician - Ceramics | |
Technician - Mouldmaking, Casting & 3D form | |
Technical Services Co-ordinator – Fine Art | |
Technician – Fine Art Print |
For other issues or unresolved issues contact the ISD service desk. They provide a range of useful self-help resources and free software or applications available under a university reduced rate.
Events and Lecture Series
The annual PhD Research Festival organised by the Doctoral College, showcases and celebrates PhD research excellence at Ulster under the University's key strategic research themes of: Creativity and Culture, Social Renewal, Sustainability and Healthy Communities. Each day of the festival will begin with a keynote address followed by PhD Researcher Presentation sessions, Poster presentation and a Closing Reception with a Presentation of Prizes recognising the Best Presentation and the Best Poster, at each of the campuses. The Festival takes place every May.
The Ulster University Postgraduate Journal for Arts, Humanities and Social Sciences entitled Intersections, was initiated by Belfast School of Art PhD Researchers. It is a journal for multidisciplinary exchange of new research and practice at Ulster University. It is an annual meeting place for the Arts, Humanities and Social Sciences to share reviews, processes and theories emerging from current practice-based, theoretical and historical research. The Journal is produced in Print and Digital format.
There are calls annually to be part of the organising and peer review committee as well as an opportunity to publish. It is the expectation of the Research Unit that our Researchers engage in some capacity.
Research and Professional Talks are provided to all staff and researchers. Beyond the local scene we have had speakers from the R&D departments of Spotify and Hype Factory, Museums and International artists and researchers. These opportunities will be shared with you throughout the year.
The Ulster Research Salon is a Seminar Series Programme comprising a diverse series of talks and events that run throughout the academic year for PhD researchers. They focus on practice-based and curatorial research and will feature a wide range of invited speakers and artists. The aim of the programme is to support discourse across the Belfast School of Art Doctoral College and create connections both within and external to the university. The 2023-24 Seminar Series Programme is delivered by PhD Researchers Jan Uprichard and Philip Arneill.
Art & Design PhD Showcase series will encourage the sharing of progress at any stage of the doctoral journey. These meet monthly with 3-4 researchers sharing their research thus far. In addition, occasional seminars are also be organised based around research methods and approaches in Art & Design.
These are organised by Dr Catherine O’Hara. These may be in person or online (details will be sent ahead of any session).
As well as engaging with the Researcher Development Programme, other training may be applicable and within the Belfast School of Art, some researchers gain this through working part time in the wider Arts sector. We have links with organisations such as the MAC and National Museums NI (where a collaborative agreement exists).
Online Systems
There are several systems that are increasingly important as you work remotely for some of your activity.
Portal: The Portal is your main place connecting you to other systems for your University life.
- The Student section, provides information regarding general study, including the library (and its databases), BBL, fees, and services such as IT support.
- The Research section include specific information for the Research community including Research ethics, PhD manager, Research Development Programme, wellbeing and PURE
PhD Manager: This is your record of supervision meetings and progress. It should be used for all of your engagements with your supervisors.
BBL
Black Board Learn is used in some instances to share learning content with you.
MS Teams
Microsoft Teams is a communication platform. There has been a PhD Team set up for you with several channels of communication. You have been added to the Team and should have an invite in your email inbox. You may use this as a discussion forum around separate topics. The mobilxe app is very useful and may be downloaded from Apple or Google. If you need a specific Team set up for collaborative work with external partners this can be requested via this MS Form.
REMS
Research Ethics Management System (REMS) (you will have to log in to access)
Publishing and Your Research Profile
We encourage you to submit your research dissemination through the Research portal PURE. This allows us to maintain a good record of PhD publication activity. The PURE Support web page provides support on the use of PURE and also advertises when workshops will take place on campus. You must send an expression of interest should you wish to attend such workshops, as they will not run if attendees are not confirmed.
You should include a brief explanation of Open Access (OA) and a link to Ulster procedures.
Within Art & Design solo publications can be common, for instance an element of practice. However, where there is text-based research you should ensure that your supervisors have an opportunity to actively support or contribute. Where there is a significant contribution, they should be included as co-authors. There are mutual benefits where research become connected. However, we do not support honorary co-authorship ("Honorary coauthorship," defined as the listing of the names of mentors, associates, and friends on articles, even when they have not been consolidated for academic purposes).
As a PhD researcher, the same Student Social Media Policies apply to you as Students and staff. They deal with advice on conduct, safety and social media presence. As part of your research presence, you should record activities and research publications on the PURE system. This is a database where you can manage your research profile.
Similarly as you move into the world of research beyond Ulster, you should secure an independent Research ID through ORCID. PURE and ORCID are compatible for easy import/export of data.
Professional Memberships
As part of Belfast School of Art you may have access to the following organisations:
Institute of Designers in Ireland (IDI)
The Art & Design Research Unit has purchased College/University Full Membership which means that BSoA colleagues can take advantage of the benefits of membership.
Email Sorcha O 'Raw, the IDI Membership Coordinator and she will handle the individual application and set up the membership. If individuals are already members (from last year) this will carry over, Paul Brown is coordinating this.
Council for Higher Education in Art and Design (CHEAD)
CHEAD is the representative body for the art, design, creative media, and related disciplines in higher education. As a corporate member we may attend events which provide networking and training opportunities to keep up to date with sector developments.
AHRC Creative Cluster: Future Screens NI
Staff form Belfast School of Art are Co-investigators on the Multimillion-pound AHRC Creative Cluster Research Grant. This research which also attracts similar match funding from industry may be able to connect your work with the industry sector. For more information see Future Screens NI website or talk to Professor Justin Magee.
Postgraduate Research Experience Survey (PRES)
PRES runs in alternate years to appraise the PhD experience nationally. We are keen to make sure PhD Researchers have the best possible experience while studying at Ulster University.
To do that we need to know what you think we are doing well and what we can do better. In the first instance we hope you communicate with your supervisors, Post Graduate Tutor or Research Director. In PRES2019, Ulster was ranked 8th, with Art & Design an average of 20.2% higher than the sector average. In PRES2023 Ulster were ranked 4th in the UK.
Let’s continue to provide the best experience for you!
PhD Researcher Pool
Once you have submitted your thesis, you may apply to be part of the Researcher Pool, which allows you to avail of short term research opportunities on a paid basis for up to a year from submission.
You should also request a letter of commendation from your lead supervisor, which is a reference outlining your strengths and capacity as a researcher.
Health and Safety
- Lab and Office Safety
- Fire Safety
- First Aid Defibrillator location
- Safezone App
- Health and Safety Courses
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.
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:
- You must leave the building using the nearest available route by following the emergency exit signs
- You must go directly to the assembly point
- You must not re-enter the building until told it is safe
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.