Meet the Team
You will have already met with your supervisors and understand that their primary role is to offer you guidance and support in your studies.
Your PhD Researcher Representative is Jane Leonard and she will represent your UoA on University level committees to ensure that your voice is heard and any concerns raised.
Your Research Director, Postgraduate Tutor and research area administrators are also available for you, should you require any additional support.
Research Ethics and Integrity
Before you commence any data collection involving human participants you will need to complete an ethics approval form(RG1A).
Please note that this form must be completed for any study involving data collection with human participants (i.e., if you plan to hold interviews, conduct surveys, focus groups, observation etc.). The process involved in obtaining Research Ethics clearance is shown below:
- The completed form for Research Ethics clearance (RG1A) should be completed at least two months in advance of when you plan to collect data. The form is normally completed in collaboration with your supervisors, who will give advice if changes are needed.
- When an agreed form is produced the supervisor sends a copy and other relevant materials (e.g. information sheets, consent forms, interview questions etc.) to the Chair of the UUBS Research Ethics Committee (Dr Kristel Miller).
- The UUBS Research Ethics committee will then review the RG1 ethics form and communicate to the Chair of the supervisory panel and the researcher involved if there are any possible ethical issues with the planned research approach. A UUBS research Ethics Filter Committee meeting is held once a month to consider applications.
- The researcher is advised if any changes are needed and given the opportunity to revise and resubmit the form and materials. These are then reconsidered by Research Ethics committee and normally Research Ethics permission is granted.
Working Environment
In conjunction with the subject-based Schools and the research area, UUBS undertakes to provide its full-time PhD researchers with facilities for study. UUBS has dedicated Postgraduate Research accommodation on all campuses, where full-time researchers have access to desk space and printing facilities. Full time funded PhD researchers are also provided with suitable technology to be used for research purposes during the duration of the programme and should be returned at the end of your studies. Please note this equipment remains the property of the University.
It should be noted that space is limited on the Belfast campus and the room we have been allocated has 12 desks – BA-02-004 for full-time researchers. As a consequence of this limited space researchers may be required to share desk space at certain times and hence, we are operating a ‘clean desk’ policy where researchers should not leave their possessions on any desk but should use lockers provided to store equipment and personal belongings (at the time of writing this handbook we are awaiting lockers to be installed in Room BA-02-004).
All researchers obtain an e-mail address when they officially register for PhD study. This will be the address used by the faculty for all correspondence in relation to their research studies and researchers should access their university e-mail account regularly. If you wish to use a different e-mail address it is your responsibility to set up his or her private e-mail programme to read mail delivered to the University address.
UUBS has formed a PhD Researcher Liaison committee to discuss issues linked to your experience as a researcher. All PhD Researchers are encouraged to attend the Liaison committee which meets twice a year and is Chaired by the Research Director. The remit of the committee is to deal with any general issues impinging on or likely to impinge upon your studies.
Your PhD Researcher Representative will also sit on the Faculty Research Committee, the PhD Researcher Forum and the Doctoral College Board.
It is important that you have regular contact with your supervisors. The university requires that full-time funded PhD researchers will attend the campus regularly (at least twice a week) unless there is agreement which allows for more flexibility with supervisors. Clearly the recent experience of the Covid pandemic has altered working patterns for many of us and we have become more open to working more flexibly. Given this I would expect you to find a working pattern that works optimally for yourself and your supervisors.
It is anticipated that initially you will need to have relatively frequent supervisory meetings. However, when you settle into a more familiar pattern of work, meetings may become less frequent although at various times you may need more support (approaching assessments or during the final writing up stage). The actual supervisory procedure and systems adopted should be agreed by yourself and your supervisors, but for clarification UUBS would expect that full time PhD researchers should have substantive meetings with their supervisors at least once a month and that part-time PhD researchers at least once during a three-month period. The PhD Manager system allows uploading of digital records of supervisory meetings, and it is the responsibility of the PhD researcher to ensure that a full record of meetings is held.
Digital Services provide information on how to print including how to access multifunction devices (MFD) that will allow you to print, copy and scan documents. More information can be found on their website. PhD Researchers within the school can access £50 of printing credits. Speak to the research area administrator to arrange this.
Attendance and Absence
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:
- Consider scheduling meetings with your supervisor in advance, perhaps at the beginning of the month, to give your supervisor sufficient time to approve the meeting notes logged on PhD Manager.
- Remind your supervisors to approve the meetings if necessary.
- If none of your supervisors are available to meet in person in any month, please contact the Postgraduate Tutor in your area to make arrangements to meet with an alternative member of staff for the purposes of monthly monitoring and to record this as usual on PhD Manager as a meeting with supervisors, but with a note of the alternative staff member you met with.
Business and Management Research Area
The Business and Management research area is a virtual centre and focal point for academic research across the Faculty.
The Associate Dean of Research, Professor Paul Humphreys, and Research Director, Professor Martin McCracken, are responsible for the strategic development of research within the area.
The research area has developed collaborative linkages both nationally and internationally through its close relationships with the British Academy of Management, Academy of Marketing, Academy of International Business, and a range of professional bodies, such as, CIMA, ACCA, CIPD and ICSA.
Business and Management
Our research focuses on Operations Management, Marketing and Corporate Governance with a strong cross-cutting theme supporting the SME regional economy....
Subject Specific Training
The Ulster University Business School offers several research-based modules (Research Skills and Research Methods), mostly in the second semester for a range of Postgraduate MSc Programmes. All new PhD researchers may attend these sessions and you should seek advice from your supervisors as to the benefits of attending them. Again, these modules will be assessed by coursework and it is up to the supervisor to advise the researcher regarding assessment.
The faculty will organise and co-ordinate specific training in selected areas during the year.
This will include invited guest speakers on PhD research and methodologies, for instance:
- Critical Literature Review;
- Getting Published;
- Understanding and Getting Organised for Academic Research.
A PhD research day and evening social event for PhD researchers will be held in June. Further details and dates for this and other events where external and internal UUBS staff present their research will be circulated during the year.
Health and Safety
Office Safety
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 Faculty’s Health and Safety Co-Ordinator is Dr Frances Devine. Risk assessments are carried out and updated annually.
First Aid/Defibrillators are available from Security on each campus (extension 22222).
In event of an emergency requiring Police, Fire or Ambulance dial (9)999 directly then contact Security immediately. If working late you should make security aware and let them know when you leave.
Fire Safety
If you discover a fire, you should follow the Fire Safety procedures and activate the alarm immediately using nearest break glass point.
Travel and Procurement Procedures
All DfE-funded and VCRS PhD researchers are awarded a budget each year (around £900) to be spent on developmental activities to support their research (for instance a training event, attending a conference, collecting data). Prior approval for all DfE/VCRS expenditure must be obtained from the Research Director. The following steps must be followed:
- As early as possible in advance of a trip or the date of expenditure (at least 3 weeks beforehand), a prior approval must be logged on the Digital Claimant Portal.
- This must be accompanied by an email of endorsement from their supervisors justifying the expenditure and pointing out its relevance to the researcher’s research project.
- Following trips, a travel and subsistence expenses form, for expenses incurred, should be submitted to the research area administrator. Please note: all claims for expenditure must be accompanied by original receipts. Photocopies of receipts or credit card slips are not accepted as proof of expenditure.
Please note: Claims for expenditure will only be processed if a prior approval form has been submitted in advance of the trip (and a prior approval number has been received) and receipts retained. Researchers funded from other sources may seek funding, though there is no guarantee that the request will be met. In this case, prior approval for all such expenditure must be obtained from the Research Director and/or Head of Department.
Air travel must always be booked using the University’s approved travel agent – Selective Travel. Before booking, Selective Travel will require a prior approval number and a cost centre code (you must contact the secretary for the cost centre code). For low cost airline travel (e.g. Easyjet, Ryanair etc.), Selective Travel will require this to be booked via their website – please provide your trip details to the research area administrator who will advise on online booking issues.
Conference fees may be paid in advance to the conference organisers through the University Finance Department. Please provide a copy of the conference registration form and payment details, along with your prior approval number, to the Finance Department.
Car mileage for research trips may be claimed using the car mileage claim form.
Accommodation expenses are normally reimbursed after the trip, though it may be possible to book hotel accommodation in advance of a trip through the University’s travel agent (Selective Travel).
- It is expected that the most economical forms of travel should be used whenever possible (e.g. public transport rather than taxis).
- Claim forms for expenses must be submitted within 2 months of the date of the trip.
Demonstrating and Teaching Opportunities
Teaching Opportunities It is beneficial from a career development point of view for PhD researchers to obtain some teaching experience during their period of study.
The opportunities for teaching will depend to a great extent on the teaching needs within UUBS at any given time and PhD researchers’ area of expertise.
All PhD researchers will be asked to record their areas of teaching interest with the Research Director and these details will be forwarded to Heads of Departments for consideration, should any teaching opportunities arise.
Please note:
- Teaching allocations are at the discretion of Heads of Department and not the Research Director.
- Full-time funded PhD researchers may only teach a maximum of 6 hours per week.
- Teaching would involve mostly seminars and to a lesser extent lecturing.
- Where PhD researchers have been offered teaching, it would be expected that they are provided with teaching support materials where possible.
Assessment Seminars
Progress is monitored through a series of assessment reports submitted by the PhD researcher which are supported by follow up presentations. Two major assessments are carried out during the first 12 months of study for full-time and the first 24 months for part-time researchers.
For full-time researchers the first assessment, known as the Initial Assessment, ordinarily takes place not more than four months after the researcher has first registered. For example, for those registering in September, assessments normally take place during January. The second assessment, known as the Confirmation Assessment, happens 9-10 months into the study (normally in June). For part-time researchers the Initial Assessment is usually arranged for 910 months after first registration. For example, for those registering in September, initial assessments will normally happen in the June assessment period.
For both initial and confirmation assessments researchers are expected to present their work (written report and oral presentation) to be assessed by a panel of research active UUBS staff. The panel make recommendations about the direction, organisation or other aspects of the research and report back to the Research Director and supervisory panel on researcher progress.
At the assessment meetings there is a chairperson (normally the Research Director or Postgraduate Tutor) and up to two examiners (usually one from the researcher’s ‘home’ department and one from another UUBS department). The supervisors attend the assessment meetings but do not answer questions.
The Initial Assessment meeting normally lasts around one and half hours and the Confirmation Assessment around two hours. There are three main elements to the assessment meetings:
- Researcher presentation
- Questions from the panel on the presentation and submitted written material
- Feedback from the panel on your progress.
It is essential that the panel have enough time to read the written report and researchers are expected to submit through the PhD Manager system at least two weeks prior to the assessment event (i.e. for the September 2022 intake – 2nd January 2023). Those presenting in June should submit their written reports by the 29th May. Researchers should ensure that sources are referenced correctly and that the reports are free of plagiarism. The written reports will be checked for plagiarism through the Turnitin.
In the Initial Assessment the PhD researcher is required to illustrate how they have advanced their work from application and proposal stage. They should provide a comprehensive description of the proposed programme of work and illustrate that an initial wide-ranging review of the literature has been carried out. At this stage there should clearly be some awareness of the types of methodologies available to carry out the research. The initial assessment report should be developed in close co-operation with supervisors and include the following information:
- The background to the project
- The overall aim and more specific objectives of the research
- Overview of key literatures
- The potential methodology that could be used
- Further work to be completed to develop the PhD.
A short report (ideally around 1000 words long but up to a 1,500 limit [excluding appendices and references]) should be produced to accompany a brief presentation – up to fifteen minutes (PowerPoint slides are normally used but are not compulsory). The word limit for this assessment is deliberately set quite low, and it is acknowledged that at this stage researchers will have written much more, but the purpose of this assessment is to provide a concise report that allows the panel to understand the key elements of the PhD study.
After the presentation the members of the panel will ask questions and seek clarification on key issues arising from the presentation (normally around 20 minutes). They may also offer suggestions on how the study could be improved or developed. The purpose of this assessment is not only to monitor researcher progress but also to offer advice, support, and constructive feedback. After the panel has deliberated on the presentation, report and Q&A session, the chair will communicate the decision – to either proceed to the next stage of the PhD or to resubmit the report and present again.
It should be noted that at the Initial Assessment presentation, new PhD researchers may present to their peers. Other new and existing PhD researchers are normally invited to attend presentations (attendance will only be allowed for the presentation and questions part and not for the panel feedback element at the end of the meeting). This practice has been approved by the Doctoral College and is seen as good practice as it helps to develop a stronger PhD research community allowing new PhD researchers to gain experience of presenting to peers.
The Confirmation assessment is an important assessment for all researchers as it marks the confirmation of the PhD project and PhD researcher. The main purpose of this assessment is to provide assurance to supervisors, the assessment panel and to the Research Director that the topic of the PhD is now clearly defined and well understood and that the scope of the study is appropriate to PhD level (i.e., not more suitable for MPhil or too ambitious and unlikely to be completed in time).
At this stage it would be expected that the candidate will have considered a suitable methodology that it is appropriate for the study and will ensure its successful completion. It is also expected that a viable and realistic plan for progress over the next two years is presented at this assessment. In both the written report and oral presentation, the panel will want to see evidence that a substantial amount of progress has been made since the initial assessment and consideration will be given to the extent to which earlier comments have been addressed. The written report and oral presentation should cover the following areas:
- A thorough background to the area
- A clear overall aim and specific research objectives
- A critical literature review illustrating the key gaps in knowledge surrounding the area of study
- A discussion of the proposed research methodology and strategy for data collection. This will involve giving details of its rationale and how it may be operationalised.
- A timetable for the completion of the study within the given time frame (i.e. three years for a full-time PhD researcher or up to six years for part-time).
The written report for this assessment should be between 8,000-10,000 words and the presentation should last between 25-30 minutes and is normally accompanied by PowerPoint slides etc. It is acknowledged that this is a relatively short word limit, but the panel will be interested in the key elements as noted above and they do not need to see everything that has been written to date.
At the presentation they will ask questions and seek clarification on key issues linked to the study and will normally make recommendations about the direction, organisation and other aspects of the work. It is important that these comments are considered with your supervisors.
The outcome of the confirmation can result in several decisions 1) a straightforward confirmation, 2) confirmation with recommendations or 3) deferral (i.e., repeating the assessment within a specified period), 4) recommendation to transfer to an MPhil or 5) withdrawal from the programme. You will be given oral feedback directly after the meeting and written feedback on behalf of the panel is posted on PhD manager within a few days of the assessment. This feedback is considered by the Research Director and the Associate Dean for Research and Impact in UUBS before the researcher is formally transferred/confirmed.
Please remember that for the initial and confirmation assessments researchers are required to submit their written reports through the PhD Manager system at least two weeks in advance of the meeting date. If, for any reason, you cannot meet the deadlines set or present as arranged, you must let your supervisor and the Research Director know immediately.
Researchers who successfully complete the Confirmation Assessment are required to provide evidence of progress in the final years of study. Ultimately your progress is closely monitored by your supervisors as you move towards completion, but after the confirmation event you may evidence your study progress in several ways:
- A 2000-word progress report; or
- A presentation within their department or the Faculty (e.g. a presentation at a faculty / dept seminar or workshop or the annual PhD research day); or
- A conference paper presentation; or
- A journal article submission.
You should work closely with your supervisory team to ensure that one of the above pieces of evidence can be provided to the Research Director for the final year of study for which they are registered, following the Confirmation Assessment.
If you choose to submit a progress report it should be no longer than 2,000 words and should include:
- the aims and objectives of the study
- progress to date
- any issues or problems that may affect the completion of the project
- expected date of completion of the study.
When you are ready to carry out this assessment (normally 30 months after registration for full-time Researchers and 60 months after registration for part-time Researchers) you should initiate the process on PhD Manager (Final Assessment section) and notify the Research Director that you have submitted. Submission of one of the above items is imperative as it allows the faculty to monitor your progress and to liaise with your supervisors and the Doctoral College to provide support/advice as required.
Thesis Format
Generic guidance on thesis format can be found under the Doctoral College Thesis Format guide. Previously submitted hard copy theses can be viewed at any time via a request to the research area administrator.
Citation Style
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 UUBS, the Harvard Referencing system should be used.
REF works software can be used to manage your references. The library runs training every two weeks on this software.
The software can be accessed through the Ulster University library databases.
Publishing and your Research Profile
The faculty strongly encourages researchers, in conjunction with their supervisors, to write up significant findings from their research for publication in a refereed academic journal.
Issues around authorship and publishing should be discussed between PhD researchers and their supervisors early in the PhD so that both researcher and supervisor are clear about arrangements.
It is normally the case that the PhD researcher is named as a lead author on work from their PhD with their supervisors named as co-authors.
Any additional named authors on PhD work, outside of the supervisory team, would be in exceptional circumstances and this should be discussed and agreed between PhD researchers and their supervisors at an early stage.
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. You can avail of support in the use of PURE via a series of 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.
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.