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Code of practice for postgraduate research degrees

Foreword

Postgraduate research students are a key component of the University of Manchester's strategic vision. The University is an internationally distinguished centre of research. The University of Manchester - as expressed in the Our Future: Vision and Strategic Plan - is a world-leading university recognised globally for the excellence of our people, research, learning and innovation, and for the benefits we bring to society and the environment. We endeavour to provide students with opportunities to excel in an environment that provides outstanding supervision, training and facilities.

This Code of Practice for postgraduate research degrees constitutes the central reference document for policies, procedures and good practice at the University of Manchester. It defines the minimum requirements for postgraduate research through full-time and part-time modes of study. It has been designed to ensure a high-quality framework is implemented and maintained consistently across the University. It sets out the responsibilities of the University, faculties, schools and supervisors so that students know what they can expect from the University. In return, it details the responsibilities of research students so that students know what the University expects of them. 

This code is an evolving document that will grow in line with national and international developments in graduate education and with the ever increasing levels of best practice in postgraduate research at the University of Manchester. Staff and students are encouraged to become actively involved in improving and extending the code. All feedback is welcome and should be directed to the Research Degrees and Researcher Development team in the Research Office.

Professor Melissa Westwood
Associate Vice President for Research
Director of the Manchester Doctoral College
University of Manchester

The Code of Practice

The Code of Practice sets out the University of Manchester's framework in relation to the management and coordination of postgraduate research degrees both full-time and part-time.  The University is committed to ensuring the quality of every student's research experience and as such the code of practice defines minimum requirements to safeguard high standards of postgraduate research degree activity.

The Code of Practice should be read in conjunction with the University's Ordinances and Regulations   and faculty and/or school handbooks as appropriate.

This Code is intended for use by academics, administrators, full time and part time postgraduate research students and is revised on a regular basis in consultation with its users and the University's Manchester Doctoral College Strategy Group (MDCSG). MDCSG is responsible for strategic and policy matters in relation to all aspects of graduate education and identifying and sharing good practice across faculties in graduate education work.  The group meets monthly.  

COVID-19 Information and Resources

Thesis Impact Statements:

 Financial Assitance

  • Submission Pending Fees - Submission Pending fees have been waived for all PGRs who registered on their programme before September 2022. 

Guidelines for using or developing AI

The University has now developed AI guidance for all staff, students and researchers. These guidelines seek to guide our University community, both staff and students, in how to embrace generative AI and support in the effective use of AI at work whilst also bringing to the surface risks that should be considered:

Guidelines for Staff and Students Using or Developing AI 

The guidelines focus on: 

Principles for Appropriate Use 

These include five core principles that all colleagues and students should familiarise themselves with: 

  • Transparency - Always clearly indicate when and how you have used AI in your work. For example, by using a footnote to explain that Microsoft Copilot was used in the preparation of a document – as shown in our guidelines. 
  • Accountability – We are all responsible for the outputs generated by AI. It is important to verify that information generated is accurate and acknowledges where information has come from. 
  • Competence - Regularly update your AI knowledge and skills through continuous professional development. For example, attend events that introduce AI, or take advantage of courses available on LinkedIn Learning
  • Responsibility - Ensure your use of AI tools is ethical, legal, and fair by avoiding malicious uses, mitigating biases, protecting personal information, and respecting copyright and intellectual property rights. 
  • Respect - Ensure your use of AI tools respects individuals' privacy, mitigates negative societal impacts, and minimises environmental harm. For example, chatbots can be used in qualitative research to interview subjects, but it is important to avoid asking for personal information. It is also important to be aware of environmental harms – for example a Copilot query results in the emission of up to a gram of CO2. 

Applying the Principles  

This focuses on the application of these five core principles in specific contexts such as: 

  • Establishing which AI tool to use – There are a variety of tools available, and the University offers a licensed version of Microsoft Copilot that ensures data privacy and should be used to prevent inappropriate disclosure. 
  • Teaching and learning – AI tools can enhance teaching, learning, inclusivity, and accessibility, but their output must be treated like work from another person, used critically, licensed, cited, and acknowledged. The guidelines consider the use of AI in course unit variation, plagiarism, proof reading, detecting malpractice, access and choice. 
  • Research – AI can power research and innovation when used alongside our guiding principles. The guidelines consider the use of AI in data, publication, reviewing, chatbots and by students undertaking research. 

Research Culture and Environment

Postgraduate researchers thrive when immersed in a stimulating and challenging research environment, but only when this is set in an open, inclusive and supportive community that places PGR wellbeing and development at its core. The Royal Society defines research culture as “…encompassing the behaviours, values, expectations, attitudes and norms of our research communities. It influences researchers’ career paths and determines the way that research is conducted and communicated.”

UoM and the Doctoral Academies are committed to delivering a healthy and positive PG research culture across our Institution, and throughout our postgraduate programmes and activities. We define Research Culture as encompassing the environment in which all research is designed, conducted and communicated, and set as core goals:

  • To promote a healthy research and learning environment that is founded on clear expectations, values and behaviours between PGRs and their academic networks;
  • To provide training, opportunity and support, which maximise inclusion, equality, and development of PGRs across our institution;
  • To place strong emphasis on the wellbeing of PGRs and broader academic activities including social and societal impact and career development;
  • To embed our PGRs in a community that values respect, collegiality and collaboration and which empowers PGRs to excel and succeed.

PGRs will only be offered a place on a research degree where they can be provided with a fully supportive research environment. Doctoral Academies should ensure that the following criteria are met when assessing the research environment:

  • Supervisory arrangements specified within this code of practice are met or exceeded and that prospective supervisors have the relevant experience and related record of published research. 
  • Evidence at discipline level of appropriate national and international excellence in research.
  • Appropriate access to library and computing facilities which as a minimum will include individual access to a computer with email and internet access and printing facilities.
  • All PGRs in attendance at the University should where possible be provided with a designated study area with appropriate desk space, computing resources and experimental equipment to embark on and complete the research degree. Split-site / joint / dual award PGRs should where possible expect the same facilities as on-campus PGRs when in Manchester.
  • PGRs should have appropriate access to facilities regardless of mode of study.
  • PGRs are provided with the appropriate skills training. 
  • Research groupings should be fostered with a critical mass of researchers and research students in the same or related disciplines that enable PGRs to interact with peers.
  • An active research environment should be developed internally which enables PGRs to participate in research seminars, participating both as listeners and presenters. PGRs should be encouraged to participate in external symposia, conferences and workshops and publish within respected, and where possible refereed journals and publications.
  • Where appropriate, clear policy and guidance on publication rights, including joint authorship, which encourages students to publish their work should be communicated to PGRs.
  • Research equipment and funding available to the student should be sufficient to allow the PGR to complete their research degree.
  • PGRs are expected to respect the research environment and ensure their research within this environment does not lower standards for other research students.
  • Access to sufficient and appropriate support and wellbeing services.

Applications and Admissions

The University policy on postgraduate applications and admissions can be found on the recruitment and admissions policy and good practice website. Any queries in relation to the admissions process may also be directed to:

The Postgraduate Admissions Office
The University of Manchester
Oxford Rd
Manchester
Tel:  +44 (0) 161 275 4740
Email: pg-admissions@manchester.ac.uk

Registration and Induction

Registration is a two-step process.  Students must first register with their school or faculty (academic registration) and then pay their tuition fees (financial registration). From September 2006, students will be able to complete both registration processes online.  Alternatively, Schools or Faculties should advise students of their allocated time to attend a central registration venue for financial registration.

Every student must register on their research degree at the beginning of their studies. For as long as a student is following their research degree they must remain registered with the University and pay the appropriate fees.

Further information relating to the registration process and a registration guide is provided by the Student Services Centre.

Induction

 

Professional and Career Training and Development

Postgraduate researchers (PGRs) make a significant contribution to the University’s research excellence and reputation and the University is committed to creating an environment that allows all PGRs to strive for excellence and develop to their full potential. The provision of the highest quality professional and career development, training and opportunities supports PGRs to complete their research degree and successfully transition to the next stage of their career.

The University's Postgraduate Researcher Professional and Career Training and Development - Statement of Expectations provides information on the following:

  • Professional and career training / development expectations
  • Intitutional responsibilities
  • Supervisor responsibilities 
  • PGR responsibilities 
  • Typical core training / training and development timeline

Postgraduate Researchers and Teaching 

PGRs are encouraged to engage in professional and career development training and opportunities during their research programme and teaching is one type of such activity that PGRs may consider.

Graduate Teaching Assistants (GTAs) are an integral and valued part of the teaching community, but it should be noted that their primary role is research and their GTA activities should therefore not take precedence over the requirements of their research programme.

The following guidance outlines our key principles, the expectations upon those involved in teaching activity and provides information about teaching opportunities, training and support.

Guidance on Graduate Teaching Assistants (GTAs)

 

Supervision

The University's Supervision Policy for Postgraduate Research Degrees contains information for postgraduate research students and academic and administrative staff in Schools and Faculties to inform on procedures and policy relating to the supervision of postgraduate research students. This supervision policy document relates to all research degrees across the University, not just doctoral degrees, and also includes collaborative research degrees.

The supervision policy document provides information on the following:

  • Supervisory Teams
  • Appointment of Supervisors
  • Supervision Responsibilities
  • Supervision for collaborative research degrees
  • Absence or Change of supervisor
  • Staff Development for Supervisors

Revisions to Supervision Policy for Postgraduate Research Degrees

Supporting information

Progress and Review

The University Policy on the Progress and Review of Postgraduate Researchers  provides information on policy and procedural issues in relation to the progress and review of postgraduate research students throughout their degree. The policy document provides information on the following:

  • Meetings with supervisors
  • Formal progress meetings
  • Reports and presentations
  • Progress record
  • Continuation and transfer
  • Unsatisfactory progress

Revisions to Policy on the Progress and Review of Postgraduate Research Degrees:

Related Documents:

Changes to Degrees

Change of Circumstances Policy for Postgraduate Research Students - previously the Policy on Circumstances Leading to Changes to Postgraduate Research Study, July 2012.

This policy should be considered alongside the following:

Procedural Documents

Associated Guidance Documents

Revisions made to the Policy and to the former supporting procedural documents: 

Submission and Examination

Electronic Thesis Submission

All postgraduate research students are required to submit electronic versions of their thesis or dissertation (examination and final corrected versions) via eThesis submission

Theses Presentation

Nomination of Examiners and Independent Chairs

PGR Examinations

PGR External Examiners - Payment Process and Guidance Documents

PGR External Examiners - Employment Status and Right to Work Guidance Documents

For enquiries in relation to EE RTW and Visas for Overseas External Examiners please contact People & OD

Academic Malpractice and Plagiarism

Posthumous and Aegrotat Award Postgraduate Research Degrees Policy


Summary of changes to policy documents

Revisions to Thesis Presentation Policy:

Changes to PGR Examination Policy:

 

Supporting Wellbeing and Mental Health

The wellbeing and mental health of our postgraduate researchers (PGRs) is of paramount importance to the University. We are committed to providing an environment in which postgraduate researchers can thrive, enjoy their experience and develop to their full potential.

The University recognises that during their research programme, PGRs will face a wide range of experiences and challenges and this may lead to the need for support and guidance for a variety of non-academic or wellbeing and mental health issues.

The aim of this section of the Code of Practice is to direct PGRs, PGR supervisors and professional services to the wide range of support, from suggestions on how to maintain wellbeing to specialist mental health support, that is available through the University.  

Resources for PGRs

New to Postgraduate Research

Starting a postgraduate research programme can be daunting, the online resource aims to lessen concerns and give postgraduate researchers ideas on where to go for help and support.

https://www.welcome.manchester.ac.uk/starting-pgr

Six Ways to Wellbeing and Mindfulness for PGRs

The University’s Six Ways to Wellbeing are actions which all members of the University are encouraged to incorporate into their daily life, to help them feel good and function well. For ideas on how PGRs can use this framework please see Six Ways to PGR Wellbeing and the wellbeing for PGRs resources on Student Support. Developed by a PGR the Mindfulness for Postgraduate Research resource applies mindfulness to the day to day challenges of postgraduate research. 

The Wellbeing Thesis

Recognising the distinctive challenges that PGRs can experience, the University of Derby, King’s College London and Student Minds have developed an open access web resource to support postgraduate researchers’ wellbeing, learning and research. It is free to use and can be accessed here.

Protecting your mental health: A practical guide for postgraduate research students in STEM

This guide is designed to help STEM PGRs develop the skills to protect their mental wellbeing as they navigate their journey as a research student.

Researcher Development Training

The Researcher Development team, and the Library’s My Research Essentials programme, offer a range of training and support on topics such as ‘shut up and write’, overcoming imposter syndrome, perfection and mindfulness. Please check the Researcher Development website.

Student Support

Additional information and support on issues such as housing, finances, visas and a A-Z of all University Services please see the University’s student support pages.

PGR Carer's Policy

The University recognises that some Postgraduate Researchers (PGRs) have, or will take on, caring responsibilities, and wishes to support those PGRs balancing research and care. Read the policy

The Counselling Service

The Counselling Service is open to all students, including postgraduate researchers. The Service is aware of the unique nature of the issues that PGRs experience and the support they offer takes into account the distinct experience of PGRs; this is applicable to individual appointments as well as other resources such as workshops and online tools. Workshops are open to all and some cater specifically to PGRs, for example, Managing PhD Stress. The service signposts to wellbeing apps of most relevance to PGRs and there are useful interactive resources on relevant topics such as procrastination.  

Disability Advice and Support Service (DASS)

The Disability Advisory and Support Service (DASS) provides an accessible and inclusive service for all students, including postgraduate researchers, who have a disability to access the support they need. The type of support ranges from assistive software to specialist equipment. You can book a quick query appointment to access the support you need.

24 Hour Mental Health Helpline

Mental health support from trained counsellors and advisors who are ready to listen and provide help on everything from emotional and physical health, mental health, relationships, managing stress and anxiety, money issues and more. The confidential helpline is available 24/7 on 0800 028 3766. More informaiton is available at this link

QWell

QWell provides free, safe and anonymous online mental health and wellbeing support any time, any day.

Help in A Crisis

Text - Shout is the UK's first free 24/7 text service for anyone in crisis anytime, anywhere. It's a place to go if you're struggling to cope and you need immediate help. TEXT Shout to 8528.

Phone - The Samaritan: Freefone 116 123 or 0161 236 8000 charged at a local rate. Available 24 hours a day, seven days a week, to talk confidentially about any problem, however big or small.

Online - Manchester Nightline Nightmail is available 24/7. All emails are scrambled as they arrive to keep anonymity, email nightmail@nightline.manchester.ac.uk.

Resources for PGR Supervisors

PGR Supervisor Toolkit

Supervisors play a vital role in supporting the wellbeing of PGRs. The PGR Supervisor Toolkit has a dedicated section on wellbeing and student support which contains useful signposting information for supervisors. Supervisors can also watch the Supervising Stressed Students video and refer to the guidance on how to spot the signs of stress

Two online modules, originally developed by the University of Durham have been adapated for supervisors at the University of Manchester. 

Supporting PGR Mental Health and Wellbeing for PGR Supervisors - An overview of mental health within the context of postgraduate research and guidance on how supervisors can identify, respond to and support PGRs in distress.

Case Studies for PGR Supervision in the Context of Mental Health Difficulties - Case studies are used to examine the process of PGR supervision when a supervisee is experiencing difficulties. 

Supervisors Flowchart

This flowchart guides supervisors through different levels of support that PGRs may need and includes questions to ask along with signposting to training and resources. 

Counselling Service Training for Staff

There are two online resources for all staff. Supporting Students will help you understand how to support wellbeing and Identifying and responding to student mental health problems uses short videos to take you through a number of scenarios to help you think through what might be helpful responses, including when to refer to other sources of help and support. 

In addition to the online resources, regular face to face training sessions are provided.

Student Mental Health Matters: spotting the signs, knowing what to say and what to do is an interactive session held via zoom. Further information and booking can be found via the staff training catalogue.

Crisis Pathway

If you have significant concerns about someone then please refer to The Crisis Pathway Poster

Resources for Professional Services 

The model of student support, including support for PGRs, is structured in to a stepped model of care, moving from prevention through support to more formal intervention. You can access the Counselling Service interactive presentation on the Stepped Care Model to find out more.

The Counselling Service’s online resources for all staff are aimed at helping you to understand how to support wellbeing - Supporting Students and at helping you to think through what might be helpful responses, including when to refer to other sources of help and support - Identifying and responding to student mental health problems.

The PGR wellbeing project developed an online resource for professional services colleagues services colleagues outlining the distinctiveness of the postgraduate research experience and how that may impact on the type of support that PGRs need.

Please ensure The Crisis Pathway Poster is prominently display in professional services offices. 

Research England/Office for Students Catalyst Fund Project Update - University of Manchester PGR Wellbeing Project 

A short video update on the progress and impact of our project as presented to the UKCGE Mental Health and Wellbeing Conference May 2021.

Intellectual Property

The University of Manchester Innovation Factory is the managing agent of The University of Manchester for intellectual property commercialisation.  The Innovation Factory is responsible for the University's IP and Confidentiality Guide and further support and guidance on intellectual property, including information on copyright, can be found on the website.

The following links also provide some useful supporting information to help you understand intellectual property and copyright:

Collaboration

Collaborative Postgraduate Doctoral Research Programmes (Split-Site, Joint and Dual Awards)

Policy

Procedures 

Forms 

Templates


Pure Awards Management Guide - PGR

  • guide explaining how PGR Teams can record studentships on Pure

Research Security

Our international engagement is academically driven, allowing collaborations to flourish; at the same time, we are facing a complex international environment and therefore new and changing potential risks. While we encourage international partnerships and open research, we want our PGRs to be risk aware, with access to processes to help minimise threats, and therefore empowered to make informed decisions.

This work goes across all areas of our University and is aligned with Universities UK and UK Government guidance. It includes our new Policy on Responsible International Research.

For full guidance please refer to the Research Security - Gudiance and Support webpage. 

Visiting Research Student

The Visiting Research Student Policy [October 2019] provides guidance for students and staff on how to manage and administer research students who visit the University of Manchester on a short-term basis for more than 1 month and less than 12 months.

 The policy document provides information on the following:

  • Definition of a Visiting Research Student
  • Attendance requirements of a Visiting Research Student including guidance for students who may have visa restrictions
  • Information for students who wish to take taught units whilst attending the University of Manchester as a Visiting Research Student
  • The application and induction process for a student attending the University as a Visiting Reseach Student
  • The responsibilities of the supervisor of a Visiting Research Student
  • The responsibilities of the Visiting Research Student
  • Exchange students

Summary of Changes February 2018

PGR Travel Guidance for Administrators

PGR Travel - An Administrator Toolkit

Postgraduate Researchers travelling for any reason whilst on their programme of study, will need to conduct a travel risk assessment, see pre-travel approval and then make travel arrangements, ensuring adequate travel insurance is in place. This page provides advice and guidance for Postgraduate Research Administrators supporting PGR students with their travel arrangements. 

This webpage includes links to the following tools useful to PGR Students and PGR Administrators:


Pre-Approval

Travel Authorisation

Students must obtain approval in advance of any period of travel away from the University. Failure to obtain approval before travel may result in the traveller not being covered by the University insurance. 

The University of Manchester Travel Policy sets out the requirement for the University to have a Pre-Travel Authorisation (PTA) process in place for International travel, but is good practice for all destinations.   

PGR Administrators can direct PGRs to use the PGR Travel Authorisation Form (TAF) for Doctoral Students to be completed before they travel. This form sets out a checklist for students to ensure that they have carried out all the required steps and have obtained approval before they travel.

Students must declare: dates of the travel; the purpose of the trip; their funding source/s; their health and safety arrangements; their travel insurance cover arrangements (if not covered by the University policy); that they have made necessary visa arrangements (where applicable); that they have read and understood all the relevant policies and procedures; that they understand how to claim expenses; that they have obtained research ethics approval (where relevant). 

PGR Pre-Travel Responsibilities

  1. Complete and submit the PGR Travel Authorisation Form (TAF) for Doctoral Students
  2. Obtain approval for the period of travel. 
  3. Carry out a risk assessment and get Ethical Approval (where relevant). Administrators can refer to the example Ethical Approval/Risk assessment approval workflow for guidance. 

Pre-Departure

Travel Insurance

Once travel authorisation has been granted consideration should be given to the necessary insurance required in order to travel and any additional support that may be needed.

The University Travel Insurance website provides details on the cover provided by the University for students.

For clarification on any aspect of the policy as it relates to PGR you can contact the Insurance Office.

Please note the following details relating to PGR Travel insurance:

  • If a PGR student attends visits, conferences, placements and fieldtrips as part of their programme of studies and it is a mandatory requirement for them to attend, then their travel is covered by the University insurance (this includes students who book their own travel or travel is paid for by a third party, subject to T&C and exclusions).   
  • Non-regulated accommodation e.g. private sub-lets and Air-BnB are not covered for insurance purposes
  • Students undertaking any period of personal activity during their travel will require their own personal travel insurance.  The student is only covered for the period of the trip that is for University business.
  • All travel must be booked through The University of Manchester’s Travel procurement contractor Key travel.
  • If a student undertakes a placement, approved by the School with the required risk assessment, that is not a compulsory part of their PhD, but significantly enhances the PhD, and they do not take an interruption for the period of time away from the University, the student will be covered by the University’s Travel insurance.  There should be a contract in place between the institution/placement in order for the student to be covered. 
  • The University cannot provide advice on personal travel insurance.
  • Student placements in the UK are not covered by the University Travel Insurance
  • If the situation in country changes before/during travel, another risk assessment should be carried out.

International Travel Destination Advice

PGR students and staff should refer to the Foreign and Commonwealth Office (FCO) website for the latest travel advice relating to their destination.

Disability Support

Students requiring disability support when travelling should also refer to the Disability Advisory and Support Service Travel Support website.

Export Control

PGR students travelling internationally need to be aware of the export controls that apply to goods, technology, software and/or knowledge “exported” outside of the UK (this includes carriage of a laptop on trip). The Export Control Organisation provides online checker tool which help to establish if items/knowledge are controlled and require an export control licence.

PGR Pre-Departure Responsibilities

  1. Use the pre-travel self-checklist on the University insurance page to prepare themselves for travel. 
  2. Purchase personal travel insurance where appropriate.
  3. Obtain all required travel documentation (e.g. visa).
  4. Obtain Travel support from Disability Advisory and Support Service where appropriate.
  5. Refer to the Export Control Flowchart and carry out an online check / contact the University’s Export Controls Compliance team at ecc@manchester.ac.uk if in doubt.

Travel Bookings

Key Travel

Key travel is The University of Manchester’s Travel procurement contractor.  PGR students can create their own itinerary through “Look not Book” access in key travel.  ‘Arrangers’ will need to approve and book any PGR student travel arrangements through Key Travel. 

Please see the Travel Booking webpages for full details.  

The PR7 process should be used to process expenses once the travel is completed.  

PGR Travel Booking Responsibilities

  1. Create own travel booking for approval through Key travel.

Appeals, Complaints and Discipline

Appeals and complaints are overseen by the Division of Teaching, Learning and Student Development, and conduct and discipline of students is overseen by the Division of Campus Life, within the Directorate for the Student Experience.

If you wish to submit an appeal or complaint you should try first to resolve this informally via the relevant Doctoral Academy.

If the appeal or complaint is not resolved at the informal stage you can then invoke a formal academic appeal or complaint in writing to the Faculty Office on the appropriate form. Further details can be found on the Teaching College website:

Upon completion of the formal stage, if a student remains dissatisfied with a Faculty’s decision, they may request a review by the Director of Teaching and Learning Support (or nominee).

Once students have been through the full process within the University they may be entitled to take their academic appeal, complaint, or conduct related matter to the Office of the Independent Adjudicator (OIA).


Where an appeal or complaint is upheld, it may be deemed that financial redress is appropriate.

Where possible financial redress is being considered, whether in response to a complaint or appeal, we follow the OIA's guidance. This has clear examples and indicative amounts and should be helpful when considering financial loss and/or distress and inconvenience. 

We would normally expect payments to be made by the area responsible for any delays or errors/irregularities identified. This may be more than one area, and discussions may be helpful to determine an appropriate breakdown; such discussions may involve senior academic or PS colleagues, who should look to the OIA's guidance when considering possible financial remedies. 

Staff may also find it helpful to speak to the University's Legal Affairs team if you are considering a financial remedy. 

 

 

eProg Training and Guidance

Developments to eProg 

This page offers the latest updates on eProg enhancements, details any service impacts, includes links to guidance documents, and directs you to the appropriate contacts for support.  

Last updated: 04 February 2025 

eThesis migration to eProg 

Over the last 12 months, the eProg Project team has been working to move our thesis submission and storage processes from eThesis to the eProg system. 

Delivery of this change provides a secure, interim solution for our PGRs while we continue to explore options for longer term improvements to eProg.   

Key Dates 

Please note the following key dates which may impact eProg users. This information has also been communicated by email to all impacted staff and PGRs: 

3-10 March inclusive - Submission Pause:  

During the “submission pause” PGRs will not be able to submit their thesis, and supervisors will be unable to confirm or override access settings. Administrators will retain access to eThesis until 4 March to acknowledge any remaining theses. PGRs and staff have been contacted via email and given guidance on this. eProg itself will still be available for progression, assessment, and attendance monitoring milestones.   

10 March – eProg system-wide downtime:  

eProg in its entirety will not be accessible for any PGRs, academic staff or administrators for one day only. This is necessary to perform the migration of data from eThesis to eProg and to complete the testing of the new functionality in the live environment.  

The following provides more detail on the timeline of activities between 3-11 March:    

Activity 

Dates 

Impact 

eThesis closes for   

PGRs and academic staff 

Begins start of day on Mon 3 March 2025 

PGRs will not be able to submit their thesis for one week + 1 day  

Supervisors will not be able to confirm or over-ride access settings for one week + 1 day  

eThesis closes for administrators 

Begins end of day on Tues 4 March 2025 

Administrators must acknowledge ALL theses submitted via eThesis by the end of the day on 4 March 

eProg system-wide downtime for all 

All day on Mon 10 March 2025 

 

eProg in its entirety will not be accessible for any PGRs, academic staff or administrators. 

New thesis submission functionality opens in eProg for all 

Begins on Tues 11 March 2025 

Full thesis submission functionality now available in eProg.  

VPN Access to eThesis:   

To keep eThesis running between now and 3 March 2025, access to the system off-campus must now be made via a VPN (accessed via Global Protect). We have issued guidance to PGRs and academic staff on installing and using VPN on personal devices and this information is available here. However, should PGRs or staff experience issues with setting up VPN they should contact IT Services in the first instance.  

Training and Guidance Documents 

Face to face training on the new functionality has been offered to relevant Doctoral Academy PS teams, and will be delivered on 13, 25 and 26 February.  At this point the new training guides for thesis submission functionality will be published in the Code of Practice section, alongside existing eProg training and guidance. Guidance for academic colleagues will also be published here. 

Key contacts 

If you have questions about any of the above, please contact your Doctoral Academy in the first instance.  


 eProg project team objectives post-launch of thesis submission functionality 

Stabilisation of eProg 

Following the migration of thesis functionality into eProg, the project team will undertake work to improve eProg’s system performance and stability.  

eProg enhancements 

The next stage of the eProg project is to identify the key priorities for enhancements to eProg, to ensure that it is fit for purpose for the coming years. The eProg project team will be working on a detailed set of requirements which will go through a prioritisation exercise with key stakeholders to produce a roadmap for activity post September 2025.  This requirements work is expected to be completed by end of September 2025.  

eProg Training Guides

See below for links to our eProg training guides