Under the UCD General Regulations for the Degree of Doctor of Philosophy (2006), students registered to a structured PhD programme are to be assessed formally at the end of their Stage 1 doctoral studies. This assessment process will determine whether the student should progress to Stage 2 of their doctoral studies.
The Stage 1 Transfer for an individual PhD candidate will require an Assessment Panel that will assess the progress of the student at the end of Stage 1 and will make a recommendation regarding the student’s progression.
Following discussion by the School’s Graduate Committee, the following has been agreed with regard to the Stage Transfer Assessment (STA) process:
The Assessment Panel
The Assessment Panel is established by a School, Research Institute or Thematic Doctoral Programme to assess students’ progress at any formal progression point within the structured PhD and their competence and capacity to complete a doctorate at the end of Stage 1 or at any other point in the programme.
The Assessment Panel will normally consist of three members of the permanent academic staff of the University. Membership of the Assessment Panel is defined by the School, Institute or Thematic Doctoral Programme and may overlap with the Doctoral Studies Panel. Each School, Institute, or Thematic Doctoral Programme may establish either a single Assessment Panel for all students at the end of Stage 1 of the Structured PhD Programme, or multiple Assessment Panels as and where appropriate, and nominate a Chair of the Panel.
The Principal Supervisor, and any Co-Supervisors, shall not normally be members of the Assessment Panel, but shall play a major role in the transfer assessment process through the submission of a written report containing a recommendation on the student’s progression from Stage 1 to Stage 2.
Timeline
The STA should take place 12 months from the date of registration for full time registered students and no later than 18 months after registration.
The School’s Postgraduate Studies Administrator will notify the Principal Supervisor approximately 9 months into the student’s registration to remind them of the STA requirements. It is a School requirement that the PhD student present him/herself for assessment as outlined in the above timeline. This ensures that the student will have the opportunity to re-present for assessment at the following panel sitting if not successful at their first STA.
Students located off-campus
Postgraduates with a primary location off-campus will be required to travel to the UCD Belfield Campus to complete their STA. It is the responsibility of the Principal Supervisor to organise a date, time and location for the Stage Transfer Assessment.
Masters students transferring to Stage 2 of the structured PhD programme
A number of students commence their postgraduate studies on a Masters programme, and following a period of satisfactory academic performance the Principal Supervisor may deem the student suitable for transfer to a PhD registration. Should a student wish to transfer from a Masters to the structured PhD programme they must also complete the Stage Transfer Assessment. The outcome of the STA will determine if the student should be approved for recommendation to transfer to Stage 2 of the structured PhD programme.
Please note: Masters students who intend to apply for transfer to the PhD register should also maintain an RPDP document from the start of their postgraduate programme.
After the STAThe student and Principal Supervisor will be notified of the outcome of the transfer assessment and the recommendation made to the College Graduate School Board within one month of the date of submission of material.
The Assessment Panel will base its judgement on a written statement of progress and a research plan from the candidate, and a written progress report from the principal supervisor. These may be integrated into the Research and Professional Development Plan (RPDP). The Assessment Panel may also require a presentation from the student and may interview the student and/ or the principal supervisor.
The Assessment Panel or College Graduate School Board may recommend a second formal assessment of progress and competence within Stage 2 of the structured PhD, or such an assessment may be a normal element of a structured PhD. This will most often occur where there are substantial taught and research training elements in Stage 1, and insufficient opportunity for the candidate to demonstrate capacity to pursue original doctoral research. The Doctoral Studies Panel will recommend the nature and timing of any such assessment at the time of the candidate’s Stage 1 assessment.
The assessment panel will, subject to review by the Head of School, Director of Research Institute or the Director of the Thematic Doctoral Programme, make one of the following recommendations to the College Graduate School Board:
- that the student should progress to Stage 2 doctoral studies;
- that the student should transfer to another graduate programme;
- that the student should graduate with a Graduate Certificate, Graduate Diploma or Masters degree;
- that the student’s registration be terminated and that the student be awarded a certificate of credit for any modules for which credit has been awarded;
The College Graduate School Board will formally approve the recommendation of the Assessment Panel.
A candidate will also have the right to appeal a decision of the Assessment Panel. In the first instance, an informal appeal should be made in writing to the Head of School, Institute Director or Director of Thematic Doctoral Programme. In the second instance, an informal appeal should be made in writing to the College Graduate School Board. In the event of an unsuccessful appeal at this level, the student may apply to the Assessment Appeals Office to formally appeal the outcome of the transfer assessment.
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