FAQs for Graduate Research Students

FAQs for Graduate Research Students

Last updated: 22nd July 2021. 

Please note that the latest information relating to COVID-19 related extensions and/or HEA funding can be found here

You can expect to be supervised in person subject to Government guidelines. You should consult with your supervisor, initially by email, to agree what mode of engagement would suit you both and progress from there. It is important that you and your supervisor maintain clear and regular communication and with members of your RSP as needed. Supervision should continue as normal, agreeing deadlines, submitting written material, adopting feedback etc. can all be continued virtually and by agreement with your supervisor. RSP meetings can continue via virtual or remote meetings.

Zoom, which is supported by UCD IT Services, is the recommended virtual platform for both supervision and RSP meetings. If internet services are poor in your area, you can set up conference calls on your telephone. The important thing is to keep the lines of communication open with your supervisor and RSP. 

Note: UCD graduate research students are eligible for a Zoom Pro account. Please see the IT Services website for further information.

This is specific to each student and their supervisor. It should be based on a schedule agreed between you and your supervisor/co-supervisor. This practice should continue whether supervision is in person or virtually.

Part 1 of the RPDP, the Record of Student Activity, should be completed by the student and can be shared with the RSP before the RSP meeting. An RSP meeting can be conducted in person or virtually, by Zoom for example. All components of the RPDP can be completed by email, including getting signatures of the Chair, supervisor and other members of the RSP. See full RPDP details here



Yes, STAs will go ahead either in person or virtually. Zoom is the recommended virtual platform by which STAs can be conducted. Presentations can be shared with the STA panel prior to the assessment and also shared via Zoom during the STA, if virtual. The outcome of the STA will be communicated to the Graduate Research Board.

Yes. Governing boards will meet and according to their planned schedules.

Yes. There is an eThesis student webpage. This contains the most up to date guide for students and also FAQs etc.

 

Once agreed with your supervisor that you are ready to submit, your supervisor will confirm approval to submit in the eThesis system and you will receive an email inviting you to submit your thesis. You will then upload your thesis in PDF format (one combined document including appendices).

  1. The examiner nominated to oversee the corrections, usually the internal examiner, can provide you with the sign off form electronically. 
  2. Then email the completed Thesis Corrections Sign Off Form to ACCE@ucd.ie. This will complete the examining process.
  3. You should submit the hardbound copy of your thesis to the Student Desk (opening subject to COVID-19 restrictions).
  1. The examining process is now complete.
  2. Please submit the hardbound copy of your thesis and corrections sign-off sheet to the Student Desk (opening subject to COVID-19 restrictions - at present there is a 'dropbox' available at the Student Desk in the Tierney Building, where students can leave physical documents).
  3. We are aware that hardbound submission causes difficulty under current circumstances and lack of a hardbound copy is not currently impacting eThesis students going forward for award consideration with ACCE. However, eThesis students should still submit the hardbound copy and sign-off form once this is possible.
  • Please refer to our information on COVID-19 related extensions here

Please note: For all extension requests, it is important to keep a record of your change of circumstances, especially any documentation to evidence how extenuating circumstances have impeded your progress, such as no access to a laboratory, recruitment and data collection from participants paused, essential archival material normally accessed in a library. 

 

Vivas can be carried out as scheduled, in-person, virtually or a blend of in-person and virtual. The recommended virtual platform is Zoom. The Chair of the viva voce is responsible for assuring arrangements for conducting the viva voce are in place. All parties must agree to the viva being conducted virtually or blended. The student must be visible at all times during the viva examination. The viva must not be conducted by phone or recorded. See Virtual Viva Guidelines. 

Yes, you can defend your thesis from an external location to UCD. The virtual system recommended in such cases is Zoom, which is supported by UCD IT Services. All parties must agree to the viva being conducted virtually or a blend of in person and virtual. 

 

Graduations will continue though it is likely that ceremonies may not take place as normal in the coming months. See UCD Conferring Schedule for details. 

The Library remains open, with health and safety measures in place. Please visit the UCD Library website, where there is information on remote access and reopening plans, as well as significant online resources. The Library has a limited number of bookable study spaces for taught and research postgraduate students.  If your research is impeded by limitations on Library services, please keep your supervisor informed and see if there are alternative activities that could be worked on during this period. 

Please check the library websites for access to resources and current opening arrangements. If limited access is impeding your research, please keep your supervisor informed and see if there are alternative activities that could be worked on in this period.

If your research/data collection involves an external source to UCD which is currently unavailable and that part of your work needs to be put on hold, please keep a record of these delays. Keep your supervisor informed of this and see if there are alternative activities that could be worked on in this period.

Please clarify with the relevant organisation if continued collection of data is possible, if unavailable and that part of your work needs to be put on hold, please keep a record of these delays. Keep your supervisor informed of this and see if there are alternative activities that could be worked on in this period.

Please liaise with your supervisor, who can advise on your particular circumstances. UCD has a UCD Return to Campus Working Plan in place. Please review this for the most up-to-date information on access to the UCD campus. 

General advice can be found on the UCD COVID-19 website. These FAQs will be updated in line with government restrictions on movement.

At all times information on COVID-19 is available from the HSE.

 

It is important to check public health guidelines and contact your supervisor and/or student adviser for assistance/support. The UCD Student Adviser for graduate research students is Ms. Carita Bramhill. You can reach her at carita.bramhill@ucd.ie

UCD IT Services provide both onsite and remote support. Please find details on remote and bookable on-campus support here. Please work with your supervisor if further support is needed. 

Keep your supervisor informed of this and see if there are alternative activities that could be worked on in this period. 

The University is operational and plans are underway for a phased in person return to campus, subject to public health guidelines. Staff is either continuing to work remotely or returning to campus.  Please email your School or College contact, as emails are being monitored, but please allow additional time for a reply. Contact deatils can be found in pages 2-4 of Research Student Handbook.

UCD has a UCD Return to Campus Working Plan in place, please review this for the most up-to-date information on access to the UCD campus. 

General advice can be found on the UCD COVID-19 website. These FAQs will be updated in line with government restrictions on movement.

At all times information on COVID-19 is available from the HSE.

 

The UCD Graduate Studies website will keep updated guidelines and a FAQ, that are specific to graduate research students.

  1. For advice on your research project, please contact your Principal Supervisor or Programme Director for those research students in for example Centres for Doctoral Training, professional doctorates etc.
  2. For advice on Student Fees, please contact the Student Desk via the Student Connector. See www.ucd.ie/askus
  3. For advice on Funding, please contact your Principal Supervisor in the first instance. If you wish to apply for a no fee extension based on extenuating circumstances, please click here here.

Extensions can be sought if a student has reached the maximum period of registration for their programme (Sections 7.10 and 7.11 of academic regulations).  It may be possible to receive an exemption from fees, for the period of an extension, as the same time that you seek an extension.  Please see the information provided on extensions on the Graduate Studies website.

If there are particular circumstances where fees cannot be paid, please contact the Student Desk via the Student Desk Connector for additdional advice. If your fees are paid from a research account then you may wish to consult with your supervisor or visit the individual research funder websites for their COVID-19 contingency planning (if the reasons for difficulty in paying fees are COVID related). 

Please contact your supervisor in the first instance who will guide you as much as possible. Also contact your Scholarship funder for specific terms and conditions.

Please contact your supervisor in the first instance who will guide you as much as possible. Also, contact your Scholarship funder for specific terms and conditions.

Please see Revenue Commissioners Temporary Measures in relation to the Scholarship Exemption for further information and contact Revenue with any related queries. 

If you have a circumstance where you believe fees should be refunded, please contact the Student Desk via the Student Desk Connector.

Please work with your supervisor and RSP on what is best for you. If you are not in a position to carry out your research you may be able to concentrate on writing up a chapter of your thesis or carrying out statistical analysis of your data etc. However, if your circumstances are such that none of this is a possibility, you could consider applying for Leave of Absence (LOA).

You can apply for LOA online via SISWeb. Further information on how to apply can be found here.  You should read the LOA Policy before applying.

Please work with your supervisor and RSP on what is best for you. If you are not in a position to carry out your research you may be able to put some time into writing up a chapter of your thesis, carrying out statistical analysis of your data, carrying out literature research etc. If your circumstances are such that LOA is considered appropriate, then you can apply online. Please refer to the UCD LOA policy.

Yes - if you are visa required. While we are still working toward all students joining us on campus in the near future, should circumstances require that you commence your studies online, it is anticipated you will be facilitated as quickly as possible to re-join classes taught through traditional (face-to-face teaching delivery) on campus, and accordingly you will require a visa.

We expect that visas will be issued to students before they commence their course - with the visa sticker post-dated to allow entry to Ireland when needed. In case of visa delays, students are requested to inform their programmes as soon as possible.

To access the Research VPN Service you need to do the following:

Under the Common Travel Area (CTA) the Government of Ireland and the UK Government have agreed that UK and Irish citizens have the right to access all levels of education in either state on terms no less favourable than those available to the citizens of that state.

See UCD Fees websiteFurther and Higher Education and Brexit for further information. 

Graduate research students are expected to campus in autumn 2021. However there may be individual circumstances that students need to work remotely. Please liaise with your supervisor for any individual arrangements.

In line with government advice, students travelling to Ireland from a number of countries will be asked to restrict their movements for 2 weeks after arrival.

For incoming international students, please see the UCD Global FAQ for comprehensive information.

Graduate Studies will run an induction event for incoming research students on 22nd September 2021.

Yes, UCD graduate research students are eligible for a Zoom Pro account, which has added features e.g. meetings for up to 300 participants. This is enabled automatically once you create a Zoom account, within 30 days of registering as a student. If you have not created a Zoom account within this timeframe, please contact IT Services (ithelpdesk@ucd.ie) to set it up for you. 

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Although we are keeping our FAQ updated, we're aware this is not an exhaustive list. You may have a question specific to your research, wellbeing, or other areas. If you have a query that we haven't answered, or you need help, please contact us.

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