- The Split-Site Hosting Agreement specifies the host institution’s obligations to students and to UCD in relation to health and safety legislation.
- The Split-Site Supervision Agreement summarises:
- the key parties to the supervision of the individual student.
- the details of the time the student will spend off-site at the hosting institution.
- the RSP meeting schedule for the duration of the research programme.
Collaboration in Doctoral Programmes
Overview of Collaborative PhD Models in UCD
- Informal Joint Supervision
- Split-Site Arrangement
- Joint or Double PhD Degree* arrangement
*In some institutions this can be referred to as a co-tutelle arrangement.
Summary
| Model | Degree Award | Time in External Institution | Agreement Required | Governing Board Approval Required |
|---|---|---|---|---|
| Informal | UCD Only | < 1 trimester | Yes | No |
| Split-Site | UCD Only | > 1 trimester | Yes (x2) | Yes |
| Joint/Double | Joint or Dual | Min. period | Yes | Yes |
Informal Joint Supervision
Description:
A PhD student is admitted to, and graduates from UCD may undertake research activities at a partner institution as a visiting student.
Award:
The PhD degree is awarded solely by UCD.
Arrangement:
A written agreement should normally be in place to outline the supervisory structure. This arrangement is typically coordinated by the PhD student’s UCD Principal Supervisor and must be approved by the relevant Head of School.
Principles:
- Informal Research visits are normally for less than one trimester.
- A member of the research team in the partner institution may be nominated to serve on the PhD student’s Research Studies Panel (RSP).
- During the research visit the PhD student must maintain regular contact with their Principal Supervisor in UCD.
Split-Site Arrangement
Description:
Research Degree Students (PhD, Research Master’s or MD) , under the direct supervision of a UCD Principal Supervisor, may conduct substantial elements of their research at an external organisation (i.e. not UCD or a UCD-affiliated site) as part of their approved study plan.
Award:
The Research degree is awarded solely by UCD.
Arrangement:
If a student is expected to spend more than one UCD trimester at an external site, prior approval from the relevant UCD Governing Board is required.
Each split-site arrangement must include two formally approved written agreements:
- Split-Site Hosting Agreement: Outlines the host institution’s responsibilities toward the student and UCD, particularly regarding health and safety legislation.
- Split-Site Supervision Agreement: Details the supervision arrangements specific to the student, including meeting frequency and format.
Principles:
- Split-site arrangements are only permitted when academically justified and appropriate.
- An External Supervisor from the host organisation must be formally appointed for each student.
- UCD Academic Regulations and policies fully apply to all split-site PhD students.
- The quality and academic standards of UCD research degrees must be upheld with no reduction in academic rigor.
- External Supervisors must be made aware of all relevant UCD academic policies and regulations.
Joint or Double PhD Degree Arrangement
Description:
A joint or double (dual) PhD degree enables a PhD student to complete a doctoral programme at two universities in two different countries, under the supervision of academic staff from both institutions. The PhD student produces a single academic output (doctoral thesis) based on research undertaken across both institutions.
Award:
The PhD degree is awarded by UCD and the partner institution and this is recognised through one or two parchments i.e.
- Joint Degree: A single parchment jointly issued by UCD and the partner institution.
- Double/Dual Degree: Two separate but equivalent parchments are issued—one from each institution—each normally referencing the partnership.
Arrangement:
The Joint /Double PhD degree arrangement must be governed by a formal, student-specific, inter-institutional agreement, authorised at the appropriate level in both institutions before the student registers at either university. At UCD, the relevant approving body is the Graduate Research Board.
Principles:
- The PhD candidate undergoes a single examination process that satisfies the requirements of both institutions.
- An inter-institutional co-supervisory agreement agreement (link needed)must be drafted outlining the full lifecycle of the PhD programme from admission through to graduation, and must comply with the academic regulations of both institutions.
- Prior approval from each University’s Dean of Graduate Studies (or equivalent) is required before an agreement is negotiated.
- Students must meet the admission requirements of both institutions e.g. English Language Requirements etc.
- Agreements must be finalised before the student is admitted to either institution; arrangements cannot be initiated after the student has commenced their PhD.
- The student must spend a minimum required period in-person at one of the partner institutions, in line with UCD and partner institutions academic regulations.
FAQs
No, the role of External Supervisor is a role that is specific to circumstances where a student spends at least one continuous trimester away from UCD campus or UCD affiliated site (e.g. research institution, industry placement). The External Supervisor will be a member of staff from that external organisation and will have the role of External supervisor to a specific research student for the duration of their time on that site (and a member of their Research Studies Panel).
If a School wishes to have a non-UCD staff member involved in the supervision of a student who is not spending time off-site, they can nominate them as a member of the Research Studies Panel.
A UCD Adjunct staff member approved as a supervisor for one student can be an External Supervisor for a different student. If you have a question about a particular scenario then please contact your GRB support contact or (opens in a new window)grb@ucd.ie.
In a Split-Site arrangement, the student carries out research off-site for longer than 1 trimester, is registered as a research student only in UCD and upon successful completion of their programme, will be awarded their degree from UCD.
In a Joint /Double degree arrangement (only open to PhD degrees students), the student will carry out their research on 2 sites i.e. UCD and at the partner higher education institution (HEI), be registered as a PhD degree student in both HEIs be awarded their PhD degree by both HEIs recognised by a single parchment issued by one HEI or 2 parchments.
The first step in setting up a Joint/Double Degree arrangement is the submission of a proposal to the Graduate Research Board outlining the strategic benefits of such a collaboration.
The second steps is the negotiation of a unique Interinstitutional Co-supervisory agreement for the PhD student.
Both of these documents have been carefully reviewed and the need for changes should be minimal. If a School wishes to provide slightly different information on the Supervision Agreement, please contact (opens in a new window)grb@ucd.ie for advice. If a change to the Hosting Agreement template is sought this may need input from UCD Legal so please contact (opens in a new window)grb@ucd.ie for further advice.
If an applicant does not get permission from the GRB then the research degree student will remain in UCD.
Yes, these funded programmes are covered by the Policy for Split-Site Research Degree Student Arrangements.
Yes, as soon as it is known that the student is required to be off-site for a trimester or more, a completed Split-Site Hosting and Supervision Agreement can be completed and submitted to the GRB for approval well in advance of the student commencing Split-Site arrangements.
No, a Joint/Double Degree Agreement must be approved in principle prior to the student registering to their PhD programme in UCD .
No, the student should have a Principal Supervisor (faculty of UCD), a Co-Supervisor if required and an External Supervisor as approved by the GRB. An External Supervisor is only permitted if the student is part of an approved Split-Site Arrangement.
Students who are approved to avail of a Split-Site Arrangement will normally be required to make an initial visit to UCD on first registration in order to attend introductory course(s) and /or subject-specific skills training and to meet with their Principal Supervisor & Research Studies Panel and facilitate the drafting and reviewing of their Research and Professional Development Plan (RPDP). Doctoral students will normally undergo their Stage Transfer Assessment and final viva voce examination at UCD campus or UCD-affiliated site.
The Policy states – “Students undertaking a split-site research degree are expected to spend an appropriate period of time at UCD. Requirements for attendance at UCD will be determined on a case-by-case basis and agreed by the relevant Head of School.“
The Principal Supervisor is expected to outline the planned supervision arrangements for the student in the agreement. It is not the responsibility of the student. Before it is submitted to the Graduate Research Board, the signatures of the Principal Supervisor, External Supervisor, Head of School and representative of the host organisation are required, and they are expected to have reviewed this document before submission to the GRB.