The Student Guide to the PGR Initial Meeting Form. Robin Braysher, PGR Management Information Coordinator September 2018

Transcription

1 The Student Guide to the PGR Initial Meeting Form Robin Braysher, PGR Management Information Coordinator September 2018

2 What is your initial meeting for? The Code of Practice for Research Degrees (Section 2, pages 8-9) states that: b) Following Registration As part of the induction process, there will be an Initial Meeting between the research degree candidate and the primary supervisor within three weeks of registration at which the proposed Probationary Review panel and meeting date should be identified. The role of the supervisory team members and their percentage weighting should be clarified at this meeting. It is the joint responsibility of the candidate and the supervisory team to agree at the Initial Meeting the research topic, a provisional working title that is appropriate to the degree, the working objectives of the project and a timetable of activity over the Period of Study. The candidate and supervisory team should also discuss any ethical approval requirements for the research project at the Initial Meeting.

3 What does the online process do? This new online process replaces the previous paper form it is for recording decisions made at the initial supervisory meeting it provides an online record which students, supervisors and PGR Service staff can refer to on evision evision is not the most flexible of software programmes, so you won t find the process as slick as many online facilities you know, but it has to be used as it is part of UEA s student record system

4 How does it work? There are four stages completed by different people stages 2, 3 and 4 are triggered by the completion of the previous stage: 1. This is the student form This should be started before the meeting, stored, and completed at the meeting (unless you have all the answers before then) 2. This is the primary supervisor form This should be completed at the meeting - unless IT is not available! 3a. The student confirms (or not!) that 1 and 2 are a true record of the meeting 3b the second supervisor (if UEA staff) confirms (or not!) that 1 and 2 are a true record of the meeting These can be completed at the meeting if practical, but can wait until after. 4. The School PGR Director reviews and confirms (or not!) the proposed probationary review assessors This is completed outside of the meeting.

5 An alert Shortly after registration you will receive an about the task: Dear Mr Braysher You must meet with your supervisory team within three weeks of registration. There is an online task for you to complete before or at this meeting. To complete the task please log on to evision and go to Personal and course details Milestones and Events. For further information please refer to the PGR Service web pages at If you encounter any difficulties which aren t covered by the information there please contact the PGR Service. Contact details can be found on the above web page. Best wishes The PGR Service

6 Before you start we recommend that you start filling in the form before your meeting make sure you <store> your answers regularly evision doesn t auto-save and times-out! you don t have to complete it all in one go you can save your answers and return to the form another time you may not know all the answers, so you can complete your form at the meeting just make sure you select <I want to complete this another time> so it is available then

7 Accessing the form To access your online form: follow the link to evision in the or use the evision link on The Portal or use this link: From your Student home page click on the Personal and course details link If you are also a staff member you may need to navigate from your Staff home page to your Student one

8 On the page with your photo The Personal and course details link takes you to the page with your photo and full information about yourself and your research programme (please contact PGR Service if you notice any errors or omissions) Scroll down to the Milestones and Events section on the righthand side and look for the event with the red reminder for Initial Meeting - STUDENT Clicking on the corresponding INITIAL SUPERVISORY FORM link will take you to your task

9 The next page is read only The next screen is READ ONLY and eventually builds into a complete and permanent record of all the parts of the Initial Meeting form At the top is a summary of your course details if anything is wrong please contact your PGR Service team Please note that all parts of the form are visible to you, your supervisors and PGR Service staff; anything entered can be seen as soon as it is saved it doesn t have to wait for the final save and submit You can easily see where you have something to complete because of the highlighted Click here to complete link which takes you to the editing screen:

10 Start completing your form Your responses in the online form are a combination of date typed in or selected from a calendar selections from dropdown lists check boxes - you click on all that apply Yes or No radio buttons and free-text boxes - you can type directly in or paste text produced elsewhere, but be aware that evision supports minimal formatting! You will find a PDF copy of the form here if you wish to read this before starting PLEASE NOTE: evision has NO AUTOSAVE FUNCTION, so to avoid losing your answers if it times-out or crashes, save your work regularly by scrolling to the bottom of the form and clicking <Store> or <Save and proceed> Document upload: you are asked to upload details of your agreed research topic, including an outline work plan (up to two documents in formats PDF, JPEG, DOC, DOCX, XLS and XLSX); you do this after clicking <Save and proceed> at the end of this screen.

11 Don t lose your work! evision has no autosave function so be sure to click <Store> or <Save and proceed> regularly. This is what they do:

12 <Save and proceed> <Save and proceed> allows you to review your answers and gives you a choice of options: Manage Uploads this gives you the option to upload up to two documents details of your agreed research topic and an outline work plan My answers are complete your form is saved and submitted and can t be changed (contact the PGR Service if this was a mistake); YOU WILL PROBABLY DO THIS AT THE MEETING I want to complete this another time your form is saved and you are returned to the student record screen choose this if you are going to complete the form at the meeting Return to questions your form is saved and you are returned to the question editing field; handy if you ve spotted an error in your answers

13 Uploading documents (1) Selecting <Manage Uploads> takes you to this screen where: you can upload up to two documents of type PDF, JPEG, DOC, DOCX, XLS, XLSX of maximum size 5MB each Click <Upload Document> to do just that: This next screen lets you <Browse> for your first document on your system and upload it by clicking <File Upload>

14 Uploading documents (2) Repeat the process to upload more From the Manage Uploaded Documents screen you can view your documents and, if you find that you have uploaded the wrong thing, delete it this then allows you to upload a replacement When you have finished uploading your document(s) and return to the questions and the <save and proceed> options you can still see the uploads and access them if necessary as can your supervisors and PGR Service staff etc. although you can make no further changes after your final save and submit

15 Completing the task you are now back to these options when you have done as much as you can and will complete the form at the meeting, select I want to complete this another time when you are satisfied that you have answered everything and uploaded the correct documents WHICH IS PROBABLY AT THE MEETING - you should select this option to complete and submit the task: My answers are complete this means your answer is saved and submitted and can t be changed If this was a mistake, please contact your PGR Service team

16 What next? Completing your part of the form triggers an online form for your primary supervisor who should complete this during the meeting - having logged into their own evision account - it covers: details of your supervisory team lab facilities (if appropriate) and research ethical approval supervisory responsibilities setting a meeting for your training needs analysis future supervisory meeting dates internal assessor(s) for your probationary review if a PC isn t available this may have to be completed after the meeting, but you can view your primary supervisor s form and see what progress is being made in evision through the link on Milestones and Events you can find out more about the Primary Supervisor s form and the questions it contains on the Initial Meeting guidance page. PGR Initial Meeting Form

17 The final sign-off Once your primary supervisor has completed their form, this triggers a sign-off task for you and the second supervisor. This can be done at or after the meeting (you will get an reminder). IF YOU DO THIS AT THE MEETING YOU WILL HAVE TO LOG BACK IN TO YOUR OWN evision ACCOUNT you access the task in the same way as before: Student home page > Personal and course details > Milestones and events you should review the entire form (and it is long!) before you click on the highlighted Click here to complete questions link to get to the edit screen the task itself is very straightforward with just one question:

18 To find out more More guidance: PGR regulations and policy documents: PGR Service contacts: