research student introduction

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Department of Surgery & Cancer


research student introduction

2012
-
3

Charlie Greenhill, Surgery & Cancer Business Manager

(c.greenhill@imperial.ac.uk , 020 7594 0894)

Introduction

Welcome to the Department of Surgery & Cancer.


This

presentation

is

designed

to

help

new

research

students

understand

a

bit

more

about

the

organisation

they’ve

just

joined,

the

policies/processes

they

need

to

follow

and

get

to

grips

with

their

responsibilities

as

a

research

student
.

It

is

suggested

that

you

go

through

the

presentation

and

then

follow

up

any

queries

by

looking

at

the

more

detailed

guidance

in

our

research

student

handbook
:


http://www1.imperial.ac.uk/medicine/about/divisions/surgeryandcancer/tea
ching/postgraded/surgcancresstud/



If you can’t find the information you need, get in touch with Charlie
Greenhill.

‘Department of Surgery & Cancer’

The Department was formed in 2009 from the previous Division of SORA.
It comprises 2 Divisions made up of the following sections:

Biosurgery &
Surgical
Technology

Computational
and Systems
Medicine

Anaesthetics,
Pain Medicine
& Intensive
care

Oncology

RDB

Surgery

Cancer

Research foci

The Department’s research covers a diverse range of fields; you may benefit
from collaboration with researchers in other sections. Our
research strategy
comprises 4 themes:



Molecular
phenotyping

in health, disease and toxicology


Population
-
wide studies


Cell biology, immunology and endocrine processes


Surgical, robotic,
bioinformatic

and analytical technologies


You can find out more about the research strategy at
http://www1.imperial.ac.uk/medicine/about/divisions/surgeryandcancer/rese
archstrategy/


Maximum time
for milestone
completion

Application

Forms Required

Registration

Research Plan
Approval

1
st

Review

2
nd

Review

Exam Entry

Thesis submission

Viva

3

months

9

months

24 months

44 months

48 months

54 months

PG1 (online app)


IC staff
omit this step

Registration form (all)

AND
IC/A form (IC staff
only)

Form
2

Form 3

Form 4 (ESR)

Form 5

Form 6 (LSR)

Nomination, description and
reproduction forms, write
-
up
plan.

Abstract and declaration of
words forms (thesis
submission via
ethesis.co.uk)

Examiners’ report

0

months

Degree Milestones

Who’s who

The Department’s Director of Postgraduate Studies (DPS) is
Professor Michael Seckl.

If you need to contact him, please go via Charlie Greenhill.


Postgraduate Education Committee
(PGEC) members for the various sections are below.
They can advise on policies/procedures and will need to sign off much of the
paperwork/attend review vivas.

Cancer

Oncology

Dr
Charlotte Bevan

Dr
Sarah
Blagden

Dr Ana Costa
-
Pereira


IRDB

Dr Nick Dibb

Dr Mark Sullivan

Dr Veronique Azuara


Surgery

BSST

Prof Wendy Atkin

Mr Long Jiao

Mr George Geroulakos

Mr Paul Ziprin

Dr Eddie Edwards


CSM

Dr Tim Ebbels

Dr Hector Keun


APMIC

Dr Stefan Trapp

Dr Istvan Nagy

Student reps

There is a student rep for each section:


APMIC:

Rosemary Morland

CSM:

Sabrina Lamour

BSST:

Sacheen Kumar

Cancer:

Catriona Munro, Richard Schlegel


Please contact your student rep if you wish to comment on any
aspect of the Department, so they can raise it through the
Postgraduate Education Committee.




Imperial College Registry

Departmental Administration often acts as a interface between
students/supervisors and the College Registry, ensuring that paperwork is
completed correctly.

Registry

Students and Academic
Staff

Departmental
Administration

Divisional
Admin

Your first point of contact for financial
matters (contracts & bursaries) should be
your local administrators.


For all other queries you should contact
Charlie Greenhill.


All forms should be sent to Charlie
Greenhill, who will arrange any DPS or
Head of Dept signature required.

Registration

There are different registration processes for IC staff and other applicants. Please
note that Honorary contracts do not count.


IC staff




Submit
IC/A

form, degree certificates and contract to Departmental Administration.



The contract must cover the minimum registration period for the degree (you can
register for a DIC as an interim step if the contract only lasts 12 months


you will
need to get a subsequent contract extension)



All IC staff are regarded as part
-
time students. However, those declaring
>80%
research

(the norm) on the IC/A form adhere to FT milestones.


Non
-
IC staff members




You should apply via the
on
-
line form (PG1)


see
http://www3.imperial.ac.uk/pgprospectus/howtoapply




An offer will be made once Registry have processed it and the Department has
approved your application.



IC
-
employed staff and NHS staff employed by an IC
-
affiliated Trust get a 50% fee
discount (the same rules as for IC staff apply regarding FT/PT milestones)


Minimum registration periods

Degree/ attendance

Minimum
registration

Submission

deadline

F/T PhD

24 months

48 months

F/T MD(Res)

24 months

48

months

Staff

student PhD

33 months

48

months

Staff

student MD(Res)

24 months

48 months

True P/T PhD

48 months

72 months

True P/T MD(Res)

48 months

72 months

F/T MPhil only

12 months

24 months

NB: all College
-
employed (‘staff students’) and Trust
-
employed students
are technically regarded as part
-
time students.

Further Registration information

Backdating

Registration may not be backdated by more than
3 months

or across the 1
December census. Where >2m backdating is requested, a
draft research plan
must be presented at the time of registration.


English language

All non
-
staff
non
-
UK classified

research students have to do an English language
test
in addition to
having passed a TOEFL or similar test, or have a
waiver form

approved. PhD students who do not score sufficiently highly will need to take a
further test when upgrading.


Part
-
time registration

Where a student is registered as a ‘
true part
-
time
’ student (not IC staff or Trust
-
employed), an
IC/C

form must be completed to confirm attendance arrangements.


Partner Research Institutes

Where a student is to undertake research away from IC facilities, a
PRI
form must
be completed and approved.

Research plan approval

All research students must have a research plan approved by
2
assessors
, one of whom should come from outside the section.


Within 1m
of your start date, you should engage with your
supervisor to identify the assessors and complete a registration
form.


You should then send a copy of your
research plan
to the
assessors with a copy of form 2a/b.


Once they’ve had a chance to provide
feedback
, you should send
a copy of the plan and the completed form 2a/b to Charlie
Greenhill.



Progress reviews

All students must undertake 2 formal reviews during their studies:


Review 1: by 9 months

10
-
page written report summarising work undertaken to date and oral
presentation to the assessors (with the supervisor and a PGEC member
present) followed by Q&A.


Review 2: 18
-
24 months

Where possible, the assessors used for the 9
-
month review will be also
appointed for the 2nd review, so that progress can be clearly evaluated.
Students should submit a 20
-
25 page report to the assessors. An open
presentation will then be held (approximately 30 minutes) followed by a
closed Q&A session with the assessors.


Transferable skills courses

Evidence of attendance at GSLSM transferable skills courses is a
compulsory

part of completing a PhD and must be completed by the time
of the 2
nd

review.


Minimum requirement:

The Research Skills Development (RSD) residential course plus 1 other
course from the GSLSM programme OR 4 courses from the GSLSM "A"
list.



Details are available via the GSLSM website. A bulletin with upcoming
courses is circulated every Tuesday.


Courses are not compulsory for MD(Res) students, but they may attend as
many as they desire.


There are also courses aimed at
post
-
transfer

students.

Exam entry & writing up status

4 months

should be allowed between completing this process and the
submission of the thesis.




Nomination of examiners form



Reproduction of thesis form



Description of thesis form



Writing
-
up plan



Approval form from local PGEC representative


When their registration period expires, students can enter
writing
-
up
status

for up to 6 months to complete their thesis.


A £100 fee is charged in return for a Council Tax exemption certificate and
access to libraries, IT etc., but
NOT

to laboratories.

Thesis submission

Electronic theses should be submitted via
www.ethesis.co.uk



You also need to submit a thesis abstract and declaration of words
form.


Imperial College does not prescribe detailed instructions for the
required style etc. Guidance on formatting and binding is available
at
http://www3.imperial.ac.uk/registry/exams/researchexam/



Once the thesis has been submitted, the viva organiser can arrange
a date (at least a month after submission).

6
-
monthly reports

You and your supervisor should submit a progress
report every
Dec/Jan

and
Jun/Jul

to Departmental
Administration using the template that will be circulated
in advance.


If there are any specific issues that you would like to
raise in confidence rather than approaching your
supervisor, then submit a
confidential

form to
sora.confidentialreports@imperial.ac.uk



Pastoral issues


S&C is introducing a system of
personal tutors
for 2012
-
3 and you will be
assigned one shortly. You should meet your tutor at least once a year (more
often if there are any specific issues)




The
interruption of studies

(IOS) mechanism should be used where cases of
long
-
term ill
-
health, caring responsibilities etc. prevent you from working
towards your degree. Forms for this should be submitted at the beginning of
the interruption rather than on resumption. IOS can only be taken during a
period of
active registration.

Final Reminders



Completing all the course milestones on time is ultimately YOUR
responsibility.



Make sure you keep in close contact with your supervisor.



Use the PGR Handbook as a first port of call for information.



If you have a query that you cannot resolve via guidance on the
web or S&C documentation, contact Charlie Greenhill.



All forms discussed here must be submitted via Charlie Greenhill
so that the Director of Postgraduate Studies’ approval can be
obtained.



If you think you’re going to have trouble meeting a deadline,
please tell someone sooner rather than later!