POSTGRADUATE RESEARCH STUDENTHANDBOOK

September 2018

CONTENTSPAGE

WELCOME 1

1 REGULATIONS AND IMPORTANT INFORMATION 3

2 THE GRADUATE SCHOOL COMMUNITY 4 The Graduate School Committees Engineering Graduate Society GraduateSchoolEvents TheUniversityStructure

3 YOUR RESEARCH DEGREE 11 ProgressionRequirements ResearchConference SubmittingYourThesis ConductingandDisseminatingYourResearch AcademicMisconduct,IncludingPlagiarism

4 SUPPORT FOR YOUR STUDY 22 YourSupervisors ResourcesAvailableforYourResearch SchoolofEngineeringSupport UniversitySupportServices WhoShouldITalkToifThingsGoWrong? WhatHappensifThere’saDelaytomyProject?

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5 TRAINING & PROFESSIONAL DEVELOPMENT 31 TrainingCoursesandResources Exemplar Training Plan BookingandPlanningYourTraining FundsforResearcher-LedInitiatives ProfessionalInstitutions

6 ADMINISTRATION 37 Communication AbsencefromtheUniversity InternationalStudentsHoldingaTier4Visa Finance IT PracticalWork:LaboratoriesandTechnicalServices Safety

7 WORK OUTSIDE YOUR DEGREE 46 EmploymentDuringYourPGRDegree TheUniversityCareersService

8 KING’S BUILDINGS & UNIVERSITY SERVICES 49

WELCOME!Welcome to the School of Engineering at the University ofEdinburgh,oneofthetop-ratedResearchSchoolsintheUnitedKingdom.

Wearedelightedthatyouhavechosentocontinueyourstudieshereinoneofthemostbeautifulcitiesintheworld.OurGraduateSchoolislargeanddiverse,witharound120academicsand350postgraduatestudentsfromallovertheglobe.Ourresearchspansawidespectrumofmodernengineeringandweareattheforefrontofourresearchfields. We also have an excellent support teamwhowill beworking to ensure theadministrative,computing,andtechnicalsupportaspectsofyourstudiesarehandledcorrectlyandefficiently,andtheywillbehappytohelpyouwithanyquestionsyoumayhave.

Itisveryimportantthatyouaresuccessfulinyourresearchstudiesandthatyoucompleteyourpostgraduateresearchdegreeontime.Itisalso,however,aperiodwhenyouwilldevelopyourwiderinterests,meetfriendsandcontactsthatyouwillkeepforlife,andparticipateinthelifeoftheSchoolbeyondyourownresearchfield.OurEngineeringResearchSociety (EngGradSoc) is runbyand forpostgraduateresearchers,andeachResearch Institutealsohas itsownactivities. Takeadvantageof thecoursesofferedbytheUniversity’sInstituteforAcademicDevelopment(describedinthishandbook),whichwilldeveloptheskillsyouwillneedwhenyoumoveontothenextstageinyourcareer.

Yourpostgraduatestudieswillbeamongstthemostdemandingandchallengingyearsofyourlife,buttheywillalsobeamongstthemostexciting,stimulatingandrewarding.Aswellasmakingasignificantcontributiontoknowledgeinyourfield,wehopeyouwilltakeadvantageofthenumerousopportunitiesavailabletoyou.Wewishyouwillleaveuswithasenseofprideinbothyourpersonaldevelopmentandacademicachievement,havingbeenpartofoneofthetopresearchSchoolsintheUnitedKingdom.

Mostimportantofall,enjoyyourstudiesandyourtimewithus.

DrPrashantValluriHeadofGraduateSchoolTheSchoolofEngineering

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REGULATIONS AND IMPORTANT INFORMATION

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This Handbook is an overview for research students in the School of Engineering(includingPhD,EngD,MPhilandMScbyResearch),butitdoesnotcoverallofthedetailsofyourresearchdegree.Somespecificresearchprogrammes(suchasourCentresforDoctoralTraining)mighthaveseparatehandbooksthatsitalongsidethisone.

You must understand and follow the University’s requirements for research students. In particular, you must read the University’s Code of Practice for Supervisors and Research Students:http://www.ed.ac.uk/files/atoms/files/copsupervisorsresearchstudents.pdf

Other key documents that you need toreadinclude:

• TheSchoolSafetyHandbook.• PostgraduateDegreeProgramme Regulations.• PostgraduateAssessmentRegulations forResearchDegrees.• Tier4studentattendanceand engagementpolicy(forinternational students).• UniversityComputingRegulations.

The following wiki page gives links tothesekeydocuments:https://www.wiki.ed.ac.uk/x/uo7zE

The Engineering Graduate School Wikihttps://www.wiki.ed.ac.uk/x/BTrnCQOurwikihasdetailedanduptodateinformationforresearchstudentsinEngineering,includingreportsubmissionrequirements.

The College of Science and Engineering Wikihttps://www.wiki.ed.ac.uk/display/CSEOpen/HomeTheCollegeisresponsibleformanyofthemoreformalaspectsofyourPhD,suchasthesisassessmentandthePostgraduateBoardofExaminers.

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THE GRADUATESCHOOL COMMUNITY

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2THE ENGINEERING GRADUATE SCHOOLThe Graduate School in Engineering is responsible for all matters relating to yourpostgraduateresearchstudiesintheSchool.Wecanhelpwithanyqueriesormattersthat cannot be addressed by your supervisors, and you are alwayswelcome in theGraduateSchoolOfficeforadvice.

Head of Graduate School hogs@eng.ed.ac.uk DrPrashValluri 505691 Rm2.2010,JCMB

Deputy Head of Graduate School dhogs@eng.ed.ac.uk DrJonathanTerry 505607 Rm3.09,SMC

PGR Academic AdvisersEachResearchInstitutehasanAcademicAdviser,whoisyourfirstpointofcontactforPGRacademicmatters: DrAnthonyCallanan(IBioE) DrBrianSellar(IES) DrSamLau(IMP) DrWaisuPopoola(IDCOM) DrDaniOrejon(IMT) DrPhilipHands(IMNS) DrFranciscaMartinez-Hergueta(IIE)

The Graduate School OfficeTheGraduateSchoolOfficeispartoftheHeadofSchoolandAdministrationOfficesonthefirstflooroftheSandersonBuilding.TheGraduateSchoolAdministratorsare: SheilaMcBain 505573 GraduateSchoolSupervisor KatrinaTait 519023 GraduateSchoolAdministrator ChristinaBelton 517213 GraduateSchoolAdministrator JackieNarendran 517064 GraduateSchoolAdministrator

All graduate school emails should be sent to EngGradOffice@ed.ac.uk (rather thanindividualemailaddresses),tohelpensureyoureceiveapromptresponse.

Deputy Director of Professional Services KathyMoore 505676 Katherine.Moore@ed.ac.uk

Kathy’sresponsibilitiesincludetheGraduateSchoolOfficeandtheFinanceOffice,aswellasactingasPostgraduateStudentMediator.

Thesenameswillchangefromtimetotime.UptodatecontactscanbefoundontheGraduateSchoolwikiathttps://www.wiki.ed.ac.uk/x/xqngEg

THE UNIVERSITY STRUCTURE AND WHERE YOU FIT INTheUniversity’sstructurecanatfirstappeartobeslightlybewildering.ThissummaryexplainshowtheEngineeringGraduateSchoolfitswithinourUniversity.

The University of Edinburgh www.ed.ac.uk TheUniversityofEdinburghhasthreeColleges: • Arts,HumanitiesandSocialSciences • MedicineandVeterinaryMedicine • Science and Engineering

Yourresearchprojectmightinvolvecross-Collegework,butallEngineeringstudentsareregisteredfordegreeprogrammesintheCollegeofScienceandEngineering.

The College of Science and Engineering www.scieng.ed.ac.ukAswell as the School of Engineering, theCollege includes the Schools of BiologicalSciences,Chemistry,GeoSciences,Informatics,Physics&Astronomy,andMathematics.

TheCollege is responsible formostof the formal aspectsofpostgraduate researchstudents’study,suchasapprovingtheawardofthethesis,orapprovalofconcessions.TheCollegepostgraduateresearchsectionislocatedintheWeirBuildingofTheKing’sBuildings.However,youareunlikelytoneedtocontactthemdirectly,asmostmattersshouldfirstbereferredtotheEngineeringGraduateSchool.

The School of Engineering www.eng.ed.ac.uk AswellasbeingpartoftheGraduateSchool,youareamemberofoneoftheSchoolofEngineering’sResearchInstitutes: • InstituteforBioEngineering(IBioE) • InstituteforDigitalCommunications(IDCOM) • InstituteforEnergySystems(IES) • InstituteforInfrastructureandEnvironment(IIE) • InstituteforIntegratedMicroandNanoSystems(IMNS) • InstituteforMaterialsandProcesses(IMP) • InstituteforMultiscaleThermofluids(IMT) Each of our Research Institutes includes academics, research associates, and PGRstudents, and organises activities such as research seminars and subject-specificworkshops.Office,laboratoryanddeskspaceareorganisedatResearchInstitutelevel,bytheHeadofResearchInstituteandResearchInstituteSecretary.

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There are a number of other researchgroupingsandorganisations thatoverlapwith our Research Institutes, and whichyoumightalsobeapartof:

• TheEdinburghResearchPartnership withHeriotWattUniversity www.erp.ac.uk• TheIndustrialDoctoralCentrefor OffshoreRenewableEnergy(IDCORE) www.idcore.eng.ac.uk • CentreforDoctoralTrainingin IntegrativeSensingand Measurement• TheCentreforScienceatExtreme Conditions• TheUKAll-Waterscombinedcurrent andwavetestfacility(FloWave)• UK Carbon Capture and Storage ResearchCentre• TheCentreforSyntheticBiology (SynthSys)• TheBRECentreforFireSafety Engineering• TheScottishMicroelectronicsCentre• TheUniversityDefenceResearch Collaboration

Forteachingpurposes, theSchool isalsodividedintoDisciplines.ThesewillonlyberelevanttoyouifyoubecomeinvolvedinTutoringorDemonstrating(seeSection7):

• Chemical Engineering• Civil and Environmental Engineering• Mechanical Engineering• ElectronicsandElectricalEngineering• EngineeringMathematics

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THE ORGANISATION OF THE GRADUATE SCHOOL

ACADEMIC COMMITTEES

School Postgraduate Progression Committee (SPPC)SPPC is responsible foracademicmatters suchasapprovingyourprojectplan, annualprogression,andreviewsrequestssuchas InterruptionsofStudy. Thecommitteealsodevelops postgraduate research support within Engineering. SPPC includes the PGRAcademicAdvisersandHeadofGraduateSchool.Thefullcommitteemembershipcanbefoundathttps://www.wiki.ed.ac.uk/x/ihrBCg

College PGR Board of Examiners and Postgraduate CommitteeThePGRBoardofExaminersapprovestheawardofthefinalthesis.Otheracademicmatters(suchasrequestsforextensionsandinterruptionsofstudy,leaveofabsence,appointment of examiners) also require College approval. The College and Schoolworkcloselytogether.ThePGRBoardofExaminersischairedbytheCollegeDeanofStudentsand includesalloftheHeadsofGraduateSchool intheCollegeofScienceand Engineering.

POSTGRADUATE TRAINING AND EXPERIENCE

School Postgraduate Experience Committee (SPEC) SPECconsistsofstaffandPGRstudentsfromeachResearchInstitute.Itmeetsoncepersemestertodiscussanypostgraduateexperiencematters,andisaforumforsharingbestpracticeacrosstheInstitutes,anddevelopingeventssuchastheSchoolResearchConference, training opportunities, and inductions. Your views and suggestions onhow to improve your experience here arewelcome, and you should speak to yourresearchinstituterepresentative.Thecommitteemembershipandminutesfromourmeetingscanbefoundathttp://www.wiki.ed.ac.uk/x/qhnBCg.

College Researcher Training Committee (RTC)TheResearchTrainingCommitteeoverseesPGRprovisionacrosstheCollege,withasimilarbutahigherlevelandmorestrategicroletoSPEC.Thecommitteeincludestwostudents(therolerotatesaroundtheSchoolsintheCollege),wholiaisewithourownSPECstudentrepresentatives.

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TheEngineeringGraduateSociety(EngGradSoc)isavibrantsocietyforallresearchersacrosstheSchoolofEngineering,includingpostgraduatestudentsandpost-doctoralresearchassociates.Youareautomaticallyamemberwithouthavingtopayafee.

The EngGradSoc’s aim is to bring together researchers across all of the School’sResearchInstitutes,injointtraining,skillsandknowledgesharingandsocialactivitiesthatenhanceyourEdinburghexperience. Thereareeventsthroughouttheyearforyoutogetinvolvedin.TheseincludePhDexperiencetalks(e.g.’GoingAbroadduringthe PhD’), technology workshops (e.g. about Raspberry PIs), sharing research skillssessions (e.g.MATLAB,Linux,LaTeX,LabViewetc), industryvisitsandtalks,monthlycoffeebreaks,board-gamenightsandpubtours,orsightseeingtripsonceeverythreemonths.

Thecommitteeof thesocietyconsistofonerepresentative fromeach instituteandchangesannually.Theyarealwayslookingfornewpeoplewithfreshideas.IfyouareinterestedinbecominganEngGradSocrepresentative,pleasecontact:EngGradSoc@ed.ac.uk

Keepup-to-date:JoinusonFacebookhttps://www.facebook.com/groups/EGS.UoE/andfrequentlyvisitthesocietywebpagehttps://www.eng.ed.ac.uk/tags/enggradsoc

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The Engineering Graduate School Conference (April)

The Graduate School organises the annual School Research Conference for PGRstudents.ThisisashowcaseofalltheresearchcurrentlytakingplaceintheSchoolandanopportunitytonetworkwithotherresearchersandacademics.Bybringingtogetherresearchstudents fromallpartsof theSchoolofEngineering, theConferenceallowsideasandskillstobeshared,andyouwillmakeconnectionswithotherresearchersinadifferentpartoftheSchoolwhoaretacklingsimilarproblemstoyourproject.

Graduate School BBQ (September)

Thisisanopportunityforallstaff,researchersand postgraduate students to gettogether and chat over a burger and a beer (vegetarian andnon-alcoholic options areavailable!).Afterahardday’sstudy,comealong for a relaxed social where you canmeetpeoplefromotherInstitutes.

Information on the BBQ will be in theGraduateSchoolNewsletter.Justregistertolet theGraduate SchoolOffice know thatyouwillbecoming,whetheryouhaveanydietary requirements,and turnupon theday!

All research students are expected toattend this event, together with manyacademics.SecondyearPhDstudentsarerequiredtopresentattheconference(seepage 16). There are keynote talks fromprominent speakers that add context toyourdetailedresearchwork.

GRADUATE SCHOOL EVENTS

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Firbush Residential Trip (May and October)

Firbush is theUniversity’sOutdoor Centre situated on the banks of Loch Tay in theScottishHighlands,abouttwohoursfromEdinburgh.Itisafantasticlocationandoffersarangeofoutdooractivitiesonthewaterorondryland.

The Graduate School runs two, three-day residential trips to Firbush each year, forfirstyearresearchstudents.Thetripisfocusedupontrainingthatwillhelpduringtheearlystagesofyourresearchproject,withactivitiestodevelopyourplanning,research,and groupworking skills. It is a valuable opportunity to reflect upon your researchproject,shareexperiences,andgainskillsthatareusefulforresearch,combinedwiththeoutdooractivitiesofferedbyFirbush.

Youwillreceiveanemailafewmonthsbeforethetripwithmoredetails. ThetripispaidforbytheGraduateSchool,butyouwillbeaskedtopayarefundabledeposittosecureaplace.

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Youare joiningavibrant researchcommunity in theSchoolofEngineering,andonethatextendsacrossandbeyondtheUniversity.Theacademiccommunityisfoundedontheexchangeofideas,knowledgeandskills,andyourtrainingduringyourdegreewill involve more than your research. There are many training and developmentopportunitiesforyoutotakeadvantageof(describedlaterinthishandbook).However,itisimportanttorecognisethatyourprimaryfocusmustalwaysbeuponcompletingyourresearchdegree.

WHAT DO YOU NEED TO DO?

The student must have demonstrated… that the student is capable of pursuingoriginalresearchmakingasignificantcontributionto knowledgeorunderstandinginthefieldofstudy.

(PostgraduateDegreeProgrammeRegulation39)

Youmust:• Submityourcompletedthesisontime.• Ensurethatthethesisisyourownworkandacknowledgetheworkofother

scholarsandresearcherscorrectly.• Workdiligentlyandeffectively,asaprofessionalindependentresearcher.• Ensurethatyouunderstandtherequirementsofyourdegree(asdescribed

in the Regulations and the Code of Practice; see https://www.wiki.ed.ac.uk/x/uo7zE).

• Understandandfollowthevariousproceduresdescribedinthishandbook.

THE DURATION OF YOUR RESEARCH DEGREEA researchdegree involves sustained self-ledworkover a longperiod,but it is veryimportant to submit your thesis on time. If you do not submit your thesis by thesubmissiondeadlineyouwillbeexcluded fromstudyandnotable tocompleteyourdegree.MoreinformationcanbefoundontheGraduateSchoolwikiat:https://www.wiki.ed.ac.uk/x/b4jgEg

How long does a PhD take?• The prescribed period of study for a full-time PhD at the University of

Edinburghisthreeyears. Yourthesisisduetobesubmittedthreeyearsafteryourstartdate,andtheoralexaminationshouldnormallytakeplacewithinthreemonthsofsubmission.Alloftheresearch(experiments,simulations,analysis, fieldwork…) for your project must be completed by the end ofthesethreeyears.

• TheUniversityallowsanadditionaltwelve-monthsubmissionperiod. The submissionperiodisonlyforwriting-up.

• ThedurationofthePhDdoesnotdependuponyourfunding. A3.5yearstudentship(forexample)coversthethreeyearprescribedperiodofstudy,plusa6monthallowanceforwriting-upduringthesubmissionperiod.

YOUR RESEARCHDEGREE3

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How long are other research degrees?• APhDwithIntegratedStudyhasafour-yearprescribedperiodofstudy,becauseof

ayearoftaughtmaterialbeforestartingtheresearch.• AnMPhilhasa two-yearprescribedperiodofstudyanda12-monthsubmission

period.• AnMScbyResearchhasaone-yearprescribedperiodofstudy,withnosubmission

period.

PROGRESSION REQUIREMENTSAllstudentsarerequiredtodemonstrateadequateprogressionduringtheirresearchproject. These are compulsory and formal requirements in your degree regulations.Theprogressionreviewsarenot,however,justhurdlesthatyouneedtopass.Theyactasmilestonesthathelpyouplanandsuccessfullycompleteyourdegree.Theyprovideyouwith feedbackon theprogress andoverall directionof yourwork, allowyou tocompareyourworktothosearoundyou,enablepotentialproblemstobeidentifiedandaddressed,andprovideacheckthatyourplansareachievableandfocused.

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PhD progression requirements

1st year

Endofmonth2 Projectplan

Months10-12 1styrAnnualReview

Induction

Intentiontosubmitform:twomonthsbeforesubmitting

SUBMIT THESISendofyear3(year5forpart-time)

Oralexamination(withinthreemonthsofsubmission)

Correctionsifrequired

PGRBoardofExaminers

Graduation(July/November)

Pres

crib

ed P

erio

d of

Stu

dy

Subm

issi

on P

erio

d

2nd year April

Months9-12 ThesisPlanandSecondYearAnnualReview

Presentation,posteratSchoolResearchConference

3rd year Months9-12 ThirdYearAnnualReview

12m

onths

Full-Time(fouryears)

Endofmonth4 Projectplan

Part-Time(sixyears)

Months22-24,andonwardannually

AnnualReview

April(3rdor4thyear)

Presentation,posteratSchoolResearchConference

Endof4thyear ThesisPlan

Induction

PGR STUDENT INDUCTION (compulsory for progression)TheSchoolofEngineeringrunsPGRstudentinductionsinOctoberandFebruaryeveryyear. These days are very important for new PGR students because they explaintherequirementsofyourdegreeandhowtomakeprogress.Itiscompulsoryforallstudentstoattend,evenifyouhavebeenintheSchoolafewmonthsbeforethenextavailableinductionevent.

PROJECT PLAN(Due at the end of month two for PhD and MPhil students)TheProjectPlan isashort initialproposal for theresearchworkyouwillundertakeforyourPhDorMPhil.Itwillbecomeastructureinwhichtocarryoutyourresearchandaframeworkagainstwhichyourprogresscanbemeasured.Theplanshouldbediscussed and agreed with your Supervisors before submission, and also with theSchool’s Technical Services team if the projectwill require laboratory orworkshopsupport.

TheProjectPlanmustdemonstratethatyouhavedefinedaprojectthat:• WillleadtotheContributiontoKnowledgethatisrequiredofaPhDorMPhil;• Willbecompletedontime;• Thenecessaryresourcesareavailablefortheproject;and• Riskstosuccessfulcompletionhavebeenidentified.

TheProjectPlanissubmittedtotheGraduateSchoolforapprovalbythePostgraduateAdvisersontheSchoolPostgraduateProgressionCommittee,anditisalsocheckedbytheHeadofResearchInstitute.YouwillbeaskedatthisstagetoconfirmthatyouhaveattendedaSchoolsafetyinductionsession,andtoattachanEthics&Integrityformifthis isrequired(seepage19). ThedetailedrequirementsoftheProjectPlancanbefoundontheEngineeringGraduateSchoolwikiathttps://www.wiki.ed.ac.uk/x/_cngEg

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MPhil progression• Projectplanatendofmonthtwo• Firstyearreportandannualreview

(months9-12)• Thesisplanatendofmonth18• You are encouraged to present

yourworkat theSchoolResearchConferenceinyoursecondyear.

MSc by Research progressionThe MSc by Research is a twelve-monthdegree,andsodoesnotincludeanannualprogressionreview.

ANNUAL PROGRESSION REVIEWS(During months 9 to 12 of every year of study, until thesis is submitted)

Every PGR student (except MSc by Research students) must complete an AnnualProgressionRevieweveryyear. This is a formalassessmentof yourprogress,baseduponanAnnualProgressReportandProgressReviewMeeting.Ifyourprogressisnotsatisfactory,youwillusuallybeofferedoneadditionalreviewmeeting;however,youmightnotbeabletocontinuewithyourdegree.

Eachannualprogressionreviewinvolves:• An online annual review systemthatyouwillusetorecordyourprogresstodate

andplans for completion. The systemwill automatically email you to start theannualreviewprocess.

• AnadditionalformalAnnual Progress Report,dependinguponyouryearofstudy(asdescribedontheEngineeringGraduateSchoolwiki).Forexample,theFirstYearProgressReportisdescribedbelow.

• A Progress Review Meeting, with a review panel of your supervisors and anindependent academic reviewer. The progress review meeting is a valuableopportunitytodiscussyourfutureplans,includingyourresearchproject,plansforpublications,andthetrainingthatyouplantoattendoverthenextyear.

Afterthereviewmeeting,thepanelwillmaketheirrecommendationaccordingtoPGRAssessmentRegulation11(aslistedbelow).ThecompletedonlinereviewisapprovedbySPPCandtheHeadofGraduateSchool,ormightbeconsideredbytheCollegeBoardofExaminersifyourprogressislessthansatisfactory.

a) Confirmationofregistrationfor thedegree(PhD,MPhil) forwhichthestudent ismatriculated.

b) Arepeatprogressionreviewtobeheldwithinthreemonths(NB:onlyonerepeatreviewcanbeheldbeforeconfirmationofdegreeprogramme).

c) For part-time students only, deferment of the confirmation decision in the firstannualreviewtothefollowingannualreview.

d) RegistrationforadifferentdegreesuchasMPhilorMScbyResearch.e) Registrationforapostgraduatetaughtdegree(MSc)ordiploma.f) Exclusionfromstudy.

Theannualprogressionreviewtakesplaceduringmonthsninetotwelveofeachyearofstudy.However,asitmustbecompletedbytheendofmonthtwelveitshouldbestartedearlytoallowtimeforarepeatprogressionreviewifthisisnecessary.Progressreviewsarerequiredeveryyearuntilyouhavesubmittedyourthesis.

FurtherdetailsoftheAnnualProgressionReviewprocessintheSchoolofEngineeringcanbefoundontheGraduateSchoolwikipagesathttps://www.wiki.ed.ac.uk/x/zquZEg

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First Year Progress Report(due at the start of month 9 for PhD and MPhil students)

TheFirstYearProgressReportisaconciseoverviewofyourprogresssofarandyourfutureplansforsuccessfullycompletingyourresearchproject.Youshouldhavemademeasurable progress by this stage, and your planswill have evolved since the twomonth Project Plan. This report forms the basis of discussion during the first yearprogressreviewmeeting.

Your reportmustdemonstrate thatyour researchprojectwillbecompletedontimeandwiththeresourcesandfundingthatareavailabletoyou.Itshouldbewrittenforareaderwhoisnotanexpertinyourresearcharea.

Thereportisdueatthestartofmonthninesothatyourannualreviewcanbearranged,leavingenoughtimeforarepeatprogressreviewbeforetheendoftheyearifthisisnecessary.

The detailed requirements for your First Year Progress Report are given on theEngineeringGraduateSchoolwikiathttps://www.wiki.ed.ac.uk/x/pRKcEg

Second Year Progress Report: Thesis Plan(due at the start of month 9 of your second year for PhD students; or the end of month 18 for MPhil students)

Bytheendofyoursecondyearyoushouldbewellalongthepathtocompletion,andyoushouldhaveagoodideaofthecontentthatwillbeinyourthesis.ForyoursecondyearannualreviewyouneedtosubmitaThesisPlan(withchapterandsectionbreakdownsandafewsentencesdetailingtheircontent).Thisisanimportantstageindrawingyourresearchtogether,andbyactingasadiscussionpointduringyourannualreview,ithelpsyoutalktoyoursupervisorsandthereviewerabouttheworkremainingtosuccessfullycompleteyourthesis.Thethesisplanshouldbeuploadedaspartoftheonlineannualreviewprocess.

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THE GRADUATE SCHOOL RESEARCH CONFERENCE(Poster and Presentation during Year 2)

TheGraduateSchoolorganisesaSchoolResearchConferenceeveryyeartoshowcasetheworkbeingconductedacrosstheSchoolofEngineering.TheconferenceisacelebrationoftheresearchwithintheSchool,promptscollaborationacrosstheResearchInstitutes,andincludesKeynotepresentationsfromarangeofprominentspeakersthathelpyoutoreflectuponthecontextofyourresearchandyourfuturecareerplans. The2020ConferencewilltakeplaceatPollockHallsonThursday, 23rd April.

It is compulsory for all Research students from all years to attend.

DuringtheconferencesecondyearPhDstudentsarerequiredtopresentaposterandgiveashortpresentationabouttheirresearch.Thisisaformalprogressionrequirement;however, our School Research Conference is a relaxed and informal opportunity topracticeyourcommunicationskills. Weuseashorttwo-minutepresentationformatthatisfun,rapid,andagreatwaytomakeyouthinkaboutthemosteffectivewaytocommunicateyourwork.Prizesaregivenforthebestpostersandpresentations,andthepostersarecollatedintoabook(whichwillbeavailableonline)thatshowcasestheSchool’sresearch.

Allsecondyearstudentswillneedto:• TakepartintheposterandpresentationtrainingcoursesthattheGraduateSchool

andIADrunspecificallyforthisconference.• SubmityourposterandpresentationtotheGraduateSchoolOfficeinadvanceof

theconference,toallowtheconferencebooktobecompiledandprinted.Youwillbeinformedofthedeadlinesbyemail.

• ReadandfollowtheEngineeringGraduateSchoolwikipage,whichdescribesthedetailsofwhatisrequiredfortheSchoolResearchConference,andincludespostersfrompreviousyears’events.

StudentsarealsoinvitedtocontributetotheResearchInstitutedemonstrationsattheconference,andstudents fromanyyeararewelcometobringaposter to theevent(althoughyouwillneedtoarrangethiswiththeGraduateSchoolOfficeinadvance).

Three Minute Thesis CompetitionTheInternationalthreeminutethesiscompetitionchallengesyoutopresentyourthesisonasingleslideinthreeminutes.ThesepresentationsareexcellentinspirationforyourtwominutetalkduringtheSchoolResearchConference.

ThetwominutetalksareequallygoodpreparationforyoutoentertheThreeMinuteThesis Competition. There are heats in the School early in each year, followed byCollegelevelandUniversitycompetitions,beforeprogressingtoUKandInternationallevelcompetitions.http://www.ed.ac.uk/institute-academic-development/postgraduate/doctoral/3mt

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SUBMITTING YOUR THESIS AND THE EXAMINATION PROCESS

ThethesissubmissionandexaminationprocessislookedafterbytheCollegeofScienceand Engineering Postgraduate Section, in theWeir Building. The process applies toPhD,EngD,andMPhilstudents.MScbyResearchstudentsdonotusuallyhaveanoralexamination,andshouldrefertotheCollegeOfficeWikiforinformation.

Studentsends‘Notice of Intention to Submit’formtoCollegeapproximatelytwomonthsbeforethesissubmission.Thisisimportantbecauseitstartstheprocessofidentifyingand

appointingtheExaminersforyourthesis(whoarechosenbytheSchoolandyoursupervisors).

Thesis submissiontoMurchisonHouse(3rdFloor)(NB:yourthesiswillnotbeacceptedaftertheendoftheperiodofstudy)

TheExaminersareofficiallyappointedandthethesissenttothem.Theymustindependently

assessthethesistodecidewhetherornottoproceedwithanoralexamination,beforearrangingitsdate.NB:youmustallow3monthsbetween

submissionofyourthesisandtheoralexamination(PGRassessmentregulation27).

Theoralexaminationtakesplace,usuallywithoneExternalandoneInternalExaminer.Yoursupervisorcanbepresentifyouaskthemto,butmustnotcontribute.Anindependentnon-

participatingChairmightalsobepresent.

AftertheoralexaminationyourExaminersmakearecommendation as to whether or not you should pass your degree,ortheneedforanycorrections.Theywillinformyouoftheir

recommendation,andtheywillwriteareportthatissenttoCollege.

The College Postgraduate Board of Examiners(whichmeetsonceamonth)isresponsibleformakingthefinaldecision.

Theextentandtimethatyouaregivenforanycorrectionswillbecommunicatedtoyouby

College(thesemustalsobeapprovedbytheCollegeBoardofExaminers)

AnycorrectionswillneedtobeapprovedbyyourExaminer(s),whosendsa Certificate of CorrectionsforapprovalbytheCollegeBoardofExaminers.

Ifsuccessful,youwillbeaskedtosubmit a final corrected copy of your thesis to College.

Congratulations, you can now register to Graduate!

Notethatyourdegreewillnotbeofficiallyawarded(andyouwillnotreceiveyourdegreecertificate)untilthenextGraduationCeremony(inJulyorNovember).

TheCollegePostgraduateResearchWikihasinformationontheformatofthethesisandtheexaminationprocess:https://www.wiki.ed.ac.uk/display/CSEPSW/College+of+Science+and+Engineering+-+PGR+Section+Wiki+Home

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Time scales for the Submission and Examination Process

TheexaminationprocessforaPGRdegreeinvolves a different set of examiners forevery student, and requires the robustprocessthatisdescribedabove.

It is important to understand the timerequired for the process of submission,examination,corrections,approvalbytheBoard of Examiners, and proceeding tograduation.

Your Examiners will hold the oralexamination as soon as they reasonablycan after submission, but you mustnot pressurise them into rushing theexamination process. For example, it isnotreasonabletoexpectyourExaminersortheCollegeBoardofExaminerstorushthe process so that you can meet theregistration deadline for Graduation. Itis your responsibility to understand thetimerequiredforthisprocess.

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CONDUCTING AND DISSEMINATING YOUR RESEARCH

Publishing your WorkPublicdisseminationofyourfindingsisanintegralpartofresearch.Youareexpectedto publish yourwork in a timelymanner in peer-reviewed academics journals, andtodisseminate it throughconferencesorworkshops. Our researchoutputsare thefoundationsonwhichouracademicexcellenceisjudged,andpublishingyourworkinhighimpactjournalsensuresthatitistakenupbyfutureresearchers.Publishingyourworkalsohelpsyourexaminerstodecidewhetheryourworkisofpublishablequalitywhentheyassessyourfinalthesis.

YouwillprepareapublicationplanaspartofyourFirstYearReport,andshoulddiscussthiswithyourSupervisors.Theycanadviseyouuponthecontentofyourpapersandwhichjournalstotarget,andtheymustbeincludedasauthorsonanypublicationsduetotheircontributiontoyourprojectandthepaper.

TheUniversityrequiresallresearchoutputstobepublishedinanOpenAccessform,andtobeuploadedtotheUniversity’sPURErepository.Thisisarequirementofanypublicly-fundedresearch(suchasanEPSRCDTPstudentship),butitisalsoaUniversityrequirement toensure that theresearchcanbeconsideredaspartofourResearchExcellence Framework submission. As soon as your work has been accepted forpublication,yourSupervisormustuploadthedetailstotheUniversity’sPUREsystem,whichpopulates thepublic viewof theUniversity’s researchactivities (http://www.research.ed.ac.uk).

TheUKResearchCouncils(includingEPSRC)alsorequireyourresearchdatatobemadeavailablethroughOpenData(unlessthereisagoodreasonnotto).

Further informationonpublishingyourworkanddatacanbefoundontheSchool’sWikiathttps://www.wiki.ed.ac.uk/x/2s5-EQ

Research Ethics and Integrity The University follows the UK Research Integrity Office’s (UKRIO) Code of PracticeforResearch (whichcanbe foundby following theweb linkbelow). All research intheSchoolmustbecarriedout to thehigheststandardsof rigourand integrityandconducted according to appropriate ethical, legal and professional frameworks,obligationsandstandards.

Ethical concerns might include research including human or animal subjects;

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research that has an effect on the environment; work with collaborative partners;dataprotectionarrangements;orresearchthatmightconcerngroupswhichmaybeconstruedasterroristorextremist.TheethicalimplicationsofyourresearchprojectmustbeexaminedandaddressedintheProjectPlanattheendofmonthtwoandifnecessary,youwillberequiredtocompleteaResearchEthics&Integrityform.

TheSchool’sResearchandIntegritypolicycanbefoundat:http://www.eng.ed.ac.uk/research/ethics/

Academic Misconduct, including PlagiarismDiscussingandbuildinguponpriorresearchandotherpeople’sworkarecornerstonesofacademicresearch,but it isessentialthatyouacknowledgeworkthat isnotyourown.

Academic misconduct includes plagiarism, collusion, falsification, cheating, deceitand impersonation. It is academically fraudulent and anoffence againstUniversitydiscipline. All forms of Academic Misconduct are treated very seriously by theUniversity,whetherintentionallyorunintentional.

Plagiarismisthemostcommonformandbestknownexampleofacademicmisconduct,and unfortunately serious plagiarism cases regularly occur within the UniversityamongstPhDstudents.Itinvolvesthepresentationofanotherperson’sworkasyourown,withoutproperacknowledgementof thesource,withorwithout thecreator’spermission.

YoumustreadandunderstandtheinformationonAcademicMisconductandPlagiarismontheUniversity’swebsiteat:http://www.ed.ac.uk/academic-services/students/conduct

Intellectual PropertyEdinburghInnovations(EI)promotesandcommercialisestheUniversity’sresearchandexpertise.EIcanprovideadviceandassistanceinprotectingyourresearchproject’sintellectualpropertyandtakingthistothemarketplaceifappropriate.

IfyourresearchresultsinpatentapplicationsordisputesitisveryimportanttohaveevidenceofyourIntellectualProperty,andconsequentlyweexpectyoutorecordyourresearchideas,observationsandmeetingnotes(completewithdates)inahardboundnotebook.ThesecanbecollectedfromtheSchoolofEngineeringStores(seepage41).

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EIalsoprovidesadviceuponlegalagreementsrelatingtoyourresearchproject.Forexample,ifyouareworkingwithanindustrialpartnerorusingdatafromanexternalorganisation,youmayberequiredtosignanIntellectualPropertyAgreement. YoursupervisorwillcontacttheSchool’sBusinessDevelopmentExecutiveifanIPagreementisnecessary.https://www.ed.ac.uk/edinburgh-innovations

Dignity and RespectYouwill beworkingwithin the School’s community of researchers to conduct yourresearch project, and interacting with colleagues from across the University. TheUniversity promotes a positive culture in which all members of the University canexpecttoberespectedandvaluedfortheiruniquevaluesandcontributions,andithasalong-standingcommitmenttoequality,diversityandinclusion.Integrity,collegialityandinclusivityarecentraltotheUniversity’svalues,andrespect,trust,confidenceandfairnessareessentialelementsintherelationshipbetweensupervisorandstudent.

TheUniversity’sDignityandRespectpolicypromotesapositivecultureforworkingandstudying,andappliestoallmembersoftheUniversity.ThepolicyandinformationontheUniversity’sDignityandRespectAdvisorscanbefoundfurtherinformationcanbefoundontheUniversity’sEqualityandDiversitywebpages:http://www.ed.ac.uk/equality-diversity

InformationontheSchoolofEngineering’sEqualityandDiversityCommitteecanbefoundonSchoolWikiathttps://www.wiki.ed.ac.uk/x/tIB7Dg

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SUPPORT FORYOUR STUDY

YOUR SUPERVISORSThe supervisor/student relationship is a key component of a successful researchdegree,andshouldbecomeaprofessionalandlong-lastingpartnership.YouwillhavebeenallocatedaPrincipalSupervisorandAssistantSupervisor(orveryoccasionallyaCo-Supervisor)beforeyourarrivalinEdinburgh.ThePrincipalSupervisoristhepersonprimarilyresponsibleforprovidinghelpandadvicethroughoutyourstudies.TheroleofyourAssistantSupervisorwilldependuponyourproject;theymightprovidespecificexpertiseormighthavemoreofanoverviewofyourwork.

Youmightalsohavean Industrial Supervisororbeguidedbyotherpeople (suchasPost-DoctoralResearchAssociates);however,pleasenotethattheywillnotbeabletoprovideguidanceontheregulatoryrequirementsofyourPGRdegree.

How you and your supervisors choose to manage your relationship is a matter ofpersonalpreferenceandyoushoulddiscussthisatanearlystage.Allacademicshaveawidevarietyofresponsibilitiesthatkeepthembusy,sooneofyourchallengesasaresearchstudentwillbetomanagehowyouinteractwithyourSupervisors.Youneedtotaketheleadinarrangingmeetings,shouldpreparefortheminadvance,andshouldkeepnotesofwhatwasdiscussedduringthemeetings.Youshouldnormallyexpecttomeetforaboutanhourperweek;however,thiswillvaryinfrequencyanddurationdependinguponthestageofyourproject.

TheUniversityrequiresyoutoproducearecordofyourmeetingsandtoforward itto your supervisor for agreement. This should record the date of themeeting, itspurpose,anyspecificproblemsidentified,andactionpoints(seetheCodeofPracticeforResearchStudentsandSupervisors,section3.1.1).

RESOURCES AVAILABLE FOR YOUR RESEARCHTheSchoolofEngineeringprovideseveryPhDstudentwith:• Adeskforthedurationoftheirperiodofstudy;• Astandardspecificationcomputer;and• Asmallresearchcostsbudgetthatisadministeredbyyoursupervisor.

Anyresearchcostsabovethebudgetwill requireadditional funding,whichmustbediscussedwithyourSupervisorinadvance.YoushouldnotplanaresearchprojectforwhichthereisinsufficientfundingandyouwillberequiredtodemonstratethiswhenyousubmityourProjectPlan(attheendofmonthtwo).

The School has a range of other resources, such as laboratories, workshops and

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equipment,andourtechnicalsupportandITsupportteams,whicharedescribedlaterinthishandbook.TheseresourcesarefiniteandaresharedacrossalloftheSchool’sactivities. Their availabilitymust be discussed at the start of your project, as theymightnotbeavailableforyourresearch.

StudentsonresearchdegreesotherthanaPhDshouldconsult theGraduateSchoolOfficeabouttheresourcesavailablefortheirproject.

SCHOOL OF ENGINEERING SUPPORT

Research Institute ServicesTheResearch InstituteServices (RIS) teamprovidesadministrative support foreachInstituteandcanhelpwithInstitute-specificqueriessuchasdeskallocationsortravelarrangements.

KarenBrocklehurst(IES) Karen.Brocklehurst@ed.ac.uk 505646JackieGordon(IDCOM,IIE) Jacqueline.Gordon@ed.ac.uk 505211AlisonPatton(IDCOMIMT Emily.Martin@ed.ac.uk 517279DianeReid(iBio) Diane.Reid@ed.ac.uk 507343KatrinaSaridakis(IMNS) K.Saridakis@ed.ac.uk 507474EmilyMartin(IMP) Emily.Martin@ed.ac.uk 517261RISTeamSupervisor Laura.Smith1@ed.ac.uk 517261

The Finance OfficeTheFinanceTeamisintheHeadofSchoolandAdministrationOfficesonthefirstflooroftheSandersonBuilding(inthesameplaceastheGraduateSchool).

Helen Gilmour Helen.Gilmour@ed.ac.uk 507362GillianHarrison Gillian.Harrison@ed.ac.uk 505564Karen Miller Karen.Miller@ed.ac.uk 505745RosemaryMcGee Rosemary.McGee@ed.ac.uk 506424SamiraOubial Samira.Oubial@ed.ac.uk 517063

The School’s finance team look after allmatters relating to finance. These includeplacing orders for goods and services (such as lab supplies, materials, conferenceregistrations,etc.),expenseclaims,administeringstipends,etc.

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The School IT TeamITHelplineandHelpdesk:https://www.wiki.ed.ac.uk/x/mYLMCQ

TheUniversityusesamanagedhelplineforITenquiries:https://ed.unidesk.ac.ukAlternativelycontactseesup@ed.ac.uk,or515151

TheEngineeringIThelpdesk(firstfloorofFleemingJenkin,10.00-12.00pm)isprimarilyforpickingup/droppingoffequipmentoraccountinformation,andit isunlikelythatthehelpdeskwillbeabletosolveITproblems(butwillbeabletohelpyoucompletethemanagedhelpline).

TheUniversityofEdinburghhasoneofthebestacademiccomputingnetworksintheUK,andthebenefitsofthisarefeltbystudentsaswellasresearchers.TheSchoolhasarangeofcomputingfacilities,overseenbytheSchoolITteamintheAlrickbuildingandledbyDavidStewart. Youwillhavebeenallocatedapersonalofficecomputerwhenyouarrived,buttherearealsoanumberofcomputingfacilitieswithspecialisedequipment and software. The School IT team is responsible for managing andmaintainingyourofficecomputer,andforthenetworkandapplicationssupportingit.Ifyouneedanythingspecific,youshouldspeakwithyourSupervisorandtheITteam.

Technical ServicesTechnicalServicesWikipage:https://www.wiki.ed.ac.uk/x/HhgtDw

TheSchool’sTechnical Services team is located inG.167on thegroundfloorof theFleemingJenkinbuilding.

FionaAlderson TechnicalServicesManager tsm@eng.ed.ac.uk 505617 TechnicalServicesOfficersBillLeslie Electricalandelectronics Bill.Leslie@ed.ac.uk 505657ChrisSturgeon Civil,mechanical,fabrication Chris.Sturgeon@ed.ac.uk 505709SteveGourlay Mechanical,fabrication,CNC S.Gourlay@ed.ac.uk 505797BryanMitchell Buildingsissues* buildings@eng.ed.ac.uk 504865

*lighting,furniture,faultreports,etc.

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OurTechnicalServicesTeamprovidetechnicalassistanceinthelaboratories,fabricationintheworkshops,andcoordinatesbuildingworkandrepairs.Theyhaveawealthofpracticalknowledgeandskills,andinvolvingthemearlyinyourplanscanhelpensureyourprojectrunsassmoothlyaspossible.

Yourfirstpointofcontactifyourequiretechnicalsupportshouldbeeitherthetechnicianassociatedwithyourlaboratory,oronetheTechnicalServicesOfficers(TSOs). Afterdiscussing the feasibility, resources, scale, andtimelines for the project youwill beasked to submit a Technical Job Request, so that technician time can be allocated,materialsandcomponentsordered,andworkscheduled. Atechnical jobrequest isrequiredbeforeanyworkstarts.Ingeneral,thetechnicaljobrequestsystemworksonafirst-in,first-outbasis,butatpeaktimesoftheyear(suchasduringundergraduatethesis projects in semester two), the TSOsmust prioritise jobs that are particularlypressing,making it especially important to discuss yourworkwell in advance. SeetheTechnicalServiceWiki (above) for further informationsuchas theTechnical JobRequestsystem,andthetechniciansassociatedwitheachlaboratory.

Safety in the SchoolSchoolofEngineeringHealthandSafetyinformation:https://www.wiki.ed.ac.uk/x/JBa6CQUniversityHealthandSafetyDepartment:http://www.ed.ac.uk/health-safety

MatthewTasker SchoolSafetyAdvisor safety-advisor@eng.ed.ac.uk

The School safety committee is chaired by the Head of School, and is divided intosubcommittees for the different buildings in the School, plus two specialist safetyadvisors: DrRoryHadden AGB/WR/JohnMuir/Structures DrGeorgeSerghiou Alrick/Faraday/FleemingJenkin/HudsonBeare DrJeffSteynor Flowave DrXianfengFan Sanderson DrAnthonyWalton SMC DrAndyDownes LaserSafetyAdvisor Prof.AlistairElfick BiologicalSafetyAdvisor

Eachlaboratoryhasanamedacademicwhoisresponsibleforsafety(displayedonthelabdoorornoticeboard).

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UNIVERSITY SUPPORT SERVICESTheUniversityhasastrongnetworkofservicestohelpandsupportyou.

Library http://www.ed.ac.uk/information-services/library-museum-gallery email:Is.Helpline@ed.ac.ukTheUniversityhasseveralLibrarysites,includingtheMainLibraryinGeorgeSquare.However,themostrelevantsiteforEngineersistheNoreenandKennethMurrayLibraryatTheKing’sBuildings.Aswellasthephysicalandprintedcollections,theUniversityhasanextensivecollectionofelectronicjournalsandbooksthatareavailableonline,andsubscriptionstonumeroussearchdatabases(accessibleviaEASE).

The Student Disability Service http://www.ed.ac.uk/student-disability-service 3rdflooroftheUniversity’sMainLibraryinGeorgeSquare 01316506828;disability.service@ed.ac.ukThisserviceprovidessupportforstudentswitharangeofdisabilities,includingthosewith a specific learning difficulty, such as dyslexia, an autistic spectrum disorder, avisualorhearing impairment,a long-term illness,mentalhealthconditions,physicalimpairments,atemporarydisabilitysuchasabrokenlimb,andanyotherimpairments.

Ifyoubelieveyourequiresupportorprovisiontobemadeinrelationtoyourresearchproject,writtensubmissions,andformalassessment(suchasyourannualreviewsortheoralexaminationattheendofyourdegree),youmustregisterwiththeStudentDisabilityService.Youcanmakeanappointmentwiththeiradvisers,whocanassesswhatarrangementsarerequiredneededtoensurethatyouarenotatasubstantialdisadvantagecompared topeoplewhoarenotdisabled. Thesearewrittenup inaLearningProfile,whichissenttoyouandtotheSchool.ThememberofstaffintheSchoolresponsibleforsupportingresearchstudentswithdisabilitiesistheGraduateSchoolOfficeSupervisor.

International Student Advisory Service http://www.ed.ac.uk/international-office/student-advisory-service 01316515294;isas@ed.ac.ukTheInternationalStudentAdvisoryServiceprovidesprofessionaladviceandstudentsupportservicestoallnon-UKstudents.Thisincludesspecialistvisaandimmigrationadvice,andtheyprovidebothstudentsandstaffwithexpertguidanceuponTier4visarequirements.TheInternationalStudentAdvisoryServicealsoprovidesaprogrammeoforientationandinductionactivities,andsocialandculturalsupport.

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The Advice Place https://www.eusa.ed.ac.uk/support_and_advice/the_advice_place/ King’sBuildingsHouse,orPotterrow(BristoSquare) 01316509225/08002062341;advice@eusa.ed.ac.ukTheAdvicePlaceareateamofprofessional,trainedstaff,whocanhelpyouwithanyqueries or concerns youmay have about accommodation, finances, theUniversity,personalhealth,well-beingandanythingelseyoumayhaveconcernswith. Adviceis free, impartial and confidential. TheAdvicePlace is runby EdinburghUniversityStudents’Association.Youcandropinforfriendlyconfidentialadviceduringopeninghours(whichareshownontheirwebsite),orcall,email,text,orFacebookthem.Therearealsolotsofhandyadviceguidesontheirwebsite.

Student Counselling Service http://www.ed.ac.uk/student-counselling WeirBuilding,King’sBuildings(semestersonly) MainLibrary,GeorgeSquare(yearround) 01316504170;Student.Counselling@ed.ac.ukTheUniversity’sStudentCounsellingServicehelpsstudentsworkthroughdifficulties,understand themselves better, and find ways of managing a situation. It offersconfidential support to help you make the most of your student experience, byprovidingself-helpresources,drop-inpresentationworkshops,shorttermcounsellingandconsultation.

The University Health Service https://www.ed.ac.uk/students/health-and-wellbeing/health-services RichardVerneyHealthCentre,BristoSquare 01316502777;univhealthserv@nhslothian.scot.nhs.ukAll studentsmust register with a General Practitioner (GP) in Edinburgh. This willallowyoutoaccesshealthservicesquicklyandeasilywhileyouareatUniversity.TheUniversityHealthServiceisanindependentGPinBristoSquare,althoughyoucouldinsteadregisterwithanyotherGPinthearea.

SUPPORT FOR STUDY POLICYhttp://www.ed.ac.uk/academic-services/staff/discipline/support-for-studyTheUniversityhasaSupportforStudyPolicytohelpstudentswhomaybestrugglingwiththeirstudiesduetohealthconditionsordisabilities.

WHO SHOULD I TALK TO IF THINGS GO WRONG?Yourresearchdegreeshouldbeoneofthemostrewardingperiodsofyourlife;however,

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itisalargepieceofindependentwork,findingyourwaythroughitcanbedaunting,andweallgothroughdifficulttimes.TheUniversitywillgotolengthstohelpyou,butcanonlyhelpifyouletusknowaboutit.Inallcaseswherethereissomethingthatisdisruptingyourstudies(whetheracademicorpersonal),themostimportantthingtodoistotalktosomeonefromthelistbelow.

Supervisors• YourPrincipal or Assistant Supervisor(s) shouldbethefirstpeopleyouturnto.

Other Academics• The Independent ReviewerduringyourAnnualReviewistheretodiscussanyissues

preventing you from successfully completing your PhD, and you can approachthemoutsidethereviewmeeting.

• Another academic (e.g. female students may prefer to approach a femaleacademic).Allacademicswilldowhattheycantohelp.

The Graduate School (see page 4)• The PGR Academic AdvisersintheResearchInstitutes.• The Graduate School Team in the Sanderson Graduate School Officecanhelpwith

awiderangeofconcerns,orputyouintouchwithsomeonewhocanhelp.• The Head of Graduate School or Deputy.• The Deputy Director of Professional Services (KathyMoore) can be consulted

aboutGraduateSchoolmatters.

Students, friends or family• TalkingtoyourfellowPGR students, friends or familycanoftenbeagoodfirststep

toresolvingissuesoridentifyingawayforward.However,youmustseekadviceonanyacademicmattersfromanAcademicortheGraduateSchool.

• Issues relating to general Graduate Schoolmatters can be raised by yourSPEC student representative.

UNIVERSITY SUPPORT (see page 27)• The Advice Place.• The Student Counselling Service.• The International Student Advisory Service.• The University Health Centre.

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WHAT HAPPENS IF THERE IS A DELAY TO MY PROJECT?

Delays that are a normal part of researchUnexpected results, changes to your researchplans,waiting fordata fromexternalsources,waiting formaterials to be delivered orwaiting for equipment to becomeavailablearepartofanormalresearchproject.Thesedelayscanbeanticipatedearlyinaresearchproject(e.g.whenyouprepareyourProjectPlanorFirstYearReport).Theycanbeavoidedbyproperplanning,oralternativearrangementscanbemade.Ifyourresearchworkisdelayed,youshouldfirstdiscusswithyoursupervisorhowtheprojectscopeandplanscanbeadaptedtocompleteyourresearchworkbeforetheendoftheprescribedperiodofstudy.Notethatextensionstotheperiodofstudy(seebelow)arenotgrantedforbeingtooambitiousinyourresearchproject,duetopoorplanning,orbecauseofdelaysthatshouldhavebeenanticipatedduringplanning.

Exceptional and Unforeseen CircumstancesIn exceptional and unforeseen circumstances, it is possible for your supervisor torequestaconcession.Therearetwotypesofconcessionthatchangetheendofyourperiodofstudy:anInterruptionofStudyoranExtensiontothePeriodofStudy.

Hopefullyyouwillnotrequireaconcession,butitisimportanttounderstandthetwodifferent typesof concessionand thecircumstancesunderwhichyoucanapply forthem.Concessionrequestsmustbemadeassoonasthecircumstancestakesplaceandcertainlynolaterthanonemonthbeforetheendofyoursubmissionperiod.

Interruption of StudyIfyouareunabletoworkforasignificantperiodduetocircumstancesbeyondyourcontrol (suchasextended illnessor absence) itmaybeappropriate toapply for anInterruptionofStudy.This‘stopstheclock’foryourdegree.Supportingevidencewillberequired,suchasamedicalcertificate,andtheapplicationmustbemadeassoonasitisreasonablypracticable.

Maternity,paternity,andfamilyleavewillusuallyresultinanInterruptionofStudies.FurtherinformationcanbefoundontheGraduateSchoolWiki.

Note that an Interruption of Study is only granted for circumstances outside yourcontrol.Itwouldnot, forexample,begrantedtoallowyoutotakeafewmonthsoutofyourPhDtoenteremployment.

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Extension to the Period of StudyAnExtensiontothePeriodofStudyisgrantedfortightlydefinedcircumstances:

• Where progress has been hampered by unforeseen difficultieswith facilities orequipmentandhencecompletionofthethesishasbeendelayed;or

• Where progress has been hampered by unforeseen difficulties in obtaining oranalysingdata.

Extensionsarenotgrantedbecauseyouneedmoretimetocompleteyourthesis,youhavestartedpaidwork,yourresearchprojectwastooambitious,youfailedtoapplyforanInterruptionofStudiesearlierinyourPhD,oryouwanttowritepapers.

Further Information on Interruptions and ExtensionsOther important details can be found on the Engineering Graduate SchoolWiki athttps://www.wiki.ed.ac.uk/x/tJW_E.Tier4studentsshouldbeawarethattheremaybeadditionalrestrictionsduetotherequirementsofyourvisa.

SPECIAL CIRCUMSTANCESSpecialCircumstancesareexceptionalcircumstancesthathaveanadverseimpactonperformanceinanassessment.ForPGRstudents,thisonlyusuallyappliestoanannualprogressionreviewmeetingorthefinaloralexamination.DisruptiontootherstagesofyourstudyshouldnormallybetakenintoaccountthroughanInterruptionofStudy(describedabove),orpotentiallythroughadjustmentsthathavebeenagreedwiththeDisabilityOffice.TheyshouldalwaysbediscussedwithyourPrincipalSupervisorinthefirstinstance.

SeeSection4.2oftheCodeofPracticeforResearchStudentsandSupervisorsformoreinformation.

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TRAINING & PROFESSIONAL DEVELOPMENT

Aresearchdegreeismorethantheprojectyouarestudying,andit is farmorethana continuationofundergraduate study. It is thefirst step in your future careerandpresents a huge range of opportunities to explore that you are unlikely to get lateron.TheSchoolandtheUniversityprovideawiderangeoftrainingactivitiesspanningfromspecificresearchskillstothemoregenericplanningandcommunicationaspectsofprojects.Thesetransferableskillscomplementyourday-to-dayresearch.

Training is a necessary and required part of your PGR degree,andallPGRstudentsarerequiredtotakepartinaprogrammeoftrainingandpersonaldevelopment.AllPGRstudentsshould:

• AttendandpresentyourworkinourResearch Institute Seminars(andotherSchoolresearchseminars).

• Take part in the School Research Conference (in April) every year, includingpresentingyourworkinyoursecondyear.

• Take part in a programme of training, including core courses provided by theSchool,andarangeofcoursesofferedacrosstheUniversity.

• Take advantage of other training and development opportunities within andoutside theUniversity, suchaspresentingatconferencesandworkshops,publicengagement, open days and school outreach activity, Professional Institutionevents,orparticipationincommitteesandeventorganisation.

TRAINING COURSES AND RESOURCESTheEngineeringGraduateSchooldeliverstrainingspecificallydevelopedforourPGRstudents.Inaddition,thereareaverywiderangeofcoursesthataredeliveredbytheUniversity’sInstituteforAcademicDevelopment(IAD).TheGraduateSchoolandIADworktogethertodeliverourtrainingprogrammes.

The IADwebsite includes informationuponallof theircourses, includingabrochuredescribingtheseandaPhDnewsletterthatyoucansignupto.Manyofthesecoursestakeplaceoverahalfdayorfullday;however,therearealsoarangeofcoursesthataredeliveredonlineorspanningoverseveralweeks.http://www.ed.ac.uk/institute-academic-development/postgraduate/doctoral

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EXEMPLAR TRAINING PLANThisexemplartrainingplanisintendedtohelpyouplanyourskillstrainingduringyourPhD. Everybody’s trainingneedsdifferandwilldependupon theirproject,andalsowhetheryouareintendingtofollowacareerinindustryoracareerinacademia.

PhDstudents shoulddevelop theirown trainingplan that is similar to thisexemplarplan;however, itmustbediscussedanddevelopedwithyourSupervisors. Theplancombines:• Coretrainingcourses(shaded)thatareapartofeveryPhDstudent’straining.• Examplesofothertrainingyoucantakepartin,buttheseareonlyaselectionofthe

coursesthatyoumightconsider.

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Course Approximate Date Delivered by

CORE TRAINING

School of Engineering PGR Induction October & February Engineering / IAD

Firbush: research skill development and reflection

May (three-day residential)

Engineering

Preparing for your first year review March / April Engineering / IAD

EXAMPLESOFOTHERCOURSES

Basicengineeringworkshopskills November Engineering

Preparefordoctoralsuccess(interactiveonlinecourse)

4weeksfromearlyOctober

IAD

FindingAcademicLiterature Several IAD

Courseonstatistics,datamanagement,academicwriting,researchethicsandintegrity

Online IAD

COMPASSprogramme:OrientationforinternationalPGRstudents

Throughout the year IAD

FIRST YEAR

Course Approximate Date Delivered by

CORE TRAINING

Research Institute / School Seminar Series and other talks and workshops

Throughout the year Research Institute / Engineering

School Research Conference April Engineering

Tutor and demonstrator training and experience

Semester 1 / 2 Engineering

EVERY YEAR

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Course Approximate Date Delivered by

CORE TRAINING

Writing a Research Paper (Engineering) November Engineering / IAD

Writing and Designing your Academic poster (Engineering) *

March IAD

Presenting your work (Engineering) * April IAD

School Research Conference (Poster and Presentation) *

April Engineering

EXAMPLESOFOTHERCOURSES

AcademicwritingforEngineering.(Initiallydevelopedforinternationalstudents,butopentoallengineeringstudents).

Wednesdayafternoonsinsemester2

Engineering/theEnglishLanguageTeaching Centre

AcademicWritingMasterclass June IAD

Teambuildingandleadershipfundamentals

October IAD

*PresentingattheSchoolResearchConferenceisamandatoryprogressionrequirement,and thesetwocoursesarepreparationfortheSchoolResearchConference.

SECOND YEAR

Course Approximate Date Delivered byCORE TRAINING

PhD Thesis Writing Workshop March Engineering / IAD

EXAMPLESOFOTHERCOURSES

3minutethesisinternationalcompetition

Februaryonwards Engineering/IAD

LocalGRADSchool(placeshighlycompetitive)

Three-dayresidentialinEdinburgh

IAD

Research,ResearchersandMedia-AHandsonApproachtoCommunicatingyourResearch

ThreedaysinFebruary IAD/BBC

THIRD YEAR

TheGraduateSchoolwikigiveslinkstothesecourses,includingthedates(ifknown).https://www.wiki.ed.ac.uk/x/hcvgEg

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SCHOOL AND UNIVERSITY SEMINAR SERIESSeminarsfromacrosstheUniversityarepublicisedonacentralUniversitySeminarSite(https://talks.is.ed.ac.uk).

SchoolandResearchInstituteseminarsarepublicisedviatheSchoolwebsiteandalsobelocalemaildistributionlists(http://www.eng.ed.ac.uk).

BOOKING TRAININGSomeofthetrainingrunwithintheSchoolofEngineeringshouldbebookedwiththeGraduateSchool,andyoushouldlookoutforemailsabouttheseevents.

IADcourses(includingmanythatarerunjointlywithEngineering)arebookedonline,viatheIADwebsite.Bookingsgenerallyopenonemonthbeforethestartofthecourse.

ThemajorityofthesecoursesarepaidforbytheSchoolandtheUniversityusingourResearcherDevelopmentFund.ThevastmajorityarecompletelyfreeforPGRstudentstoattend.However,theprovisionoffreecoursesmustnotbeabused:

• You should always discuss and agree your training needs with your supervisorbeforesigningup.Donotsignupforlotsofcoursesthatarenottargetedonyourrequirements.

• Ifyouhavesignedup,pleasemakesureyouturnup.Ifyouneedtocancel,alwayslet thecourseorganiserknow. If you fail to turnupwithout telling thecourseorganiser youwill be denying someone on thewaiting list a place, youwill bewastingpartofourResearcherDevelopmentbudget(becausealthoughthecourseisfreetoyou,itneedstobepaidforbytheGraduateSchool),andyoucouldbeblacklistedfromfuturecourses.

Ifanyofthecoursesarefull,youwillbeplacedonawaitinglist.YoucanalsoemailtheEngineeringGraduateSchool,andifthereissufficientdemandwemaybeabletoarrangeanadditionalsession.

PLANNING YOUR TRAININGThe Researcher Development Framework (RDF) shown below was developed byVitae (www.vitae.ac.uk/rdf) todescribe theknowledge,behaviour,andattributesofsuccessfulresearchersandtoguideyourtraining. YoucanregisterwithVitaeusingyourUniversityemailaccount.TheRDFcanbeusedtohelpyouplanyourtraining.

Youshouldprepareatrainingplananddiscussthiswithyoursupervisors.PartoftheAnnualReviewprocessistorecordthetrainingyouhavetakenpartinduringthepastyearandtodecideuponyourtrainingneedsforthenextyear.

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FUNDS FOR RESEARCHER-LED INITIATIVESIfyouhaveideasfornewskillsdevelopmentactivitiesthatarenotcurrentlyprovided,youcanapplyforfundingtosupportthis.

• IADruntheUniversity’sResearcher-LedInitiativeFund,fordevelopingnewideasthatwillbenefitgroupsofresearchers.

• The Graduate School runs a competition for funds to support initiatives thatsupport theresearchertrainingandbenefitresearchersacrosstheSchool. Youaremostwelcometoraiseideasforcross-SchooltrainingorsupportviatheSchoolPostgraduateExperienceCommittee.

PROFESSIONAL INSTITUTIONSProfessionalbodiesprovidefurthertrainingopportunities,eventsrelevanttoyourfieldanddevelopmentforyourfuturecareer.Itisnotpossibletogiveacompletelisthere,butsomeofthemostrelevantinstitutionsinclude:

• TheInstitutionofChemicalEngineers www.icheme.org• TheInstitutionofCivilEngineers www.ice.org.uk• TheInstitutionofMechanicalEngineers www.imeche.org• TheInstitutionofStructuralEngineers www.istructe.org• TheRoyalSocietyofEdinburgh www.royalsoced.org.uk• TheRoyalAcademyofEngineering www.raeng.org.uk• TheInstitutionofEngineeringandTechnology www.theiet.org• TheInstituteofMaterials,MineralsandMining www.iom3.org

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COMMUNICATIONThe University treats email (via your University email account) as the official andsufficient form of communication. It is your responsibility to check, read, and takeactionuponemailsthatrelatetoyourdegreeandyourresearch.TheseemailscanbefromtheGraduateSchool,orelsewhereintheSchoolofEngineering,theCollegeOffice,orUniversity.YoumayalsoneedtorespondtocallsforinformationfromorganisationssuchasthePostgraduateResearchExperienceSurveyorResearchFish.Ifyouarenotsurewhetheryouneedtoreplytoaparticularemail,pleasecheckwiththeGraduateSchooloffice.

YoumustalsokeepyourpostaladdressandotherpersonalinformationuptodateusingtheMyEdsystem.

It is also your responsibility to read and understand the University regulations thatrelatetoyourPGRdegree,aslistedatthestartofthishandbook.

ABSENCE FROM THE UNIVERSITY

LinkstotheSchool’sAbsenceRequestformandotherrelatedprocedurescanbefoundontheGraduateSchoolWikionthispagehttps://www.wiki.ed.ac.uk/x/YKW_E

PGRstudentsareexpectedtobepresentintheSchoolofEngineeringduringnormalworkinghours,Monday toFriday. Travel,fieldwork,workwithprojectpartnersandworkoutsidenormalhoursareoftenanecessarypartofPGRresearch;however,itisessentialthatanyabsencefromtheSchoolofEngineeringisarrangedinadvancedwiththeGraduateSchool,whetheritisrelatedtoyourworkornot.YoushouldalsorecordperiodsofabsenceinyourOffice365calendar,andsetanout-of-officeauto-replyforyouremail,butneitheroftheseisasubstituteforfollowingtheproceduresdescribedbelow.

Allabsencerequestsmustbemadesufficientlyearlytoallowthemtobeapproved,andnormallyatleastoneweekinadvance.RequestsforaLeaveofAbsencewillneedtobemadefurtherinadvance.

Out-of-Hours Work(seetheSchoolSafetyhandbook,https://www.wiki.ed.ac.uk/x/kgf9Cg)

The School’s buildings are normally unlocked from 8am to 6pm,Monday to Friday.Ifyouneedtobeinyourofficeoutsidethesehours,youmustsigntheOut-of-Hoursbook that is located at themain entrance to eachbuilding. Out-of-Hours access tothelaboratoriesisnotallowedwithoutpriorriskassessment,andwithoutatleasttwopeoplepresent.

TheSchool’sofficesareforworkpurposesonlyanditisnotacceptabletousetheoffices(oranyotherspace)asovernightaccommodationortostorepersonalbelongings.

ADMINISTRATION (IMPORTANT THINGS YOU SHOULD KNOW)6

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Annual Leave: Use the School’s Absence Request form PGRstudentsareentitledtosixweeks(30workingdays)ofannualleaveeverycalendaryear.Thesecannotbecarriedoverfromonecalendaryeartothenextwithoutprioragreement.

AnnualLeavemustberequestedinadvanceusingtheSchool’sAbsenceRequestformandtheabsenceisonlyapprovedonceyouhavereceivedaconfirmationemail. TheGraduateSchoolrecordsthenumberofdays’absencetakeneachyear.

Eight of the days from your annual leave entitlement need to be reserved for theUniversity’s Winter shutdown. The University closes for four UK public holidays(ChristmasDay,BoxingDay,1st&2ndJanuary),plusanadditionalfour(orsometimesthree)days.TheUniversity’sbuildingsareclosedandyoucannotbeatworkduringthisperiod.TheUniversitydoesnotcloseforotherpublicholidays;thesedaysareincludedinyourannualleaveallowancesothatyoucanchoosewhentotakethem.

Work Related Absence: Use the School’s Absence Request formTheabsencerequestformmustalsobeusedifyouneedtobeawayfromtheSchoolfor any short period of work-related absence, such as conferences, meetings, orshortfieldtrips.Youmayneedtogiveadditionalinformation,includingthedetailsofaccommodationandriskassessmentsrelatingtoyourtravelandactivities.

Leave of Absence for Extended Absence due to Work Related ReasonsSome research projects require you to study away from Edinburgh for an extendedperiod.Thismightbeatanotherresearchorganisation,forfieldwork,oratanindustrialpartner.Extendedabsenceforwork-relatedreasonsrequiresaLeaveofAbsence(seesection3.3oftheCodeofPracticeforResearchStudentsandSupervisors),whichmustbeapprovedbytheGraduateSchoolorpossibly(forlongerabsences),theCollege.

Unplanned Absence for Illness or other Unexpected ReasonsIfforanyreasonyouareunabletobepresentintheSchoolduetomedicalorothercircumstances, youmust inform your Supervisor and theGraduate SchoolOffice byemailassoonaspossible.Forabsenceslongerthanfivedaysyouwillneedtoprovidecopiesofformaldocumentaryevidence(suchasadatedmedicalcertificate)andwhenyoureturntofullhealthorareabletoreturntoyourstudy,youshouldconfirmthisinwriting.

If your absencehas a significant impact upon your ability toworkon your researchproject,itmaybeappropriateforyoursupervisortoapplyforanInterruptionofStudy,whichmustbedoneassoonasispracticablypossible.

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Distance Working or Flexible Working ArrangementsInexceptionalcases,aPGRstudent’snormalplaceofworkmightbesomewhereotherthantheUniversityofEdinburgh.Forexample,theresearchprojectmightinvolveusingspecialistequipment that isonlyavailableatanexternal researchorganisation. TheUniversityallowsdistanceworking,aslongasarrangementshavebeendiscussedandagreedinadvance(whichisnormallybeforethestartofaPhDproject).ThismustbediscussedwiththeGraduateSchool,andrequirespermissionfromCollege.

If there is a sufficiently good reason, itmight be possible to agree flexibleworkingarrangements that mean that you do not need to be in the School during normalworkinghours,MondaytoFriday. However,thismustbediscussedandagreedwithyourSupervisorsandtheGraduateSchool,andwilldependuponthenatureofyourresearchproject.

INTERNATIONAL STUDENTS HOLDING A TIER 4 VISA

IfyouholdaTier4visa,theUniversityisthesponsorforyourvisa.WhenavisaisissueditcomeswithresponsibilitiesuponbothyouandtheUniversity.Itisyourresponsibilitytounderstandandtocomplywiththeseconditions,andfailuretodosocouldresultinthelossofyourvisa.

You can seek guidance from theUniversity’s International StudentAdvisory Service(seepage26),andinformationaboutyourrights,responsibilitiesandrestrictionsasaTier4visaholdercanbefoundontheUniversity’sInternationalOfficewebpage,http://www.ed.ac.uk/international-office/immigration

Engagement monitoringTheUniversity’slegaldutiesaspartofoursponsorshipofyourvisainclude:• Monitoringyourattendanceonandengagementwithyourprogramme;and• ReportingtotheHomeOfficeifyoususpendorwithdrawfromyourstudies, completethemearly,failtoregisterorarerepeatedlyabsenttothepointof beingexcludedfromstudies.

TheUniversityrecordsyourattendanceandengagementthroughacombinationof:• YourattendanceatTier4Censuspoints,whichareorganisedbytheUniversity andwhichyouwillbenotifiedofbyemail.• Yourengagementwithyourresearchproject,whichisrecordedperiodicallyby yoursupervisorintheUniversity’sEUCLIDsystem.• Engagementmightalsoberecordedattrainingandsimilarevents.

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Youmustensureyouareengagedwithandmakegoodprogressuponyourresearchproject,andyoumustrespondpromptlytoanyrequestsconcerningyourwhereaboutsyourstudies,evenifyouarenotintheUK.TheUniversityisrequiredtomonitoryourengagementuntiloursponsorshipofyourvisahasfinished,evenifyoureturnhome.

It is especially important that you follow the Absence from University proceduresdescribedintheprevioussection;however,youmustnotethatyourTier4visaplacesadditionalrestrictionsuponyourabsencefromtheUniversity.

TheGraduateSchool’sWikigivesfurtherinformationonhowengagementisrecordedforTier4studentsintheSchoolofEngineering,andexplainstheescalationprocedurethatwefollowifyouarenotengagedwithyourresearch.https://www.wiki.ed.ac.uk/x/_IHtEg

FINANCE

AllfinanceinquiriesshouldbeaddressedtotheSchoolFinanceOffice(seepage23).

Research CostsThesupportforyourPhDwilldependuponthesourceoffunding.Youshoulddiscusswhat funding is available to support your research project with your Supervisors,becausethiswilldeterminetheworkthatyoucanundertake.

IfyoureceiveastudentshipfromtheSchoolorUniversity,orareself-funded,theSchoolprovidesasmallresearchcostsbudgetthatissufficienttoenableyoutosuccessfullycompleteadesk-basedPGRdegree(seepage22).TheResearchCostsoflaboratorywork, specialist software licenses, conference attendance, and dedicated technicalsupporttimeallneedtobecovered.Researchprojectsrequiringlargeresearchcosts(suchaslargeexperimentalinvestigationsrequiringsubstantiallabworkandtechnicalsupporttime),arenotpossibleunlessthereisabudgetforthiswork.Yoursupervisormighthavearrangedforthesecoststobecoveredthroughagrantorthroughfundingfromanindustrialpartner,butifthefundingisnotinplace,youmustplanyourprojectaccordingly.

The Terms and Conditions upon StudentshipsIfyoureceiveastudentshiporother funding foryourPGRdegree,youwillneedtounderstand and complywith any terms and conditions. For example, thesemightrelatetoIntellectualProperty,orrequirements,publishingyourresearchfindings,orprovidinginformationtoyoursponsors.Youshoulddiscussthesewithyoursupervisor.

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If you have secured your own funding, you must tell your supervisor about anyconditionsassoonaspossible.Forexample,supervisorsofstudentswhoarefundedbytheirhomegovernmentmightberequiredtosendprogressreports,andtherearesometimesstrict requirementsupon thedurationof study. Pleasenote thatunlessthesetermsandconditionswerediscussedandagreedbeforeyouacceptedyourplaceasastudentattheUniversityofEdinburgh,theyarenotcoveredbytheofferletterthatyoureceivedfromtheUniversity.

StipendsIfyoureceiveastipendfromaSchoolstudentship,thiswillbepaidmonthlythroughpayroll.Youwillreceivepaymentdirectlyintoyourbankaccountonthe28thdayofthemonth.NotaxorNationalInsuranceispaidonstipends.

New students will receive a cheque on arrival that is equivalent to three months’stipendandyourfirstbankpaymentwill beat theendof threemonths. If youdonothaveaUKbankaccount,youmustorganisethisassoonaspossibleandgivetheaccountdetailstotheFinanceOffice.

Studentshipsareforafixedduration(whichwillhavebeennotifiedtoyouwhenthestudentshipwasawarded).Theyarenotextendedifyoufailtosubmityourthesisontime.

Ordering Goods and Services (https://www.wiki.ed.ac.uk/x/ewu6CQ)Orders for goods, services and travel must be placed through the School’s onlinerequisitionsystem.Therequisitionsystemensuresthatfundsareavailablefortheorder,allows theUniversity toclaimbackVAT,and takesadvantageof specialagreementsanddiscountsthatwehavewithmanyofthesupplieronthesystem.Youwillneedtoconsultyoursupervisorabouttheaccountthattheordershouldbechargedto.

Youmustnotpurchaseitemsyourselfandclaimthembackonexpenses(unlessthishasbeenagreedinadvancewiththeFinanceOfficeandyoursupervisor)andcannotpurchasefromeBayorsimilarservices.

GoodsaredeliveredtotheSchoolofEngineeringStoresintheAlrickBuilding,andyouwillbeemailedoncetheyhavearrived.TheStoresalsoholdavarietyofengineeringcomponentsandmaterials,whichcanbesignedoutagainstagrantcode.

TheStoresarenottobeusedforpersonalnon-workrelateddeliveries. Thereareavarietyoflocalcollectionfacilities,suchastheCollect+serviceatCameronToll.

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ExpensesExpensesclaimsaremadeviatheUniversity’seExpensessystem.Yoursupervisorwillneedtoprovideanaccountforyoutochargeyourexpensesto,andtheywillneedtobeauthorised.YouwillalsoneedtosendyourreceiptstotheFinanceOffice.

SeetheFinanceOfficeWikipageformoreinformation,includinghowtoregisterforthesystem:https://www.wiki.ed.ac.uk/x/Ugu6CQ

ITAllITissuesshouldbeaddressedtotheSchoolITTeamusingtheITHelpline(page23).

SoftwareTheUniversityhasawiderangeofEngineeringsoftware,on itsmanagedcomputersystem.Ifyouneedothersoftware,consultyoursupervisorandthencontacttheITteamvia theHelpline. Youmustnever installoruseunlicensedsoftware,oneitherUniversitycomputersoryourowncomputerthatisusedwithintheUniversity.SeetheUniversity’sComputingRegulationsforfurtherinformation.

EmailEmailistheprimarymeansofcommunicationwithintheUniversity,andstudentsarerequiredtousetheirUniversityaddress(notanyotherpersonalemailaddress)inallcommunicationswiththeUniversityandstaff.UsingyourUniversityaddressensuresthatmessagesarenotblockedbyourspamfilter,guaranteesinformationsecurityandauthenticity,andcanbeimportantlegally,forexample,forapatentapplication.

PGRstudentsandstaffusetheUniversity’sOffice365emailsservice,whichcaneasilybesetupuponawiderangeofcomputers,phonesandtablets,asdescribedhere:http://www.ed.ac.uk/information-services/computing/comms-and-collab/email

The University’s Calendar SystemAllUniversitystaffandstudentsusetheOffice365calendarsystem.Thiscanbeusedtocheckyoursupervisors’availability,tobookmeetingsandrooms,andtoplanyourwork.YoushouldusetheOffice365systemtoorganiseyourworkandsothatotherpeoplecantellwhenyouareabsentfromUniversity.InformationonsettingupandaccessingtheOffice365calendarcanbefoundhere:http://www.ed.ac.uk/information-services/computing/comms-and-collab/office365/email-calendar

File StorageTheSchoolandUniversityprovidenetworkfilestoreswithbackup/restorefacilitiesandensuredatasecurity. DonotstoreresearchdataonthelocalharddiskofaPCoraUSBbecauseneitherof thesearebackedupand thedata iseasily lost. Everyyearresearchers losevital researcher resultsand thesis textbecause theyhavenotkepttheirfilesonthenetwork.

YouhaveaccesstoapersonalnetworkspaceontheSchoolofEngineeringfilestore.YouwillalsohaveaccesstotheRDMDataStore,whichisforstoringlargeamountsofresearchdata(butwhichshouldnotbeusedforrunningjobson).Formoreinformation,seehttps://www.wiki.ed.ac.uk/display/EIT/Engineering+File+Store

The University’s DataSync service is a Dropbox-style synchronisation service thatallows you to synchronise your local computerwith thenetwork filestore,which isdescribedhere:http://www.ed.ac.uk/information-services/computing/desktop-personal/datasync

YoualsohaveaccesstocloudstorageviayourUniversityOffice365account.Youmustnotuseothercloudservices(suchasDropboxorGoogleDrive)forresearchdataoranypersonalinformationormarks(e.g.ifyouareinvolvedinteaching).TheUniversitycannotmanagethedatasecurityonexternalsystems,andwillnotprovidesupportifyourfilesgomissing.

Additional information on the School IT services (for example, remote access)can be found on the School’s IT wiki: https://www.wiki.ed.ac.uk/display/EIT/Welcome+to+the+Engineering+IT+Wiki

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PRACTICAL WORK: LABORATORIES AND TECHNICAL SERVICES

Laboratory,fieldwork,orotherpracticalworkisaccompaniedbychallengesthatarenot present in desk-based work. Materials need to be ordered, parts fabricated,equipmentsourced,andeverythingneedstobecompletedwithintheprojectbudget.Properplanningisessentialtoavoiddelaystoyourresearchproject,andthesemustinvolve thetechnical support team, laboratorymanager (andanyotherpeoplewhoyouwillrelyupon)atanearlystage.

Theprocedureforrequestingtechnicalsupportisshownonpage24.

LaboratoriesAccesstotheUniversity’slaboratoriesmustbediscussedandarrangedinadvance,andtheavailabilityofspaceandequipmentwillnecessarilydependupon itsavailability,andupontheresourcesthatareassociatedwithyourproject.Everylaboratoryhasanamedacademicwhoisresponsibleforspaceinthelab,itsorganisation,andsafety.Thismightbeyoursupervisor,butcanoftenbesomebodyelse.

Technical Support and the WorkshopsOur technical support team provide support within the School’s laboratories, andfabricationintheSchool’sworkshops. TheteamworksacrosstheSchool’sresearchandteachingactivities,andtheamountoftechnicalsupportthatyoucanexpectmustbeagreedat thestartof theprojectbetweenthe technical support teamandyoursupervisor.

You must involve our technical support team early in the planning stage to takeadvantageoftheirknowledge,skills,andunderstandingofwhatispossibleandhowlongitwilltake.Forexample,theymightbeabletosuggestmodifyingyourplanstotakeadvantageofaparticularpieceofequipment,or touseoff-the-shelfmaterialsinsteadofneedingtowaitformoreexpensivespecial-ordermaterialstoarrive.ThetechnicalsupportteamwilltellyouifyourprojectistooambitiousortooexpensivefortheresourcesthatareavailabletosupportyourPhD,whichisimportanttounderstandbeforeyourprojecthasprogressedveryfar.

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SAFETYAllresearchstudentsmustattendageneralSchoolsafetyinduction,whichisheldonthefirstWednesdayeverymonth.TheGraduateSchoolOfficecanarrangeforyoutoattend,andyoumusthavecompletedthis inductionbeforesubmittingyourProjectPlanattheendofmonthtwo.ThegeneralSchoolsafetyinductioncoversbasicsafetyintheUniversity.Ifyouarecarryingoutpracticalwork,youwillalsorequireasafetyinductionthatisrelevanttothespecificlaboratorythatyouaregoingtobeworkingin.Thesearearrangedbytheacademicwhoisresponsibleforthelaboratory,oryoucancontacttherelevantSchoolsafetycommitteememberformoreinformation(seepage25).

KEY SAFETY INFORMATIONThe University’s Emergency Services Numberis2222(fromaninternaltelephoneonthe650exchange)andshouldbeusedondiscoveringafireorforpersonstrappedinalift,etc.

For an ambulance,dial999(9999fromaninternalphone).Ifpossible,anycallforanambulanceshouldbefollowedupwithacalltotheUniversity’sEmergencyNumbersothatadditionalsupportcanbegiven.

The University Security Service: 502257

Accident and Incident ReportingAllaccidentsorincidentsmustbereportedusingtheonlineform:https://www.ed.ac.uk/health-safety/accident-reporting

Fire Procedures: FireproceduresandnamesofFireStewardsaredisplayed ineverybuildingandyoushouldfamiliariseyourselfwiththese.

First Aiders: ThenamesandcontactdetailsforUniversityFirstAidersforeachareaaredisplayedineachbuilding,alongsidetheFireNotices.

Personal Protective Equipment (PPE)PPE(suchassafetyglasses,safetyboots,labcoatsandgloves)ismandatoryinmanyof our laboratories, and thePPE requirementswill bedisplayedon the labdoorornoticeboard. IfyourequirePPE,youshoulddiscussthesewithyourSupervisorandStores(intheAlrickBuilding).

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WORK OUTSIDEYOUR DEGREE7

Therearemanyopportunitiestogetinvolvedinworkbeyondyourresearchproject.Weactivelyencourageyoutogetinvolvedinactivitiesoutsideyourresearchdegree,andourresearchcommunityreliesonstudentswhohelptoruneventssuchasourseminarseriesorEngGradSoc.OurPGRstudentsalsogetinvolvedinteachingandgainvaluabletrainingbybeingemployedastutorsordemonstrators.

Completing your PGR Degree must be your main focus

Takingpart inactivitiesoutsideyourdegreemustnotpreventyou fromcompletingyourPGRdegreeontime.Ifyouareenrolledonafull-timedegreeprogramme,theexpectation is thatyouwillworkonyourdegree full-time. EPSRCstudentships, forexample,stipulatethatyoushouldnotdomorethansixhoursperweekofpaidwork(includingtutoranddemonstratingwork).

YourPGRdegreeisyourprimarypurposeforbeingatUniversity,andotheractivitiesmustnotbecomeexcuses forneglectingyourresearchdegree. Forexample, ifyouareinvolvedinteachingatutorialatthesametimeasthePGRstudentinduction,theinductionmusttakeprecedenceandyoumustmakealternativearrangementsforyourteaching to be covered.

Youshoulddiscussanyworkoutsideyourdegree(includingtutoringordemonstratingwork)withyoursupervisorbeforeyoucommittoit.

Research Community ActivitiesManyofourPGRstudentsenjoybeinginvolvedinourSchoolPostgraduateExperienceCommittee, EngGradSoc, organising our seminar series, or workshops. These arevaluableanddemonstrableexperienceforyourfuturecareer,andtheyunderpintheresearchcommunitywithintheSchoolandthewiderresearchenvironmentbeyondtheUniversity.

EMPLOYMENT DURING YOUR PGR DEGREE

Tutoring & DemonstratingPGRstudentsoftenworkasTutorsorDemonstrators(T&Ds)intheSchool’stutorialsandlaboratoriesforundergraduatecourses.Theseareveryimportantandrewardingroles and our T&Ds are responsible for helping deliver high quality teaching. T&Dwork also gives you valuable experiencebydeveloping important skills and sharingexperiencewithotherstudents.

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Tutoring and Demonstrating is arranged by the Engineering Teaching Organisation(ETO).T&Dsrequireformalcontracts,mustattendtrainingsessions,andcanworkamaximumofsixhoursperweek.Formoreinformation(andtheSchool’sHandbookforTutorsandDemonstrators),seetheETOWikiathttps://www.wiki.ed.ac.uk/x/m8SqCg

Other employment opportunities MyCareerHubistheUniversityCareersService’stoolforfindingpart-timeemploymentopportunities,includingonethatcanmatchtherequirementsofyourdegree.YoucanaccessMyCareerHubviatheCareersService’swebsite,www.ed.ac.uk/careers

Remember that it is your responsibility tomanage yourtime so that you canmeetthe requirements of your research degree. The University does not consider paidemploymenttobeareasonforrequestinganextensiontoyourperiodofstudy.Ifyouareanoverseasstudentonavisa,youmustcheckandcomplywithanyrestrictionsonthenumberofhoursthatyoucanworkinpaidemployment.

PlacementsSome PhD projects will involve an industrial placement or placement at anotherresearchorganisationaspartoftheresearchproject.TheserequireaLeaveofAbsence(seepage38),butas theyarepartof the researchproject theydonot result inanextensionorinterruptiontoyourperiodofstudy.

A placement that is not part of your research project is paid employment thatwillprevent you frommaking progress on your research degree. It might be possibletoarrangesuchaplacementduringyourprescribedperiodofstudy,but thiswouldrequirean InterruptionofStudy. Thismustbediscussedwell inadvancewithbothyourSupervisorandtheGraduateSchool,whowilltogetherneedtoputacasetotheCollegePostgraduateBoardofExaminers.

THE UNIVERSITY CAREERS SERVICE www.ed.ac.uk/careers TheWeirBuilding,King’sBuildings 505773 MainLibrary,GeorgeSquare 504670

The University’s Careers Service provides guidance, bookable appointments andadviceforstudentsandrecentgraduatesfromtheUniversity.Thereisawiderangeofonlineinformation,includingmaterialspecificallyforPGRstudents.Theirwebsitegivesinformationontheireventprogramme,suchasthecareersfairsthattheyrun.

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MattVickers(506706)istheCareersConsultantfortheSchoolofEngineering.Duringthe taught semester he can be found in the EngInn between 1-3pmon Thursdays,whereheisavailableonadrop-inbasis.

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KING’S BUILDINGS & UNIVERSITY SERVICES8

FACILITIES ON CAMPUS

It’s 3pm, I need food! Where can I find some?

• Mayfield Bar and Grill, Tempo! deliandNomNomnoodlesand tacosatKing’sBuildingsHouse

• TheEngInn,HudsonBeareBuilding• KB Café, The Noreen and Kenneth

MurrayLibrary• Upstairs Café in the Swann Building

(seventhfloor)• The Magnet Café in James Clerk

MaxwellBuilding• Brück’s Street Kitchen, Mary Brück

Building• EUSA Shops at KB House and KB

Centre • Vendingmachinesinsomebuildings

I need cash!

CashpointsatKBHouseandKBCentre.

My supervisor has told me to find an obscure paper

HeadtotheNoreenandKennethMurrayLibrary at KB Centre which holds theEngineering and Science collections ofbooksand journals. TheKB librarystudycentreincludestheuCreatefacilityforself-service poster printing and multimediaservices.(PosterscanalsobeprintedviatheKBCopyCentre,Rm.2300,JCMB.)

AlargerangeofonlineresourcesthatyouwilluseduringyourresearchareavailablethroughtheUniversity.

www.ed.ac.uk/schools-departments/information-services/library-museum-gallery/finding-resources/subject-guides/engineering

How do I get to the University Central area?

Duringsemestertime,aUniversityshuttlebus runs fromKB toBristo Square. Thisservice is provided for University-relatedtravel(forexample,toattendIADcourses,foryourresearch,orifyouneedtoteachclasses in the central area). Pleasenotethatitisnotintendedforyourtravelfromworktohome.

https://www.ed.ac.uk/transport/pub-lic-transport/buses/shuttle-bus

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I’ve been sitting at my desk too long; I’d like to exercise

Try the gym and sports facilities at KBHouse.Theyalsorunfitnessandrelaxationclasses.Justpopintofindoutmore.

Alternatively, the University has furthersportsfacilitiesattheCentreofSportsandExerciseonthePleasance,andPeffermillplayingfieldsarenotfarfromKB,locatedjustpastCameronToll.

www.ed.ac.uk/schools-departments/sport-exercise/

Accommodation Serviceswww.accom.ed.ac.uk/

If you are still looking for somewhere tolive, or want to move, AccommodationServicescanhelp.

Edinburgh University Students’ Associationwww.eusa.ed.ac.uk

AsamatriculatedstudentoftheUniversityof Edinburgh, you are automatically amember.

They run KB House plus a further threeUnion buildings, organise events andentertainment and provide a range ofstudentservices.

SUPPORT SERVICES

Chaplaincy www.chaplaincy.ed.ac.uk

The Chaplaincy Centre in Bristo Squareis a very popular place for people tomeetwithdrop-inspaceandfacilitiesforgroups. It offers a range of facilities toUniversity staff and students, regardlessoftheirreligiousaffiliation.

Details of Chaplaincy facilities at King’sBuildingscanbefoundat:www.ed.ac.uk/schools-departments/chaplaincy/facilities/locations/kings-buildings

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All images courtesy of the School of Engineering and the University of Edinburgh.

All information correct at the time of publication (September 2018), but may become superseded by updates to regulations and procedures. The Graduate School wiki has the latest information, https://www.wiki.ed.ac.uk/x/BTrnCQ.

To report any errors or to request a version of this handbook in another format, please email: EngGradOffice@ed.ac.uk

The University of Edinburgh is a charitable body, registered in Scotland with registration number SC005336.