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Strathclyde Research Studentship Scheme (SRSS)
GUIDE FOR STAFF
VERSION 1.5
STUDENT EXCELLENCE AWARDS (SEA)
RESEARCH EXCELLENCE AWARDS (REA)
JOHN ANDERSON RESEARCH AWARDS (JARA)
If you have any feedback/comments about the guide, please inform [email protected]
Last updated 22/04/2016
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Introduction from Billy Kerr, Associate Deputy Principal (Research &
Knowledge Exchange)
Research is of paramount importance to our position and performance as a leading
international technological university and is at the core of our ambitions to further escalate our
levels of research intensity and global impact. Additionally, it informs our teaching and is
central to our collaborative interactions with business and industry, to deliver further enhanced
levels of innovation for direct benefit to and impact within society as a whole.
We are among the 20 top research intensive universities in the UK. Related to this, our
distinct research portfolio allows Strathclyde to attract prospective research students of
excellent quality, and underpins the knowledge exchange and innovation activities with our
key research, industry, and government collaborators.
Our PGR Studentships at Strathclyde ensure that over £3.5million of research funding is
appropriately allocated to support the University’s research ambitions, as well as facilitating
the attraction and retention of the best students.
Throughout the first half of 2015, RKES and the Business Improvement Team carried out a
process redesign initiative with staff from across all Faculties and Professional Services to
identify best practice and implement a consistent approach when identifying excellent students
or research projects for studentship opportunities. As a result of this process, a number of
improvements have been implemented to streamline the process and maximise the
efficiencies surrounding the allocation of funding. Additionally, the overall scheme has been
renamed to reflect its purpose and provide clearer meaning to both staff, as well as the
students who have the potential to make a positive impact at Strathclyde.
The previous PGR Tranche Studentships process will now be known collectively as
Strathclyde Research Studentship Scheme (SRSS)
Tranche 1 – will now be known as Student Excellence Awards (SEA)
An excellent named student with an outstanding emerging academic track record, with
internal and external recognition and a proven commitment to the field of study.
Tranche 2 – will now be known as Research Excellence Awards (REA)
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Funding that enhances research excellence through projects that support the University’s
strategic research ambitions, with a focus on increasing quality, and the number of
postgraduate research opportunities at the University.
Tranche 3 – will be known as John Anderson Research Awards (JARA)
An excellent named student with a first class honours degree or Masters with Distinction
(or equivalent) awarded within a relevant cognate discipline, with internal and external
recognition and a proven commitment to the field of study.
In an increasingly competitive research landscape, it is important that Strathclyde continues
to build on its research successes and strengths. This guide offers an overview of the
studentships available, details the process for applying for funding, and describes the
management of financial information per studentship.
In order to ensure that we deliver the most effective allocation of the funds across the
University, and contribute to the continuing success of research studentships at Strathclyde,
it is important that we take the time to review this guide and embrace the changes of the
revised approach detailed here. Aligned with this, it is also essential that we continue to identify
excellent research opportunities, as well as the next generation of exceptional students, in
order to further escalate Strathclyde’s reputation for producing research of the highest quality
within the UK and internationally.
William Kerr
Deputy Associate Principal (Research & Knowledge Exchange)
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April May June March December November October August July February January
Majority of
students
register for
degree study
Additional Notes
Estimations will be based
on the previous year and
amended, if necessary,
when the EPSRC award
letter is received by the
University
Research Excellence Award (REA)
Applications submitted by Academics by
mid-November. No late applications will
be considered
Faculty Ranking completed and RKES
informed by 4th December
ADP signs off applications by mid-
December
Advertise projects in September
Student Excellence Award (SEA)
Applications can be submitted at any
time throughout year for
consideration. Deadline of mid-March
is only the latest point
Faculty Ranking completed and RKES informed by 31st March
ADP signs off applications as required with deadline of mid-April
JARA decision
made by RKES and
ADP by mid-July
Deadline for
Faculty ranking
of JARA
applications is
30th June
John Anderson Research Award (JARA)
Applications submitted by Academics by mid-June. No late applications will be considered.
Applications to be ranked by Faculty by 30th June
Decision made on funding allocation by mid-July
Deadline for
submitting
JARA
applications
are mid-June
October
ADP signs off
all SEA
applications
by mid-April
REA
applications
submitted by
Academics by
mid-November
Closing date
for SEA
applications
is mid-March
Faculty
Deadline for
ranking SEA
applications is
31st March
Faculty rank REA
applications by 4th
December and
inform RKES
ADP signs off
REA
applications
by mid-
December
Strathclyde Research Studentship Scheme (SRSS) Timeline
Final funding
estimations sent
to Faculties;
scheme launch
email sent to all
academic staff
by Faculties in
early October
September
Advertise REA
by end of
calendar year
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Strathclyde Research Studentship Scheme (SRSS)
Process Overview
Faculties Advised of Funding Allocations
Academic Competition for Funding Opened by Vice Deans Research
Faculty Ranking Process for Best Students & Projects to be Identified
ADP (KE & Research) signs off Applications
Financial Information Added to PGR System
Finance Office Update Finance System with Fees/Stipend Info
Student Registers and Stipend Paid
Competition for Academics to
apply for funding through the PGR
System for Excellent named Students (SEA &
JARA) and Excellent
Projects (REA)
Faculties review
applications and put
forward their most highly
ranked students and projects for
ADP sign off
Faculties provide financial
information on the PGR System
showing the breakdown of the funding
arrangements for each student
Strathclyde Research Studentships are available for excellent PhD students and projects
SRSS consists of two different sources of funding split across three strands: REA, SEA, and JARA
The two sources of support are the Engineering and Physical Sciences Research Council - Doctoral Training Partnership (EPSRC DTP) and University funding
Funding is allocated to Faculties which are then allocated to supervisors following a Faculty competition and ranking process
Associate Deputy
Principal (KE & Research) approves
studentships and strategic
links, and signs off applications
Finance Office download financial
information from PGR
System and input into the University’s
Finance System
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3
4
5
6
7
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Table of Contents Introduction from Billy Kerr, Associate Deputy Principal (Research & Knowledge Exchange) ...................... 1
Strathclyde Research Studentship Scheme (SRSS) ..................................................................................... 4
Process Overview ............................................................................................................................................ 4
Part 1 – Strathclyde Research Studentship Scheme (SRSS) ......................................................................... 7
University Funding – Allocations, Rules, & Eligibility ...................................................................................... 8
EPSRC DTP Funding – Allocations, Rules, & Eligibility ..................................................................................... 9
Responsibility for the Strathclyde Research Studentship Scheme (SRSS) across University ........................ 10
Part 2 - Application Process for Funding .................................................................................................. 13
Creating and Submitting an SRSS Application ............................................................................................... 13
Strategy Questions ........................................................................................................................................ 19
Supporting Documents .................................................................................................................................. 21
Submitting Joint Applications ........................................................................................................................ 21
Head of Department Comments ................................................................................................................... 22
Final Submission of Application ..................................................................................................................... 23
Part 3 - How to Rank Applications .......................................................................................................... 24
How to Rank Department Applications ......................................................................................................... 25
How to Rank Faculty Applications ................................................................................................................. 27
Faculty Ratings ............................................................................................................................................... 28
Process for Informing Successful/Unsuccessful Applicants .......................................................................... 31
Managing a Reserve List ................................................................................................................................ 31
Part 4 – Processing Student Applications through Pegasus ...................................................................... 32
Start Dates of Strathclyde Research Studentship Scheme (SRSS) Funded Students..................................... 33
How to Increase Minimum Duration of Study............................................................................................... 34
Adding a Studentship Note to Pegasus ......................................................................................................... 34
Release Pegasus Offer to the Applicant ........................................................................................................ 35
Student No Longer Coming to Study ............................................................................................................. 36
Part 5 – Entering Financial Information on the PGR System ..................................................................... 37
How to Split Stipend Payments ..................................................................................................................... 41
Adding funding for a student who has applied but is not yet showing up on PGR list of students .............. 42
Adding Funding for a Part-Time PGR Studentship ........................................................................................ 43
Examples of Simple and Complex Funding Breakdowns ............................................................................... 44
Finalise and Lock Financial Records ............................................................................................................... 46
Change and Unlock Financial Records ........................................................................................................... 47
Delete an Entry .............................................................................................................................................. 48
Part 6 – Finance ..................................................................................................................................... 49
Exporting Financial Data ................................................................................................................................ 49
To Export Data ............................................................................................................................................... 50
6
Part 7 – Reporting .................................................................................................................................. 53
Part 8 – Frequently Asked Questions ...................................................................................................... 53
Appendix 1 – Alignment to Strategy ....................................................................................................... 57
Useful Contacts ...................................................................................................................................... 63
Glossary of Terms .................................................................................................................................. 64
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Part 1 – Strathclyde Research Studentship Scheme (SRSS)
John A
nd
ers
on R
ese
arc
h A
ward
Funding for Excellent Students with 1st Class degree or Masters with Distinction (or equivalent) awarded within a relevant cognate discipline
Research Excellence Award (REA)
Excellent research projects
Allocation of funds, setting deadlines for completion, and assessment of applications managed at Faculty level
Flexible funding but applications around 10kpa are expected– partial contributions can be made up using external funding and/or Faculty/Departmental/School/personal budgets
EPSRC DTP and University funding available
John Anderson Research Award (JARA)
Funding for excellent named students who have a First Class honours degree or Masters with Distinction (or equivalent) awarded within a relevant cognate discipline, with internal and external recognition and a proven commitment to the field of study
Provides a maximum of £9kpa for 3 years
Applications require a minimum contribution of 15% of the total student funding package (fees + stipend) that can be evidenced as being External support
The remaining funding can be contributed from Faculty, Departmental/School, or personal budgets
An international student can cover the 15% themselves but this must be towards tuition fees and not stipend.
Allocations will be managed at University level by RKES
In addition to assessment of student and research project quality, and alignment with Department/School, Faculty, and University strategy, to allow the levels of overall support to be maximised, prioritisation will also consider the level of external gearing funds being contributed
This is supported wholly by University funds
Stu
de
nt E
xce
llen
ce
Aw
ard
Funding used to secure excellent named students
Re
sea
rch
Exce
llence
A
wa
rd
Funding for excellent research projects
Student Excellence Award (SEA)
Excellent named students with at least a 2.1 undergraduate degree that have been identified (from Strathclyde or elsewhere). Faculties may set a 1st class degree requirement
Allocation of funds, setting deadlines for completion, and assessment of applications managed at Faculty level
Maximum request of £10kpa - partial contributions can be made up using external funding and/or Faculty/ Departmental/School/personal budgets
EPSRC DTP and University funding available
8
University Funding – Allocations, Rules, & Eligibility
University funding is split across three strands of the SRSS (REA, SEA and JARA) and is allocated
across all four Faculties. The amount of funding for each Faculty varies slightly each year. The
current year allocation is summarised below. The funding is split across Faculties based on
Research Allocation Model (RAM) data for University funding.
University Funding Rules
University funding is allocated on a yearly basis. Allocations are renewed each year for the
duration of the studentship only. Funds cannot be front loaded, forward projected, or carried
forward from one year to the next. 1
Funding is based on a typical duration of study of three years (36 months)
University funding must not be mixed with EPSRC DTP funding to contribute to a full
studentship
Staff in all Faculties can apply for funding
Students are recommended to start on the 1st October due to the funding allocation, however
they can start up until 1st March the following year. In these instances the first year of
University funding must be allocated within that academic year and not a pro rata amount. If a
studentship cannot be filled by these dates it will be reallocated to another student by the
relevant Faculty
In certain circumstances, a Department or Faculty can only allow students with SRSS awards to start earlier than 1st October only by using Faculty, Departmental, School, or other (external) funds
University Funding Student Eligibility
All students are eligible for University funding (Home/EU, RUK, and International students)
1 For example, if a studentship is for £10k per annum for 3 years starting on the 1st October 2015, then the full £10k and no more must be spent each academic year (15/16, 16/17 and 17/18). No funding can be higher or lower than £10k pa and cannot be charged in any other year.
9
EPSRC DTP Funding – Allocations, Rules, & Eligibility
EPSRC DTP funding is split across two strands of the SRSS (SEA and REA) and is allocated
across two Faculties. The amount of funding for each Faculty varies slightly each year. EPSRC
funding is split across Faculties based on an agreed Faculty allocation system.
EPSRC awards Doctoral Training Partnership (DTPs), formerly known as Doctoral Training Grants (DTG), to institutions each year based on their research grant income
EPSRC DTP funding is available for Engineering and Science only
Strathclyde receives approximately £1.5 million each year
Further information on EPSRC DTP funding can be found on the EPSRC website
EPSRC DTP Funding Rules Staff in Departments/Schools that hold EPSRC research grants that have contributed to the
DTP award are eligible to apply for DTP funding
DTP funded studentships are 3.5 years (42 months) in duration
Preferably students should start on the 1st October due to the funding allocation, however they
can start up until 1st April the following year. If a studentship cannot be filled by these dates it
will be reallocated by the relevant Faculty
In certain circumstances, a Department/Faculty/School can allow SRSS students to start
earlier than 1st October by only using Faculty/Departmental/School or other (external) funds
DTP funding must cover at least 50% of the total cost of the overall studentship (i.e. 50%
of the combined fees and stipend over the 3.5 year duration)
DTP funding should cover the complete tuition fee with any remaining DTP funds allocated
to the stipend
DTP funds must not be mixed with University SRSS funds to contribute to a full studentship
DTP Studentships include a Research Training Support Grant (RTSG) of £1500 per annum,
per studentship which is allocated directly to Department
EPSRC require all EPSRC DTP student details to be uploaded to the Je-S (RCUK database);
Departments provide details on an electronic form and RKES enters the information on Je-S
EPSRC DTP Student Eligibility
EPSRC DTP fees and stipend can only be awarded to UK students unless one of the
following apply:
o EU students are only eligible for EPSRC DTP stipend if they have been resident in
the UK for three years, including for study purposes, immediately prior to starting
their PhD
o If an EU student cannot fulfil this condition then they are eligible for a fees only
studentship
o International students cannot be funded by the EPSRC DTP unless they are
‘settled’ in the UK. ‘Settled’ means being ordinarily resident in the UK without any
immigration restrictions on the length of stay in the UK. To be ‘settled’ a student
must either have the Right to Abode or Indefinite Leave to Remain in the UK, or
have the right of permanent residence in the UK under EC law. If the student’s
passport describes them as a British citizen they have the Right of Abode
o Students with full Refugee status are eligible for fees and stipend
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Responsibility for the Strathclyde Research Studentship Scheme (SRSS)
across University
The key SRSS responsibilities across the University are outlined below:
RKES Responsibilities
Allocate funding to Faculties in collaboration with the ADP (Research & KE) and Vice Deans Research
Setting final deadlines with ADP (Research & KE) and VDRs for applications and financial data entry
Ensure EPSRC and University guidelines are adhered to
Inform academics of the outcomes of JARA applications
Je-S entry of student details
Monitor spend to ensure full and accurate use of funding
Assist Finance with the EPSRC DTP final expenditure statements
Send studentship offer letters
Adhering to Terms & Conditions for funding
ADP (Research & KE) Responsibilities
Overall responsibility for SRSS
Setting final deadlines with RKES and VDRs for applications and financial data entry
Checks and signs off all SRSS applications
VDR Responsibilities
Overall responsibility for SRSS within a Faculty
Setting final deadlines with RKES and ADP (Research & KE) for applications and financial data entry
Setting ranking criteria for own Faculty
11
Department/School Responsibilities
Ensure EPSRC and University guidelines are
adhered to
Potential supervisors identify excellent students and
excellent projects
Ensure studentship applications are fully complete
with additional supporting documents uploaded
Review and rank studentship applications for
Department/School and submit to Faculty
Advise SEA students of outcome of application
Recruit students and make offers through Pegasus
Notify Admissions with changes to duration of study
at application stage
Recruit REA students
Financial data entry on the PGR System
Provide EPSRC DTP student details to RKES for
Je-S entry
Faculty Responsibilities
Ensure EPSRC and University guidelines are adhered to
Set Faculty deadlines
Create Research/Funding strategy based on University Strategy
Review and rank all Faculty studentship applications
‘Lock’ rankings on system for ADP (Research & KE) approval
Advise Departments of outcome of all successful/unsuccessful applications
Arrange advertising of REA, SEA and JARA
12
Finance Responsibilities
Confirmation of the University funding available and the conditions of the funding
Account creation for the University and EPSRC DTP funding
Daily download of the PGR System data and entry on to the Finance database
Fees and monthly stipend payments
EPSRC DTP Final Expenditure Statements
Admissions (SEES) Responsibilities
Sending student Pegasus applications to named Selector
Checking the offer letter and sending to applicant
Ensuring research fee is correct
Changing duration of study at application stage upon request of Department/School
No responsibility for funding
Student Business (SEES) Responsibilities
Keeping official student record up-to-date
No responsibility for funding
Academic Responsibilities
Ensure EPSRC and University guidelines are
adhered to
Potential supervisors identify excellent students and
excellent projects
Ensure studentship applications are fully complete
with additional supporting documents uploaded
Recruit students and direct through Pegasus
Notify Admissions with changes to duration of study
at application stage
Advise SEA students of outcome of application
Recruit REA students
13
Part 2 - Application Process for Funding
Creating and Submitting an SRSS Application
1. Applications for SRSS funding must be made online using the PGR Studentship System by the potential supervisor.
Academic Competition for Funding Opened by Vice Deans Research
Academic Applies for Funding through Faculty Competition
Head of Department/ School or Director of Research Reviews & Ranks Application and Adds Supporting Comments
Faculty Ranking Process
RKES Informed when Ranking Complete and Makes Final Checks Before Informing ADP
2
2.1
2.2
2.3
2.4
Application Overview
Application Process for Funding
Funding for SRSS is allocated by individual Faculties
The competition is open to Academics who have identified an ‘excellent’ student or can define an ‘excellent’ project that can be proposed for funding
In each case, Academics must submit an application online through the PGR Studentship System. Each application is ranked by the relevant Department/ School and Faculty. This must be completed prior to the Department and Faculty set deadlines
Successful applications are assessed by the Associate Deputy Principal (KE & Research) to ensure completeness and alignment to strategy. Once this step has been completed, the studentships are awarded, and the students can be informed of the success of the application or the project can be advertised
You can access the system using this
link:
https://pgrapps.strath.ac.uk/
If you do not have a log in for the
system, contact Shona Cameron in
RKES ([email protected]) with
your DS username and you will be
given access.
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2. Any applications that you have submitted will be shown.
If an application is not fully completed at one sitting, the application can be saved and revisited at
any point by logging in and clicking on ‘edit’ next to the application summary.
‘Subway Stops’
Stop 1 – Applicant, Stop 2 – Head of Department/School, Stop 3 - Faculty, Stop 4 - ADP
Reminder of Strathclyde Research Studentship Scheme Criteria
Student Excellence Studentships (SEA) Excellent prospective student
Research Excellence Studentships (REA) Research project
John Anderson Research Studentships (JARA) Excellent prospective student with degree results known
Click on SRSS
Applications to create
a new application or
view an existing
application
Click on ‘new
application’ to
create an
application
Not Started In Progress Completed Rejected
The status of an application is
indicated with a ‘subway stop’
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3. The system will ask questions to ascertain whether the application is for a SEA, REA or JARA. The system will also ask if there is a preference for University funding or EPSRC DTP (please note that EPSRC DTP funds are only available to Science and Engineering).
Student Excellence Studentships (SEA) & John Anderson Research Studentships (JARA)
SEA and JARA applications initially require more information than REA applications, as details of
the nominated student must be added at the application stage.
a. If you click on ‘Student’ you will be taken to the next page which asks if you wish to apply for funding from SEA or JARA
b. The next question asks whether the application is for ‘EPSRC’ or ‘University’ funding. There is also a third option of ‘No Preference’. Consider selecting this if you have no strong view of the source of funding (please note that EPSRC DTP funds are only available to Science and Engineering).
Click on the studentship type
that you wish to apply for.
There is a brief definition of
each studentship criteria in
the blue box
Click on the funding source that you wish
to apply for. There is a brief definition of
each EPSRC and University funding
criteria in the blue box
Click on Student for a
SEA or JARA
application
16
c. Once you have chosen the type of funding that you want to apply for, the next screen will ask you to con firm this by clicking ‘Yes’ or ‘No’.
17
Research Excellence Studentships (REA) REA applications initially require less information than SEA or JARA applications as details of the
student may not be known at the application stage. If the details of the student are known at this
stage, they should be added.
a. Once you have chosen the type of funding that you want to apply for, the next screen will ask you to con firm this by clicking ‘Yes’ or ‘No’.
Click on the funding source that you
wish to apply for. There is a brief
definition of each EPSRC and University
funding criteria in the blue box
18
b. After completing the Student Details section, move onto the next section, Case for Support. All sections are required to be completed to ensure a complete and detailed application.
c. REA applications can go straight onto the next section if the details of the student are not
known. If the details are known, all fields should be completed.
How does the Project Fit? Details of how the project fits with other activities or research within or outside the University (Max 200 words)
Project Summary A summary of the project should be added here (Max 500 words)
Evidence of Research Strategy Alignment Projects should align with the strategy of the University, Faculty and Department/School (Max 200 words)
Strategic Partner Collaborations
Tick relevant boxes if applicable
Applications for SEA and JARA require full student details. Student qualifications should be provided.
For REA applications, the details
of the student may not be known
at the point of application. If they
are not known move onto the
next section.
If the details of the student are
known at this time, they should
be added.
Student Experience and Training Details of Researcher Development Training should be provided (research-related and transferrable skills should be described) Please see www.vitae.ac.uk/rdf for more information (Max 200 words)
19
Strategy Questions
4. The next section is Financial Contribution. All funds that will contribute to the full studentship package including SRSS funding should be added in this section and fees and stipend information should be included. When non SRSS or Faculty funds are contributing to the studentship, budget account codes must be supplied at this stage. If you do not have a code at this stage (e.g. industrial funding), a Departmental account should be added. This can be reimbursed when the correct account is created.
Some financial contributions are very simple, others much more complicated. Simple and complex examples can be found below. Simple Financial Contribution
As the purpose of studentships are to assist in taking the University research strategy forward, it is important that research studentship projects are aligned to University, Faculty and Departmental/ School research strategies. Strategy questions must be answered as Faculty colleagues and the ADP (R&KE) will review for assurance that they are in alignment. If the research project does not align with current strategic focus, they may not be supported. See Appendix 1 for examples of strategically aligned projects
Add account codes in the format 12345GEN1111-111 in the box under ‘Account’. Enter an amount before clicking ‘add’.
20
Complex Financial Contribution Example below is made up of funding from University funding, Faculty, Departmental and
Supervisor and external budgets.
21
Supporting Documents
Documents required are listed below and should be attached as one pdf if possible:
To upload documents, click on ‘Attach file’ and then click on Browse’ to search for the document. Once the file has been chosen, click on the ‘upload file’. Multiple documents can be uploaded at once. All documents should be uploaded in this way.
Submitting Joint Applications There may be occasions where a potential student or project sits in more than one Department/
School with potential supervisors from each area. Joint applications can be submitted in these
instances. The Departments/Schools involved will have to submit an application for funding,
indicating that the application is looking for funding across 2 Departments/Schools.
Documents for SEA & JARA Applications
All Academic Transcript(s) CV
Two References Proof of external funding
(for JARA only)
Supporting Documents
Supporting documents for SRSS applications are essential to ensure a complete and accurate
picture of the potential student. This will assist the panel in ranking the applications and will
also assist the ADP when reviewing the applications. REA applications can only have
supporting documents uploaded if there is a potential student already identified. All documents
must be either Microsoft Word or PDF.
22
Head of Department Comments
Heads of Department (HoD)/ Directors of Research (DoR) level of system access grants a user the ability to view each application in a Department/School. Access as HoD or DoR is set by the system administrators. This level of access allows the user to:
Add comments to an application Return an application to the applicant Reject or proceed an application Rank applications within the Department/School.
HoD/DoR comments can be very useful to the Faculty decision-making Panel by helping to
distinguish subtle differences between applications. These statements should be useful, meaningful
statements of support, and should not be taken from the body of the application. HoD comments
should back up all claims to excellence with evidence.
An application that is ready for HoD/DoR comments will show as green on the first ‘subway stop’.
Once the application has HoD or DoR comments and has been finally submitted with a proceed
decision, the application can be ranked by the Department/School.
Click on ‘edit’ to
add comments
Comments should be added in the HoD/DoR
Comments box
The ‘save’ button will save comments
The ‘return to applicant’ button will allow you to return the application to the applicant. They will be notified of this action. The reason for return should be noted in the comments box
Select either proceed or reject
from the drop down list. The final
submit button will store and lock
your changes which will prevent
any further changes from being
made
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Final Submission of Application
5. Prior to completion of an application, please check that the student is eligible.
Before finally submitting the application, check that all relevant documents are uploaded, correct
account codes are entered and Head of Department comments are included.
Please see the checklist (below) to confirm that the application is complete.
Checklist for Ensuring Correct Information is entered on the PGR System
1. SEA and JARA student identified who meets the criteria of an excellent student
2. SEA and JARA student details added (details added for REA if student is identified)
3. SEA and JARA documentation uploaded (academic transcript(s), letter of support, references (x2) and CV
4. SEA, REA and JARA case for support fully completed
5. SEA, REA and JARA financial codes and values added for all contributions other than SRSS and Faculty funding
6. Head of Department/Director of Research comments added
Applications for SRSS funding will be checked prior to being signed off by the ADP. Any application
that does not meet the above criteria will be unsuccessful.
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Part 3 - How to Rank Applications
All Ranking should be completed on the PGR System
Ranking applications is for the purpose of ensuring that the best students and best projects are
allocated the funding in a fair manner. Applications are given an overall rank within the
Department/School and then top ranked applications are forwarded to the Faculty to rank. The top
applications are then reviewed by the ADP for final sign off.
Faculties may not consider applications for ranking that do not include all relevant documentation uploaded to the PGR system, including, Academic Transcript(s), CV, two References and a letter of support, and have all pages of the application form completed (including HoD/DoR comments)
Rankings should be based on the quality of the student for SEA and the quality of the project for REA, ensuring for both that strategic alignment has been met. JARA is ranked by the Department/Faculty and then allocated by a panel comprising of the
ADP (R&KE), Vice Deans Research, and RKES
Faculties should ensure that the total SRSS funding allocated to successful applications does not exceed their overall SRSS allocation.
Faculty Ranking Process for Best Students and Projects to be Identified
Checked by RKES Prior to ADP Viewing Applications
ADP (KE & Research) Signs Off Applications
Successful Applications Approved by ADP, Students Recruited for Projects, Applications Submitted via Pegasus
3
4
3.1
4.1
Process for Ranking Applications
Once applications are submitted, they are ranked by the Department/School initially,
then by the Faculty. Each VDR is responsible for setting the ranking criteria for their
Faculty. Successful applications are then reviewed by the ADP (KE & Research) for
final approval. The ADP checks that the applications are complete and align with the
strategies of the University, Faculty, and Department/School.
25
How to Rank Department Applications
In order to be able to rank applications, all applications must be progressed to the ‘proceed’ or
‘reject’ stage at "stop 2", the department.
All of the applications given a ‘proceed’ status are then available in the ranking page. Click on the
‘Rank applications (Department)’. This will take you to the page that lists all ‘proceed’ applications.
Rank
applications
(Department)
Click on ‘edit’ next to the
application status to be
able to go back in to
allow application to be
progressed
26
The background colour of the applications in the list indicate the actions required on the application
and the responsibility for the action (see below)
Applications require to be submitted by the applicant
Applications require a proceed or reject decision from the Department/School
Each application will have an up and down arrow to the right-hand side. These can be
used to move the applications to the correct ranking position in the list.
Once the applications have been ranked by Departments/Schools, applications will be ranked at
Faculty level.
Any applications that are
available for ranking will
be shown as a list
27
How to Rank Faculty Applications
Once ranking has been completed by the Department/School, Faculties can complete their ranking.
These rankings decide the successful applications for final review by the ADP (R&KE).
The background colour of the applications in the list indicate the actions required on the application
and the responsibility for the action (see below)
Applications require to be reviewed by the Faculty
Applications require a proceed or reject decision from the Faculty
Each application will have an up and down arrow to the right-hand side. These can be
used to move the applications to the correct ranking position in the list. The Faculty ranking
number will change accordingly, the Department/School ranking will stay static however the Faculty
ranking will supersede the Department/School ranking.
28
Please note: Only when the rankings have been locked can the ADP review and approve the
applications.
Faculty Ratings Each faculty has the option of creating personal ratings for each studentship type in a particular
academic session. Users with faculty level access are able to assign a rating to each application
which has reached the faculty stage. The ratings are then shown on the faculty ranking tool, giving
the average rating and each users' ratings, to allow a faculty to better decide on the overall ranking.
Once each application has
been moved to the correct
position in the list ensure that
the ‘lock rankings’ button is
pressed
Click on the 'Create/ edit
faculty ratings' link on the
application listing page.
Click 'add' to create a new
rating (or 'edit' to modify a
current set of ratings).
29
Tick the studentship(s) that these ratings will apply to
Enter the first rating criteria, and select a range (e.g. picking 5 will set a range of 1-5)
Select the session these ratings are for
Click the save button
You can then edit the rating set to add
further rating criteria.
Once a rating set has been created, they
will appear on the 'Faculty comments'
tab of an application.
Each user with Faculty access rights will
then be able to save a set of ratings
30
The Faculty review panel can use this information to inform their ranking decisions.
The mean/ average ratings
are then shown on the faculty
'rank applications' page:
The breakdown of ratings
and individual comments (if
set in the criteria) can be
viewed by clicking the blue
expand icon:
31
Process for Informing Successful/Unsuccessful Applicants On completion of Faculty ranking and the ‘proceed’ or ‘reject’ decision, the System will
automatically send a notification to the person who entered the application on the PGR system
informing of the outcome.
Departments/Schools should inform students if the application has not been successful but should
not inform students of successful applications until this has been confirmed by the ADP.
As soon as ADP approval has been granted, the PGR System will notify the applicant of the
approval and only then should this be communicated to the student.
Managing a Reserve List Faculties should have an internal reserve list of at least the next top five ranked students/projects.
This will allow Faculties to manage reallocation of funds if any students take up different funding or
decide not to initiate research studies at Strathclyde.
‘User’ will receive
notification of the outcome
of the application
32
Part 4 – Processing Student Applications through Pegasus
Offers of places on research degrees should be made through Pegasus. Applications are
forwarded by Admissions to the named ‘Selector’ in each Department/School for each degree and
will show as ‘Available for consideration by the selector’ and ‘Applications released to selector’.
Before an offer can be made to the applicant, 2 supervisors must be allocated.
Once the supervisors have been allocated and accepted, the offer can be released to the applicant.
Information below describes how to
Change the start date of study
Change the duration of study
Add a note to Pegasus
Withdraw an offer if a student is no longer coming to study All of the above should be done before the offer is released to the applicant. Once an offer has
been released to the applicant, it cannot be altered or amended by the Selector.
Click here
to enter the
application
Application Actions
Click to
Allocate
Potential First
or Second
Supervisor
Applications through Pegasus
Any student who is selected to undertake research must submit an application to
study through Pegasus https://www.strath.ac.uk/admissions/postgraduateresearch/.
All applications for Research should be processed though the Pegasus system to
allow a student record to be created. This student record will enable SRSS funding
to be allocated to the student.
Click
View/Allocate
Supervisors
33
Start Dates of Strathclyde Research Studentship Scheme (SRSS) Funded Students
Start dates should be changed through Pegasus by the
Selector.
If you change a start date, send an email to Admissions (see Useful Contacts) to alert them to
correct the fee on Pegasus. See table below for information on start dates.
It is not possible to change a start date to 1st September or 1st November through Pegasus.
Start Date Details
1st October Start of the academic year, student is charged 12 months fees for each year
1st March/ April – 1st September
For SRSS funding purposes, students can start no later than 1st March (1st April for EPSRC DTP). If they start any later than March, the funding will be adversely affected. In certain circumstances, Department or Faculty can front load the funding for SRSS students to start earlier.
1st November Student is charged 11 months fees for their first year, and for 12 months for the next 2 full academic years. However at the end of their studies, they will still need to pay fees for one month to make up the full 36 months.
Change Study Details
Application Actions
Use list of
values to
change the
start date
Students start their research degree on the 1st of the month. The preferred start is 1st
October as this is the start of the Academic year and funding follows the same time period.
Please see the SRSS (University and EPSRC DTP) Allocations, Rules and Eligibility sections
in Part 1 for more information on appropriate start dates.
Click on
Change Study
Details
34
1st September Register student for one month, then register for the new session a month later. The fee will be split e.g. 1 month (session 2014-2015) then 12 month (session 2015-2016). In certain circumstances, Department or Faculty can allow SRSS students to start earlier than 1st October only by using Faculty or Departmental funds.
How to Increase Minimum Duration of Study
If the potential student is being funded for more than 3 years, the duration of study must be
amended to suit. The majority of EPSRC DTP funded students have a 3.5 year duration and their
Pegasus record will need amended accordingly to suit the funding arrangements.
How to Increase Duration of Study
Contact Admissions to request a change of duration of study
State the duration required
Admissions will change the duration of study and notify you of the change
Potential student’s duration of study will reflect the required change
For students who require their duration of study to be decreased, the Head of Department will have
to provide formal approval. This can be in the form of an email to Admissions (see Useful Contacts
at the end of this document).
Adding a Studentship Note to Pegasus
The offer letter that a student receives from Admissions provides details of their degree programme,
start date and course fee. It does not provide a student with any information about any funding that
has been awarded to them. To give the student an understanding that they will receive funding and
that a letter will be sent to them detailing this, a note (not a condition) should be added when
making an offer to a student.
When a potential student submits an application for a research degree, standard degrees
have a minimum duration of 3 years (36 months). Some funding arrangements require a
longer period of study, e.g. 3.5 years (42 months) or 4 years (48 months). It is important to
ensure that the duration of study is corrected as soon as possible.
35
This can only be added to a student who is definitely being awarded a studentship and who
has not received an offer of a place from the University yet. These students can be identified
by the status ‘offer not released to applicant’.
In the applicant’s record in Pegasus, click on Application Actions
Release Pegasus Offer to the Applicant
Suggested Note for Studentships
You have been successful in being awarded a Studentship from the University (or EPRSC DTP). Further information relating to this Studentship will be sent to you in due course.
Under Select Action,
click on Add
Condition/Note
Add the details of the
note into the
description field,
ensuring that the
information is added
as a ‘Note’
Click on ‘Submit and back to
actions’. This new note will show
with all of the conditions and other
notes already on the offer
Under Select Action,
click on Release Offer
Once the offer has been released,
no changes can be made by the
Selector. Any changes must be
made by Admissions.
36
Student No Longer Coming to Study
If a student with allocated funding is no longer coming to study at the University, the supervisor
must notify:
Selector – so that the Pegasus application can be withdrawn (if the offer has not been accepted yet)
Faculty – so that funding can be reallocated
RKES – so that RKES know that the money needs to be reallocated
Admissions – If the student has accepted their offer, Admissions will have to withdraw the application. The Selector should email Admissions with a note of the student’s name and application number
The student can also withdraw the application themselves, at any point, through Pegasus.
Any student that has been allocated funding and decides not to take up the place must have their
funding reallocated to someone else to ensure the funding is spent. Reallocation of the funding is
determined by the Faculty for SEA and REA. JARA is reallocated by RKES.
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Part 5 – Entering Financial Information on the PGR System
1. From the Home screen select ‘Student fees and stipends’.
2. This provides a view of ALL PGR students listed by Department. This includes students who are not SRSS funded. Please be sure to note that the academic year displayed at the top of the screen is the year
you wish to edit eg.2016/17 academic session.
Financial Information Explained
So far, three key process steps have been explained; funding allocated to
student/project, ADP approval, and student application processed through Pegasus. The
next key process step is adding financial information to the ‘Fees and Stipend’ section of
the PGR System. This section of the PGR System allows the management of fee and
stipend data for each student, for each academic session of the student's study. Once
all financial details are added, the data should be locked. This information is then
available to the Finance Office to view and update the University’s finance system.
!
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This list shows all of the funded students in the Department/School. The list can be restricted to
looking at one degree type or at a certain registration status.
Please note: only students who have been processed through Pegasus will show here. Student
information is pulled from Pegasus at the point where a student is valid to register.
The first box under the ‘Fund Status’ heading represents Fees and the second represents Stipend.
Fees Stipend Explanation
Both Fees and Stipend completed and locked (Finance able to view and action)
Fees completed and locked (Finance able to view and action) Stipend financial details incomplete (Finance unable to view or action)
Both Fees and Stipend Financial details entered fully, but not locked (Finance unable to view or action)
Both Fees and Stipend financial details incomplete
No financial details entered for either Fees or Stipend
Summary of Progress is tabled at the bottom of the page. It shows the number of students at each
stage.
Check to ensure that
you are viewing the
correct session
By clicking on
‘view’ under the
Action heading, the
individual student
record can be
viewed and edited
39
3. Each student record has a total fee and provisional stipend at the top left hand side of their record. The fee target amounts stated for each student are determined by their Home or International fee status which is confirmed by Admissions and shown on Pegasus. The stipend target is the minimum SRSS stipend and which can be edited for other funding schemes.
Each individual student record requires financial information to be input for both fees and
stipends and each has a separate tab. Each tab must be locked separately once the funding
for each has been input.
The source of funding must be added for both fee and stipend, for example, based on
University funding or EPSRC DTP funding.
4. It is important to note that for any fees or stipend not being paid internally via a University budget the amount must be set to £0.00 and the source must be set to
40
either, self-funded, sponsored, or staff. The amount must be set to £0.00 to ensure that there is no double accounting.
(If you are unclear of the source or amount to be entered, you should contact your Faculty or
Department)
5. It is recommended that the funding for the full duration is entered at the beginning. Once the first year is entered, these can be copied into future years. The amounts can be updated to take inflation into account at this point, but must be updated to the correct fee and stipend levels once announced. This must be completed by June, prior to the start of the next academic year to ensure that the correct information is held by Finance prior to registration opening in August. From the ‘copy’ menu there is a drop down list to choose which year you wish to copy the
budget account details to, e.g. 2016/17 academic session.
Please note: To calculate stipend and fees per month, divide stipend/fees amount by 12 then
multiply by number of months prior to the start of the academic year on 1st October. The PGR
System should calculate this as long as the correct start date is on Pegasus. The University funding
is made on an annual basis and the yearly allocation must be fully spent each year. No funding can
be carried forward so if there is any interruptions to study the University contribution must be used in
full for that year and the other funders will have reduced contributions.
41
How to Split Stipend Payments
Please see examples below in split budgets and spilt stipend duration in the complex examples
section.
A Departmental/School account should be used in a situation where a new source of funding does
not yet have a budget account code available. A note should be placed in the notes section of the
fees or stipend funding detailed as per screenshot below clearly stating this temporary budget
should be credited once the relevant research budget account code is available and updated in the
account code section. The notes should be entered for Departmental/School information only.
Under action, select
‘save a copy’ and then
select the coming year
for example 2016/17.
A copy of the previous
fee/stipend account
and amount will be
copied over.
Please note that you will be required to
update the fees and stipend amounts to
the correct amounts for that academic
year when they are confirmed. This is
because of the increase in fees and
stipend each year
42
Adding funding for a student who has applied but is not yet showing up on PGR list of
students
This enables you to input the studentship funding details for the applicant. Please note a registration
number must be input before a studentship funding record can be created. The registration number
can be found on Pegasus. It is not possible to ‘lock’ a financial record of a temporary student. This
Under ‘missing student’ - ‘new start student’
click on the ‘Add temporary student’ link
43
must be done once the student’s details have been pulled through from Pegasus onto the PGR
System, and the complete record is created.
Adding Funding for a Part-Time PGR Studentship Part time PGR funding is calculated at 0.5FTE and the student target of both stipend and fees
should reflect this on the student record.
44
Examples of Simple and Complex Funding Breakdowns When completing any kind of funding breakdown, it is essential to ensure that the full funding
package is broken down into years. The University funding is made on an annual basis and the
yearly allocation should be calculated by dividing the total allocation evenly over the 3 year duration.
The yearly allocation must be fully spent each year as no funding can be carried forward. If there is
any interruptions to study the University contribution must be used in full for that year and the other
funders will have reduced contributions.
Simple Example:
A simple funding example below is where both the fee and stipend come from one source. In this
example there is 1 budget account for the 12-month fee and 1 budget account for the 12-month
stipend with a start date of 1st October.
45
Complex examples:
A more complex example is where a studentship is made up of funding from various sources where
the fee and/or stipend is paid from numerous budget accounts.
Example below from an EPSRC DTP, stipend split over two budgets.
46
Finalise and Lock Financial Records Finance can only action fees and stipend payments once the information has been finalised and
locked. It is important to ensure that the information is correct and locked.
Please note: There is a now a second lock when a student’s fees/stipends include an SRSS budget
code. When a departmental user 'locks' the fees/ stipends, it tells them it needs to be 2nd locked by
RKES.
An email will be sent to RKES with a link to the student record and cc'd to the locking user. RKES
will then check the record, and 2nd lock the data, only then is the data available to export by Central
Finance.
To lock the record, click
on ‘Finalise and Lock’
Fees information locked
47
The list of all students will show the records that have been finalised and locked.
Change and Unlock Financial Records It is possible to change financial information once it has been ‘Finalised and Locked’. Once the
information has been amended, the ‘Finalise and Lock’ button should be clicked again to ensure
that Finance are able to make the change on the University Finance system.
Fees & Stipend
information locked
Stipend information locked
48
Delete an Entry An entry can be deleted if required, as long as the record is not ‘Finalised and Locked’.
Fees information can be
unlocked and edited
Click on ‘delete’ to
remove a record
49
Part 6 – Finance
The Finance Office is responsible for taking the funding information on the PGR System and
updating the University’s Finance system
Any updates made on the PGR System will be checked by Finance and updated daily.
Please note:
Any changes to funding should be made to the PGR Apps system through the ‘Student Fees and Stipends’ section. This is the central source of financial information
No spreadsheets will be accepted, any changes to the funding breakdown of a SRSS student should be made through the PGR Apps system
Once the system has been updated, there is no need to contact the Finance Office, unless the change is urgent where an email to Finance ([email protected]) to highlight the update can be sent
Finance can only action the information on the PGR system once the record is ‘finalised and
locked’. A locked record will show on the PGR System under ‘Fund Status’ with
showing. If there is anything else showing under Fund Status, Finance cannot action any
payments. This means that the student will not be able to register and will not be paid their stipend
on time.
Finance Office can be contacted about SRSS issues by email [email protected].
Exporting Financial Data The export data tool allows the export of the fee and stipend data for the students within an area of
responsibility. Exports of fees and stipends are managed independently. To ensure that only
complete student data is exported, it will only be included in the export if the data for a particular
student has been ‘Finalised and Locked’ by those who input the data onto the system.
Financial Information is Added to PGR System
Finance Office Take Information Daily to Input into University Finance System
Student Registers and is Paid Stipend (if Applicable)
6
7
5
50
To Export Data From the homepage on the PGR System
The screen will update to show the number of students that data was exported for.
Click on ‘Export Data’
Click on either ‘export tuition fees data’ to
export tuition fees information or ‘export
stipends data’ to export stipend information
Select the required department to
export the data. (Finance and
system administrators may select
‘All’ to get information about all
departments)
Select the session required
Check the dates in the ‘data approved between’ section
cover the range you wish to export or update to suit. It
is possible to only export any data that has changed
since the last export by selecting the specific dates
Click ‘go’ to export data
51
Click ‘download export’ to create a .csv file that can be imported into an Excel document.
Number of students that
data was exported for
Click to create a .csv file to
import to Excel
52
Finance Key Information
Ensure that each students financial record is ‘finalised and locked’ on the PGR
Studentship system, otherwise RKES and/or Finance cannot action the information
New information on the PGR System is processed daily by Finance. Once a
student’s record is ‘finalised and locked’ by RKES/the Department, it will be
processed by Finance the following day
If a change is to be made to a student’s fees or stipend the PGR System must be
updated and a General ledger journal must be made on FMS by the Department
(ensuring the student name and number is inserted in the Journal Text box). If the
change will affect the payment to the student (increase or decrease) the PGR system
should be updated but Finance will arrange the journal.
Please do not send PGR Studentship spreadsheets to Finance, all information is
taken from the PGR System
When non SRSS or Faculty funds are contributing to a studentship, budget account
codes must be supplied at the application stage. If you do not have a code at this
stage, a Departmental code should be added. This can be reimbursed when the
correct account is created.
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Part 7 – Reporting
The 'Data & Reports' button currently has the following functionality:
A link to the 'faculty applications breakdown' (only accessible to admins + faculty level users), which gives an overview of all the finances in SEA/REA or JARA in a Faculty
A link to a new 'budget code report' reports on a particular code (broken into fees/ stipends, broken down by department). Please note that this report is a work in progress and continues to be developed
Other reports are also under development and will be included in this Guide as they become available.
Part 8 – Frequently Asked Questions
Q: How do I get access to the PGR system?
A: Applications for SRSS funding must be made by potential supervisors using the PGR
Application system http://pgrapps.strath.ac.uk/login.php. If access is required, a request for
access should be sent to RKES with details of the DS username
Q: What are the criteria for SEA, REA and JARA?
A: Criteria for SRSS funding is described at the start of the guide; see overview of each
Strathclyde Research Studentship, University Funding – Allocations, Rules & Eligibility, and
EPSRC DTP – Allocations, Rules, & Eligibility
Q: What needs to be uploaded for an SEA application?
A: Academic Transcripts, Letter of Support, 2 References and a CV. These documents are
required as the SEA awards need to have excellent students. This can be proven with
transcripts and references etc. Faculty panels may reject applications for ranking that do not
include all relevant documentation uploaded to the PGR system.
Q: Can I delete an application?
A: Yes. An application can be deleted by clicking on the ‘Cancel’ button. This can only be
done by an applicant prior to submission
Q: How can I search for an individual student?
54
A: The search tool on the home page allows for a search on individual student records.
Q: What is the duration of a SRSS studentship?
A: EPSRC DTP funding is based on a 3.5 year (42 month) duration. University funding is
based on a 3 year (36 month) duration.
Q: Who informs the outcome of the awards for SRSS/result of the competition?
A: After the Faculty ranking process, an automatic notification will be sent to the applicant
advising of the outcome
Q: Once a student is recruited who needs to be informed?
A: If you recruit a student, you should ensure that they apply through Pegasus. The Faculty and
RKES and the Departmental administrator should be informed.
Q: How should the funding package be split into individual years?
A: The funding should be spilt as fees per year and stipend per year, at the standard rate for
each academic year, for example, Fees £4,121 and Stipend £14,296 for 2016/17
Click on ‘Search students’
Enter part or all of
the student’s name,
surname or
registration number,
check that the
session is correct
and click ‘Find’
55
Q: Can I defer a studentship?
A: No. The money must be used within the year of award. If your student wishes to defer, the
funding must be allocated to another student.
Q: Is a studentship letter sent to the student?
A: Yes. A letter informing the student of the awarded funding is sent to the student as a PDF
document by email. The letter will confirm the tuition fee and full stipend value.
Q: What do the different ‘Fund status’ coloured boxes mean?
A: The first box under the ‘Fund Status’ heading represents Fees and the second represents
Stipend. If the green box does not have a black outline, Finance will not receive the funding
information in their daily download.
The first box under the ‘Fund Status’ heading represents Fees and the second represents Stipend.
Fees Stipend Explanation
Both Fees and Stipend completed and locked (Finance able to view and action)
Fees completed and locked (Finance able to view and action) Stipend financial details incomplete (Finance unable to view or action)
Both Fees and Stipend Financial details entered fully, but not locked (Finance unable to view or action)
Both Fees and Stipend financial details incomplete
No financial details entered for either Fees or Stipend
Q: Can a student start before 1st October
A: Yes, in certain circumstances, Department/School or Faculty can allow SRSS funded
students to start earlier than 1st October but only by using Faculty (if agreed),
Departmental/School, or other (External) funds. University or EPSRC funds cannot be used
early.
Q: Can a student start later than 1st October
A: Yes, but no later than 1st March for University funding and no later than 1st April for EPSRC
DTP funding. If the student is starting after October, the first year of University funding must
be allocated in that year and not the pro rata amount.
Q: Can a student take voluntary suspension?
A: Yes a student may take voluntary suspension. A voluntary suspension form must be
completed by the student and approved by the HoD/Course Advisor and Vice Dean
Academic prior to being sent to Student Business. If the student is in receipt of a stipend a
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copy of the voluntary suspension form must also be sent to Shona Cameron in RKES and
the Finance Department in order to suspend the stipend payments for the required period. In
certain circumstances (e.g. illness, maternity) the stipend can continue to be paid for a
certain period – (see the ‘PGR Policy and Code of Practise’ for further information). The
PGR system must be updated accordingly to reflect the VS period. However please note
that the University contribution must stay at the full annual value where possible
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Appendix 1 – Alignment to Strategy Example 1: SEA Student Evidence of research strategy alignment The James Weir Fluids Lab within the University of Strathclyde is focused on understanding the
underlying principles of flow physics required to enable technological advancements in a variety
of applications. Nano and microfluidics is one key area of concern with growing sectors of industry
heavily investing in the advancement of lab-on-a-chip technology worldwide. The research sought
in this project will impact on such technologies, and produce fundamental engineering science
results to provide a further understanding of complex fluids at the micro scale. This will provide
an opportunity to expand current research capabilities of the James Weir Fluids Laboratory and
intersects the interests of the Department and Faculty Research Strategies on building research
excellence in Engineering Science, Health Engineering, Design Concepts and Processes. It will
help to "future-proof' the work of the group and critically support other work in the Department
and cross-faculty, by providing experimental data to test future methods developed with research
partners. During the course of the project, we will approach colleagues in CPE (Sefcik) and CMAC
(Florence) to discuss the use of micromixing in processes for crystallization, and in EEE
regarding microdevice design enhancement and fabrication, with a view to establishing
collaborations and strengthening current cross-department/faculty research collaborations in
microfluidics, and developing future joint grant applications. How does the project fit?
The project will make extensive use of the newly refurbished experimental facilities and equipment in the Microfluidics and Rheology Laboratory at MAE. The topic addressed by this project aligns with forthcoming TIC initiatives in Advanced Engineering and Bionanosystems and is in perfect alignment with the EPSRC "Grow" and "Maintain" areas of national importance in "Microsystems", "Complex Fluids and rheology" and "Fluid dynamics". It can also lead to new technological applications with potential direct economic impact in line with the EPSRC "Manufacturing the Future" priority theme. The Foresight Report on Technology and Innovation Futures (04/1112010), produced by the Department for Business,
Innovation & Skills, has identified microfluidics as a key technology for the UK in the 2020s with an expected market size of$5.9bn by 2014.
Example 2: SEA Student
Evidence of research strategy alignment University- the production of energy and protection of the environment fits the University research
strategy for healthier populations, economic recovery and sustainability. The work aligns with the
TIC Energy theme and the new Oil and Gas Institute. Collaboration with the University of
Stanford, one of the University's key strategic international partners is being sought for the project.
The potential for collaboration and a student visit are under discussion with Prof Sally Benson,
Director of Stanford's Precort Institute for Energy. Departmental/Faculty -the student will join a growing number of students in the department
working on problems relating to shale gas (Parson Brinckerhof-funded research, new NERC-
funded CDT in Oil and Gas). A recent workshop held by the Oil and Gas institute identified the
cross-faculty activities in unconventional gas, so the student will additionally benefit from this
new research grouping. UK/ Research Council- this research will strengthen and expand the capability of UK research base. A skills gap was explicitly identified by the department of Business, Innovation and Skills (BIS) in a recent report into how to develop unconventional gas in the UK (BIS 2014).
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Specifically, this research will develop more sustainable, socially acceptable and less energy intensive environmental engineering processes. How does the project fit?
The knowledge of environmental impacts of waste fluids remains largely unknown, and the
process remains highly contentious in the public eye. As with any new technology, there are
uncertainties. The project aligns with Dr Knapp's research track record of examining the
ecological effects of emerging technologies and pollutants, and translating these findings to
industry and public. The project will strengthen the department and university's role in technologies related to energy
production. There is a growing body of research into unconventional gas within the department;
in addition to specific funding into unconventional gas (2015-2017 NERC CDT Oil and Gas 3x
studentships, 1-PDRA project accepted but not yet started. 2 x Parsons Brinkerhof funded PhDs),
we have submitted 12 applications in the broad topic of unconventional gas in this round. This
studentship would contribute to our aim to build significant capacity and reputation in this area,
including CDT in Oil and Gas, and membership with REFINE (Researching Fracking in Europe)
consortium. Dr Knapp realigned his research strategy to risk assess hydraulic fracturing operations. He has vast experience with ecotoxicology and microbial ecology; in particular, he has done extensive investigations in the ecological impacts in methane oxidation, which has generated high-impact publications, including Proceedings of National Academy of Sciences (2007). He has project proposals submitted (including one with REFINE) to provide financial support for research expenses. Further, Dr Knapp has a PIID student (fully-funded, analytical chemist with 20-years’ experience) currently working on disinfection strategies and its interactions in complex, environmental matrices. Her research can synergistically contribute to this project with insight on disinfection strategies. Access to sites and samples will be via Prof. Shipton's extensive network in unconventional gas industry, assisted by connections made through Strathclyde's new Centre for Hydraulic Fracturing Equipment.
Example 3: SEA Student
Evidence of research strategy alignment The candidate is a research fellow of health economics in the International Centre for Diarrhoeal Disease Research, Bangladesh (ICDDR) which is the leading public health institution in Bangladesh. Under the supervisions of Dr. Jahangir khan (Lead, health economist of ICDDR and adjunct faculty of Karolinska Institutet, Sweden). He has worked on protocol development with Dr. Khan in different areas of health economics like disease specific economic burden analysis, healthcare financing, implementing community based health insurance, evaluating insurance schemes of RMG sectors workers etc. Besides, individually, he have received two research grants, one is for “estimating the economic and health burden due to diarrheal illness” (US$ 50,000 and funded by SIDA) and other is “introducing group prenatal care”, (US $100,000 and funded by B&M gates foundation) where incremental cost outcome ratio will be estimated. He has published three manuscripts as a first author and other one is accepted as a co-author and has currently, two manuscripts now in peer reviewing process, as a first author (Vaccine journal) and co-authors (Bulletin of WHO). In short the candidate is already an experienced researcher, who brings publications, relationship, and experience in winning grants from international funders in applying modelling skills in the global health area.
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How does the project fit? The student’s topic fits with the Department’s emerging cluster on health systems, as well as with the broader university health theme. There is a particular connection with the DRIVE –AB projects, as three of the staff on this project (visiting Prof Laxminarayan, Mr Megiddo, Ms Colson) have done similar analysis for vaccine distribution in India. Laxminarayan is Research Director for the Public Health Foundation of India so there is an opportunity to use whatever methodological developments come from this project to inform the Indian vaccine programme. The focus on vaccines is clearly relevant to the University’s pharmaceutical interests. Also, the University has recently established an Institute of Global Public Health, led by Sir Harry Burns and in association with IPRI in Lyons. Within the Centre for Health Policy, there is group on Global Health, which focusses on health policy relating to low and middle-income countries. The candidate’s research is directly relevant to the research agenda of these s centres. Also, the candidate has a position at the International Centre for Diarrhoeal Disease Research in Bangladesh which is a world-leading institution in its field, and to the Bangladeshi community more generally – especially valuable as Bangladesh is widely recognised as having a model healthcare system for a low income country. Example 4: REA Student Evidence of research strategy alignment This proposal is aligned with the Scottish Government’s revised Economic Strategy (March, 2015), this foregrounds investment in skills and growth to tackle inequality and advocates innovative approaches to long standing economic problems. The UK farming sector is typified by specialist businesses. Farm diversification is an alternative to traditional production agriculture, a potential solution to low income which doesn’t require abandoning the farming enterprise (McElwee and Bosworth, 2010). Diversification is a key theme of EU rural development policy (Hansson et al, 2013) consequently there is support for diversification in national and regional support programmes (Scottish Government, 2013). The project supports the Faculty research strategy of obtaining doctoral researchers that enhance existing strengths. The student will join an established group of food and supply chain researchers in SBS building upon their expertise to enable future exploitation and development of the project in terms of larger funding applications. The focus on farm businesses also fits with the University priority area of future cities through entrepreneurial enterprise. The project has particular knowledge exchange implications. Farming is a key sector for the UK economy and this research will inform new approaches to supporting sustainable farm businesses. How does the project fit? The project has strong synergies with the research strengths of SBS and the Department of Marketing in relation to small business, food and the agri-business sector. This PhD proposal particularly builds upon work within the marketing department, led by the supervisory team, on the issues facing small farming businesses. A Tonner and J Wilson have published work on retail diversification by farmers (Tonner and Wilson, 2015a) and on the role of the farming household on business sustainability (Tonner & Wilson, 2015b). It also fits with the supervisory team's long term research agenda. A Tonner is longstanding convenor of the BSA food studies group, works closely with NHS Scotland’s Community Food and Health policy group and has worked as a practitioner in the food industry. J Wilson has served on government food policy groups and has considerable industry experience particularly with small producers, understanding the needs of SMEs Dr’s Tonner and Wilson are also engaged in collaborations across the faculty and University, particularly work with the Hunter Centre and HASS. Both supervisors have experience of PhD supervision however this represents a first principal supervisory project for A Tonner and therefore an opportunity for future researcher leader skills development.
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Example 5: SEA Student
Evidence of research strategy alignment
'The project will interact with Microsoft UK as it is associated to the EPSRC grant "Homotopy Type
Theory" which has Microsoft as a project partner. This helps develop KE potential. This is part of a
deep and long term effort by the MSP group to engage with Microsoft UK and this strategy has
already borne fruit in the shape of two Microsoft funded PhD students.'
How does the project fit?
This studentship falls directly in the remit of the MSP group which is internationally leading and one
of the Departments key research groups. It was also part of the proposal to EPSRC which was
funded last year whose FEC value was 600k
Example 6: REA Project
Evidence of research strategy alignment
'Cyber security research has become a priority in the UK and other countries. The UK Government
considers cyber security as a Tier 1 threat to National Security and is investing heavily in this. For
example, the EPSRC has a portfolio of 70 grants on cyber security research, valued more than
£100M.
We believe the research topic in the project is innovative and will have high impact. Currently we are
at a leading position in cyber security research among Scottish university, measured in terms of
high quality publications and the amount of funding attracted. This studentship will help us to
maintain this position and to play a key role in cyber security research globally.
While much research in cryptography is theoretical, this project has a strong practical flavour. In the
project we will develop novel techniques that aim to solve security problems in real world
applications such as cloud computing and Big Data. There is a high probability that the results from
the project could be exploited commercially.
We believe our plan aligns with the university’s ambition to be recognised as a leading technology
university and the research strategy of the pursuit of high quality research that address global
challenges.'
How does the project fit?
This project will be conducted in conjunction with a recently awarded 4-year EPSRC project led by
the first supervisor. The student will work closely with the researcher in the EPSRC project to
develop new secure computation technologies.
Both supervisors are part of the computer security research group and have significant track record
in the cyber security area as evidenced by high quality publications over the years. The computer
security research group is one of the most active and productive groups in Scotland.
Secure computation is already the focus of significant investment in the IT industry. Major players
include IBM, HP, Microsoft, and Google etc. The first supervisor has been working with HP Labs
Bristol and IBM research in the past a few years and these two industrial research labs are very
active in research on secure computation. As a result, this project has significant potential for
industrial research collaborations and knowledge exchange activities.
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Example 7: REA Project
Evidence of research strategy alignment
This project aligns with Strathclyde’s Health Technologies at Strathclyde initiative, and the research
stream on ‘rehabilitation engineering: reducing the impact of disability on life’. In 2012, rehabilitation
research at Strathclyde was recognised by the Scottish Government with the award of the Scottish
Centre of Excellence in Rehabilitation Research. The Centre has made significant investments in
virtual reality technologies and is aiming to be a world leader in next generation rehabilitation
technologies. This PhD programme aligns with the Centre’s aims by developing and evaluating an
affordable, home-based virtual reality therapy which can be readily used by stroke survivors. Staff
from Biomedical Engineering (Prof. Conway) and Psychological Sciences and Health (Prof. Grealy)
will contribute to this project, making it multi-disciplinary and cross-Faculty. The project also aligns
with the HaSS Faculty’s health theme and the Stroke Research @ Strathclyde network, comprising
over 60 academics and medics across Scotland. Within the School, this project will contribute to the
health research theme. Members of the School were returned to Strathclyde’s REF2014 Allied
Health submission (ranked first in Scotland and sixth in the UK for intensity weighted GPA) and the
impactful nature of this project has the potential to make a significant contribution to REF2020.
How does the project fit?
With approximately 120,000 stroke survivors in Scotland, rehabilitation is a leading clinical priority
for the NHS. This project will develop a novel rehabilitation programme to improve arm movements
in stroke survivors. It has the potential to inform and change the practice of home-based exercise
programmes and improve outcomes for stroke survivors.
In 2011 the James Lind Alliance commissioned a survey to identify the top ten stroke research
priorities, shared by stroke survivors, carers and clinicians. The fourth priority was ‘treatments for
arm recovery’. This project fits with this priority and the ongoing stroke rehabilitation projects being
carried out in the School and the Stroke Research @ Strathclyde group.
The project will also cement new international multi-disciplinary collaborations. The project team will
comprise Professors Grealy and Thomson (Psychological Sciences and Health) and Professor
Conway (Biomedical Engineering) who will provide expertise on tDCS. Dr Darryl Charles (Computer
Science Research Institute, University of Ulster), who has developed a stroke assessment task
using Leap Motion will act as a consultant, and Dr Gert-Jan Pepping (School of Exercise Sciences,
Australian Catholic University, Brisbane) who has expertise in software programming and
movement sciences will also contribute to the task development and trialling the intervention in
Australia.
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Example 8: JARA Student
Evidence of research strategy alignment
The project aligns with the HaSS strategic theme of ‘Culture and Society' and, in the School of
Humanities, with the work of several interdisciplinary research groups. O’Shea’s work will contribute
to the War Studies group, which encompasses approaches from literary and cultural studies, social
and military history and modern languages; and to research in Scottish Studies, where work is
focussed on 19c and 20c Scotland, nationalism and national identity. These were key strategic
areas in REF 2014 and are likely to be central to UoA 29’s REF 2020 submission. O’Shea’s work
with combat veterans is rooted in the methods and practice of the Scottish Oral History Centre at
Strathclyde, which has an international research reputation and significant transatlantic connections.
O’Shea’s work with US veterans will benefit from, and contribute to, this international focus. There is
also potential for collaboration with other Schools, such as Government and Politics. Creative
Writing at Strathclyde is located within the wider subject group of English Studies, is a key research
area and is staffed by internationally-known writers. O’Shea’s project promises to align several
major research themes in this unit, notably Scottish writing, short fiction writing and journalism.
How does the project fit?
The two supervisors represent a perfect fit with the project. Dr Beatrice Colin is a leading novelist
whose interests include short fiction and journalism, and Professor David Kinloch is a major poet
with a strong research background in Scottish literature and culture. O’Shea will be supported by Dr
David Goldie (20c Scottish studies), on the critical review section of his project; by Dr Eleanor Bell
(contemporary Scottish cultural studies, whose research formed the basis for a REF Impact case
study), and by Professor Arthur McIvor (SOHC), on oral history methodology. O’Shea’s work also
fits with many themes of McIvor’s AHRC-funded project, ‘Masculinities Challenged: the Reserved
Occupations in the Second World War’. O’Shea will extend collaborations between Creative Writing
and Oral History (Helen Foster has received AHRC funding for a joint PhD project). He has just
started a new literary journal, Quotidian, with AHRC-funded Strathclyde student, Melissa Reid, to
promote the work of creative writing research students at all Scottish universities. He will, then,
make a significant contribution to the research activities of the postgraduate community, who have
co-organised three creative writing conferences over the last three years, including a full day
workshop at the Aye Write Festival, Glasgow in 2012.
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Useful Contacts
RKES Shona Cameron [email protected]
Faculties
Angie Brown (SBS) [email protected] Carol Brady (ENG) [email protected] (HaSS) [email protected] Elaine Hurley (SCI) [email protected]
Admissions (Student Lifecycle Services within SEES)
[email protected] [email protected] [email protected] [email protected]
Student Business (Student Lifecycle Services within SEES)
[email protected] [email protected] [email protected] [email protected]
Finance Office [email protected]
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Glossary of Terms
Term Meaning
Carried forward To use funding out with the duration of the studentship. This is not possible with University Funding
EPSRC DTP Engineering and Physical Sciences Research Council awards Strathclyde with Doctoral Training Partnership based on research grant income
Finalise and lock record This button must be clicked on the PGR system for each student’s fees and stipend before Finance can view information and action payments
Forward projected To use a particular funding source at the end of a student’s duration of study e.g. A grant that starts later in the studentship duration. University funding cannot be forward projected.
Front loaded To use a particular funding source that needs to be spent earlier in the student’s duration of study e.g. A grant with an end date prior to the end of the studentship. University funding cannot be front loaded
JARA John Anderson Research Award: An excellent named student with a first class honours degree, with internal and external recognition and a proven commitment to field of study.
Je-S Joint electronic System
Joint applications Joint applications are where a potential student or project sits in more than one Department/ School with potential supervisors from each area. The Departments/Schools involved will have to submit an application for funding, indicating that the application is looking for funding across 2 Departments/Schools.
Lock rankings The ranking of applications must be locked after the ranking is finalised
‘Missing student’ If a student is not 'rolled forward' on Pegasus they will not appear on the PGR system. However they can be added to the PGR Studentship system using the missing student link and the financial information entered. This can only be done once a registration number is allocated. Once a student is 'rolled forward' both records will link and only then can the data be finalised and locked.
Pegasus Strathclyde University’s online system that provides services for staff and students. PGR applications and student records are created and held on Pegasus. All PGR student applications should be completed via Pegasus
PGR Studentship System PGR Studentship System (https://pgrapps.strath.ac.uk) is used for submitting applications for SRSS funding and for detailing the student fees and stipends
RCUK Research Councils UK
REA Research Excellence Award: Funding that enhances research excellence through projects that support the University’s strategic research ambitions, with a focus on increasing quality, and the number of postgraduate research opportunities at the University.
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Research Allocation Model (RAM)
Used for allocating the University funding
Research Training Support Grant (RTSG)
EPSRC DTP funds to cover project costs and conference travel
RKES Research Knowledge Exchange Services – the PGR Funding team is part of RKES and manages SRSS
SEA Strathclyde Excellence Award: An excellent named student with an outstanding emerging academic track record, with internal and external recognition and a proven commitment to the field of study.
SRSS Strathclyde Research Studentship Scheme, a group of studentships split across 3 strands
This Guide was developed by Shona Cameron, RKES and Susan Ali, Business
Improvement Team with valuable contributions from the following staff across the
University:
Angela Brown, Faculty Office, Strathclyde Business School
Carol Brady, Faculty Office, Engineering
Claire McDiarmid, Associate Dean (Postgraduate Research), Humanities and
Social Sciences Faculty
Diane McArthur, Postgraduate Administrator, Engineering
Julie Sobocinski, Departmental Administrator, Science
Paul McCulkin, Graduate School Administrator, Humanities and Social
Sciences Faculty
Robert Martin, Vice Dean (Research), Science
William Kerr, Associate Deputy Principal (Associate Deputy Principal
(Research & Knowledge Exchange)
Ian Thompson, Computer Officer, Science
Zoe Shipton, Vice Dean (Research), Engineering
If you have any feedback/comments about the guide, please inform [email protected]