Current Students

Candidates enrolled on the QMU PhD Programme are required to successfully complete a number of key progression points.  It is important that candidates are aware of their progression points, deadlines and the submission requirements. All candidates are encouraged to refer to their Doctoral Candidate Handbook, as well as the PhD Regulations, both of which serve as useful and important reference points regarding the candidate journey. 

All forms related to the key stage submissions are available from CANVAS and should be emailed to the Graduate School Team 

Outline Proposal and Researcher Skills Development Plan 

Submission of the Outline Proposal and Researcher Skills Development Plan is due 1-2 months (full-time) or 2-4 months (part-time) from the date of registration. 

Nomination of Assessment Panel

Well in advance of probationary submission, the Supervisory Team should complete a Nomination of Assessment Panel form and submit this to the Graduate School for approval by the Graduate School Academic Board (GSAB).  Normally, the Assessment Panel will remain the same for the Probationary Assessment and Assessed Seminar. If any changes are required, the form should be completed again and submitted for approval.

PhD Probationary Assessment and Viva

Submission of the written report is due 6-8 months (full-time) or 12-16 months (part-time) from the date of registration. Regulatory information relating to this assessment is provided in the regulations for your programme. The viva will be organised by the Graduate School following submission of the written report. All candidates must successfully pass the Probationary Assessment within the permitted time limits in order to be fully confirmed as a PhD candidate.

PhD Assessed Seminar 1

All PhD candidates must participate in an Assessed Seminar 1. This is delivered at the end of year 2 (full-time) or year 4 (part-time). This progression stage must be concluded before candidates can enter year 3 (full-time) or years 5/6 (part time).  Please refer to the regulations for your programme.

Annual Progress Reports (APRs)

All candidates and Supervisory Chairs must submit an Annual Progress Report, normally in September each year.

APRs are submitted electronically and a link to the online form and submission deadline will be emailed to candidates (to University email accounts only) and supervisors in July each year. 

The submission deadline and form link will also be provided via CANVAS at the appropriate time.

Submission of Thesis

Candidates should aim to submit their thesis for formal examination at the end of their 3rd year of study. Candidates should refer to the relevant regulations for guidance on the examination requirements and formatting of the thesis. The Doctoral Thesis Declaration Form (available from CANVAS) must also be completed and signed by all supervisors. This form must be submitted with the thesis.

Oral Examination (or viva)

The Supervisory Chair should complete a Nomination of Examiners form (fully complete with examiner's CV information) and email it to the Graduate School approximately 3 months in advance of thesis submission.

The viva will be organised by the Graduate School after the submission of the thesis and doctoral declaration form.

Supervision meetings

Full time candidates should meet with their supervisory team at least monthly.  Part time candidates should meet with their supervisory team at least once every 2 months. It is the candidate's responsibility to keep a formal record of each formal meeting.

Need help?

If you require further guidance on the administrative aspects of your programme, please email the Graduate School Team.

For academic queries, please seek guidance from the supervisory team in the first instance.

Structurally, the Professional Doctorate is a modular credit accumulation programme. The general structure of the QMU Professional Doctorate is to complete four stages or modules as detailed below:

• XD025 - Theory and context of professional practice (90 credits)
• XD026 - Development and evaluation of professional practice (90 credits)
• XD011 - Doctoral Research Module (60 credits)
• XD015 - Doctoral Thesis and oral examination (180 credits)
• Annual Progress Reports (APRs) - progression requirement.

Further details are available in the Professional Doctorate Handbook on CANVAS and from the Professional Doctorate Regulations.

Nomination of Marking Team

Well in advance of submitting for the first module, the Supervisory Team should complete the Nomination of Marking Team Form (available from CANVAS) and submit this to the Graduate School for approval by the Graduate School Academic Board (GSAB).  Normally, the Assessment Panel will include one member of the Supervisory Team and will remain the same for all modules.  If any changes are required, the form should be completed again and submitted for approval.

XD025 - Theory and Context of Professional Practice (90 credits)

The aim of Theory and Context of Professional Practice (TCPP) is to facilitate candidates to critically debate the principal theories and concepts within the candidate's area of practice; and to identify and conceptualise a work based issue in order to effectively develop an advancement of practice. Assessment consists of a 3000 word written assignment and a portfolio of evidence with a 6000 word critical commentary.

XD026 - Development and Evaluation of Professional Practice (90 credits)

The aim of Development and Evaluation of Professional Practice (DEPP) is to enable the candidate to effectively develop, implement and critically evaluate an element of a proposed advancement in practice. DEPP allows the candidate to reflect on the learning undertaken in Theory and Context of Professional Practice, to review and refine their needs in relation to advancing professional practice and to plan, undertake and report a contained piece of evaluative work in a systematic and rigorous manner. Candidates submit evidence in a 9000 word portfolio for assessment.

XD011 - Doctoral Research Module (60 credits)

The aim of the Doctoral Research Module is to facilitate the development of a robust feasible, research proposal to address a specific research topic. This research proposal is then implemented through undertaking the thesis. Assessment is via a presentation and defence of a research proposal to peers (assessed summatively) with feedback based criteria for probationary assessments (20%). There is also a required submission of a full research proposal of 6000 words in length, describing and justifying the research project (80%).

XD015 - Thesis

The thesis aims to facilitate the candidate to consolidate doctoral skills through undertaking a sustained, coherent and robust piece of research of relevance to the professional context of the candidate. Assessment through a 45,000 word thesis marked and judged by internal and external examiners through scrutiny and viva voice (oral) examination.

Thesis Submission Guidance

Please refer to Section 9 of the Professional Doctorate Regulations for guidance on examination requirements. 

The Supervisory Chair should complete the Nomination of Examiners form together with CV information. The form is available from CANVAS and should be emailed to the Graduate School approximately three months in advance of thesis submission.  Oral examinations cannot be organised until the examination team is approved by the Graduate School Academic Board. The following forms and resources are available from CANVAS: 

Guidance for Professional Doctorate Examiners

Preliminary Report Form

Joint Report Form and Joint Report Form (resubmission)

Supervision meetings

Full-time candidates should meet with their supervisory team at least monthly.  Part-time candidates should meet with their supervisory team at least once every 2 months.  It is the candidate's responsibility to keep a formal record of each formal meeting.

Annual Progress Reports

All candidates and Supervisory Chairs are required to submit an Annual Progress Report (APR) each year, normally in September. 

APRs are submitted electronically and a link to the form and submission deadline will be emailed (to university email accounts only) to candidates and supervisors in July each year. 

The submission deadline and form link will also provided via the Doctoral Hub Page at the appropriate time.

Regulations and Handbooks

All candidates are encouraged to refer to their Doctoral Candidate Handbook (Available from CANCVAS), as well as the Professional Doctorate Regulations both of which serve as useful and important reference points regarding the candidate journey. 

The Graduate School is maintained by the Graduate School Team in the Division of Governance and Quality Enhancement (GQE).

Our aim at GQE is to provide an accessible and up-to-date reference point for all regulations, policies and procedures that govern the quality of the doctoral academic experience at QMU.

Our PhD, MPhil and Professional Doctorate Regulations are available in full on the Graduate School website.

In the case of any appeal, candidates and supervisors will be deemed to have read programme regulations and all relevant institutional Codes of Practice and Handbooks. For further information, please contact the Graduate School Team.

During the course of your studies it may be necessary for you seek approval to make changes to your programme. All requests are considered by members of the Graduate School Academic Board (GSAB). Please note that the submission of a request does not guarantee GSAB approval. In all instances, the Graduate School will formally notify you of the GSAB's decision via email. Completed forms should be sent to the Graduate School team (cc'd to supervisors).

All forms related to changes to your studies can be found on CANVAS. 

Extension to Probationary Assessment Deadline

If you are unable to meet the 6-8 (or 12-16) month deadline for your probationary assessment, please make a request for an extension by completing a Probationary Assessment Extension Request form.  Please ensure you provide justification for your request and explain why you have not been able to submit your probationary report within the regulatory time frame. This form should be completed by you and supported by your supervisory team.

Suspension of Study

If you are prevented from making due progress by ill-health, or another significant cause, you may apply to suspend your studies for up to 12 months in the first instance. A request for suspension on medical grounds must be supported by a letter from your doctor. The maximum total period of suspension in any programme period is 24 months. No fee is payable during a full year of continuous suspension. Suspension requests should not be made retrospectively, therefore it is important to be proactive in submitting your application. The form should be completed by you and supported by your supervisory team.

Change in Mode of Study

You may apply to change your mode of study from full-time to part-time or vice versa if you have good cause. It is not normally possible to request a change in mode of study retrospectively. A Change in Mode of Study form should be completed by you and supported by your supervisory team.

Change in Supervisory Arrangements    

During the course of your studies it may be necessary to make a change to your supervisory team. For example, this may be the case if a member of your team has any long term leave planned such as maternity leave or research leave, or in the event that a supervisor experiences a longer than three month absence due to unforeseen circumstances. It may also be appropriate to request additional supervisors if they can offer an area of expertise that is required for your research project. A Change in Supervision form should be completed by a member of the supervisory team.

Extension to Programme Registration

An application for an extension to the period of study beyond the maximum (4 years full-time and 8 years part-time) may only be made in the most exceptional circumstances.  You will be expected to provide relevant evidence to support your request and may be invited to meet with a member of the Graduate School Academic Board to discuss the request. An Extension Request form should be completed by you and supported by your supervisory team.

Withdrawal

If you are considering withdrawing from the doctoral programme please contact your supervisory team and/or the Graduate School Team.  If you decide to withdraw, a Withdrawal form should be completed by you and supported by your supervisory team.

We are proud of the support we provide to International Students studying with us, and the contribution those students make to the University community. The policies and procedures set out below are designed to ensure that International Students can continue to enjoy their education at Queen Margaret University whilst at the same time satisfying the legal requirements placed on them and the University by the UK Government.

Student Route Visa Guidance for Students

Full information for Student Route visas can be found on the International students pages of the website. 

Please note that if candidates are unable to "sign in" during any of the sign in weeks, due to illness, the Graduate School must be informed before the end of the formal sign in week.

Requesting a Period of Absence

If you require an extended period of absence away from campus then you must apply for Graduate School approval. This is mandatory for all international doctoral candidates studying at QMU on a Student Route visa.  

Approval for absence must be given before you leave the UK and no period of absence should be longer than 60 days.

Reasons for requesting approval for an extended absence include data collection, remote research or extended leave to holiday in home country. To request a period of absence,  submit the Doctoral Absence Request form (available from CANVAS) to the Graduate School Team (cc'd to supervisors).

Candidates should note that retrospective requests for absence are not accepted and will be noted as an unauthorised absence. Repeated incidences of unauthorised absence may result in withdrawal of University sponsorship and cancellation of the visa.

Absent for more than 30 Days?

If you are absent during any sign in weeks, please submit a monthly progress update to the Graduate School by emailing the Absence "Sign In" form (available from CANVAS) to the Graduate School Team (cc'd to supervisors).  This should be done during each sign in week that you are absent for.

Please use the Student Absence Form - Post Thesis Submission form (available from CANVAS) if you are unable to sign-in in the period between submission of your thesis and the thesis viva.

Successful bursary candidates receive a Letter of Award together with their Offer of Study. This sets out the conditions of the QMU Research Degree Bursary. These conditions are in addition to those regulations that operate for all research candidates and are specified in the PhD Regulations.

Award Duration

Research degree bursaries are awarded for a period of 3 years of full-time study, 6 years part-time. Payment of the bursary is conditional on meeting all the progress requirements of the PhD as set out in the PhD Regulations.

The amount of the bursary per annum is as stated at the time of award. This annual amount is divided into equal monthly payments which are paid directly into candidates bank accounts via BACS transfer on the 25th of each month.

Full time candidates will receive the bursary amount for 36 months. Part time candidates receive a monthly payment of 50% of the full time payment but for 72 months.

Please note that for a first year bursary candidate starting in September, the first monthly maintenance payment will be paid on 25th October.

The bursary maintenance payment is administered and paid by the QMU Finance department.

Research Budget

A research budget of up to £2000 will also be available to each QMU bursary holder. Arrangements are made with the Finance department for the lodging of funds to support PhD research under a unique budget code within their School. This budget belongs to the School, not to the candidate, and formally it is the Dean of School who has overall responsibility for its management. However, in practice, this will be done in very close co-operation with the supervisory team.

This budget is intended to cover expenses directly related to the research work, such as equipment [including software], consumables, travel, costs of data collection and analysis, course and conference attendance. Any material items or equipment purchased from this budget remain the property of the School.

A maximum of £1000 may be spent in the first year, and the remainder will be carried forward to the second year, when an additional £600 becomes available. PhD candidates may carry forward any money remaining from this £1600 to their third year, when the final £400 will become available (or pro rata for part time candidates).

The research budget lasts for the duration of the prescribed period of study only.

Fees

The University waives tuition and bench fees for bursary holders. However, bursary holders will be liable for any continuation fee and for the examination fee in common with all other research candidates. The rate of the continuation or examination fee due is the fee set for the session in which it is due. All research students will also be responsible for the costs of production of all copies of the thesis for examination.

Further information on fees is available on the Registry webpages.

The Doctoral Candidates' Association (DCA) is a candidate-led initiative and they represent the voice of all doctoral candidates at QMU on a number of University-wide committees including:

• the Graduate School Academic Board (GSAB)
• the Research Strategy Committee (RSC)
• the Student Experience Committee (SEC)

DCA representation ensures that doctoral candidate needs and interests are well represented throughout the institution. DCA achievements so far include:

• Advice and Representation
• Planning of Professional Development Opportunities
• Information Sharing
• Social Activities
• Organisation of the Annual QMU Doctoral Conference

The Graduate School encourages you to join the DCA Facebook Page which will keep you up to date on DCA developments. Also keep an eye out for emails from the DCA where you can find information about academic and social opportunities throughout the year.

The DCA is a candidate-led initiative and therefore it needs highly motivated and enthusiastic candidates to ensure its continued success. The DCA Co-Chairs change on a yearly basis, and those entering their second year of doctoral study have the opportunity to put themselves forward for these positions and continue the work of the association. Becoming a DCA co-chair provides an excellent personal and professional development opportunity, and allows candidates to use their own experiences to continually improve the lives of current and future doctoral candidates at QMU.

If you are interested in becoming a member of the DCA Committee please speak to the current committee members for more information.

Email the DCA 

The Graduate School understands the importance of nurturing candidates through their degree programme. We offer a supportive, friendly and welcoming environment that promotes both personal and intellectual growth and doctoral candidates are supported through the provision of research training, seminar / conference opportunities and institutional support.

Doctoral skills training sessions and development opportunities focus on developing the skills and knowledge that candidates require in order to successfully implement and progress their doctoral research projects.  In addition, these serve as a forum for sharing experiences and building a supportive research culture for candidates.  Such opportunities also helps candidates enhance future career prospects through increased employability both within and outside academia.

Doctoral Development Weeks

The Graduate School organises and delivers regular Development Weeks for doctoral candidates in all years of study. 

The Development Weeks are normally delivered during September, January and April each year. We aim to publish timetables well in advance on CANVAS. It is expected that all doctoral candidates in their first years (full-time) and first or second year (part-time) attend each of the Development Weeks. All other candidates are strongly encouraged to participate as part of the wider candidate experience at QMU. 

Doctoral Candidates who Teach (Graduate Teaching Assistants)

Doctoral candidates who will be undertaking teaching on undergraduate courses are required to attend an online programme of four workshops to support learning, teaching and assessment organised by our LEAD Centre prior to commencing teaching activities. Doctoral candidates are encouraged to consider pursuing professional recognition of their teaching and support of student learning through the University's CPD Scheme/Fellowship award, and those that wish to take up this opportunity are supported to do so. Details of the Scheme, which is accredited by Advance HE, are available on the LEAD website.

VITAE Research Development Framework (RDF) Planner

QMU has an institutional subscription to the Vitae Researcher Development Framework (RDF).  Researchers can use the RDF Planner for professional development, to identify strengths, action plan, review achievements and create a portfolio of evidence. Through the RDF Planner QMU can direct researchers to suitable courses and development opportunities linked to the RDF.