The approval of a proposed new CRDP will follow one of the routes below depending on the nature of the arrangement.  Academic Affairs should be contacted for advice.

(i)         Individual Joint Supervision (Co-tutelle) – Single Award 

Proposals involving the joint supervision of an individual student enrolled on a Queen's PhD Programme, where the student will receive a single award on completion, may be considered and agreed at School/Faculty level in accordance with internal Faculty governance procedures.

Requests should be considered by the relevant School Postgraduate Research Committee, in the first instance, and assurances secured that appropriate arrangements for support, supervision and training are put in place. The proposed joint (external) supervisor should also be assessed against normal University requirements for that position and consultation undertaken with the Faculty Finance Officer to agree fee arrangements. Consultation with other Professional Support Services should be undertaken as appropriate, for example, to ensure ongoing registration (Student Services and Systems) and visa monitoring (International Student Support Office).

Requests should be endorsed at Faculty level allowing an agreed University template for co-tutelle for co-tutelle arrangements to be signed by the Faculty Pro-Vice-Chancellor.  Where the partner provides a template for signature, this should be reviewed by the Contracts Office or the Head of Legal Services and Employee Relations and any amendments agreed in advance.

Faculty must inform the Secretary of ECQS when the co-tutelle has been approved, so that procedures for Recognised Supervisor status can then be implemented in relation to the proposed joint supervisor.  Approval will be recorded by Academic Affairs.

Schools are responsible for ensuring implementation of individual co-tutelle arrangements through the application of normal University processes (including ongoing registration at Queen’s), and for ensuring that joint supervisors are suitably briefed on University requirements in advance of commencing their duties. 

(ii)        Joint Supervision for Student Cohorts and Joint PhD Awards

All proposals for a CRDP involving the joint supervision of more than one student and/or the delivery of a joint or dual PhD award for one or more students, with an external partner, requires the approval of a formal institutional MOA.  As such, a staged approval process is required.

Should the arrangement involve the delivery of taught credit as part of an integrated four year PhD programme (e.g. an MRes) or the validation of research provision by an external partner without degree awarding powers, then formal validation procedures must be applied, albeit with final approval being considered by ECQS. Similarly, arrangements involving the formal supervision of PhD students from Queen's at a non-degree awarding institution will be subject to validation.

Stage 1: Approval to Proceed

Approval to Proceed must be secured from the relevant FEB to allow formal approval mechanisms to be instigated on behalf of ECQS. 

The initial proposal must be discussed and approved at the relevant FEB using the appropriate Approval to Proceed pro forma for CRDP's, which should be completed and endorsed at School level in the first instance. The paperwork should also include a completed Risk Assessment.  Where the arrangement is to involve an international partner, the supporting paperwork required for the selection of new International Partners should be completed.  Faculties may adopt their own procedures, in line with their respective internal governance structures, for bringing forward the required documentation. However, early contact with Academic Affairs is recommended. 

Where a discounted or bespoke fee is to be proposed, a business plan should be developed, in conjunction with the relevant Faculty Finance Officer, and agreed with the Finance Directorate. Schools should discuss initial ideas with the appropriate Dean(s) within the Faculty to check that the proposal aligns with the Faculty’s plan.

Where a proposed arrangement is to include the award of a dual or joint PhD, supporting documentation should also provide sufficient evidence to demonstrate that the University Policy on Joint and Dual Awards has been considered and key principles addressed. Further detailed University guidance on the approval of such awards is available.

FEB must inform the Secretary to ECQS if the proposed CRDP is given Approval to Proceed and supply the name of an assigned University Coordinator, providing confirmation of the decision and supporting documentation. The Secretary will then contact the lead School (or Faculty depending on the extent/nature of the arrangement) to confirm next steps.

Stage 2: Documentation

A written submission, prepared by the School/Faculty should be provided in support of the proposed CRDP for consideration by ECQS.  In addition to background information about the proposed partner institution and a supporting rationale, the submission should specify:

• Arrangements for admission, student registration and visa monitoring for international students.
• Overall programme structure, including planned periods of residency at Queen’s and the external partner, and how this will align with University Regulations and registration requirements.
• Arrangements for the support, supervision and training of students on the programme.
• Appointment and training of Joint Supervisors.
• Progression and Examination.
• Graduation arrangements.
• Programme Management.
• Intellectual Property Rights.

In the case of a proposed joint award, the submission should also provide:

• Evidence of the partner’s legal authority to confer a joint PhD award.
• A detailed, comparative assessment of regulatory requirements between Queen’s and the partner institution, identifying any potential differences and how these may be resolved.
• A formal request (and supporting rationale) for any exemptions required to ensure Queen’s regulations and minimum standards can be maintained.
• Arrangements for the agreement and production of joint parchments and graduation.

Further key considerations are included in the University Policy on Joint and Dual Awards and within supplementary University guidance on the Joint/Dual PhD Award Approval Process.

A draft MOA will be prepared in parallel by Academic Affairs in consultation with relevant stakeholders, including the partner, as appropriate.  The MOA will include a template for an individual co-tutelle agreement to cover students participating in the CRDP.

Collaborative Research Degree Programmes are subject to normal annual programme review mechanisms to ensure academic quality and standards are benchmarked against and remain comparable to that of internal provision.  This is undertaken through Continuous Action for Programme Enhancement (CAPE).  University Coordinators are responsible for engaging in this process and for submitting and evaluating relevant information in line with School/Faculty deadlines each year.  Collaborative organisations should also be consulted as appropriate.  Risks and good practice will be reported to ECQS for note and to provide appropriate assurances on the academic quality of the programmes being delivered.

University Coordinators, in consultation with the collaborative organisation, are also required to submit an annual monitoring report to ECQS, through the Partnerships Team in Academic Affairs, on each collaborative programme so that appropriate assurances can be provided to the University on arrangement with the partner and compliance with supporting Memoranda of Agreement.  A standardised template is available and will be issued by Academic Affairs to University Coordinators for completion each year.  These should be submitted to the School Postgraduate Research Committee for endorsement and then to Faculty for final approval.  Completed reports should be returned to Academic Affairs by the required deadline. 

Feedback behalf of ECQS on outcomes arising from the annual monitoring process will be provided by Academic Affairs to Schools/Faculties for action and/or dissemination to the partner institution, as appropriate.  Specific feedback from the CAPE will be provided separately in line with arrangements in place for that review process.

The majority of agreements for CRDPs are for individual students and therefore will not normally require review and will lapse on programme completion.  Where a research degree has been validated by the University then the procedures for the periodic review of validated and franchised programmes should be followed.

In the case of other institutional MOA for CRDPs, Academic Affairs will contact the University Coordinator six months before the expiry of MOA to check if the School wishes to renew the arrangement.  If so, Faculty endorsement should be sought by the School and an updated MOA prepared. The School should provide a brief supporting rationale and send that to the Secretary of ECQS.  If the arrangement is not to continue, appropriate arrangements for withdrawal will be put in place and coordinated through Academic Affairs in association with the School/Faculty.

In making a decision to continue, Faculty should seek to review and update original business plans, with approval from Finance, for the proposed period of renewal. The updated business plan should either be presented as part of the paperwork considered by ECQS or confirmation provided that this has been agreed with Finance.

The Secretary will then collate the related documentation for consideration and approval by ECQS.  Upon approval, Academic Affairs will inform the School and make arrangements to have the new MOA signed by each party.