A Collaborative Research Degree Programme (CRDP) is a formal arrangement of joint supervision, at PhD level, by a Queen’s academic and a member of staff from another partner organisation, when the student will spend time working away from the University at the external location. Such arrangements can lead to the conferral of a single, dual or joint award and will typically extend to the full duration of an individual programme of study. CRDPs may also be referred to as split-site PhDs or co-tutelle.
These procedures do not apply to students registered at Queen’s and who may be attending another institution as a visiting researcher or on placement, or to students who have been granted approval for enrolment as an External Student. Normal requirements, as set out in the University’s Study Regulations for Research Degree Programmes, will apply.
The provision of joint supervision may also represent part of a wider institutional partnership or funding arrangement with an external company/institution normally negotiated through the Research and Enterprise Directorate. Schools should ensure that regardless of the wider context, Academic Affairs is made aware of such arrangements to ensure they are implemented and recorded appropriately.
An institutional level Memorandum of Agreement (MOA) and/or student-based, co-tutelle agreement, setting out agreed parameters for delivery is required prior to the commencement of any new arrangement in which the University is involved. The authorised signatory for an institutional MOA is the Vice-Chancellor or an Institutional Pro-Vice-Chancellor. Faculty Pro-Vice-Chancellors may authorise individual co-tutelles.
The approval of a proposed new CRDP will follow one of two main routes depending on the nature of the arrangement, i.e. to support an ad hoc arrangement of joint supervision for an individual student or to support a cohort of students receiving joint supervision with a named partner (s) or a student (s) undertaking a joint or dual PhD programme - Academic Affairs should be contacted for advice.
Approval Procedures: Individual Joint Supervision (Co-tutelle) – Single Award
Approval Procedures: Joint Supervision for Student Cohorts and Joint PhD Awards
-
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 CRDPs , 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 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 the 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.
- 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 Joint and Dual Awards and within supplementary Joint PhD Approval Process Guidelines .
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.
- University Approval
Supporting documentation should be submitted to the Secretary of ECQS for consideration at the next available meeting.
- MOA Signature and Implementation
When final approval has been given by the ECQS, Academic Affairs will arrange for the MOA to be signed. Details of the new arrangement will then be circulated to relevant Faculty staff and Head of School, the University Coordinator, the Admissions and Access Service, Information Services, Finance, the Student Services and Systems and, if appropriate, the International Office and the International Student Support Office. The MOA will be recorded on the Collaborative Provision Register.
University Coordinators will normally be responsible for taking forward implementation and should liaise with their School/Faculty, particularly in relation to the application of any Partnership Management Plans which may be required by Faculty. Schools will also be responsible for ensuring that each student recruited to the programme is supported by an individual co-tutelle, which should be approved and signed by Faculty in accordance with arrangements for such agreements. Joint supervisors should also be approved in parallel and briefed by Schools on University requirements following approval of recognised supervisor status and in advance of commencing their duties.