Frequently Asked Questions (FAQs)

Teaching, Learning, Research and Academic Life

• What are the proposed semester dates for 2020/21?

  The 2020-21 academic year will commence on Monday 21 September 2020.  The precise timetable of activity varies between programmes and, due to the nature of the course, some courses have additional teaching / placements / professional practise requirements which fall outside of the normal semester dates.

  http://www.qub.ac.uk/about/Semester-dates/

• How will teaching, lectures and tutorials be delivered in September? Are there contingency plans in place if face-to-face teaching is not possible or restricted?

  We consider face to face teaching to be an integral part of a Queen's education and will continue to be so for the 2020/21 academic year. It will be complemented and supported by the use of technology to enhance the learning experience and provide greater flexibility as necessary to meet the needs of students.

  • Teaching will still be delivered face-to-face when it is possible to do so in accordance with social distancing and it remains the optimum method of teaching.

  • Where it is not possible or preferable to deliver teaching face-to-face, it will be delivered via our dedicated state-of-the-art digital platforms that allow for high-quality interactive learning, teaching and assessment which may include live-streamed lectures, interactive discussions and pre-recorded material.

  • All teaching will be made available remotely for students who may not be able to travel to Belfast for the start of term due to the impact of the pandemic. However we do expect students to travel to Belfast as soon as they are able, in order to benefit from the wider student experience. 

  If there were any changes to your programme you would have received an email directly from Queen’s in early August reminding you of our Campus Commitments and letting you know about changes to your programme. You will receive your registration instructions in late August and once registered, you will receive your timetable as well as the plans your School has for your induction to the University.  We appreciate that you would like your timetable as early as possible however, as you can imagine, this is a complex process in light of the Government Covid-19 guidance that universities are required to follow this year to protect the health and safety of staff and students.

• Will I be able to engage online only next year (if I don’t want to come to campus, or can’t come to campus for shielding reasons)

  We anticipate that some students may not be able to travel to the campus for a range of reasons; however, it is our expectation that as soon as we are able we will move to face to face teaching for the majority of teaching. This will depend on the PHA rules in place at any given time. 

• I don’t want an online experience only. Will the University return to face-to-face as soon as it can?

  We consider face-to-face teaching to be an integral part of a Queen’s education and teaching will be delivered face-to-face, unless social distancing measures mean that it isn’t possible. However in light of the current government guidance there will have to be an element of blended learning.  The University will return to face to face teaching as soon as it is possible and always in line with government guidance.

• I want to come onto campus? Will I be able to? Will there be hand sanitiser in every room? Will I have to wear gloves and a mask? What measures will the University be putting in place?

  We are committed to delivering a safe campus and will ensure that all guidelines issued by the Public Health Agency of Northern Ireland will be adhered to as a minimum.

  The health and safety of students is our first priority. We have put in place a range of measures on campus to minimise the risks presented by the virus and protect you.

  The University will provide all staff and students with face coverings, though students may also wish to also bring their own.  Staff and students will be asked to wear a mask or face covering as necessary in accordance with relevant health guidelines.

  Hand sanitiser and hand washing facilities will be provided across campus, particularly in high traffic areas and the entrance/exit of buildings.

  One way traffic systems will be employed where appropriate in buildings to enable effective social distancing.

  Screens and additional signage will be put in place where necessary to preserve social distancing measures.

  A significantly increased cleaning regime will be put in place so all shared study, teaching and social spaces will be cleaned on a regular basis to the required standard as advised by the Public Health Agency. In most cases this will be several times a day. 

  Health and safety guidance will be available to all staff and students and all members of the campus community will be reminded of the need to adhere to the guidance and measures in order to protect the health and safety of everyone so that we can support your learning.

• When will I receive my timetable?

  We understand that you would like to receive your teaching timetable so that you can get some sense of how often you need to be on campus. Timetabling is a complex process as we schedule multiple instances of teaching. As you can imagine it is made more so this year as we incorporate the social distancing and other PHA guidance into how we deliver face to face teaching. Normally students access their timetable once they have registered for the academic year which will be in the second week in September. If we are able to let you know sooner, Schools will make this available.

Teaching (Semester 2, Academic Year 2019-20)

• How will lectures/teaching materials be delivered?

  Most teaching material will be delivered via Canvas VLE or other digital platforms. Check your Canvas announcements for updates and Queen’s email for specific instructions from your School.

• Will lectures be put/delivered online at the planned lecture time?

  This will depend on the School. You are advised to check your email account.

• What if I am unable to access Canvas/experience a technical issue?

  Guidance and resources to support accessing Canvas is available for students at https://blogs.qub.ac.uk/digitallearning/students/   

• What if I do not have access to the internet?

  All libraries and the Graduate School are now opening albeit on a reduced capacity.  For more information on availability of study space please go to the Library page, including FAQs. If you are experiencing technical difficulties in accessing course material remotely, you should contact the IT Service Desk.  Details for how to contact IT Services is available here.

• How do I access IT services remotely?

  For advice on how to access University web services remotely, please visit our Student Computing web pages.

• Who do I contact if I have IT problems and can’t access internet or equipment?

  You should contact the IT Service Desk. Details for how to contact IT Services is available here. 

• I am concerned about the impact of COVID-19 (Coronavirus) on my studies

  Please contact your School Office if you are concerned about the impact on your studies.

• Why am I being asked to copy my data from Q Drive on to Microsoft OneDrive?

  This is simply best practice to allow you to access your data off campus.

• Are the libraries/shared study spaces open?

  Yes, all libraries and the Graduate School are open, albeit on a reduced capacity.  For more information on availability of study space please go to the Library page, including FAQs.

Assessments - August Assessment Period

• What are my options in the August assessment period?

  There are two options open to you, each of which is designed to support your progression. You can either:

  (i) Submit all assessments due in the current period.

  • Your assessments will be marked.

  (ii) Defer some or all assessments to the next available opportunity.

   

  • As examinations will not be held on campus as normal during this period, assessments may still be delivered via alternative assessments methods. You may opt to take an assessment at the next available opportunity. However, we do not yet know when this will be which may have implications either for your progression if you have not yet attained sufficient credit, or for the award of your Degree if you have not met all relevant academic and professional requirements.

   

• What do these options mean for me?

  This depends on the type of assessment opportunity you are undertaking.

  Assessment(s) - Second Opportunity for Full Marks

  If your original submission date was on or after 16 March, that was your first opportunity to submit your assessment for full marks. This is the case whether or not you submitted an assessment and received a mark, and whether or not you received an assigned mark if you deferred the assessment. Your second opportunity to take an assessment for full marks will be either in the August assessment period or at the next available opportunity.

  In order to avail of the second opportunity at an assessment for full marks you must have applied to your School, within the permitted period, to take the second opportunity for full marks following publication of the module results.

  If you are availing of your second opportunity at an assessment, you will be required to complete a new piece of work. This applies to all assessments, including dissertations and research projects.

  Assessment(s) passed on or after 16 March 2020

  If you received a pass mark for submitted assessments due on or after 16 March 2020 or if you were assigned a pass mark for these assessments, you may use the August assessment period to avail of the second opportunity to take these assessments for full marks in order to improve on the mark attained. This opportunity will be without any financial implications. Following this opportunity, the highest mark will be retained.

  Assessment(s) failed on or after 16 March 2020

  Having failed to achieve a pass mark either on a submitted assessment or as an assigned mark at the first attempt, you may avail of the second opportunity to take the assessment(s) for full marks, without any financial implications, in the August assessment period. Following this opportunity, you will be permitted a resit attempt at appropriate assessments for a capped module mark, if required.

  Assessment(s) deferred on or after 16 March 2020 where a mark was not assigned

  If you deferred assessments on or after 16 March and a mark was unable to be assigned, you may take the second opportunity to submit assessment(s) in the August assessment period for full marks, without any financial implications. Following this opportunity, you will be permitted a resit attempt for a capped module mark, if required.

  Assessment(s) – First Attempt

  If you missed an assessment before 16 March 2020 because of exceptional circumstances that were accepted by the Board of Examiners, your first attempt at the assessment will be in the August assessment period.

  If you are unable to take this assessment, you will be assigned module marks based on your previous academic performance where it is possible to do so without compromising academic standards. If it is not possible to assign a module mark, or if you wish to take the deferred assessments despite having received an assigned module mark, you may request a second opportunity to take the assessments for full marks and with no financial implications.

  If you attempt the assessment in August and you are dissatisfied with your performance, you may request a second opportunity to take the assessment for full marks and without any financial implications.

  Your second opportunity for full marks will take place at the next available opportunity, but we do not yet know when this will be. The highest mark will be retained.

  Assessment(s) – Resits

  If you failed to achieve a pass in modules, or compulsory elements of modules, completed prior to 16 March 2020, you may resit the assessment(s) in the August assessment period for capped marks.

  Following this attempt, you will be permitted an exceptional second resit opportunity for capped marks, if required, at the next available opportunity.

  If you are unable to take the resit assessment in August, you will be permitted an exceptional second resit opportunity for capped marks at the next available opportunity.

• When will I know the arrangements for assessments due to take place in the August assessment period?

  The August assessment period will take place between Monday 3 – Saturday 22 August 2020 and you will receive your exam timetable by Friday 24 July 2020. Your School will be in touch to communicate specific assessment arrangements.

• Can I use the exceptional circumstances procedure?

  We accept that all students are currently working in the most exceptional of circumstances, and that daily lives have been significantly disrupted. You therefore do not need to submit an application for exceptional circumstances. Boards of Examiners will take the current emergency situation into consideration when determining final marks, whilst maintaining academic standards.

• Can I defer assessments if I am unable to take them in the August assessment period?

  Yes, you may opt to defer assessments to the next available opportunity. See the 'What do these options mean for me?' FAQ for further details.

• Do I need to inform you if I intend to defer an assessment?

  If you are unable or do not wish to undertake the assessment, you may inform your School in advance. However, we understand that this may not always be possible. If an assessment is not submitted, we will assume that you were unable to submit. Your academic progression will then be considered as if you had chosen to defer the assessment.

• How will Boards assign marks?

  In order to enable progression and completion, Boards will assign marks where possible for students unable to take their first attempt at an assessment which was originally scheduled before 16 March 2020, during this emergency period. However, Boards will only assign marks where they have sufficient data to do so. You are therefore strongly encouraged to submit all assessments if possible. Where a Board is able to assign a mark, this will normally be based on one or more of:

  • The marks which you have already achieved in the module to date, where these have assessed the same programme learning outcomes as the missing assessment(s).

   

  • The marks which you have already achieved in assessments on other modules, where these have assessed the same programme learning outcomes as the missing assessment(s).

   

  If you are unhappy with your assigned mark, you will be afforded a second opportunity to take the assessment at the next available opportunity for full marks and with no financial implications. The highest mark will then be retained.

  Marks will only be assigned if we can be sure that you have met the relevant programme learning outcomes. If there is insufficient evidence to assign a mark, you will be required to avail of the second opportunity to take the assessment at the next available opportunity, for full marks and without any financial implications.

  Assigned marks will not be given when students are availing of the second opportunity to take an assessment for full marks, nor for resits. Students must submit these assessments to achieve marks.

• If I defer an assessment I am due to take as a first attempt in the August assessment period because I missed it before 16 March 2020 due to exceptional circumstances, will I definitely receive an assigned mark?

  Not necessarily. Although Boards of Examiners will assign module marks where possible, there may be instances in which there is insufficient data available to assign a mark with confidence. This might include, for example:

  • Instances where the assessment in question examines programme learning outcomes which have not been assessed previously in the programme.

  • Instances where external professional bodies have imposed restrictions on assigning marks.

   

  • Other instances, not outlined here, where these is insufficient data available to assign a mark with confidence.

   

  Please be assured that if the Board of Examiners is unable to assign a module mark, you will be given the opportunity to complete the assessment at the next available opportunity for full marks and without any financial implications.

• What are the progression requirements during the emergency?

  To assist progression, Boards may permit undergraduate students to progress from one stage to the next having passed a minimum of four modules (80 credit points) in the current stage of study. However, this concession will only be applied on a case by case basis based on the student’s academic standing if the Board determines that it is appropriate, and if its application is not prevented by programme specific regulations. This decision will be made in the best interests of each student.

• If I take a second opportunity at an assessment, will I be able to revise and resubmit the same piece of work?

  No. You will be required to complete a new piece of work. This will apply to all assessments, including dissertations and research projects.

• When will I receive my results?

  We hope that module results will be available on Qsis by 1 September 2020. If this date needs to change we will let you know.

• What assurances can you provide that online assessments are fair and secure?

  We have taken all reasonable steps to ensure that, as far as possible, online assessments are fair and secure. Online assessments have been successfully implemented across the University throughout the Semester 2 assessment period. Therefore, we are confident that this is a fair and secure method of assessment.

  As always, we expect our students to conduct themselves in an honest and professional manner. Any suspected cheating, plagiarism, collusion, fabrication, contract cheating or other misconduct will be dealt with according to the existing Procedures for Dealing with

  Academic Offences. There are several penalties which can be imposed under the Academic Offences Procedure, up to and including expulsion from the University.

• If I defer assessments, when will the next available opportunity be?

  At this time, due to the uncertainties regarding how long current, or similar, restrictions may be in place, the University is not in a position to determine when this will be. We will take advice from government and the Public Health Agency over the coming months.

  For specialised or logistically demanding assessments, the next available opportunity may be when the next cohort of students is assessed.

• I am a student registered with Disability Services and would normally have received a reasonable adjustment for my assessments. Will I still receive this?

  It is our aim, as far as possible, to build accessibility into our assessments so that you do not need to request a further adjustment. However, if you receive details of an alternative assessment and think that you may require a reasonable adjustment, please contact your Disability Officer. If we are unable to facilitate a required reasonable adjustment, you will you will be considered under the relevant regulations and will be given the opportunity to complete the assessment at the next available opportunity on campus.

  For more information for Students with Disabilities please go to: http://www.qub.ac.uk/directorates/sgc/disability/Covid-19-Info.

• I am a student on a professional clinical healthcare programme accredited by a national regulator. Will this make any difference to how my assessments will run?

  For some healthcare students your Centre/School will be liaising with the national regulator to confirm the details of any alternative assessments required. This could mean that there may be some differences from the approach used for other degree programmes. Your Centre/School will keep you fully informed of the assessments that have been agreed with the national regulator, where this is a requirement.

• Can I appeal a decision of my School Board of Examiners to the Faculty Student Appeals Committee?

  Under the Academic Appeals Regulations (Taught Programmes), you may appeal a decision of the Board of Examiners about progression, assessment or awards. For example, you may appeal the outcome of an August assessment if there was a procedural irregularity in the assessment process which had a demonstrable impact on your academic outcome.

  However, you cannot challenge academic judgement and, therefore, cannot appeal a mark you have been assigned or the decision not to assign a mark, and additional marks will not be awarded. If you do wish to appeal, you must complete the appeal form and submit it to appeals@qub.ac.uk on or before 12 noon on Wednesday, 16 September 2020. You should consult the Guidance for Students. Advice and guidance is also available from AdviceSU and the Students’ Union.

• Where can I get further help?

  If you have specific questions which are not answered above, please contact your School Office. Your School will endeavour to respond promptly to your question but may not always be able to provide an immediate response. Given these are exceptional circumstances, in some instances, questions will need to be escalated. Reponses will be communicated as swiftly as possible.

Assessments

Postgraduate Taught Dissertations

• I am a student on a Master’s course. If I wish to take a second opportunity at an assessment for full marks, do I have to avail of this opportunity in the August assessment period while I am working on my dissertation?

  No, as you will be undertaking your dissertation at this time, you may opt to take the second opportunity at an assessment completed on or after 16 March at the next available opportunity. However, this may have implications for the award of your Master’s if you have not met all relevant academic and professional requirements.

  When reviewing your options you should carefully consider your current workload in order to decide if undertaking a second opportunity at an assessment is feasible alongside the work required to complete your dissertation.

  The full range of support available at this time is detailed in the updated Guide to Student Support Services. Further support is available from the Graduate School.

• I am a student on a Master’s course. I was not permitted to progress to my dissertation as I have Semester 1 modules outstanding. If I fail to pass the outstanding Semester 1 modules in the August assessment period, can I progress to my dissertation?

  If, following the August assessment period, you have outstanding Semester 1 modules and have not attained sufficient credit to progress in accordance with your programme regulations, you may not progress to your dissertation. You will be permitted an exceptional second resit attempt, under the Resit Addendum, at the next available opportunity. Following this exceptional resit attempt, your progress to the dissertation will be considered.

• I am a student on a Master’s course. Will I be able to undertake my dissertation?

  As dissertation projects differ substantially between disciplines, your School will provide you with tailored advice about the dissertation process and specific timeframes.

  We recognise that the completion of dissertations that rely on physical access to laboratories, archives, libraries, special collections or fieldwork sites may not be possible given current circumstances. You should contact your dissertation supervisor in order to determine whether an alternative dissertation that uses data and resources that can be accessed remotely is appropriate. This discussion should consider the overall scope of your project to ensure that the dissertation is both manageable and appropriate and that its completion, by the agreed deadline, is achievable under the circumstances.

  We understand the exceptional pressures which have been experienced by PGT students during the lockdown situation and have therefore put in place arrangements for extensions to the submission deadline for your dissertation. We will contact you again very soon with more detail on the operation of the extension provision.

• I am a student on a Master’s course. What support is available to me during my dissertation over the summer?

  The Graduate School will continue to deliver its Virtual Summer Programme, providing academic, professional skills and careers support as well as ways for students to connect and look after their wellbeing. Check your weekly update, emailed on Tuesdays to your Queen's email address, or look online at http://www.qub.ac.uk/graduate-school/. If you need assistance, contact the Graduate School's virtual reception team.

  Subject Librarians are continuing to support students in finding resources and to assist with your research data. Further information and updates on services available to you can be found at https://www.qub.ac.uk/directorates/InformationServices/TheLibrary/UsingtheLibrary/HelpandSupport/ServiceAvailability/

  The full range of support available throughout the summer is available in the updated Guide to Student Support Services.

• I am a student on a Master’s course. What are my options for improving my dissertation mark?

  If you submit your dissertation after 16 March 2020, and you are dissatisfied with the mark awarded, you will be afforded a second opportunity to take the assessment again for full marks under the Supplementary Regulations. You will, however, under these circumstances be required to submit a new dissertation.

  If this first submission resulted in a failed module mark, you may choose not to complete a new research project or dissertation to avail of the second assessment opportunity for full marks, but instead choose to resit the module for a capped mark by revising and resubmitting the original dissertation by the deadline advised by your School.

  Your dissertation supervisor should be available to provide advice and support on the implications of each option.

• I am a student on a Master’s course. If I take a second opportunity at an assessment at a later date for full marks, will this delay the award of my Master’s?

  If you have achieved or been assigned marks for all of your modules, you will be awarded your Master’s, subject to having met all relevant academic and professional requirements. If you then take a second opportunity at an assessment after this point which results in an improved module mark, we will issue you with a new degree parchment if the improved module mark results in a higher degree classification.

  If you defer or are unable to take an assessment and the Board is unable to assign you a module mark, we will not be able to award your Master’s until after you have completed your assessments.

Academic Year 2020-2021

• When will the academic year re-start and what will it be like?

  As a returning student, we know that you will have many questions about what next year will look like for you. You will know from previous communications that we plan to start the academic year on 21 September 2020 as planned, unless you are on a programme with an earlier start date which you should already know about. Teaching will be a blend of online and face to face – though of course this will very much depend on the social distancing rules in place at the time. Your programme teams are working hard at the moment to complete the assessment and marking process as well as begin to translate your programmes into an accessible online format. Bear with us while we do this – but we will communicate with you what those changes will be and how they will impact with you.

Graduation

• Why is graduation being postponed?

  Unfortunately, in order to reduce the risk of spread of the Covid-19 (coronavirus), we have taken the decision to postpone graduation ceremonies this summer. We appreciate this is disappointing for many but the health and wellbeing of our staff and students is our priority. We are making this decision as early as possible to try and help families avoid incurring additional expense in terms of travel.

• Where can I find out more about graduation arrangements?

  Further information is available at: https://www.qub.ac.uk/home/Graduation/BeforeGraduation/GraduationFAQs/

Research (PGR) Students

Information for researchers, particularly about adaptations to research methods and ethics can be found here.

• I am a research degree (i.e. PhD or MPhil, or professional doctorate) student – what should I be doing now?

  We recognise that the impact on students will vary depending on the nature of your research, the stage you are at, the timeframe for different lockdown / distancing measures, and your personal circumstances, including caring responsibilities. You and your supervisor should be in regular dialogue about the impact of the COVID-19 situation on your research project, and any work you can be undertaking now or changes that can be made to mitigate the impact. This should be recorded in the Research Student Lifecycle, and will be used to generate a University-wide picture of impact on research students.

  A library collection service went live at the end of last week for staff and research students, and Master’s students can also make requests to their subject librarian. The Library has established a guide to additional online databases and e-books, available here.

• I was not able to fully progress my research – will I get additional time at the end, and how do I request this?

  PGR students who were registered during the 2019-20 academic year (excluding students starting a research degree programme  or returning from temporary withdrawal after 23 March 2020, but including those re-registering as a returning student), in all years of study and including those on thesis only status, will be eligible to for 3 additional months of registration (6 months for part-time students). This additional time will not incur additional tuition fees or other charges. 

  Some students will not need it because they will be ready for submission within the normal period of study, or their funding body may be providing funding for an extension, but for anyone who needs further time, your School will ensure that this additional period of study is activated on your behalf at that point. If you are in need of this time, it can be added by making a request to your School.  

   PGR students do not have to make a case for their work having been impacted by the pandemic. It is available to everyone who needs it. In order to avail of this extra time, you must raise with your School that you need it when you are coming to the end of your funding or normal period of studies (normally 3 years), either at your Annual Progress Review (APR), or by contacting the School Postgraduate Office outside of APR time. For funded students  the additional 3 month fee free period should be applied immediately after the funding end date, if necessary. You should remain registered as a research student, and not be moved to Thesis Only status to avail of this time. Your School will contact pgr.records@qub.ac.uk to make them aware of any extensions in time requested. 

• What if I was registered on a different status (e.g. Thesis Only, corrections), can I access further time at the end?
  • What if I was already on Thesis Only status at the point of lockdown? 

  If you were already on thesis-only status at the start of lockdown, you have a 3 additional months of registration at the end of your 12 month period (15 months total).  

  • What if I have changed status since the end of March, and already paid a fee? 

  If you have come to the end of your funding or changed status to Thesis Only since 23rd March, and already paid for your registration, then please contact your School. They will make arrangements with Student Registry (pgr.records@qub.ac.uk) to put in place the 3 months without charges, refunding payments where appropriate. Students who need 3 months’ extension to complete their research should have this applied before moving to Thesis Only status. 

  • What if I was registered at the point of lockdown (23 March), but have since taken a Temporary Withdrawal (Leave of Absence)? 

  If you were registered at the start of lockdown (including as a returning student), but have since that time taken a temporary withdrawal, then you are eligible for the three months without fees when you reach the end of your funding or normal period of studies.  

  • What if I was on a Temporary Withdrawal (Leave of Absence) before lockdown? 

  If you registered for the 2019-20 academic year (including as a returning student), and have since that time taken a temporary withdrawal, you are eligible for the three months without fees when you reach the end of your funding or normal period of studies. 

  • What if I am on a taught component of a professional / integrated doctorate? 

   

  If you were completing taught elements of professional / integrated doctorates at the point of lockdown (23 March), provisions to mitigate disruption are made within the taught regulations.  

   

  • What if I am making corrections to my dissertation following my viva examination? 

   

  The 3 month FTE extension also applies to students completing corrections post-viva from 23rd March. You need to notify your School if this is needed, so your internal examiner can be informed. 

   

  You may be in a situation not covered by any of the options below. If you get in touch with your School, they will work with Student Registry and Postgraduate Awards to determine how this applies to your situation.  

   

  1. Will the additional time mean that I need an extension to my Tier 4 visa?

  For Tier 4 visa holders, in many cases you will have time on your visa to allow you to avail of the additional three months without a visa extension. However, if you find that you will need to seek an extension to your visa you can contact International Student Support (immigration@qub.ac.uk) within three months of the expiry date of your visa to discuss options for this. 

  See more Frequently Asked Questions specific to International students here. 

• Will the additional time mean that I need an extension to my Tier 4 visa?

  For Tier 4 visa holders, in many cases you will have time on your visa to allow you to avail of the additional three months without a visa extension. However, if you find that you will need to seek an extension to your visa you can contact International Student Support (immigration@qub.ac.uk) within three months of the expiry date of your visa to discuss options for this.

• What are the plans for returning to research and accessing campus for postgraduate students?

  The University will be moving to a connected learning environment in September, but access to facilities will begin before then. Many areas have already started implementing their re-entry into laboratories, based on principles established at University level, but by necessity operationalised at the level of School or research team. Please do ask your supervisor about how this will impact you.

  If you are hoping to re-start your field work, please discuss this with your supervisor. At present a return to fieldwork must be approved on a case-by-case basis by your Faculty Dean of Graduate Studies (AHSS) or Research (EPS and MHLS). Where it can be undertaken safely and in line with Covid-19 measures, and where risks are assessed (including transportation to site, accommodation requirements and student health and wellbeing), this may be permitted to resume.

  Returning to office workspaces is not among the initial priorities for returning to campus. However, if you need to pick up a book or materials from your workspace on campus, this can be easily arranged by contacting the School Office staff in your School.

  We are making plans for re-opening of McClay Library and Graduate School working spaces from 3rd August, and we will communicate further as those plans develop.

  The McClay and Biomedical Sciences Libraries are now open, with details available here. 

  The Graduate School is open to provide study space to postgraduate students, with details available here. 

• Is there any guidance about how to adjust to impact on research?

  Information relating to ethical approval and changes in methodology to accommodate social distancing can be found on the Researchers and Funding FAQs page.

  As always, please contact your supervisors to discuss how best to approach your particular situation.

• How do any delays to my research affect my funding?

  Institutional support for PGR students will continue to be reviewed in the light of continuing disruption, data collected from students about impact, and funding body positions. 

  All funded postgraduate researchers in receipt of a stipend will continue to be paid as normal, unless they take a temporary withdrawal (Leave of Absence) 

  Responses from a range of research funders (not specific to postgraduate research students) can be found on the University’s Researchers and Funding FAQs.  

  We are communicating with students as we hear from their funding bodies about availability of further funding extensions. 

  For international students sponsored by govnment or other organisations in their home country, please stay in touch with Carole Maslowski (c.maslowski@qub.ac.uk) , and we will continue to monitor the position for you. We are actively involved in a Russell Group sub-group that met for the first time this week to work on an RG-wide approach to key international funders, the purpose of which is to agree an approach with them on how we can together support your needs. 

  For students who are experiencing financial hardship, the University’s Hardship Funds have been extended and you are encouraged to make an application. See the information here for more details about how to apply. 

• I am a self-funded PGR and pay my own fees, or have no access to additional funding from any external sources – is there any help specifically for me?

  The University is looking into this as a matter of urgency. Should you be facing immediate difficulties, you may wish to seek support from the Queen’s Hardship Fund.

• Should I take a temporary withdrawal?

  This is an option for any research degree student who is unable to make progress on their research at this time. We recognise that this may not be the best option for you, as it will stop your stipend payment if you are a funded student.

  If you are a self-funded student who is unable to make any progress on your research at this time, then taking a temporary withdrawal is a way to pause the time and fee payments for your research degree.

  Discuss your situation with your supervisor, to determine whether there are different methodologies that can be used, or other preparations you can be undertaking at this time, such as preparing for annual programme review, writing and communicating your research, and building skills for your research.

  All postgraduate students, including those who are on a temporary withdrawal during this time, will continue to have access to wellbeing support through the University, and to personal development, employability and training support through the Graduate School.

• Since I am unable to travel, I won’t be able to use my full Research Training and Support Grant (RTSG). Can this be used for other purposes, or can it be carried forward to next year?

  Department for the Economy (DfE) provide an annual RTSG amount (normally £900 for the full year) to their students to assist with incidental expenses related to their research e.g. travel and accommodation costs for a conference or to purchase a laptop.

  In the light of the current Covid-19 situation, and with students now having to work from home, the restrictions on the use of RTSG have been eased (for the remainder of this current academic year in the first instance). Reasonable expenses incurred while facilitating home research can now be claimed. They include the following:

  • Desks and chairs to assist comfortable working

  ·         Printers, print cartridges, paper and other consumables required to undertake your research

  ·         Registration costs associated with on-line conferences or training opportunities

   

  • As a contribution towards undertaking the CMI Level 7 Certificate in Strategic Leadership and Management facilitated through the Graduate School (payments can be made now for units to be delivered in 2020-21)

   

  This list is not exhaustive and normal school purchasing protocols continue. In some cases items above can be purchased less expensively through the university procurement system. If you have any queries surrounding RTSG then liaise with your School contact in the first instance or email: pgawards@qub.ac.uk.

  Students who receive RTSG as part of a Doctoral Training partnership (DTP) or Centre for Doctoral Training (CDT) should contact the relevant administrator for any queries surrounding its use.

  Queries have been raised regarding carrying forward RTSG to the next academic year in the light of conference cancellations and travel restrictions. The funding body sets funding conditions which require unspent funds to be returned at the end of the year, which remains the case at this point.

• As a research student, can I access data that is held securely in the University while working remotely?

  Research students who need access to securely stored data remotely through a VPN service can contact their Director of Graduate Studies / PGR to request access. Access to the service will be decided on a case by case basis.

• Can I access equipment / software to support working remotely?

  Provisions have been made for students to access equipment for working remotely where they do not have equipment available. If you have equipment or specialist software needs, discuss with your Supervisor / Director of Graduate Studies, who can raise with Information Services.

• What happens to the academic milestones for a research student (for example, annual programme review, differentiation)?

  Annual Progress Reviews (APRs) and Vivas have been successfully carried out in a remote setting across the University. Where a student’s situation does not easily permit this to take place at the moment, regulations have been relaxed to permit students to proceed to re-register for the next academic year on the basis that the APR is subsequently completed within three months of re-registration. Where a milestone meeting is held remotely, the meeting should be conducted in compliance with the Study Regulations for Research Degree Programmes (6. Progress).

  Where it is not possible, the meeting should be postponed.  This should be rescheduled to the next available date, in agreement with the student. 

  Students are encouraged to continue with their APR meeting (digitally) to have the opportunity to complete this academic milestone before deciding to take a temporary withdrawal if they cannot progress with their research remotely. The APR panel is the ideal place to discuss the impact of the current situation on your research, and panels are supportive of the fact that this has been a very challenging time for you.

• Will viva examinations be affected?

  Where possible, viva examinations will be conducted remotely. This should be arranged at School-level using video conferencing software such as Skype or Microsoft Teams. The written agreement of all participants of the viva should be obtained in advance.  These arrangements would also be contingent on there being appropriate resources available in the School to conduct the meeting digitally and that everyone involved is still available on the scheduled date. Where a viva is held remotely, the examination should be conducted in compliance with the Study Regulations for Research Degree Programmes (7. Assessment/Award).

  Vivas can also be delayed at the student’s request, but please bear in mind that it is difficult to know at which point they will be able to take place in person. Guidance has been developed to support Schools who are organising remote vivas to consider elements which may be different to an in-person examination and to adapt accordingly in the best interests of the candidate. Guidance for Remote Vivas has been developed to support panellists and research students, and can be found here.

• I was planning to complete my ‘Intention to Submit’ – should I still proceed?

  Yes, if you are continuing to work on your research degree you should still give at least 3 months’ notice to the SPRC of intention to submit your thesis.

• Do my examiners still need to be appointed before I can submit my thesis?

  Yes, your School will continue as normal to appoint internal examiners and nominate external examiners for approval by the Research and Postgraduate Committee. 

  Given the evolving nature of this situation, and the affect that it may have on staff availability, this process may take a bit longer than usual.  It is, therefore, important that you submit your Intention to Submit well in advance to allow your School the appropriate time to complete this process. 

  If you have any concerns, you should discuss with your supervisor in the first instance.

• How will I submit my thesis?

  The final approved copy of a student’s thesis will be uploaded electronically by the School on the student’s behalf. Students should liaise with their Supervisors or Postgraduate Office as appropriate. 

  The final approved thesis should be uploaded electronically to Pure by the student upon completion of the Thesis Deposit Form by Supervisor and Examiner. The Deposit Form should be sent to Student Registry by the School on the student’s behalf. 

  Students will be expected to submit hardcopies of the final approved thesis within two weeks of the University campus re-opening to students. In cases where the student is unable to submit the hardcopies for legitimate reasons, the School should arrange to submit the hardbound thesis on the student’s behalf. Students arranging printing of their hard bound thesis through CDS can arrange for it to be delivered to Student Registry by CDS. 

  Full instructions can be found here: https://www.qub.ac.uk/directorates/sgc/srecords/Examinations/Postgraduate-Research/SubmissionProcess/ 

• I have an opportunity to undertake clinical or COVID-related research. What does this mean for my studies?

  Many research students have a valuable skill set to contribute to efforts to deal with Covid-19. A number from across a range of disciplines have returned to clinical practice, or taken up roles with research laboratories. It has been agreed that a student wishing to undertake this work should continue to be registered as a student, and have access to latest research through Library systems. If you would prefer to take a temporary withdrawal, your School can process this through pgr.records@qub.ac.uk, and indicate the reason as Covid-19 related research.

  If a student will be paid for this work (outside of the NHS, where an agreement is in place), to stop their stipend at this time, the School can email pgawards@qub.ac.uk. Otherwise fee and stipend payments will continue during this time. Your funding body may not allow you to work alongside your funded research, so do contact PG Awards to discuss your specific situation.