Professional Documents
Culture Documents
CONTENTS
PAGE
SECTION 1 WELCOME Sources of Information SECTION 2 THE GRADUATE SCHOOL COMMUNITY The Graduate School Committees Engineering Graduate Society The University Structure Graduate School Events SECTION 3 MY PHD Overview Supervisors Intellectual property Plagiarism Interruptions & Extensions Who to talk to SECTION 4 PROGRESSION MILESTONES Timeline Project Plan Interim Project Report The Postgraduate Research Conference Thesis Plan Submitting your Thesis
10
14
1 WELCOME!
PAGE
SECTION 5 TRAINING & PROFESSIONAL DEVELOPMENT Overview Planning your Training SECTION 6 ADMINISTRATION Laboratories & other facilities Technical Services Safety IT Absences & Annual Leave Finance SECTION 7 EMPLOYMENT Teaching & Demonstrating Other Employment SECTION 8 KINGS BUILDINGS & UNIVERSITY SERVICES Facilities on Campus Support Services
24
Welcome to the Graduate School of Engineering at the University of Edinburgh, one of the top-rated Research Schools in the United Kingdom.
30
We are delighted that you have chosen to continue your studies here in one of the most beautiful cities in the world. Our Graduate School is large and diverse, composing around 100 academics and 300 postgraduate students from all over the globe. Our research spans a wide spectrum of modern engineering and we are at the forefront of our individual research fields. We also have an excellent team of support staff who will be working to ensure the administrative and computing sides of your studies are handled correctly and efficiently, and they will be happy to help you with any questions you may have. It is very important that you are successful in your research studies but also that you use this period to develop your wider interests and participate in the life of the School through our vibrant engineering research society (EngGradSoc) which is run by and for postgraduate researchers. Take advantage of the courses offered by the Universitys Institute for Academic Development described in this Guide, to help you develop the skills which you will need when you move on to the next stage in your career. Your postgraduate studies will be among the most demanding and challenging years of your life but they will also be among the most exciting, stimulating and rewarding. As well as making a significant contribution to knowledge in your field, we hope you will take advantage of the state-of-the-art facilities and opportunities that may become available to you. Moreover, we wish you to leave us with a sense of pride in both your personal development and academic achievement, having been part of and helped drive forward, one of the top research schools in the United Kingdom. Most important of all, enjoy your studies and your time with us.
39
40
SOURCES OF INFORMATION
This Handbook gives an introduction to your PhD; however, it is not completely comprehensive. Furthermore, the University is continually evolving, and some details may have changed since this Handbook was last updated. You should consult the following sources for further information, and updated information in these sources may supercede sections of this Handbook. For easy access to the links mentioned in the Handbook, please see the pdf version on the Graduate School wiki.
WIKIS The University uses wikis for a lot of internal information: www.wiki.ed.ac.uk From your dashboard you can browse the whole range of UoE wikis, but the main ones you need are: The Graduate School https://www.wiki.ed.ac.uk/display/ EngIntranet/Graduate+School Information on your PhD reports, the Postgraduate Conference, training opportunities, social events. College of Science & Engineering https://www.wiki.ed.ac.uk/display/ CSEOpen/Postgraduate+Research The College Wiki is an important source of more formal information on your PhD.
KEY DOCUMENTS The following key documents are held on the College Wiki (under Key Documents; Regulations, Guidance and Forms): The Postgraduate Assessment Regulations for Research Degrees The Code of Practice for Supervisors and Research Students The Code of Good Practice in Research Guidance on Plagiarism and the Research Misconduct Policy You also need to read (links on the Graduate School wiki): PGR Non Attendance Monitoring University Computing Regulations School Safety Handbook University Health and Safety Policy 3
There are a number of other research organisations and groupings that overlap with our Research Institutes: The Edinburgh Research Partnership with Heriot Watt University www.erp.ac.uk The Industrial Doctoral Centre for Offshore Renewable Energy (IDCore) The Centre for Science at Extreme Conditions The UK All-Waters Combined Current and Wave Test Facility UK Carbon Capture and Storage Research Centre The Centre for Synthetic Biology (SynthSys) The BRE Centre for Fire Safety Engineering The Scottish Microelectronics Centre The University Defence Research Collaboration
The Research Institute Administrators provide administrative support for each Institute and can help with Institute specific queries, such as desk allocations. IDCOM: Nicola Ferguson Nicola.Ferguson@ed.ac.uk (01316) 505565 Rm 2.02, AGB IES: Pauline Clark Pauline.Clark@ed.ac.uk (01316) 505646 Rm 1.058, Faraday Building IIE: Joan Birse Joan.Birse@ed.ac.uk (01316) 505719 Rm 3.06, AGB IMNS: Diane Reid Diane.Reid@ed.ac.uk (01316) 507474 Rm G04, SMC IMP: Sue Simpson Sue.T.Simpson@ed.ac.uk (01316) 504860 Rm 1.113 Sanderson Building
Our teaching is divided into four disciplines (particularly relevant to you if you are involved in Tutoring or Demonstrating, see p39): Chemical Engineering Civil and Environmental Engineering Electronics and Electrical Engineering Mechanical Engineering
EngGradSoc Events
The Society organises a variety of events throughout the year - from picnics on the lawn at KB, to cinema nights, coffee mornings and researcher dinners. They also organise talks and seminars, training and professional development opportunities. 8 9
3 MY PhD
It is tempting to think of your PhD solely as a research project. This would however, be a mistake; you are joining a vibrant research community across the School, and one that extends beyond the University. The academic community is founded on the exchange of ideas, knowledge and skills, and your training during your PhD will involve more than your research. The Graduate School and the University support your professional development through a wide range of events and courses. This section gives general guidance on obtaining a PhD; Section 4 describes specific milestones that you must meet during your PhD; and Section 5 describes the Training and Professional Development that we provide to help you obtain your PhD and as preparation for your future career. HOW DO I GET A PhD? By the end of their period of doctoral study, research students are expected to produce a thesis which: is an original work making a significant contribution to knowledge in, or understanding of, the field of study; contains material worthy of publication; shows adequate knowledge of the field of study and relevant literature; shows the exercise of critical judgement with regard to both the candidates work and that of other scholars in the same general field; contains material which presents a unified body of work such as could reasonably be achieved on the basis of three years (full time) postgraduate study and research; is satisfactory in its literary presentation, gives full and adequate references and has a coherent structure understandable to a scholar in the same general field with regard to intentions, background, methods and conclusions. A PhD is hard work over a sustained period: The Prescribed Period of Study for a full-time PhD is 36 months. The Maximum Period of Study for a full-time PhD is 48 months. To help you complete your PhD in a timely manner, there are a series of progression milestones (described in Section 4), intended as check points for both you and your Supervisor.
SUPERVISORS You will have been allocated a Principal and Assistant Supervisor before your arrival in Edinburgh. The Supervisor/student relationship is a key component of a successful PhD, and should become a professional and long-lasting partnership. The Principal Supervisor is the person primarily responsible for providing help and advice throughout your studies. The role of your Assistant Supervisor will depend upon your project: they may provide specific expertise, or more of an overview of your work. You may also have an Industrial Supervisor. How you and your supervisors choose to manage your relationship is a matter of personal preference and you should discuss this at an early stage. Most academics have a variety of responsibilities that keep them busy, so one of your challenges as a PhD student will be to manage how you interact with your Supervisor. You need to take the lead in arranging meetings, and you should prepare for them. If your Supervisors time is limited, think about how you can make best use of it. INTELLECTUAL PROPERTY Edinburgh Research and Innovation (ERI) promotes and commercialises the Universitys research and expertise. www.ed.ac.uk/schools-departments/edinburgh-research-innovation/ ERI can provide advice and assistance in protecting your research projects intellectual property and taking this to the marketplace if appropriate. Depending upon your research project (for e.g., if there is an industrial partner), you may be asked to sign an Intellectual Property Agreement. The Graduate School provides you with a hardbound A4 notebook (available from the School of Engineering Stores), and we expect you to use this to record your research ideas, observations, and for meeting notes etc., giving dates. Using a hardbound notebook (not loose paper) is good practice because it can provide evidence of your Intellectual Property, which might become important in patent applications or disputes.
10
11
PLAGIARISM & ACADEMIC MISCONDUCT Plagiarism (the action of including or copying, without adequate acknowledgement, the work of another in your own work as if it were your own) is academically fraudulent and an offence against University discipline. The discussion and acknowledgement of prior work is a cornerstone for academic research consequently plagiarism is taken very seriously and is against University regulations. Unfortunately, serious plagiarism cases regularly occur within the University amongst PhD students. Some of these are unintentional, but they are nevertheless misuse of other peoples Intellectual Property and are treated very seriously under the Universitys Academic Misconduct regulations. You must read and understand Regulation 19 of the PGR Assessment Regulations that relates to Plagiarism: www.docs.sasg.ed.ac.uk/AcademicServices/Regulations/ PGR_AssessmentRegulations.PDF Also read the guidance given here: www.ed.ac.uk/schools-departments/academic-services/staff/discipline/ plagiarism INTERRUPTIONS TO STUDY & EXTENSIONS TO THE PERIOD OF STUDY If you are unable to work on your PhD for a significant period due to circumstances beyond your control (such as illness or absence), it may be appropriate to apply for an Interruption of Study, which stops the clock for your PhD. This application must be made as soon as is practicable. When there have been unforeseen difficulties with facilities, equipment, or in obtaining and analysing data, an Extension to the Maximum Period of Study can be made. (Note that the grounds for granting an Extension are tightly defined by the regulations). If you are studying in the UK on a Tier 4 visa, you should be aware that an interruption or extension may have visa implications. Additional information on these Concessions can be found at: https://www.wiki.ed.ac.uk/display/CSEPGRS/Concessions
12
13
PROGRESSION MILESTONES
PROJECT PLAN (DUE AT THE END OF MONTH 2)
What is it? The 2 month report is an initial plan for your PhD research. Whilst research, by its nature, cannot be planned in minute detail at this early stage, it is important to have defined a project that is feasible and that can reasonably be completed within the duration of a PhD. This Project Plan will form a structure in which you will carry out your research and a framework against which to measure progress. To demonstrate that your proposed PhD project is feasible, your plan should address questions such as: What will your Contribution to Knowledge be; why is the research important and interesting? What stages are likely to be necessary to achieve this? What resources are required? Are the necessary resources (IT, lab space, equipment, materials, travel funds, technical services time etc.) available, and have they been discussed with the appropriate people? Broadly, what useful sources of literature for comparable or competing work are available? Are there any perceived problem areas? What collaboration, internal or external, is likely to be necessary? Prepare your plan in consultation with your Supervisor so that they can guide you. This often involves a few iterations and discussion (so allow plenty of time), but agreeing a plan for your PhD project is important for the smooth running of your project. The Project Plan will be reviewed by academic members of the SPPC, who are unlikely to specialise in your field of research. They require a clear demonstration that the research is feasible (for e.g., that all the resources are available); they do not require a research report or literature review.
The Progression Milestones provide a framework to keep you on track during your PhD. They provide formal checks that allow you to ensure you are making good progress, to compare your work to others around you, and to make sure that your plans for the remainder of your work are achievable. The milestones must be completed by all students.
2 months 8 months
Project Plan Interim Project Report & Annual Review PG Conference poster and presentation Thesis Plan Submission Intention to submit thesis Thesis Submission Viva examination Any corrections & resubmission Register for Graduation GRADUATION!
24 months
14
15
What should it look like? 1. Cover Sheet (1 side A4), which should be downloaded from the Graduate School Wiki. 2. The Project Plan, on a maximum of 2 sides of A4 paper (with a minimum of 11pt font) containing: A brief background to the research topic that sets the planned work in context; A short outline of your aim (statement of intention) and objectives (the broad steps you intend to take to meet your aim); A list of anticipated deliverables (e.g. tangibles such as a piece of kit, code or theory) and outcomes (e.g. intangibles such as knowledge); A brief statement on each objective indicating possible approaches to be used, resource implications (who will cover these?) and training necessary (where will that be received?); A few key references. 3. A diagrammatic work plan (1 side A4) showing the estimated timescales associated with each objective. How do I submit? Make sure both of your Supervisors sign the cover sheet. Scan the report (using, for e.g. the Email function on the School photocopiers). Submit the cover sheet, project plan and diagrammatic work plan as a single file, by the method described on the Graduate School Wiki. What happens next? The School Postgraduate Progression Committee (SPPC) will consider your report for approval and you will receive feedback.
16
17
NOTE: Over-length reports will be returned to you without consideration, so please stick to these guidelines. How do I submit? Make sure the cover sheet is signed by both Supervisors and that they have nominated an independent internal reviewer. Scan the report (using the Email function on the School photocopiers). Submit the cover sheet, project plan and diagrammatic work plan as a single file, by the method described on the Graduate School Wiki. What happens next? Your report will be sent to your Assistant Supervisor and the independent internal reviewer. The Assistant Supervisor will contact you to arrange a time for an interview. They will make a recommendation to the School Postgraduate Progression Committee (SPPC). And what then? You will receive verbal and written feedback on your report and interview. This might identify the need for specific training (for e.g., it might highlight that you need to attend the Effective Writing courses run by IAD). The SPPC will make a decision on whether your degree registration should be confirmed as a PhD student (allowing you to proceed to 2nd year), taking into account your ability and motivation, the project itself, its viability and the likelihood that you will submit a thesis at the end of three years. You may be asked to re-work some or all of your report, and you might then be re-interviewed. If you do not demonstrate the ability to complete a PhD, you will not be able to continue to 2nd year. SPPC may recommend that you be re-registered for an MPhil or MSc by Research degree or that your study be discontinued. www.docs.sasg.ed.ac.uk/AcademicServices/Codes/ CoPSupervisorsResearchStudents.pdf
Every year, the Graduate School organises a Postgraduate Research Conference to showcase the work being done by students across the Research Institutes. This is usually held at Pollock Halls in April. The Conference is a celebration of the research within the School of Engineering, and includes Keynote presentations that encourage you to reflect upon your PhD and your future career plans. Research students from all years are expected to attend. During the Conference, 2nd year PhD students present a poster and give a short presentation about their research. Communicating your research findings is a critical skill, and the Postgraduate Conference is an informal opportunity to practice this. Prizes are given for the best poster and presentation and prior to the Conference training is provided by IAD. You should register for and attend the IAD training for the Conference to help with your poster and presentation.
THE POSTER What is it? Major international conferences often use poster presentations as a means of showcasing research. The presentation and defence of a poster is a key skill for a researcher. The poster needs to catch attention quickly, communicate your work clearly and concisely, and form a platform for in-depth discussion. If you have been fortunate to previously present a poster at a research conference, you may be able to present this; however, think carefully about the audience at the School Postgraduate Conference because the audience will not be specialists in your field of research. What should the poster look like? Size: A0, portrait A clear illustration of your research project
18
19
How do I submit? Register for the Conference in advance and submit a short abstract describing your research (an email will be sent to you about this). Prepare your poster, and submit it online using Learn (instructions will be sent to you). Print your poster (using the uCreate facility in the KB Library or JCMB Copy Shop). Bring your poster to the Conference to display. What happens next? SPPC will look at all posters before and during the Conference. They will discuss your poster with you. All those attending the Conference will be invited to vote anonymously for their favourite poster. The votes and the Committee feedback will be combined to decide on which poster should be awarded the prize. After the conference the posters will be collated into an online publication that showcases the Schools research. (If there are good reasons to exclude your poster from this publication, please let the Graduate School know).
You will not be able to present the details of your work, but you can entice your audience to come and look at your poster. Remember that you are presenting to a general engineering audience. What is the process? Prepare a single PowerPoint slide (with no animations). Submit your slide via Learn. Prepare and practice your presentation. You will be allocated a time to give your presentation. Come to the Conference and present! What happens next? You will be given a huge round of applause and might receive a prize!
3 Minute Thesis Competition The University is part of the international 3-minute thesis competition, which is very similar to our 2-minute presentations. Inspiration for your presentations can be found on IADs website, and you might want to enter this competition: www.ed.ac.uk/schools-departments/institute-academic-development/ postgraduate/doctoral/3mt
THE PRESENTATION What is it? Oral presentations are perhaps the most important method of communicating research results. The 2 minute presentations at the Conference provide an ideal opportunity to tell the School about your work. Do not worry if you have never presented at a Conference before. You will receive training from IAD in advance and the Conference provides a friendly atmosphere for you to make your presentation debut! The 2 minute presentation format allows us to rapidly appreciate the wide range of work taking place within the School. A 2 minute presentation is an exercise in clear and efficient communication: it gives enough time for you to describe the aims of your research, to tell the audience why it is important, and present some key findings. 20 21
23
Your PhD is more than just the research project you are studying; it is far more than a continuation of undergraduate study. A PhD is the first step in your career, and it presents a huge range of opportunities to explore that you are unlikely to get later in your career. The School and University provide a wide range of training activities on generic research and transferable skills to compliment your day-to-day PhD research. We expect you to undertake a broad programme of training while studying here; this is a core part of your PhD and preparation for your career once you have graduated. Some of this training is focused upon skills you need for your research, some promotes knowledge and expertise sharing across the School, and other training is targeted at your future career. Throughout your PhD, you will take part in: THE SCHOOL POSTGRADUATE CONFERENCE Held annually in April, for PGR students in all years of study. RESEARCH SEMINARS Held across the School (usually organised by the Research Institutes). These are a chance for both external (visitors to the university) and internal speakers (including PhD students) to share their research, discuss their research ideas, and to spark new ideas across the research community. Knowledge sharing through seminars is a core part of academic research, and you should get into the habit of attending these (both in your field of research and beyond).
It is a good idea to maintain a record of your training for your future career; for example, it will contribute to Professional Development objectives required to become a Chartered Engineer. You can obtain a transcript of the courses that you have attended via MyEd.
24
25
All types of events, projects, or activities are considered, as long as they provide training and development and will benefit groups of researchers. The IAD website gives further information and examples of projects that have previously been funded.
PROFESSIONAL INSTITUTIONS
Professional bodies provide further training opportunities, events relevant to your field, and development for your future career. It is not possible to give a complete list here, but some of the most relevant Institutions include: 26 The Institution of Chemical Engineers www.icheme.org The Institution of Civil Engineers www.ice.org.uk The Institution of Mechanical Engineers www.imeche.org The Institution of Structural Engineers www.istructe.org The Royal Society of Edinburgh www.royalsoced.org.uk The Royal Academy of Engineering www.raeng.org.uk The Institution of Engineering and Technology www.theiet.org The Institute of Materials, Minerals and Mining www.iom3.org 27
2ND YEAR
Course Approximate Date Organised by Engineering / IAD IAD Writing a Research Paper February (Engineering) Preparing for conferences: Presenting your Poster (Prep for the School PG conference) School PostGrad Conference March
1ST YEAR
Course School of Engineering PGR Induction School PostGrad Conference Engineering PostGrad Research Trip Finding Academic Literature How to be an effective researcher Effective Writing Speed Reading Supporting learning in others: the facilitation approach COMPASS Programme for overseas students Approximate Date October & March April May (3 day residential) Several Several Several Several Several Organised by Engineering / IAD Engineering Engineering IAD IAD IAD IAD IAD
April November November Several 4 days residential in Edinburgh (places very competitive)
Managing your time, your goals and yourself Creative Problem Solving in Research Effective Presentations Edinburgh GRADSchool
3RD YEAR
Course Approximate Date March April Semester 1 Organised by Engineering / IAD Engineering IAD Thesis Writing workshop School PostGrad Conference Career Strategies for PhD students - Reviewing your Career Building business value Proof-reading Introduction to Research Funding
IAD
28
29
ADMINISTRATION
30
Do not enter any lab unless you have received the necessary induction. Personal Protective Equipment (PPE) requirements are displayed in each lab, and these are compulsory. If you require PPE (safety glasses, safety boots, gloves etc.), you should discuss these with your supervisor and with the School of Engineering Stores (in the Sanderson building). No eating or drinking in any lab. Safety paperwork (Material Safety Data sheets, Risk Assessments, Safe Systems of Work) must be prepared before any work takes place in the lab. Out of hours work (outside normal working times) requires prior arrangement to ensure your safety. You are responsible for laboratory housekeeping, and will be expected to keep your work area clean and tidy on a daily basis.
31
You should discuss the amount of technical support time you can expect for the whole of your project with the TSO; the School will provide a moderate amount of technical support time to all PhD students, but unless your research project includes specific funding for technical support, the amount of technical support time is necessarily restricted by the number of technicians, and the amount of work that they need to do across the School. After the initial meeting with your TSO, you must submit a Technical Job Request using our online system: www.see.ed.ac.uk/drupal/technical.html This process allows technician time to be allocated, materials and components ordered, and work to be scheduled in the workshop; a technical job request is required before work will start. Please mention your Supervisors name and your contact number in the freetext area on the Job Request Form. The Technical Services Team provides research support, teaching support, external contract work, and buildings and equipment maintenance. At particular times of the year there are a large number of jobs in the system (for e.g., due to undergraduate thesis projects during Semester 2). In general the Technical Job Request system works on a first-in, first-out basis, but at peak times of the year the TSOs must prioritise jobs that are particularly pressing, which is another reason to discuss your requirements well in advance. THE TECHNICAL SERVICES & BUILDINGS TEAM
www.eng.ed.ac.uk/drupal/technical.html Technical Services Manager Fiona Alderson tsm@eng.ed.ac.uk Technical Support Officers For general assistance, manufacturing or fabrication support contact: Derek Jardine Derek.Jardine@ed.ac.uk (01316) 505709 Fleeming Jenkin 1.162A Steve Gourlay S.Gourlay@ed.ac.uk (01316) 505797 Fleeming Jenkin 1.162B For electrical/electronic support contact: Bill Leslie Bill.Leslie@ed.ac.uk (01316) 505657 Fleeming Jenkin 1.193 For microelectronic support contact: Brian Neilson Brian.Neilson@ed.ac.uk (01316) 505820 SMC G.04 Buildings Faults should be reported to Bryan Mitchell buildings@eng.ed.ac.uk
SAFETY
All Research Students must attend the Safety Induction that is part of the Technical Services Induction (on the first Wednesday of each month). This Safety Induction covers basic safety in the University; you must also contact the lab manager for any lab you will be working in regarding the specific laboratory induction. Each of the buildings or group of buildings in the School has a Local Area Safety Committee. Details of the operation of the Committee will be posted on notice boards around the School. KEY SAFETY INFORMATION The Universitys Emergency Services Number is 2222 (from an internal telephone on the 650 exchange) and should be used on discovering a fire or for persons trapped in a lift etc. For an ambulance, dial 999 (9999 from an internal phone) If possible any call for an ambulance should be followed up with a call to the Universitys Emergency Number so that additional support may be gained. The University Security Service: 502257 Accident and Incident Reporting All accidents or incidents must be reported using the online form. www.ed.ac.uk/schools-departments/health-safety/accident-reporting/ accident-form Fire Procedures Fire procedures and names of Fire Stewards are displayed in every building and you should familiarise yourself with these. First Aiders The names and contact details for University First Aiders for each area are displayed in each building, alongside the Fire Notices. Personal Protective Equipment (PPE) PPE (such as safety glasses, safety boots, lab coats and gloves) is mandatory in many of our laboratories, and the PPE requirements will displayed on the lab door or noticeboard. If you require PPE, you should discuss these with your supervisor and Stores (in the Sanderson building). 33
32
School Safety Advisor Dr Andy Bunting (01316) 505610 safety-advisor@eng.ed.ac.uk School of Engineering Safety Webpages You must read and understand the School Safety Handbook https://www.wiki.ed.ac.uk/pages/viewpage.action?pageId=163190308 University Health and Safety Department www.ed.ac.uk/schools-departments/health-safety/
Software The University has a wide range of Engineering software, managed via its Machination system. If you need other software, consult your Supervisor and contact the IT team via the Helpline. Never install or use unlicensed software, on either university computers or your own computer that is used within the University. See the Universitys Computing Regulations for further information.
Exseed The University Diary Information on the University-wide calendar system (for all staff and postgraduate researchers) can be found at www.ed.ac.uk/schools-departments/ information-services/services/ computing/comms-and-collab/diary/ exchangemail (This system is due to be replaced in January 2014).
IT
The School IT team, led by David Stewart, is responsible for managing and maintaining your office computer, and for building, configuring and maintaining the network and applications supporting it. They can help if you are having issues with your computer or need specific software. Please contact the IT team via the helpline or helpdesk. The University of Edinburgh has one of the best academic computing networks in the UK, and the benefits of this are felt by students as well as researchers. The School has a range of computing facilities, overseen by the IT team in Alrick. You will have been allocated a personal office computer when you arrived but remember there are also a number of computing labs with specialised equipment and software. If you need anything specific, speak with your Supervisor and the IT team. For more information on use of IT for research, please visit: www.see.ed.ac.uk/it/research
Emails
Email is the primary means of communication within the University. We expect you to use your University address (not any other personal email address) in all communications with the University and staff. Important emails are circulated to your University email address. Emails sent from your University email address will not be blocked by the University spam filter. Emails from personal email addresses are frequently blocked. Information security: we cannot guarantee that personal email addresses are authentic. This can be important legally, for e.g., if you need to provide evidence for a patent application.
File Storage The School provides a network filestore system with backup and recovery facilities. You should use this filestore for your work. Do not store research data on the hard disk of your own PC or a USB stick because neither are backed up and are easily lost. Every year researchers lose files that have not been backed up, including vital experimental data or their thesis text. This can be a hard lesson to learn, but keeping your files on the network filestore will keep them backed up.
THE IT TEAM
Rm A116, Alrick Building www.eng.ed.ac.uk/it School IT Helpline seesup@ed.ac.uk (01316) 505636 School IT Helpdesk Alrick A116, 10.00am to 12.00pm & 2.00pm to 4.00pm (closed Weds afternoons) 34
35
FINANCE
What are the different parts of PhD funding? Tuition Fees. Stipend: which you receive to cover your living costs. Additional Programme Costs (sometimes referred to as Bench Fees): for basic School research support, such as School computing facilities and basic laboratory running costs. The support for your PhD will depend upon the source of the funding. You may be fortunate enough to be part of an industry-sponsored project that pays the fees, your stipend, and where the industry partner pays the costs of laboratory work and dedicated technical support time. Many of our students however are self-funded and cover the costs of their own tuition fees and additional programme costs. The different sources of funding do not affect the academic support provided for your PhD, but will influence the type of research you can carry out. Large experimental investigations requiring substantial lab work and technical support time, for e.g., are not possible unless funding has been secured.
Rm 2.081, Faraday Building finance@eng.ed.ac.uk Helen Gilmour - Helen.Gilmour@ed.ac.uk (01316) 507362 Gillian Harrison - Gillian.Harrison@ed.ac.uk (01316) 505564 Karen Miller - Karen.Miller@ed.ac.uk (01316) 507362 The Finance team look after all matters relating to finance ordering goods and services, administering stipends, paying expenses etc.
37
Havent received your stipend this month? See the Finance Office! All postgraduate stipends are paid monthly through payroll. You will receive payment directly into your bank account on the 28th day of the month. No tax or National Insurance is paid on stipends.
*New students you will receive a cheque on arrival which is equivalent to 3 months stipend and your first bank payment will be at the end of 3 months. If you dont have a UK bank account yet, you should organise this asap and then give the account details to the Finance Office.
Need to claim for expenses? See the Finance Office! Expenses claims must be authorised and you will need to provide original receipts. You can claim using eExpenses
www.see.ed.ac.uk/drupal/eExpenses
7 EMPLOYMENT
TUTORING & DEMONSTRATING
PhD students often work as Tutors or Demonstrators (T&Ds) in tutorials and laboratories for undergraduate courses. These are very important roles for the School as T&Ds assist in labs and tutorials and may help with marking assignments. Equally, it can be a valuable experience for you developing important skills, sharing experience with other students and earning you some money. Tutoring and Demonstrating is arranged by the Engineering Teaching Organisation (ETO). T&Ds require formal contracts and must attend appropriate training. Training sessions are usually run at the start of each semester. Contact the ETO if you would like to be involved.
Need to order supplies or equipment for your project? Orders should be placed through the Schools Requisition system www.eng.ed.ac.uk/drupal/finance.html You will need to consult your Supervisor about the account that the order should be charged to. We have special agreements and discounts with many of the suppliers on the Requisitions system, using this system allows the University to claim back VAT, and ensures that funds are available for the order. Buying items yourself and claiming them back on expenses is disallowed unless agreed with your Supervisor and the Finance Office in advance.
Deliveries are received by the Engineering Stores in the Sanderson Building, and you will be emailed once they have arrived. (NB: The Stores must not be used for personal, non-work related deliveries). The Stores hold a variety of engineering components and materials, which must be signed out against a grant code.
38
39
FACILITIES ON CAMPUS
SUPPORT SERVICES
The Advice Place www.eusa.ed.ac.uk/adviceplace If you are seeking advice and support with money issues, health and wellbeing, safety in the city, academic issues or accommodation, head to The Advice Place.They are based at KB House (or Potterrow) and you can drop in for friendly, confidential advice during opening hours (on their website). There are also lots of handy advice guides on their website. Accommodation Services www.ed.ac.uk/ schools-departments/ accommodation-services If you are still looking for somewhere to live, or want to move, the Accommodation Service can help.
Its 3pm, I need chocolate! Where can I eat? Kings Building House KB Caf @ The Noreen and Kenneth Murray Library Upstairs Caf in the Swann Building The Magnet Caf in James Clerk Maxwell Building Shops at KB House and KB Centre Vending machines in some buildings
Edinburgh University Students Association (EUSA) www.eusa.ed.ac.uk As a matriculated student of the University of Edinburgh, you are automatically a member of EUSA. They run KB House plus a further 3 Union buildings, organise events and entertainment and provide a range of student services.
How do I get to the University Central area? During termtime a shuttle bus runs to Bristo Square from KB. www.ed.ac.uk/staff-students/ students/shuttlebus
Student Counselling Service www.ed.ac.uk/schoolsdepartments/student-counselling This service provides free counselling for all matriculated students and can help with any issues or problems whether related to studying or life outside University. Visit their website to find out how to make an appointment and for some self-help guidance. 41
40
Chaplaincy The Chaplaincy Centre in Bristo Square is a very popular place for people to meet with drop-in space and facilities for groups. It offers a range of facilities to University staff and students, regardless of their religious affiliation. www.chaplaincy.ed.ac.uk Details of Chaplaincy facilities at Kings Buildings can be found at: www.ed.ac.uk/schoolsdepartments/chaplaincy/facilities/ locations/kings-buildings
The International Office www.ed.ac.uk/studying/international If you are new to the UK, the International Office can be a good source of information for you. They can advise on a range of issues and can help you meet other students at the International Student Centre. The COMPASS programme of courses and events aimed at new postgraduate research students, is run jointly by the International Office and the Institute for Academic Development (IAD). www.ed.ac.uk/schoolsdepartments/institute-academicdevelopment/postgraduate/doctoral/ courses/compass 42
All images courtesy of University of Edinburgh, except p5: Svilen Dimitrov The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC005336. All information correct at the time of publication (September 2013) but subject to change. Please report any errors to: EngGradOffice@ed.ac.uk