SCHOOL OF DENTISTRY

STUDENT HANDBOOK
FOR POSTGRADUATE RESEARCH STUDENTS
2022-23 VERSION
Contents
1. Welcome to Cardiff University .......................................................................................... 4
University Welcome ........................................................................................................................ 4
The Student Charter ........................................................................................................................ 4
Equality, diversity and inclusion ...................................................................................................... 5
Sustainability ................................................................................................................................... 5
Welsh speaking students................................................................................................................. 6
Semester dates, 2022-23 ................................................................................................................ 6
Cardiff University Students’ Union .................................................................................................. 6
2. Getting started with your studies ..................................................................................... 7
Registration and enrolment ............................................................................................................ 7
School and University Induction – Starting out .............................................................................. 7
Student ID Card ............................................................................................................................... 7
Payment of Fees .............................................................................................................................. 8
Your student record ........................................................................................................................ 8
Academic Regulations ..................................................................................................................... 9
Connecting to the University IT network ........................................................................................ 9
Communication with the University/School ................................................................................. 10
Student Intranet ............................................................................................................................ 11
3. Your Programme of Study ............................................................................................... 11
Welcome from the University School of Dentistry ....................................................................... 11
Progress Monitoring...................................................................................................................... 15
4. Teaching Activities .............................................................................................................. 16
Committees relevant to Postgraduate Research Study ................................................................ 18
Programme Information ............................................................................................................... 19
Types of Research Degree and Time Limits .................................................................................. 20
Criteria for the Award ................................................................................................................... 20
Health and safety at study ............................................................................................................ 20
5. Working Practices and Attendance ...................................................................................... 21
Full-Time Students ........................................................................................................................ 21
Part-Time Students........................................................................................................................ 21
Holidays ......................................................................................................................................... 21
Religious Holidays and Observances ............................................................................................. 21
Maternity, Paternity, & Adoption Leave ....................................................................................... 22

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6. Dealing with Problems and Difficulties ................................................................................ 22
Sickness or absence....................................................................................................................... 22
Extenuating Circumstances ........................................................................................................... 23
Accidents and safety ..................................................................................................................... 23
Student behaviour, conduct and discipline................................................................................... 24
Assessment appeals ...................................................................................................................... 24
Student support Intervention Policy and Procedure .................................................................... 24
Considering withdrawing .............................................................................................................. 24
University student complaints procedure..................................................................................... 25
7. Academic Regulations ..................................................................................................... 25
Alternative examination arrangements ........................................................................................ 25
Extensions to Time Limit ............................................................................................................... 25
Problems with Supervision............................................................................................................ 25
Confidential Feedback on Supervision .......................................................................................... 25
8. Our Shared Expectations ..................................................................................................... 26
Student Expectations .................................................................................................................... 26
9. Responsibilities................................................................................................................... 26
Student Responsibilities ................................................................................................................ 26
Supervision arrangements ............................................................................................................ 26
Supervisor(s) Responsibilities........................................................................................................ 26
Director of Postgraduate Research Responsibilities ..................................................................... 26
Research Integrity ......................................................................................................................... 26
Use of Third-Party Editors ............................................................................................................. 27
Research Ethics ............................................................................................................................. 27
General Data Protection Regulation ............................................................................................. 27
Human Tissue Act .......................................................................................................................... 27
Disclosure of Disability and/or Specific Learning Difficulty........................................................... 28
10. Training and Development .................................................................................................. 28
11. Developing yourself ............................................................................................................ 30
Your Future.................................................................................................................................... 30
Languages for All ........................................................................................................................... 32
Welsh language courses ................................................................................................................ 32
Volunteering.................................................................................................................................. 32
12. Further Support ............................................................................................................... 33

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 Online Resources........................................................................................................................... 33
Maths support ............................................................................................................................... 33
Data clinics .................................................................................................................................... 33
English language support .............................................................................................................. 33
Student Support and Wellbeing .................................................................................................... 33
Student Advice - Students’ Union ................................................................................................. 35
Mental Health: Information and Support for Postgraduate Students .......................................... 35
Multi-faith chaplaincy ................................................................................................................... 35
University residences .................................................................................................................... 36
Care leavers, estranged students and asylum seekers ................................................................. 36
Students with caring responsibilities ............................................................................................ 36
Student parents............................................................................................................................. 37
Nightline ........................................................................................................................................ 37
13. Completing your studies and next steps .............................................................................. 37
Open Access: Publications and Theses.......................................................................................... 37
Graduation .................................................................................................................................... 38
Career Advice & Support ............................................................................................................... 38
Verification of Study, Replacement Certificates or Transcripts .................................................... 38
Our alumni community ................................................................................................................. 38
14. Useful Contacts................................................................................................................... 39

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Welcome to Cardiff University
University Welcome

• Founded in 1883
• Bilingual Welsh & English
• 34,000 students and 7,500 staff from 130 countries
• 300 degree programmes
• 24 Academic Schools in 3 Colleges
• 240 sports clubs and student societies

We’re delighted to welcome you to the university’s vibrant, multicultural community, across our
three locations: in Cardiff, the capital city of Wales.

Wherever you’re based, and whichever research area you are working in, there’s so much that the
University has to offer you. This handbook outlines information about how studying here works and
the support that’s available to you. It also includes information about how you can make the most of
your university experience through the opportunities available to you.

At the present time, there can be new or changing information in relation to procedures and
practices for researchers as a consequence of Covid-19, so in addition to the information in this
handbook, you can keep up to date with new developments by checking the information pages on
the student intranet for updates.

Our dynamic student community is the heart of Cardiff University. We welcome students from
all over the world, from a diverse range of backgrounds, to enjoy the Cardiff experience. There
are variety of educational, social, cultural, and sporting experiences on offer for our students
throughout the University and Students’ Union, and this handbook contains information about
what is available to you. We hope that you enjoy your time with us.
— Claire Morgan, Pro Vice Chancellor Education and Students

As your Students’ Union President, I am so excited to be able to welcome you all to Cardiff,
whether you are a new student this year or a current student back from the summer break.
There’s such a strong sense of community here at Cardiff, and this handbook offers you all the
information on how you can take part, how your course works, and all the other things you
can get involved with to build your very own personal Cardiff Community.
— Tomos Evans, SU President

The Student Charter

Our Student Charter is developed through a partnership between students, the Students’ Union and
the University. It outlines what you can expect from the University and the Students’ Union, what is
expected of you and what to do if things do not meet your expectations. You should take a look at all
the expectations of the Student Charter.

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Equality, diversity and inclusion

We are committed to supporting, developing and promoting equality, diversity and inclusion in all
our practices and activities. Establishing an inclusive learning, working and living environment, free
from discrimination and based upon the values of dignity, courtesy and respect.

We are committed to advancing equality on the grounds of age, disability, gender identity, marriage
and civil partnership, pregnancy and maternity, race, religion and belief (including lack of belief), sex
and sexual orientation and to fostering good relations between different groups.

Our strategic equality plan aims to promote equality and achieve equality improvements across
Cardiff University as required under the Equality Act 2010. Our Equality and Diversity policy applies
to all areas of your academic and social life at Cardiff University. Find out more about Equality and
Diversity and how we are inclusive.

Our Dignity at Work and Study Policy is part of a University-wide approach that promotes a working,
learning and research environment and culture in which differences are welcomed and all forms of
harassment, bullying and victimisation are not tolerated. If you feel that you are being discriminated
against, bullied or harassed by other students or University Staff, we urge you to seek advice.

You can contact Student Support and Wellbeing for support. Additionally you can access support via
the Disclosure Response Team, who have an online disclosure tool to support students affected by
harassment, hate crime, race hate, sexual violence, relationship abuse and other forms of
unacceptable behaviour.

Disabled Students
If you are a student with a long-term medical condition, sensory or physical impairment, long-term
mental health condition, Specific Learning Difficulty or have an Autism Spectrum Disorder we
encourage you to contact the Disability and Dyslexia Service as early on in your studies as possible,
to enable you to access advice on what specialist support services and adjustments could be
available to support you during your studies.

Sustainability

We aim to bring about social, environmental, economic and health benefits not only to Wales but to
the wider world.

Cardiff University is independently audited and certified to the ISO 14001 international standard,
based on an effective environmental management system, characterised by continual improvement.

We are signatories of the Sustainable Development Goal Accord. The Accord represents the
university and college sector's collective response to 17 sustainable development goals and our
commitment to delivering these goals.

We declared a climate emergency in 2019, recognising our need to play our part in the global
response. We are aiming to become carbon neutral by 2030.

Our commitment to sustainable development is reflected in our strategic direction, which includes
environmental and social sustainability as one of our enabling strategies:

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Welsh speaking students

We are committed to making a positive contribution to the development of the Welsh language and
to comply with the Welsh Language Standards at all times. If you are a Welsh speaker you may
undertake your Viva and Annual Review through the medium of Welsh. We also provide career
advice and disability and dyslexia advice in Welsh, as well as a list of Welsh-speaking GPs.

Semester dates, 2022-23

There are four main intakes of postgraduate research students per academic year: October, January,
April and July. The majority of students begin in October and some entry points are not available in
all Schools. As PGR students you study all year long, taking “annual Leave” as is appropriate to your
project.

It is important for you to be aware that for taught programmes across the University defined
semester dates apply to undergraduate and postgraduate taught modular programmes; with some
Non-modular, postgraduate and health-related programmes having alternative semester dates. As
you may take the opportunity to work as PGR tutors, supporting and contributing to this taught
provision, this may be helpful for you to know. It also helps to explain why certain times of the year
are more busy than others on campus.

Semester dates for future years can be found here.

Cardiff University Students’ Union

We have one of the top-ranking Students’ Unions in the UK according to results from the WhatUni
Student Choice Awards (Number 1 Students’ Union in Wales, and top 3 Students’ Union in the UK).

As a student-led, independent part of our University, Cardiff University Students’ Union (CUSU)
represents students, crucially including PGR students and provides a diverse and inclusive range of
activities and services that will help you form your new community in Cardiff, all within a purpose-
built complex that is open 24 hours a day. Services and activities include advice, training, skills
development, volunteering opportunities, employment, sport, societies, entertainment and other
activities that promote inclusion, friendship and personal development.

CUSU is also the recognised voice of students, at Cardiff University, joining students in campaigning
about the issues important to them. The Students’ Union is a crucial partner in enabling the
University to provide a first-class student experience.

As soon as you enrol at Cardiff University you automatically become a member of the Students’
Union. This means you have access to all the great services on offer, plus you have the right to make
crucial decisions about what the Union does and how it is run. The Students' Union can be found at
both Cathays and Heath Park Campuses, and online. You can also follow the Students’ Union on
social media at @CardiffStudents and @UndebMyfyrwyr.

The annually elected Students’ Union officers represent all students and there is a specific Officer to
represent postgraduate students elected in the spring elections each year. The Vice President
Postgraduate is a port of call for postgraduate students to discuss issues and suggestions of concern.

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Postgraduate students can put themselves forward to stand for this role in the autumn by-elections,
and can also vote for their preferred candidates.

Some Students’ Union activities and services may be affected by Covid-19 restrictions, please head
to Cardiffstudents.com for more information.

Getting started with your studies

Registration and enrolment

You should now have completed the online enrolment process. This includes confirming your
personal details and who will be paying your fees, confirming your study details and also supplying
some other information required by Cardiff University. It is essential that you complete these steps
so that we can confirm your attendance, which for Home and EU students acts as the trigger to
release student loans, and for International students confirms your right to study.

If your course last longer than a year you will be required to complete the online enrolment process
each year.

School and University Induction – Starting out

If you are a new research student you will receive key information and will be introduced to
important contacts within your School. You are also encouraged to attend the ‘Starting Out’ event
organised by the Doctoral Academy. This session supplements your School induction and is an
enjoyable opportunity to meet other research students and begin to develop personal and
professional networks. Starting Out runs in October, January, April and July each year. Advance
booking is required. Full details are available on the Doctoral Academy’s website.

Student ID Card

Your Student ID card is very important. It acts as proof of your identity and University membership
and must be carried with you at all times on campus. Your ID card is also your Library card and so
you need it with you to borrow books and use library facilities. It also acts as a security card so you
can gain entry to various University buildings. Your student ID card is also required when you attend
your viva.

Collection of your student card is usually a mandatory step in the enrolment process for campus-
based students, but this could be quite fluid with the challenges of the COVID-19 situation. The plan
is that you will need to pick up your card in person within three weeks of the start date of your
course, this may be from a centralised collection point or from your Residences if you are in certain
University accommodation, but confirmation of how you will receive your Student ID card will be
included in your enrolment email that will be sent to you.

If you are temporarily applying to undertake your PGR studies from a distance, you should still apply
for a student ID card in order that you will have one when you do commence studies on campus.

If your card is lost or stolen, please be sure to get a replacement, for which there is a small fee.

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Payment of Fees

If you are in receipt of funding (e.g. from a Research Council), tuition fees will be paid to the
University on your behalf. If you are a self-funded student, you are required to pay tuition fees, or
provide evidence of sponsorship, for each year that you have ‘registered study’ status on your
programme of study. Find out more about how to pay your tuition fees.

It is important that all new and returning self-funded students check the level of tuition fees they
are liable to pay for the relevant academic year. Find out more about funding that may be available
to you.

Stipend payments
All student stipends are paid through ‘Accounts Payable’ within the Finance Division.

Your student record

The Student Information Management System (SIMS) is our tool for managing all student
records. As well as being the main portal through which you enrol, choose modules and pay fees,
the system also enables us to store the following information:
• Your personal/contact information.
• Your academic information/academic history.
• All module and programme information.

It is extremely important that we have up-to-date records for all students, including your mobile
telephone number, home and term-time address, emergency contact information and changes to
programme of study/modules. You can access and amend your student record or request
confirmation of your student status via SIMS Online.

Equality monitoring data is reported every year in our Annual Monitoring Report. This information
helps us to see where there may be differences of experience or barriers and enables us to highlight
where action is needed. For this reason we encourage you to disclose your equality data. Our
privacy notice tells you more about how we use your data.

Renewal of Visa or Immigration Forms

Students requiring advice on the renewal of visa or immigration forms should refer to the
International Student Support Service.

Ask Cardiff
If you have any questions or queries regarding registration, enrolment or other aspects of your
student record, you can access a wide range of frequently asked questions to help you find the
answer or contact a member of staff using the Ask Cardiff service.

Data protection legislation gives you certain rights in relation to the information we hold about you
e.g. you can request a copy of the personal data we hold relating to you. Not all information held will
be considered your personal data, for example you may only be entitled to receive exam scripts
where there are additional comments made by the marker (see Marking Policy for details). For
further advice contact Assurance Services.

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Academic Regulations

The Academic Regulations Handbook provides the necessary information on the rules and
regulations that govern your programme. They are supplemented by a number of policies and
processes that will support you through your study at Cardiff. The regulations are reviewed
frequently and students are consulted on the impact of any proposed changes to regulations. As a
student enrolled on a programme with us, you agree to abide by our academic regulations, policies
and procedures so it is useful to familiarise yourself with them and the range of policies and
procedures that underpin them.

The general regulations, policies and procedures apply to all students. There are also regulations,
policies and procedures that are specific to PGRs (e.g. Policy on Research Student Responsibilities).

Connecting to the University IT network

All students using our IT facilities are bound by the University IT Regulations.

Access a range of IT support, tools and resources to help in your study, including:
• A free subscription to Microsoft Office 365 products on your personal devices during your
study.
• Access to free anti-virus software.
• 24/7 over-the phone IT support.
• Secure access to on-campus resources via our virtual private network (VPN).
• the University-wide wireless network, along with PCs and printers available for booking
• the Welsh language grammar, spell-checker and dictionary, Cysgliad.

Our on-campus wireless network is freely available to students. If you are a new student or have a
new mobile device, you will first need to complete the setup process to use the Cardiff University
wireless network, “eduroam”. You can connect an unlimited number of devices to the wireless
network.

Find out more about how to connect to our wireless network.

If you are in a University Residence you can also connect to ResLAN (Residences' Local Area
Network), which provides both wired and wireless connections. We also provide support
on connecting for students on health-related placements.

Your Cardiff University email

You can access your University email through the intranet desktop and mobile. Learn more
about using Outlook for email or visit Desktop Mentor for help.

Keeping in touch – online meetings and video-calling

Keep in touch using collaborative tools such as Microsoft Teams and Zoom, and find out how to
ensure your video calls are secure.

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Microsoft Teams is a hub for collaboration in Office 365 that integrates the people, content, and
tools you need to be more engaged and effective. You can share documents, manage video
conferences and work collaboratively online. Find out more about Microsoft Teams.

Zoom is free to use and allows unlimited time for meetings. Zoom is audio and video capable, has
screen sharing and whiteboarding facilities and a chat function. You can invite anyone to Zoom
meetings, even if they don’t have a Zoom account. You can also use Zoom for personal use, like
video-calling friends and family. Find out more about Zoom, and accessing it using your Cardiff
University account.

IT security and online safety

Staying safe online with your new University email and social media is really important. Email
scammers target UK universities, especially new students, with the hope of tricking you into giving
up your personal information to try to get money and personal details from you.

Protect yourself, your information and your devices by following our top tips:

− Install anti-virus software – it’s free for all Cardiff University students. Remember to keep it
up to date.
− Set a strong password and keep it secure. You can reset your password online quickly and
easily. Read guidance for setting strong passwords.
− Keep your device safe. Make sure it’s lockable and protected, either with a PIN, thumbprint
or other security measure.
− Stay aware of scam and phishing emails – read our help and advice.
− If you need secure access to on-campus resources, you can use our virtual private network
(VPN).

Inform the IT Service Desk if you have clicked on a link or entered any details in a suspicious-looking
email.

Remember: Cardiff University will never email you asking you to validate your email account or to
warn you that your mailbox is full. Please contact the IT Service Desk for further information.

Help and advice

If you have an IT problem or query, please contact the IT Service Desk, which offers 24/7 IT support
over the phone.

IT support contact information is available via the ‘Get help and support’ button on the student app

Find out more about IT services and support.

Communication with the University/School

You can expect us to communicate with you clearly and accurately, and to respond in a timely
manner to correspondence from you.

It is important that you keep up to date with important changes and news. You can view the
latest student news and events on the intranet. You will receive weekly emails from the University’s
student communications team. These emails are designed to keep you informed of the latest

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student news and events, as well as timely reminders of support services available to you. These
updates cover both your education and wider student experience. Information specific to PGRs is
also sent via regular mailings from the Doctoral Academy.

You should check your official University student email regularly to ensure you are kept informed.

Student Intranet

The student intranet is your go-to place for essential information to support your study.

Once you've logged in you'll be able to discover the latest news and events, access all the services
and benefits available to you, and find out more about University services, facilities and teams.
There is tailored information for research students. You can also access all of our main digital
applications through the student intranet.

Your Programme of Study

Your programme of study will be outlined by your Primary Supervisor.

Welcome from the University School of Dentistry

The School of Dentistry is based within the University Dental Hospital on the Heath Park Site. It is the
only school of its kind in Wales and provides significant leadership in research, dental teaching and
patient care. The hospital was built in the mid-1960s and the first group of dental undergraduates
qualified in 1968. There are currently over 290 registered undergraduate students pursuing the degree
programmes for Bachelor of Dental Surgery (BDS Hons), BSc and diploma programmes in Dental
Hygiene and Dental Therapy. There are taught postgraduate programmes for Masters in Orthodontics,
Implantology, Tissue Engineering and Regenerative Medicine, Oral Biology and Clinical Dentistry, and
research programmes for MPhil, MScD, MD and PhD degrees across all disciplines.

The University Dental hospital boasts modern airy clinics throughout and a computer simulation
environment for the teaching of pre-clinical skills which is unique to the UK. There is an extensive
outreach of clinical training across Wales and teaching is also provided through the Primary Dental
Care Unit based at St David’s Hospital, Cardiff and Mountain Ash, Rhondda Cynon Taff. The School
prides itself in its excellent wet laboratory facilities, including a large modernised tissue culture suite,
light and fluorescent microscopy facilities (with digital photography), automated time-lapse
microscopy, atomic force microscopy, scanning electron microscopy, confocal microscopy, image
analysis resources, protein purification and molecular biology facilities (real-time PCR, radiolabelled
in situ hybridisation, DNA sequencing), in addition to dedicated clinical research suites. Our research
is complimented through numerous research collaboration with research groups within Cardiff
University, throughout the UK and international links with Norway, Sweden, Germany, China, Japan,
Canada, the Baltic States, Netherlands, Italy and the USA, to name just a few.

Research in the School

The primary research objective of the School is to produce internationally competitive research of the
highest standards. Our mission is to advance knowledge and by so doing facilitate the prevention,
detection, diagnosis and correction of developmental anomalies and treatment of orofacial diseases.
The School has a research strategy which takes work from the initial idea through theoretical and

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laboratory stages to implementation. Research undertaken in the School of Dentistry encompasses
projects in public health and applied clinical research, biological sciences associated with dental
tissues, biomaterials and biomechanics. Details of current research projects, publications and grant
awards may be found on the School web pages http://www.cardiff.ac.uk/dentistry/research

Our success in the pursuit of research excellence is highlighted by some of our markers of esteem.
The research successes of the academic staff have been recognised through the award of five
international prizes and four international awards, including the Distinguished Scientist Award in Oral
Biology and the Distinguished Scientist Young Investigator Award by the International Association for
Dental Research (IADR), the prestigious Hatton Award by the IADR, the John Tomes Medal by the
British Dental Association and the Queens Anniversary Award. Since 2001, research students have
been successful in achieving 30+ National and International Research prizes for presentation of their
research at conferences including the British Society for Dental Research, European Tissue Repair
Society and British Matrix Biology Society.

School Organisation
The Head of School (Professor Nicola Innes) is responsible for the management and academic welfare
of all research students registered in the school, for ensuring that systematic and transparent
monitoring and assessment mechanisms are in place to guarantee that the student’s progress is
reviewed independantly and that the final examination is rigorous, fair and consistent. In conjunction
with the Head of School, the Director of Postgraduate Research Studies (DPGRS; Dr V Knäuper)
oversees the implementation of School and University policies and procedures, selection and
admissions, induction and training programmes, progress monitoring procedures and administrative
arrangements for viva voce examinations. In addition, the DPGR provides pastoral care for research
students, advice on problems between students and supervisors and other issues of complaint. The
DPGRS will provide an induction presentation for all new students. On occasions the Director of
Postgraduate Studies (Professor I Chestnutt) will deputise for the DPGRS where conflict of interest
may arise.

The Postgraduate Admin Team are located in the Dental Student Office on the first floor – room 128).
The team is responsible for the administrative delivery of all postgraduate programmes in the School.
They will be able to advise on management policies and procedure related to the delivery of the
various courses and advise on who to contact if issues arise, such as visa issues, interruption to study,
etc.

Under the governance arrangements established by Cardiff University (see Statutes and Ordinances)
http://www.cardiff.ac.uk/secrt/governance/index.html the various committees within a School are
ultimately advisory to the Head of School (Dean), who will normally pass on matters requiring
attention to Senior Committees in the University. In order to do this, the Senior Committee within
the School of Dentistry is the School Board (a mandatory Board required by University regulations).
The School Board acts as the conduit of advice for the Head of School and will consider all matters
relating to the conduct of the School of Dentistry. In the case of staffing matters (such as development
and promotion) sub-committees, primarily the Senior Management Group, gives advice directly to the
Head of School.

The School of Dentistry Committees are as follows:

School of Dentistry Board; Senior Management Group; Innovation and Engagement Committee; BDS
Executive Group; Learning Teaching and Quality Committee;
BDS Board of Studies; BDS Admissions Committee; Postgraduate Research Admissions and Monitoring
Committee; Dental Information Services Committee; Staff/Student Committees (UG, PGT and PGR);
Tutors Committee; Assessment & Feedback Committee; PG Programme Boards of Study; Hygiene and

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Therapy Board of Study; Programme Examining Boards; Research Committee; Health & Safety
Committee; Dental School Research Ethics Committee; Equality & Diversity Committee; Toothbank
Governance Committee.

Role of the PGR Buddy

Under this system, all postgraduate research students new to the School of Dentistry are assigned a
‘buddy’. ‘Buddies’ are more senior students or postdoctoral researchers in the School who volunteer
to support new students and provide them with help and advice regarding the research environment
and on campus facilities, such as catering, sports and social facilities during their first 6-12 months.
Your Buddy may be a member of the same research group. However, they do not teach you new
techniques. Your supervisor may request this of another individual.

Role of the Personal Tutor

The Personal Tutor is someone to whom you can refer for advice on general academic and pastoral
issues. You should arrange a meeting with them soon after beginning your studies. The role of the
Personal Tutor is to provide an additional line of enquiry for you and is not meant in any way to disturb
the student / supervisor relationship or the direction of the research project. They may, however, be
somebody you would wish to speak to if you wish comments to be kept confidential of the supervisory
team.

We pride ourselves on the high level of student engagement and provide opportunities for you to
engage on three different levels: through involvement, participation and partnership.

Monitoring your academic progress

As a research student, you have responsibility for your academic progress. Your continued
registration is conditional on you maintaining adequate progress.

Your supervisors naturally monitor your progress through routine discussions and exchanges of
work. This ongoing monitoring is supplemented by a formal University procedure: the Research
Student Progress Monitoring Procedure, performed by independent assessors. The regular review
and feedback that these mechanisms provide should support you in your studies and help maximise
the likelihood that you complete your research degree programme.

The Monitoring Procedure comprises a series of monitoring events, which are managed on SIMS
Online and which are further described below:

• Initial Review (undertaken in the first year only)

• 9-Month then Annual Review (undertaken also in subsequent years)
• Interim Review (undertaken mid-way between the Annual Reviews).

Please be aware of the following:

• Your engagement with the Monitoring Procedure is mandatory, and if you do not comply
with the requirements of the Monitoring Procedure, your continued registration will be
reviewed in accordance with the University's Non-Engagement Procedure.

• If you do not maintain adequate progress, your continued registration will be reviewed in
accordance with the University's Unsatisfactory Progress Procedure (Research Students).

• If you experience personal or other unforeseen circumstances that disrupt your progress you
should report them in accordance with the Extenuating Circumstances Procedure (Research
Students).

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Initial Review

Your Initial Review should be fully completed within three months of the start of your programme,
containing the research plan. You will need to complete your stage of the Initial Review within 10
weeks from the start of your programme.

During early meetings with your supervisors, you will discuss your Research Plan and your Training
Needs Analysis (TNA). You will also need to complete a Self-Assessment Report, in which you reflect
on your progress during the first stage of your programme.

You will be prompted to upload the following documents on to SIMS-Online:

• Your Research Plan

• Your Training Needs Assessment (TNA)
• A Self-Assessment Report
• A list of supervisor meeting dates for the reporting period

Please make sure a copy of each of these documents is also emailed to [email protected]

9-Month and Annual Reviews

You will be required to provide the evidence for your first Annual Review approximately 34 weeks
into your programme, so that the monitoring event can be completed within nine months. This first
Review is known as the 9-Month Review. It is then repeated every 12 months, and known
subsequently as the Annual Review.

You will be prompted to upload the following into SIMS-Online:

• A substantial piece of written work for review

• An updated Research Plan
• A new TNA, including a record of training and development undertaken
• A Self-Assessment Report
• A list of supervisor meeting dates for the reporting period

Please make sure a copy of each of these documents is also emailed to [email protected]

Your lead supervisor will also be prompted to upload a report on your progress (Supervisor Progress
Report) into SIMS-Online. Your 9-Month and Annual Reviews will then be conducted by a Review
Panel. They will review your piece of work and the other documents that have been uploaded and
will meet with you to discuss your progress.

Interim Review

The Interim Review provides you and your supervisor(s) an opportunity to reflect on your progress at
a mid-point between your Annual Reviews (or 9-month and first Annual Review).

You will be prompted to upload the following into SIMS-Online:

• An updated Research Plan

• A new TNA, including a record of training and development undertaken
• A Self-Assessment Report, in which you reflect on your progress

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 • A list of supervisor meeting dates during the reporting period

Please make sure a copy of each of these documents is also emailed to [email protected]

The Research Plan

Your Research Plan will be central to the Monitoring Procedure. Through your Research Plan you
should have a schedule of expected research and related activities designed to result in a rounded
training experience and the timely completion of your thesis. Your Research Plan should establish and
progressively refine the components of what will become your final thesis and relate them to a
calendar of supervisory meetings and monitoring events, along with the production of the work
required for them. Bear in mind that this will be an evolving document that you will revisit and update
regularly. To be effective, the Plan should also incorporate the timing of skills training and professional
development activities, including projected conference attendance, agreed teaching and marking
duties, and placements, and should also make time for annual leave.

Progress Monitoring

The University is committed to the effective monitoring of research students’ academic progress.
Our Research Student Progress Monitoring Procedure provides a formal system of regular reporting
and evaluation, which complements the continuous dialogue between you and your supervisors.

The Purpose of Progress Monitoring

We expect students and staff to make good progress in their study and research. The purpose of the
Progress Monitoring Procedure is to support you in your efforts to meet this expectation and to
maximise the likelihood that you will complete your thesis successfully and within the expected
timescale. It allows for the identification of practical, as well as academic, obstacles to progress, and
for concerns about progress to be raised, documented and addressed.

If your progress is a cause for concern you have the right to know, and your School has a
responsibility to take appropriate action promptly. Continued registration on a research-degree
programme is conditional upon you demonstrating satisfactory progress, and you may be required
to withdraw from the University or to change from doctoral to MPhil status if you are not
performing at a satisfactory level. Compliance with the Research Student Progress Monitoring
Procedure is mandatory and applies to all students registered for research degrees. Progress is
monitored from the date of initial registration on the programme through to completion.

The University is required to report to UK Visas and Immigration on those students who hold a Tier 4
visa who fail to engage with their studies for the full duration of their programme, this includes
maintaining regular contact with their supervisor. Full details are available in the Student
Attendance and Engagement Procedures section of the Academic Regulations.

Progress Monitoring Procedure

The Progress Monitoring Procedure will be outlined by the DENTL Director of Postgraduate Research
Studies (Dr Vera Knauper, [email protected]) on your induction.

This will include the following:-

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 • Details of what forms/actions need to be completed by the student and supervisor(s) at
each review stage and where these documents can be obtained.
• Initial Review
• Procedure for unsatisfactory progress (should be in accordance with the regulations for
progress monitoring, but may include i.e. being invited to a formal interview with DPGRS,
production of an amended research plan, a resubmission of the written work, and a second
meeting of the review panel)

Failure to Comply with the Progress Monitoring Procedure

If you fail to comply with the requirements of the University's Progress Monitoring Procedure,
including the Annual Formal Progress Review, you may be excluded from research study. For further
details, see the Research Student Monitoring Procedure and the Unsatisfactory Progress or
Engagement Policy and Procedure.

At progress review the progress review panel will be looking for the following evidence:

• Student understands their scientific background

• Student is testing a hypothesis or they have clearly defined aims and objectives
• Student can explain the hypothesis or rationale for the aims to the examiners
• Student has learnt to design a well-controlled experiment
• Student can prepare quality thesis figures, including combination figures that can be
used for subsequent publication of their data
• Student are aware of limitations of their data and are able to discuss them with the
wider scientific community

Failure to Comply with the Progress Monitoring Procedure

If you fail to comply with the requirements of the University's Progress Monitoring Procedure,
including the Annual Formal Progress Review, you may be excluded from research study. For further
details, see the Research Student Monitoring Procedure:
https://intranet.cardiff.ac.uk/students/study/postgraduate-research-support/responsibilities-
expectations/progress-monitoring

Teaching Activities

The School of Dentistry is a clinical teaching School and within the structure of the Undergraduate
curriculum, is unlikely to provide teaching opportunities for full-time students. Opportunities have
been offered for demonstrating and tutorial sessions within the Schools of Medicine and Biosciences.
Further information is available from the Director of Postgraduate Research Studies. Each School will
require you to undertake some form of training in accordance with the Code of Conduct described
above. All teaching activities should be discussed with your supervisor to ensure they do not impact
on your research studies.

School Seminars and Research Training

Creating a quality research environment
Dependent upon the subject area of your research project you will be required to attend various group
research meetings which take place within the School of Dentistry, or possibly within other Schools

16
such as Medicine, Pharmacy or Biosciences (particularly if the supervision of the studentship involves
two Schools in Cardiff University). Your supervisors will advise on which meetings are beneficial or
mandatory for you to attend. Information below details some of the regular Research meetings taking
place within the School of Dentistry.

Oral and Biological Sciences (OBS) theme: Students pursuing projects within the 4th/5th floor
laboratories are required to attend a monthly student led Seminar Series which are usually held on
Fridays from 1 pm. These meetings involve 20-minute presentations given by the research students
and postdoctoral researchers. Attendance is mandatory for all PGR students in this theme and you
should organise your laboratory work around these dates. Exceptions are made for those attending
conferences or Researcher development graduate training. In addition, students are required as
mandatory to attend the OBS external speaker seminar series which are usually arranged for the last
Friday of every month. Students are encouraged to take the opportunity to talk to the invited speaker
during their visit to the School. Students are required to attend smaller supervisory group research
meetings which are project focused. These meetings are intended to be informal and adopt a number
of formats including presentation of project progress to date and review of journal papers. For all
meetings provided within the theme your input into these meetings in terms of asking questions,
contributing thought and ideas is important for your continued development as a team-playing
researcher.

Students are also invited to attend and contribute to the OBS Theme meetings as well as staff student
panels which discuss issues and updates relating the research facilities and environment The intention
of this meeting is for a discussion forum amongst the student community (no academics attend) in
issues relating to the respective research projects undertaken within the Theme and graduate
development opportunities for enhancing your CVs.

Applied Clinical Research and Public Health: Due to the more diverse nature of the projects within
this theme, attendance of internal research meetings within the School tends to be more tailored for
the student’s needs. Once a term students are invited to attend and present at a research
presentation afternoon. Again, your input into these meetings in terms of asking questions,
contributing thought and ideas is important for your continued development as a team-playing
researcher. In addition, students may be advised / invited to attend research meetings within another
School, especially if they have supervisors based within that School

All PGR students: From time to time the School of Dentistry has multidisciplinary meetings, such as
the Annual Research Day. These meetings are aimed at widening your knowledge basis relevant to
clinical dental research and establishing possible areas of collaboration within the School.

In early supervision meetings and in conjunction with defining the Research Plan, you and your
supervisor(s) should conduct a skills audit, known as the Development Needs Analysis, in order to
agree and document the training in which you will participate.

Field Based Projects

For projects which involve field work for collection of data, (such as visit to community settings, other
clinical Departments, Schools, or Prisons) there are important requirements before such work is
undertaken. Your supervisor will be able to guide you through all requirements and researchers
should anticipate that they will take up to six months to complete, particularly when the research
involves vulnerable members of the community. In conjunction with your supervisor, students will
need to consider the need of prisoners or young offenders. Requirements may vary dependent upon
the nature of the project and you should consult with your supervisor the need for Criminal Records

17
Bureau clearance and the appropriate ethical approval from Cardiff University or the local NHS ethics
board. It is important that a research risk assessment is conducted to ensure confidentiality is
balanced with your own personal safety.

Laboratory Based Projects

Students undertaking a laboratory-based project on the 4/5th floor of the Dental Hospital are required
to attend a health and safety induction introducing them to the hazards present in the laboratory and
the local working practice rules. This includes an understanding of COSHH regulations and completion
of risk assessment forms. Students should arrange to see Dr Fiona Gagg (Laboratory Manager) who
will organise the induction and also ensure that you have the appropriate personal protective
equipment (laboratory coats etc). You cannot start work in the laboratories until the induction is
completed and it is mandatory to keep a training record for techniques and equipment and this is
currently also subject to any COVID guidelines/restrictions.

Supervision arrangements
The School has transparent supervisory arrangements which will ensure the student has access to
regular supervisory support, input from other research active staff, advice from an independent
source and is insulated against the unplanned loss of a supervisor.

The School will only appoint members of staff to act as supervisors to research degree candidates, in
accordance with the University's Senate Regulations. This will ensure the continuation of regular and
appropriate supervision throughout each candidature. The School will ensure that staff receive the
appropriate training and that their performance as supervisors is monitored. All supervisors have an
active role in the student’s supervision and academic management.

Supervision will be provided by a supervisory team, comprising of at least two demonstrably active
researchers with relevant knowledge and skills, one of whom will be designated as the main supervisor
with overall responsibility for the student. Some students may be appointed more than two
supervisors. In either instance, it is the responsibility of the student to clearly understand the roles of
each supervisor in guiding the success of your project. The other members of your supervisory team,
or the co-supervisors, will also be expected to make a significant academic input into the project. All
team members are expected to provide advice, direction, support and guidance within their field of
expertise. Students must make sure they understand the relative contributions for each member of
the supervisory team, as this may vary depending on the nature of your project and the working
practices of your supervisors. The roles of the respective members of the supervisory team should be
defined within the initial research plan.

Committees relevant to Postgraduate Research Study

School of Dentistry Postgraduate Admissions and Monitoring Committee: This committee

convenes to discuss any postgraduate research related matters and ratifies the progress reports. It
currently meets 3/4 times per year and reports to the Research Committee. The full remit of the
committee is found in the School Framework for the Management of Postgraduate Research
Studies, but in brief is responsible for; the approval of student selection and admissions; monitoring
of student progression; monitoring of supervisor training; monitoring of the outcome of students;
monitoring of academic quality control, implementation of policy and procedure of Cardiff
University. The committee is chaired by the DPGRS and includes representation from the
postgraduate research student body. The committee reports to the Research committee and the
Learning Teaching and Quality Committee.

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PGR Staff/Student Panel: This committee is chaired by one of the PGR student representatives.
Only 4 members of academic staff are invited to attend, including the DPGRS. All students are
invited to attend and provide comments and raise matters relating to the provision of postgraduate
Research programmes in the School or the Graduate College.

Research in the School

Our research degree schemes are individually structured to provide the opportunity to undertake
original and independent research, enabling you to make an expert contribution to a field of
knowledge. Projects are often interdisciplinary and translational in nature, contributing to the
discovery of new knowledge. Our primary objective is to provide internationally competitive research
projects. To achieve this, you will be supervised by an experienced academic team. Projects are
therefore linked to the research interests of academic staff, many of whom are leaders within their
field. Our research projects principally fall within the following research themes, with further detail
available on our School of Dentistry Research pages.

i) Applied Clinical Research and Public Health

Aim: to inform the effectiveness, efficiency and organisation of care including disease
prevention, and health promotion
ii) Oral and Biological Sciences
Aim: to understand the cellular and molecular control underlying soft and mineralised tissue
repair and remodelling in health, disease and injury for developments of novel diagnosis and
therapies.

To provide for high quality research, our research laboratories boasts large modernised tissue culture,
microbiology and pathology suites and modern, high-tech research equipment including automated
time-lapse light and fluorescent microscopy, confocal microscopy, chromatography for protein
purification, molecular biology facilities, including real-time PCR and 3D facial imaging. The School has
its own, in-house Clinical Trials Unit and excellent IT and library search facilities. You will work within
a highly interactive research environment which aims to provide support and co-operation from all
our academic staff, postdoctoral researcher and fellow postgraduate students. Through exploration
and experimentation, your research project will provide a wide training in research methodology and
technique and enable you to gain a thorough understanding of a specialised subject area. You will be
encouraged to report your research through conferences and journal publications, and you will often
be provided with networking opportunities through our collaborative partnerships.

Collaborative Arrangements for Research Students

Within the School of Dentistry you may also be eligible to join collaborative institutes, depending upon
the nature of your research project. Students appointed through the Arthritis Research Biomechanics
and bioengineering Centre will be invited to attend their research meetings and other activities.
Student pursuing projects in the fields relating to tissue engineering are eligible to join Cardiff Institute
for Tissue Engineering and Repair. This interdisciplinary network, links around 130 academic staff,
postdoctoral and postgraduate researchers from 11 Schools across Cardiff University. Its mission is to
advance interdisciplinary research excellence in the field of tissue repair, regeneration and
rehabilitation. Students can become committee members of Postgraduate CITER Soc who participate
in activities such as organising workshops and promotion of science in local schools. Each year CITER
holds an annual scientific conference meeting where students present their research and enhance
networking skills.

Programme Information

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You can find information about your programme of study, including your thesis title, through SIMS.

Types of Research Degree and Time Limits

Find out more information about the different types of research degree offered at Cardiff and the
time limits for submission are provided.

Criteria for the Award

Academic Regulations for the award of research degrees can be found here.

Health and safety at study

Out of Hours Working
Security on the Heath Site and out of hours working (subject to COVID
restrictions/government guidance)
Working outside normal hours presents additional hazards associated with lone working. In addition,
there are remote laboratories (time lapse microscope, LG2/3, SEM room, AFM room, Imaging
Laboratory) where a member of staff/student is likely to be working alone. While it is unlikely that
working out of hours/lone working will increase the risks faced by the worker from the task, it is
necessary to have procedures in place to ensure that the lone worker knows what to do in an
emergency situation.
If anyone is working alone in one of the laboratories in the lower ground, they should make sure that
their colleagues are aware of where they are and how long they are likely to be working there. If
someone does not return as expected, their colleagues should check that nothing untoward has
happened.

All staff, students and post graduate students who wish to work in the School of Dentistry outside
normal working hours (7.00pm to 7.00am) must be signed off as being competent to work alone by
their line manager. Fob keys for the front door and swipe cards for the 4th/5th floor doors will not be
issued without this authorisation in place.

When working out of hours, everyone is required to inform Switchboard on Ext 100, giving the location
of where they will be working and approximate time of stay, telephone extension and home or mobile
number. When finished working, they must ring main switchboard again to inform them that they are
leaving. In addition, it is advisable for anyone who will be working outside normal hours to ensure
that someone such as a family member, close friend or flatmate is aware of where they are and when
they are due to return. This person should have contact numbers that they can reach you on and the
phone number for security (029 20748043) or switchboard (029 20747747) to ring should they suspect
a problem. Anyone working outside normal hours should make sure that they carry their mobile
phone with them at all times.

On leaving and entering the building out of hours, everyone MUST sign in and out of the book located
between the 2 reception desks on the ground floor and follow the standard procedure. Ensure you
have your ID card with you to prove your identity. If someone you don’t know asks you to let them in
to the building out of hours you should ask to see their ID card before doing so.

20
When entering or leaving the building out of hours, ensure you wait for the outside sliding door to
close before leaving the area. You will hear a loud click to indicate that it has locked. If there is a
problem with this door out of hours, contact security on 48043.

This procedure is designed for your safety. Please follow implicitly.

Access to laboratory areas is restricted to the fob key system outside normal working hours. Access
to these areas out of hours is by personal instruction and approval by either the Laboratory Manager
or your direct supervisor.

Health and safety guidance during your project will be provided by your supervisors and the
laboratory manager.

Working Practices and Attendance

Full-Time Students

You are expected to devote your efforts to your research project on a full-time basis, defined as
1,800 hours per year.

Certain types of research necessarily involve periods of study away from Cardiff - for example, to
collect data or samples or to carry out other fieldwork, or to visit libraries or archives. If you have an
industry-linked project you may be required to work for agreed periods at the premises of the
collaborating company. The duration and timing of these periods should be established, as far as
possible, at the outset, so that they can be addressed within the Research Plan. You must maintain
contact with your supervisors during these periods.

If your research is being carried out within a research group or your project is laboratory-based, you
may be required to keep regular attendance hours at the School. Work patterns of some other
students, whose research is library-based for example, do not impact in the same way on other
researchers or the progress of the research itself and may therefore be less regular.

Part-Time Students

You are expected to achieve equivalent research outcomes to full-time students during your period
of registration, and to devote the same efforts to research study but on a pro-rata basis over the
longer period.

Holidays

Full-time attendance allows for 23 days holiday per year in addition to days when the University is
closed. A list of the dates when the University is closed can be found here. Students studying part-
time should take leave on a pro-rata basis.

You should arrange your holidays in consultation with your supervisor(s) so that work plans are not
disrupted.

Religious Holidays and Observances

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If you require time off for religious holidays you should discuss this with your supervisor. For
prolonged periods of absence, you may wish to make an application for an Interruption of Study.

If the date of a formal supervision meeting (for example as part of progress monitoring) falls on a
religious holiday or during a religious observance then you should speak with your supervisor or the
Director of Postgraduate Research to request that the meeting is rescheduled as appropriate.
Deadlines for the submission of written work as part of progress monitoring requirements should be
published well in advance by the School. In light of this, you are expected to manage your time and
workload leading up to this date to ensure that the work is submitted in advance of the deadline if
you are unable to submit it on the day of the deadline itself. Find out more about the University’s
policy on religion and belief.

Maternity, Paternity, & Adoption Leave

If you are seeking maternity, shared parental or adoption leave, you may apply for an Interruption of
Study (IoS). Further information can be found in the Policy on Maternity, Adoption,
Paternity/Partner and Shared Parental Leave Policy and the Interruption of Study and Extension to
Time Limit Policy and Procedure (Research Students).

If you are funded by a Research Council you should refer to UK Research and Innovation’s (UKRI)
Training Grant Guidance and terms and conditions for information on Maternity, Paternity, shared
Paternal and Adoption Leave.

Dealing with Problems and Difficulties

If things aren’t meeting your expectations, you should raise these concerns as soon as possible and
seek advice if these are not resolved. You should inform us promptly if:
• there are any changes to your circumstances,
• your own experience is adversely affected by the behaviour of fellow students or staff,
• your academic progress, or any other aspect of your experience, gives you cause for
concern.
The sooner we are aware of your concerns, or areas you are having difficulty with, the sooner we
can work with you to explore how these can be addressed to improve your experience. Read our
Student Charter for further information on the steps you should take.

Sickness or absence

You should make your supervisor(s) aware of any unforeseen circumstances, including ill health, that
may have an adverse impact on your studies as soon as possible; ideally at the time they occur. If
you would prefer not to disclose the circumstances to your supervisor(s), you should notify another
member of the School’s academic or professional services staff, such as the Director of Postgraduate
Research or a member of the School Office. You may also wish to seek support or guidance from the
University’s support services or Student Advice.

Your School may authorise a period of absence of up to 28 days. If you require to be absent for more
than 28 days, you should submit an application for an interruption of study and include relevant

22
supporting documentation. Further information is available in the Interruption of Study and
Extension to Time Limit Policy and Procedure (Research Students).
You should be aware that taking an interruption of study may affect any loan or studentship that you
receive. If you have a financial sponsor, they will also be notified by the University of your
interruption of study in accordance with the timescales arising from statutory and other
requirements. Where there is objective justification, some funders will not permit an interruption of
study of any significant period (e.g. where a project must be completed within a specific time-scale).

International students with Tier 4 Visa who withdraw from their course or take an interruption of
study of more than 60 days will be reported to the UK Home Office. This will result in your visa being
curtailed (cancelled). If you are considering either withdrawing or taking an interruption of studies,
international students should contact International Student Support.

If you are concerned about your wellbeing and mental health and this has had an impact on your
sickness or absence, please go to the Student Support and Wellbeing Section to find out more on
support services you can access.

Extenuating Circumstances

During the course of your studies, you may encounter challenging personal circumstances that are
unexpected and unpreventable, and which disrupt your ability to study for a short or long period of
time. Where they are serious and have a significant adverse impact on your academic progress or
performance, they may be considered ‘extenuating circumstances’.

Where it is apparent that extenuating circumstances will impede your academic progress or
performance, you should report them formally to your School at the earliest opportunity and
request that a remedy be considered. Your application will be considered by your School’s
Extenuating Circumstances Group and, if required, by a College Postgraduate Dean, in accordance
with the Extenuating Circumstances Policy and Procedure (Research Students).

Where the circumstances reported are considered to justify remedial action, an adjustment will be
made to help support you in the successful completion of your studies. The remedy will vary
according to the nature and timing of the circumstances and the length of time you have been
affected. In some cases, a minor adjustment, such as the brief postponement of a progress
monitoring event, will be sufficient. In other cases, more substantial action, such as an extension to
your overall time limit, may be appropriate.

Accidents and safety

We take health, safety and environmental considerations seriously, and have policies in place to
support and protect our staff, students and environment. The Health and Safety at Work
Act provides a legal framework for safety regulations introduced in the workplace.

You should report any accident or incident which occurs on University premises or involves any
individual engaged with Cardiff University business, whether in the UK or abroad. Our incident
reporting procedure helps us to learn lessons from incidents that either did or had the potential to
cause harm. It is designed to comply with the statutory requirements of the Reporting of Injuries,
Disease and Dangerous Occurrences Regulations (RIDDOR).

23
If you are concerned about your personal safety, or have experienced an incident of violence and
abuse, please go to the Student Support and Wellbeing Section to find out more on support services
you can access.

Student behaviour, conduct and discipline

You are expected to demonstrate respect for the University, staff, fellow students and the local
community both on and off campus. We are committed to establishing an inclusive culture, free
from discrimination and based on dignity, courtesy and respect. If students behave in a way that
contradicts our rules, we may take action using the Student Conduct Procedure.

Assessment appeals

Following your viva, you have the right to challenge the decision of your examiners using
the Academic Appeals Procedure, if you believe there has been an error in the Board’s decision.

You may also wish to speak to someone and get further advice about your concern/issue, if so please
contact Student Support and Wellbeing or Student Advice.

Student support Intervention Policy and Procedure

We are committed to providing a safe and supportive learning environment for all our students, and
equally students have responsibility for their own wellbeing. When a student is unwilling or unable
to manage their own wellbeing and it is felt that there is good reason to intervene, we will do so in
line with our Student Support Intervention Policy and Procedure.

Considering withdrawing

For home students

You may be struggling with your course or finding that the course is not what you expected. If you
are considering withdrawing from your programme there are many people here to support you and
go through your options, like the possibility of taking an interruption of study. You should discuss
this in the first instance with your Supervisor, Director of Postgraduate Research Studies, School
Office, or someone in the Student Funding & Advice Team in Student Support and Wellbeing or
Student Advice. They will be able to see if anything can be done to make things better for you.

For international students

If you believe that withdrawing or taking an interruption of study may be the best option for you,
you are strongly advised to discuss your situation with an International Student Adviser before
making your final decision. If your decision is to proceed with withdrawal or an interruption of
studies then, as you were issued with a visa to study in the UK, UK Visas and Immigration will expect
you to return to your home country.

If you take an interruption of study you will have to make a new visa application to return to the UK
when you choose or are able to resume your studies. You will need to make a new visa application
even if you still have time left on your old visa. This is to ensure that you do not face any problems

24
at immigration when you re-enter the UK, as the UKVI may have cancelled your old visa without
informing you.

University student complaints procedure

We recognise that from time to time things can go wrong and students may need to make a
complaint to us. We take all concerns/issues very seriously. If you wish to raise a concern/issue, this
should be first done informally within a matter of days of the problem arising. We expect that many
concerns/issues can be dealt with successfully through the Early Resolution Stage of the University's
Student Complaint Procedure. However, if you are dissatisfied with the outcome of your
concern/issue you may have recourse to the Formal Stage of the Procedure. Further information,
including the full Student Complaint Procedure, supporting guidance and School Complaint
Administrator contact details is available here.

Academic Regulations
Alternative examination arrangements

Support and adjustments are available in examinations for disabled students, students should make
requests for these in advance of the examinations. Students may also wish to request examinations
through the medium of Welsh and adjustments to examinations due to Religious Observance Days.

Extensions to Time Limit

If you are unable to submit your thesis before your latest submission date, you may apply for an
extension. The application will be considered in line with strict criteria set out in the Interruption of
Study and Extension to Time Limit Policy and Procedure.

Problems with Supervision

Sources of Advice and Support

If you are experiencing difficulty with your supervisor(s), you are urged to seek advice as early as
possible. The PGR Student Tutor is Professor Ryan Moseley ([email protected])

In addition to contacts in the School, you may also wish to utilise the confidential services offered by
Student Support and Wellbeing, and Student Advice.

Confidential Feedback on Supervision

Each School should have a clearly communicated mechanism by which PGRs can provide feedback or
raise concerns in confidence, at any time, which are not made known to the supervisors unless
permission is given. It is anticipated that most problems encountered by students in the course of
their research will be resolved within the School, including concerns about a relationship with a

25
supervisor. Where such difficulties between student and supervisor cannot be resolved, the School
should make alternative arrangements. In the event that a student is seriously dissatisfied with the
arrangements for their research programme and is unable to reach agreement with the School over
those arrangements, the student has recourse to the Student Complaint Procedure.

Our Shared Expectations

Student Expectations

You can find a list of student expectations here.

Responsibilities

Student Responsibilities

You can find a list of student responsibilities here.

Supervision arrangements

To be confirmed with your Primary Supervisor.

Supervisor(s) Responsibilities

You can find a list of supervisor responsibilities here.

Director of Postgraduate Research Responsibilities

You can find a list of the responsibilities of the Director of Postgraduate Research here.

Research Integrity

It is important that you understand the rules about unfair practice. Plagiarism is the copying of
ideas, text, software or data (or various combinations thereof) without permission or
acknowledgement. Collusion is the presentation of an assignment as your own when it is in fact the
result in whole or in part of unauthorised collaboration with another person or persons. You are
expected to observe the highest standards of academic integrity and honesty, and the University will
deal severely with those individuals found in breach of these standards. It is your responsibility to
ensure that there is no plagiarism in your thesis. Find out more about the University’s policies and
procedures in relation to academic integrity in research degree study.

26
You should familiarise yourself with the Research Integrity & Governance Code of Practice and
observe the relevant provisions it contains.

All research students are required to complete the University's mandatory Research Integrity Online
Training Programme.

Properly referencing the work of others is an important skill in higher education, one that you will
need to learn. Guidance and tutorials on how to avoid plagiarism and reference correctly in the [the
referencing style used by the school] style can be found here.

Guidance and tutorials on how to reference can be found here.

Your subject librarian can also help with your referencing queries.

We use a range of different tools and techniques to identify plagiarism and the penalties for
students who are caught can be severe. It is up to you to ensure that you don’t commit an unfair
practice, whether by accident or by design. It is an offence even when you did not intend to do it.

Use of Third-Party Editors

It is a requirement that the submission for examination is solely your own work; however, there may
be cases in which the presentation of the written work would benefit from proofreading or editing
by a third party without altering the academic content of the work upon which you are assessed, and
where the use of such a service does not compromise the needs of the discipline. The University has
a policy on the use of editors, which applies to the written work you submit for the purpose of
examination. Further information on what constitutes third party editing, including how third party
editors can and cannot be used, can be found in the Policy on the Submission and Presentation of
Research Degree Thesis.

Research Ethics

Academic research, across all disciplines, can raise challenging social, legal and ethical issues. For
any research project, of primary concern is the safety and protection of the humans and/or animals
involved in the study. Find out more information on research ethics.

General Data Protection Regulation

This will apply whenever research is conducted using data from living identifiable individuals. The
Assurance Services in the Governance & Compliance Division can be approached if you have queries
about preparing research protocol, or applying for ethical approval, or how to meet the
requirements of the Data Protection Act.

Further advice to assist you in developing your procedures for handling personal data in your project
can be found here.

Human Tissue Act

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The requirements to comply with the Human Tissue Act are detailed in the University’s Code of
Practice for Human Tissue Research and Standard Operating Procedures. Every person involved in
the collection, use, storage or disposal of relevant material must undergo HTA training and read and
follow the procedures included here:

For further advice on any of these documents, please contact the Human Tissue Act Compliance
Team ([email protected]).

Disclosure of Disability and/or Specific Learning Difficulty

We are committed to providing equal opportunities to all students and will endeavour to make
adjustments where possible to enable all students to participate fully in their programme of study.
In order to provide this support, members of the University may need to share information about a
student’s needs. You may have made the University aware of your support requirements prior to
enrolment, but if you did not do so you should discuss these with your supervisor, or the School
Administrator, as soon as possible. It is important that the University has written confirmation from
you about the level of confidentiality you wish to be assigned to the information about your
disability and your associated needs. Please be aware that a written record of your information will
be kept securely and may be stored on a computer.

Training and Development

As a research student, you will be aiming to produce a high-quality thesis that presents the
outcomes of your project, and, at the same time, to develop as an independent, professional
researcher. With advice from your supervisors, you will establish a plan for your training, with the
aim of meeting the research skills you need to undertake your project and to support your personal
and professional development. In early supervision meetings and as part of building your Research
Plan, you and your supervisor(s) will complete a Training Needs Analysis, in order to agree the
training and learning you will need to support you in your research progress and with your future
aspirations.

School Seminars and Research Training

To be confirmed by the supervisory team and Director of Postgraduate Research Studies.

The Doctoral Academy Programme

The Doctoral Academy Programme is designed to offer you opportunities to develop the skills you
need to complete your research degree on time and to enhance your career potential. It
incorporates learning opportunities for personal, professional and broad disciplinary research skills,
and is intended to complement more subject-specific training provided by your School.

The Programme spans four key stages in your doctoral research journey: Transition into undertaking
a PhD, Acquisition of skills, knowledge and experiences, Completion of your thesis and enhancing
future Employability. Development options are also mapped against the four Vitae skills domains
for researchers: knowledge and intellectual abilities; personal effectiveness; research governance
and organisation; and engagement, influence and impact. Find out more information about our
Doctoral Academy Programme.

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All events and workshops must be booked in advance via the web-based booking system, which has
the most up-to-date schedule of events for the current year.

You can also access skills training sessions and funding offered by our partners in the GW4 Alliance
in Bristol, Bath and Exeter Universities.

The Doctoral Academy is also involved in supporting several aspects of doctoral research at the
University, including development of doctoral programmes, external partnerships and funding, and
student experience. More information can be found on the Doctoral Academy website. To keep up
to date with Doctoral Academy news, training and events:
• Read emails from the Doctoral Academy;
• Use your personal booking dashboard to browse available training and events. This will be
updated thoughout the year
• Follow the @DACardiff Twitter feed and Facebook page
• View the blog page

Online Research Skills Modules

A series of online modules has been developed with a consortium of six other Universities to provide
an opportunity for anytime, anywhere learning or review of research-related topics. These are
available through the Doctoral Academy website.
LinkedIn Learning
You will also have fully funded access to a comprehensive suite of on-demand, high quality video
tutorials, covering skills and tools for research as well as for personal and career development. You
will receive an invitation from LinkedIn to activate your learning account soon after your enrolment.

Coleg Cymraeg Cenedlaethol: Research Skills Training Programme

The Coleg’s Welsh-medium Research Skills Programme is open to postgraduate students from all
universities across Wales.

The Programme consists of skills workshops and a series of residential courses. The sessions cover
topics such as organising and planning your research, dealing with sources, research methods,
academic writing, etc., as well as developing your career and employability. The residential courses
will be held at three centres in north, mid and south Wales, and the Programme will culminate with
a multidisciplinary research conference in June at Gregynog.

All the training will be provided free of charge, and the Coleg will provide accommodation and
contribute to the travel costs of everybody attending the various workshops. Full details of this
Programme as well as registration forms for each of the workshops are on the Coleg website.

Student-led Conferences
The Doctoral Academy supports two student-led conferences that provide opportunities for you to
present your work to students in different disciplines, to share and develop your research interests,
and to establish l interdisciplinary links sacross the wider PGR community.

Funding for Interdisciplinary Activities

The Doctoral Academy has a scheme to fund interdisciplinary activities organised by research degree
students. The aims of the scheme are to encourage students from different disciplines to come

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together to discuss shared research interests, and to develop students’ transferable skills by
providing opportunities to organise events.

PGR Communities Fund

This Doctoral Academy fund offers reimbursement of initial expenses to set up more informal PGR
communities around common social interests e.g. book/craft/baking/wellbeing activity/quiz clubs

Postgraduates involved in Teaching

Research students may be engaged by Schools to support teaching and learning activities. This could
delivering online or class-based seminars/ small group online teaching; software/ technical/
statistical advice and support; project/ occasional oclinic supervision; lecturing ; laboratory
demonstrating; fieldwork/ fieldtrip assistance; acting as a MOOC mentor; marking formative/
summative assessments and providing feedback.

The Code of Practice for PGR Teaching seeks to ensure that:

• PGRs engaged in teaching are treated fairly and consistently in respect of recruitment,
selection, training, monitoring, remuneration and support
• that the quality of teaching and assessment is safeguarded
• that teaching activities undertaken by PGRs are not to the detriment of their research
progress.

In accordance with the Code of Practice for PGR Teaching:

• You should be made aware of teaching opportunities available in your School, and the
process by which PGRs are selected for these roles.
• Unless clearly linked to studentship conditions, Schools cannot compel PGRs to teach.
• The amount of teaching undertaken is limited, so as not to interfere with your research
progress.
• You should be appropriately trained within your School for any teaching duties you have
agreed to undertake including good practices in digital learning.
• Unless linked to a School studentship (e.g. a Graduate Teaching Assistantship), you should
be paid for teaching and marking duties.
• Graduate Tutors (and Demonstrators, where considered appropriate) should have a clearly
identified teaching Mentor, who will respond to any queries.
• Your teaching should be monitored by a suitable staff member and you should receive
feedback on your teaching.
• You should be issued with a clear statement of your duties prior to commencing teaching,
with which you should be asked to agree. The information should confirm:
− the hourly rate of pay for teaching time, and the allowance for preparation, assessment and
other activities
− details of any duties which will be unpaid
− details of training requirements and how training is to be accessed
− a named contact for the module(s) on which you are teaching
− name and contact details for your Mentor (where applicable) and the PGR Teaching Co-
ordinator
− monitoring arrangements.

Developing yourself

Your Future

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The Careers and Employability team provides a wide range of employability support for students and
recent graduates. This includes in-School sessions on a wide range of topics, personalised careers
advice and guidance delivered face to face and online, work experience opportunities, events,
careers fairs, help with applying for jobs, and 24/7 online support on our online platform, Your
Career Journey, which hosts a comprehensive resource “Career Directions for Researchers”.

These and many other activities are useful to you from your first year onwards; make sure you take
full advantage of what we have to offer to help you reach your goals after University.

Start exploring your options, applying for jobs or developing your skills on Your Future.

Careers and employability

As a Cardiff University student, you can access our services via Your Future, Access the huge range of
opportunities on offer, including careers advice, guidance, work experience and events booking.

Start exploring your options, applying for jobs or developing your skills here.

Start a business
If you have an idea for a new business, social enterprise or freelancing opportunity, we can help you
unlock your creativity and achieve your potential. You can access tailored personalised support to
help establish or grow your business with 1:1 mentoring, start-up workshops, skills development
sessions, funding opportunities and online tools to bring your ideas to life.

Find out more and join the Start-up Support package on Your Future

Developing employability skills

You may also be interested in using the Skills Development Service (SDS) within the Students’ Union.
SDS provides a range of courses aimed at building your confidence, improving your transferable skills
and increasing your employability potential. Certificates are awarded for successful completion of
courses and are highly regarded by employers. Some sessions are run through the Doctoral
Academy and can lead to awards in leadership development.

In addition, the Doctoral Academy organises and supports a number of career development
activities each year, including events tailored to postgraduate researchers, guidance on seeking
work placements and how to present your extracurricular activity in order to apply for the Cardiff
Award.

Useful careers information and resources can also be found at the Vitae site. You will need to login
to this site with your Cardiff email address to gain full access to all that is available.

Working part-time as a student

We recognise that you may need to undertake some part-time work whilst you are here to generate
additional income. It is important that you balance the demands on your time to get the most out of
your experience as a student and ensure that any part-time work you do undertake does not impact
negatively on your studies. The Jobshop is the student employment service owned and run by
Cardiff University Students’ Union and Cardiff University that can provide you with support in finding
part-time work that fits around your studies.

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International students should note that, due to visa restrictions, there is a limit on the number of
hours that can be worked during term time. For information regarding visa options after study,
international students should contact International Student Support.

If you are in receipt of a sponsorship then you should check the terms and conditions of your funding
in respect of the maximum number of hours permitted for part-time employment.

Languages for All

Languages for All gives you the chance to improve your language skills alongside your studies. It is
freely available to all students and provides the opportunity to learn an extensive range of
languages, delivered in a variety of ways.

Our flexible choice of study options mean you can learn in a way that suits you, be that weekly,
intensively or independently. Whether you’re a complete beginner or wanting to improve your
current language skills, we cater for all abilities. We hold courses in a wide range of languages and
run classes at both our Cathays Park and Heath Park campuses.

Welsh language courses

Here at Cardiff we embrace Welsh culture and the Welsh Language. We have many opportunities for
you to learn Welsh or improve upon the Welsh you already know. Many employers and companies
are looking for graduates who can communicate through the medium of Welsh and this is your
opportunity to take advantage of expert, professional provision.
Welsh for All
Welsh for All is a programme which offers you the opportunity to improve your language skills while
studying here. The programme is run by the School of Welsh and is available to all students free of
charge. It provides the opportunity to learn Welsh alongside your academic studies.

Welsh for Adults

If you require more intensive courses for learning or improving your Welsh, the Welsh for
Adults Centre delivers Welsh courses at different levels.

Coleg Cymraeg Cenedlaethol Welsh Language Skills Certificate

If you are a Welsh speaker you may be interested in the Welsh Language Certificate. The Certificate
offers you the opportunity to gain a qualification that demonstrates your Welsh language skills and
enables you to provide employers with evidence of your ability to communicate confidently and
professionally in both written and spoken Welsh. Join the Coleg Cymraeg for more information.

Volunteering

The Students’ Union have their very own in-house student-led charity called Cardiff
Volunteering (CV) which provides a comprehensive range of exciting regular and one-off
volunteering opportunities which you can fit around your timetable. Volunteering is a great way to
gain skills, meet new people and make a difference in your local community.

Student Volunteering Cardiff (SVC) is an independent student-led charity at Cardiff. You can
volunteer in and around the city of Cardiff working with the elderly, young, disadvantaged and

32
vulnerable members of the community on a wide variety of different projects, gaining new skills and
experiences in the process.

International students who need a visa to study in the UK should speak to International Student
Support, if considering taking up voluntary work or volunteering, as some activities will count
towards your working conditions.

Further Support
Please refer to your Primary Supervisor or DENTL Director of Postgraduate Research Studies.

Online Resources

There are a number of resources available to support the development of study skills. Topics
covered including sections on critical analysis, managing and citing information sources, academic
writing, and research skills such as literature review and research methodology.

Maths support

The Maths Support Service is freely available to all our students and can support those that:
• have a phobia of maths or statistics,
• require refreshing in mathematical or statistical skills and techniques,
• need additional help with the maths element of your programme.
There are a number of additional classes and general drop-in sessions that are available to all
students throughout the teaching weeks and access to a variety of online learning materials, on a
range of mathematical topics, organised according to subject/discipline.

Data clinics
The Data Intensive Research Institute offers online support for data queries. Students can post
their query to the generic email address [email protected] and it will be directed to
an appropriate staff volunteer.

English language support

English Language Programmes’ In-sessional Team provide support to students whose first language
is not English. The in-sessional team deliver an Open Access programme of classes and tutorials to
support non-native students with advice on the skills they need for academic study in the UK. This
programme is open to both undergraduate and postgraduate students. Online lessons to help you
improve your writing, grammar and vocabulary are also available.

Student Support and Wellbeing

Student Support and Wellbeing, with locations on the Cathays Park (50 Park Place) and Heath Park
(2nd Floor, Cardigan House) sites, offers a range of services dedicated to helping you to make the

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most of student life. The staff at Student Support and Wellbeing offer confidential advice and
support when you need it.

Specific services provided are:

• Student Funding and Advice; practical advice for student life; and offers guidance on
academic issues and specialist funding advice.
• Bursaries, Scholarships and Money support: provides practical financial wellbeing skills and
administers the University’s emergency funds, bursaries and scholarships.
• Careers and Employability: careers advice, guidance and information, work experience
opportunities, academic and employability skills development, access to student and
graduate recruitment opportunities and events and enterprise and business start-up
support.
• Counselling, Health and Wellbeing: provides a variety of support options including self-help
resources, workshops, courses and groups, one-to-one Counselling and Wellbeing
appointments and a Wellbeing Drop-In Service. The service works to the British Association
for Counselling and Psychotherapy ethical framework. You can also receive support from
Wellbeing Champions who are trained student volunteers, who provide a peer ear, as well as
resources and information to signpost you to services who can help you.
• Disability and Dyslexia Serivce: advice and guidance to disabled students, offers specialist
support services and facilitates accessibility and adjustments including examination
provision. Services include specialist study skills support, support workers, screening for
Specific Learning Difficulties and assessments of need.
• International Student Support: practical support for international students; and offers
immigration advice and assistance with visa extensions, guidance on employment
regulations, and information on daily life in the UK.
• Disclosure Response Team: The University has a Disclosure Response Team, who are
available to speak to students and provide practical support if they are experiencing any kind
of violence or abuse, including harassment, hate crime, sexual violence, relationship abuse
and other forms of inappropriate behaviour that students may find distressing. Dial +44
(0)29 2251 8888 and select Option 1 or email [email protected]. We
will respond to your query where possible within one day between 10:00 and 16:00 Monday
to Friday (excluding bank holidays) term time only. If you email us with a concern after 16:00
please note that this will not be attended to until the following weekday.

If the experience is occurring now and you are in imminent danger, please refer to the
following urgent advice. If you have experienced a form of sexual violence in the last 72
hours, please contact the Disclosure Response Team, for imminent advice and guidance.

Out of Hours Helpline: Live Fear Free

Website: http://livefearfree.gov.wales/
Helpline: 0808 8010 800
Description: The Live Fear Free Helpline, delivered by Welsh Women’s Aid, is a national
confidential, free phone support and information service for anyone experiencing sexual
violence, domestic abuse or other forms of violence against women, or for anyone wanting
more information on available support services. Open 24 hours, 365 days a year.

Concerned about the safety of yourself or others

If the situation involves: a risk to yourself or others, erratic behaviour, behaviour changes,
disengagement, missing persons, infectious diseases or homelessness our Student Intervention
Team are available to support students. Dial +44 (0)29 2251 8888 and select Option 1 or email
[email protected]. We will respond to your query where possible within one

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day between 10:00 and 16:00 Monday to Friday (excluding bank holidays) term time only. If you
email us with a concern after 16:00 please note that this will not be attended to until the following
weekday. Please see your GP if you are concerned about your safety so that they can provide a
medical assessment and an alternate perspective.

Student Advice - Students’ Union

Student Advice is a free, confidential and impartial advice service offered by the Students’ Union.
The team provide independent advice, support and representation for all students of Cardiff
University.

The service is based on the third floor of the Students’ Union and can provide advice and signposting
for all student issues including academic matters, such as:
• appeals
• extenuating circumstances
• unfair practice and complaints
• housing related issues such as tenancy contract checks
• deposit disputes and disrepair
• money
• consumer rights
• employment disputes.

The service can be contacted through the webpage, by emailing [email protected] and by calling
029 2078 1410.

Mental Health: Information and Support for Postgraduate Students

In the same way that we all experience fluctuating physical health, any one of us can experience
problems with our mental health at any point in our lives. Research suggests that mental health
problems are more common among students than the general population. Studying for a research
degree can be isolating and stressful. Writing-up is often a period of particular stress.

For some students, mental health problems may be short lasting and resolve with lifestyle changes
and support from friends and family. Other students may be living with more enduring mental
health problems that require additional support, including adjustments to study. Whatever your
need, we are eager to ensure that students experiencing problems with their mental health receive
advice, information and support as needed to facilitate academic work and participation in
University life. The sooner you ask for help the easier it will be to deal with these problems. Don’t
be afraid to talk to your family, friends, colleagues, supervisors or your GP.

Support is available within the University. Talk to your supervisor or mentor, talk to the
Postgraduate Research (PGR) Office, or access help from Student Support and Wellbeing.

The Student Support Service can provide access to Mental Health Advisors and Counsellors and can
arrange for an assessment of your needs to allow appropriate adjustments to your study
arrangements. You may be concerned about disclosing a mental health difficulty, however personal
information discussed with University staff, including Student Support Staff, is strictly confidential.

Multi-faith chaplaincy

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The Multi-faith Chaplaincy is a place of friendship, hospitality, reflection, support, and dialogue,
welcoming those of all faiths and none. The Chaplaincy is here for staff and students providing
spiritual pastoral care for those with or without faith.

University residences

All residences have a Residences Management Team who provides support for students during
office hours (generally 8.00am to 6.00pm), and you are welcome to visit them at your Residences
Reception, or by calling the telephone number on the front of your Residences Card, this is separate
to your Student ID car. If you need assistance outside of office hours, you can find support in the
form of the 24-hour University Security service. Contact details are displayed on the back of your
Residences card.

Learn more about living in residences e.g. community living, health and safety, room transfers and
leaving residences.

The Residence Life Team is made up of student Residence Life Assistants (RLAs), who live on site,
and staff Residence Life Coordinators, who are available out of hours and are dedicated to
enhancing your student experience. The Team works alongside Residences, Student Support and
Wellbeing, and your Students’ Union to make sure you get the most out of your time in halls. The
Residence Life team help you to create a community within residences where you feel a sense of
belonging and inclusion.

The team brings a supportive, fun and friendly community to University accommodation with an
exciting online calendar of social events, drop-in sessions and helpful workshops throughout the
first semester, designed to help you meet new people and socialise, but in a safe way. Look out for
your RLAs, who will be running online flat meetings, quizzes, gaming competitions, language cafes,
cultural chats, wellbeing sessions, and film nights. You can follow the whole online event programme
through our Instagram (@residencelifecu) and Eventbrite (www.reslifecu.eventbrite.com). Instagram
followers have access to freebies and competitions, with prizes including Amazon vouchers.
Your student RLAs are on hand with a listening ear, encouraging you to share your experiences and
to access quality support services to help you make the most of your student life and achieve your
personal goals and aspirations.

Care leavers, estranged students and asylum seekers

If you are a care leaver, an asylum seeker, an armed forces veteran or are estranged from your
family, additional support may be available to assist you, including financial support. We can also
provide you with a range of help and advice whilst you are here. For more information, please
contact Student Support and Wellbeing..

Students with caring responsibilities

We understand that some students balance their studies along with their caring responsibilities.

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We have a dedicated member of staff who can act as a mentor to support you throughout your
journey at Cardiff University. For more information, please contact Student Support and Wellbeing.

Student parents

Whether you already have a child or are about to become a parent, services are available to support
your study with us. We believe that being pregnant, adopting or caring for a child should not in itself
be a barrier to succeeding in a programme of study. We strive to be as flexible as possible in any
such situation

Student Support and Wellbeing can work with you to ensure you get all the funding you are entitled
to from your funding body and from welfare benefits. They can also assist you if you require advice
or information on how being a parent might affect your studies or if you need help in finding
childcare or locating a School, the team can also provide support and signpost you to other services
and organisations. We also operate a registered Day Care Centre for dependents of University staff
and students.

Additionally for international students, advice and assistance can be provided regarding bringing
your family to the UK with you.

Nightline

Cardiff Nightline is a confidential student-led listening service that provides information and serves
as a listening ear to students during term-time. The phone service is open from 8pm-8am every
evening whilst the Instant Messaging service is open from 8pm-12am. The service is non-directive,
non-judgemental, non-advisory and practises two-way anonymity.

Volunteers are students just like you, who are fully trained to handle calls through training days and
ongoing training sessions. If you need someone to listen, you can call Nightline on 029 2087 0555 or
reach the IM service.

Completing your studies and next steps

Open Access: Publications and Theses

Open Access (OA) is an alternative publishing model that enables peer-reviewed articles to be freely
available for anyone with access to the Internet to read, rather than limiting readership to
subscribers only. It is seen as a way of opening up academic research to everyone to read and use.

The Research Councils and other funding bodies such as the Wellcome Trust require their grant
holders to ensure that all outputs from their grants are made OA. They see advantages to society
and the economy as a whole of making work visible to all researchers including those outside
academic circles.

UK Research and Innocation (UKRI) requirements for OA publishing apply to all published journal
articles and conference proceedings which acknowledge UKRI funding, so this includes research
fellows and holders of PhD studentships. In addition, UKRI expects that research degree theses

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produced by UKRI-funded students will be made available online as soon as possible following the
awarding of the degree.

Further information and guidance can be found here.

Graduation

Once the final version of your thesis has been approved (including any necessary corrections), your
School will forward the relevant forms to Registry, who will process this information and contact you
to confirm the address to which your certificate should be sent. Please be advised that the name
will appear on your certificate as stated on your SIMS Online record. The formal awarding of your
degree will then be considered at the next Awards and Progress Committee. You will typically
receive your degree certificate 6-8 weeks following formal confirmation of your degree by the
Awards and Progress Committee.

Once the Awards and Progress Committee has confirmed the awarding of your degree, you will be
invited to attend graduation. Due to the scheduling of graduation ceremonies, if students wish to
attend graduation in July, then you are advised to submit the final version of your thesis (including
necessary corrections) in plenty of time for Schools to forward to Registry. You should contact the
School PGR Office for details of the internal School deadline.

We hold our graduation ceremonies in July each year, marking an annual highlight in the University's
calendar.

Career Advice & Support

Career Advice & Support is available to you during and after your degree. Services range from a face-
to-face career consultation, mock interview and an e-guidance service to access a wealth of careers
online resources, job specific information and online searchable vacancy board.

Verification of Study, Replacement Certificates or Transcripts

We can provide you with evidence that you have studied here or verification of your degree
classification should this be required at any time. If your original degree certificate has been lost or
destroyed, you can purchase a replacement.

Our alumni community

When you graduate you will join a family of more than 175,000 Cardiff alumni in 180 countries. As a
Cardiff alum you’ll be able to access exclusive support and benefits including our dedicated alumni
platform Cardiff Connected, and keep up-to-date with monthly news and volunteering

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opportunities. Cardiff graduates everywhere share a mission to make the world we live in a better
place. Your values, hard work and talent will shape our future, and you will represent the best of
Cardiff wherever you go.

Useful Contacts

Dental Student Centre (Postgraduate)

Email: [email protected]

Telephone: 029 2251 1749

Covid queries

[email protected]

Student Support and Welfare

Prof Ryan Moseley [email protected]

Victoria Sims [email protected]

Details of the key contacts at the School of Dentistry can be found here:

http://www.cardiff.ac.uk/dentistry/people

A range of useful contacts for the wider University is available here:

https://intranet.cardiff.ac.uk/students/directories

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