Academic Regulations for Postgraduate Degrees By Research & Thesis

5. Supervision of Programmes of Research

Each Postgraduate student will have a suitably qualified Supervisor(s), appointed by Academic Council, whose responsibility will be to supervise the student on a regular and frequent basis. Academic staff who undertake the supervision of postgraduate research PhD students are themselves required to hold a PhD, Professorship or Associate Professorship in an area cognate to the proposed area of research. Academic staff undertaking the supervision of postgraduate research Masters students are themselves required to hold at least a Masters qualification in an area cognate to the proposed area of research. The person named as the supervisor is required to take responsibility for ensuring that the supervisory work is carried out appropriately and in accordance with these regulations. (see 5.3. below).

Members of academic staff should normally act as either supervisor or co-supervisor to a maximum of ten postgraduate students at any one time. All cases in which the figure exceeds ten should be referred to the Head of School (or the Executive Dean where the Head of School is the supervisor) for a decision as to whether or not it is appropriate that the proposed supervisor accept the applicant. Where more than one School is involved in the process, the relevant Head of School is the Head of School of which the proposed supervisor is a member.

Supervisors of postgraduate research students should not act as the Internal Examiner in the examination of research theses for students registered under their supervision. Postgraduate Research Supervisors can attend viva voce examinations, but should not participate in the examination unless an issue arose which demanded their input. An internal colleague with, normally, as a minimum, a broad knowledge of the area of research should be invited to act as Internal Examiner.
Where research is conducted by distance mode or collaboration has been arranged between the University and another establishment, an External/Local Supervisor from the co-operating establishment or host institution may be appointed, with the approval of Academic Council. The following guidelines for remote supervision should be referred to:
- An agreement which incorporates the relevant DCU regulations is negotiated, written and signed by the relevant Executive Dean of Faculty in DCU and his/her equivalent in the overseas institution. The proposed agreement must be discussed in advance with the DCU President's Office, and a copy of the signed agreement must be lodged with the International Office.
- The University identifies a suitable ‘local supervisor' in the student's home country. Assistance may be sought via the student or, if the student is a staff member in an overseas institution, the Faculty to which this student is affiliated.
- The DCU supervisor and the external/local supervisor need to maintain regular contact to ensure the successful supervision of the candidate. An annual meeting between the DCU supervisor and external/local supervisors is highly recommended. A mechanism for communication needs to be established and monitored carefully.
The responsibilities of the supervisor(s) shall be:
- to advise the student on the selection of the research topic and the nature and quality of the programme of research to be undertaken;
- to ensure that the student acquires training in the methodology of research and scholarship and in the skills necessary for sustained independent effort;
- to provide contact and guidance through regular and systematic meetings; to request regular written submissions as appropriate and to provide constructive evaluation and criticism in reasonable time;
- to ensure that the student is made aware of any inadequacies of progress or standards below that expected for the degree registered and where necessary, to advise on withdrawal from the programme;
- to liaise with the external supervisor of the co-operating establishment;
- to advise on the methodology and form of presentation of the thesis and its subsequent examination;
- to advise the Registry, through the submission of annual written reports, of the candidate's progress. These reports should include details of the frequency of contact maintained with the candidate and an appraisal of the progress of the work to date.
Change of Supervisor(s)
Changes in supervisory arrangements must normally be made where there is agreement between the internal supervisor(s), the student, the proposed internal supervisor(s) and Head of School (or his/her nominee), and on approval by Academic Council Standing Committee. All requests for a change of supervisor must be made on the appropriate form (R-103). In the event that such agreement cannot be reached, the student, internal supervisor(s), proposed internal supervisor(s) or Head of School may refer the matter to the Registrar for arbitration.

Where a postgraduate research student is being supervised by a member of staff who is due to retire or resign from the University during the student’s programme of study, and where it is deemed appropriate that the supervisor continue to supervise the student, an additional Internal Supervisor should be appointed and approved by Academic Council Standing Committee when the decision to retire or resign is known. The additional supervisor should become the principal supervisor and should not be the Internal Examiner.
Supervisor/Student Relationship
Where difficulties arise within a supervisor/student relationship every effort should be made at Faculty and School level to resume a reasonable working relationship. However, if a resolution is not possible at this level, either party can refer the matter to the Registrar for arbitration. Explanatory submissions should be made in writing.