Unsatisfactory Academic Progress

If the University believe that you are not making satisfactory progress then they should first inform you and notify you that they are concerned. The University will offer you the opportunity to meet with them to arrange specific targets and discuss any difficulties you might be facing with your research degree. Targets might include reaching a certain word count, or completing a specific amount of hours of lab work, for example.

You will be given at least three months to complete your targets. If the University has given you less than three months, or you believe the time period is not sufficient to complete your targets, please contact our Advice Team and we will be happy to talk through your case with you.

Following the time period set, a panel will be arranged to review your case. It is really important that you try and achieve your targets in the time period given, as failure to do so could result in programme termination from your PhD.

If you have been asked to attend a UAP Panel, then you should already know that the University are concerned about your academic progress with your research degree, and you should have been given the forementioned targets to help you with your progress.

The UAP Panel is a chance for you to discuss your progression with the Doctoral College. So, if you have not met your targets, this is your opportunity to explain why.

Preparation

Read the University Regulations for research degrees which can be found on the OSCAR webpages of the University website. These regulations explain the different stages of the process.

You may wish to consider the following, to help prepare you:

• Look over your targets again and see if you have managed to achieve them.
• If you haven’t achieved your targets, and you have a reason why you have not achieved them, you will need to gather evidence to demonstrate your circumstances. For example, there may be a medical or personal reason why you haven’t achieved which would need to be confirmed by a medical professional
• You can write a statement ahead of the panel if you wish, although this isn’t necessary unless requested.

Remember that you have to be honest with the University.

Dishonesty could lead to further action such as a disciplinary with the University.

At the Panel

The panel is essentially a chat with an Associate Dean (Doctoral College) and an academic member of staff that is not involved with your supervision. You may also have a secretary there taking notes.

Someone can accompany you to the meeting. This can be someone from the Students' Union, a friend, or another person that you trust. If you are working with one of our advisors, we do recommend that you bring them with you. Our Advice Team are experienced in navigating the University's procedures and regulations. We can work with you ahead of time and support you after the panel as needed. 

You can attend the panel in person (usually online via Microsoft Teams), or you can submit a written statement. We would always suggest that if you can attend in person, that you do so. It is important to make sure that you are somewhere private, with good internet connection, and your microphone and camera working.

The academics will ask you a series of questions relating to your work and your targets. This will include asking if you have met your targets and if not, why not. If you have achieved your targets then there shouldn’t be too much to talk over in the meeting.

If you have not achieved your targets, or not met the targets to the required standard, then the University will wish to find out what happened from your perspective. You can bring notes, evidence or drafts of your work to the panel – we would always suggest sending electronic copies ahead of time if you can. If you'd like to talk over what you have and how best to present it, our Advice Team will be happy to do this with you.

Extenuating or Special Circumstances

Extenuating circumstances are anything that make it impossible for you to complete your work to the best of your ability by your deadline. PGR students can still apply for EC and we would recommend that you follow the guidance on the PGR Extenuating Circumstances page.

If you feel like your circumstances have impacted your ability to meet your targets, then this will be considered by the panel. You must have independent evidence to demonstrate how your circumstances have impacted you over the period of time you have been given to complete your UAP targets.

If you want to talk over your ECs with an Advisor we are always happy to listen and advise on the kind of evidence the University will be looking for in support of your situation.

Panel Outcomes

Following the discussion panel members must agree on one of the following outcomes:

• Targets have been met and you will be able to continue with your research degree
• Targets have not been met but they have been met to a satisfactory level and you can continue with your research degree
• Targets have not been met and more targets will be set with a further UAP Panel held to discuss your progress
• Targets have not been met and a recommendation for programme termination will be made. This means that you will no longer be able to continue with your research degree.
  
  If the two panel members disagree on the appropriate outcome, then your case will be referred to the Admission Progression and Examination Sub-Committee for adjudication.