PGR Induction Presentation

Department of Surgery & Cancer –
research student introduction
Charlie Greenhill, Surgery & Cancer Business Manager
([email protected] , 020 7594 0894)
Welcome to the Department of Surgery & Cancer.
This presentation is designed to help new research students understand a
bit more about the organisation they’ve just joined, the policies/processes
they need to follow and get to grips with their responsibilities as a research
student. It is suggested that you go through the presentation and then
follow up any queries by looking at the more detailed guidance in our
research student handbook:
If you can’t find the information you need, get in touch with Charlie
‘Department of Surgery & Cancer’
The Department was formed in 2009 from the previous Division of SORA.
It comprises 2 Divisions made up of the following sections:
Biosurgery &
and Systems
Pain Medicine
& Intensive
Research foci
The Department’s research covers a diverse range of fields; you may benefit
from collaboration with researchers in other sections. Our research strategy
comprises 4 themes:
Molecular phenotyping in health, disease and toxicology
Population-wide studies
Cell biology, immunology and endocrine processes
Surgical, robotic, bioinformatic and analytical technologies
You can find out more about the research strategy at
Maximum time
for milestone
Degree Milestones
Forms Required
PG1 (online app) – IC staff
omit this step
Registration form (all)
AND IC/A form (IC staff
0 months
3 months
Research Plan
9 months
1st Review
Form 3
Form 4 (ESR)
24 months
2nd Review
Form 5
Form 6 (LSR)
Exam Entry
Nomination, description and
reproduction forms, write-up
44 months
48 months
Thesis submission
54 months
Form 2
Abstract and declaration of
words forms (thesis
submission via
Examiners’ report
Who’s who
The Department’s Director of Postgraduate Studies (DPS) is Professor Michael Seckl.
If you need to contact him, please go via Charlie Greenhill.
Postgraduate Education Committee (PGEC) members for the various sections are below.
They can advise on policies/procedures and will need to sign off much of the
paperwork/attend review vivas.
Prof Wendy Atkin
Mr Long Jiao
Mr George Geroulakos
Mr Paul Ziprin
Dr Eddie Edwards
Dr Tim Ebbels
Dr Hector Keun
Dr Stefan Trapp
Dr Istvan Nagy
Dr Charlotte Bevan
Dr Sarah Blagden
Dr Ana Costa-Pereira
Dr Nick Dibb
Dr Mark Sullivan
Dr Veronique Azuara
Student reps
There is a student rep for each section:
Rosemary Morland
Sabrina Lamour
Sacheen Kumar
Catriona Munro, Richard Schlegel
Please contact your student rep if you wish to comment on any
aspect of the Department, so they can raise it through the
Postgraduate Education Committee.
Imperial College Registry
Departmental Administration often acts as a interface between
students/supervisors and the College Registry, ensuring that paperwork is
completed correctly.
Students and Academic
Your first point of contact for financial
matters (contracts & bursaries) should be
your local administrators.
For all other queries you should contact
Charlie Greenhill.
All forms should be sent to Charlie
Greenhill, who will arrange any DPS or
Head of Dept signature required.
There are different registration processes for IC staff and other applicants. Please
note that Honorary contracts do not count.
IC staff
• Submit IC/A form, degree certificates and contract to Departmental Administration.
• The contract must cover the minimum registration period for the degree (you can
register for a DIC as an interim step if the contract only lasts 12 months – you will
need to get a subsequent contract extension)
• All IC staff are regarded as part-time students. However, those declaring >80%
research (the norm) on the IC/A form adhere to FT milestones.
Non-IC staff members
• You should apply via the on-line form (PG1) – see
• An offer will be made once Registry have processed it and the Department has
approved your application.
• IC-employed staff and NHS staff employed by an IC-affiliated Trust get a 50% fee
discount (the same rules as for IC staff apply regarding FT/PT milestones)
Minimum registration periods
Degree/ attendance
24 months
48 months
F/T MD(Res)
24 months
48 months
Staff student PhD
33 months
48 months
Staff student MD(Res)
24 months
48 months
True P/T PhD
48 months
72 months
True P/T MD(Res)
48 months
72 months
F/T MPhil only
12 months
24 months
NB: all College-employed (‘staff students’) and Trust-employed students
are technically regarded as part-time students.
Further Registration information
Registration may not be backdated by more than 3 months or across the 1
December census. Where >2m backdating is requested, a draft research plan
must be presented at the time of registration.
English language
All non-staff non-UK classified research students have to do an English language
test in addition to having passed a TOEFL or similar test, or have a waiver form
approved. PhD students who do not score sufficiently highly will need to take a
further test when upgrading.
Part-time registration
Where a student is registered as a ‘true part-time’ student (not IC staff or Trustemployed), an IC/C form must be completed to confirm attendance arrangements.
Partner Research Institutes
Where a student is to undertake research away from IC facilities, a PRI form must
be completed and approved.
Research plan approval
All research students must have a research plan approved by 2
assessors, one of whom should come from outside the section.
Within 1m of your start date, you should engage with your
supervisor to identify the assessors and complete a registration
You should then send a copy of your research plan to the
assessors with a copy of form 2a/b.
Once they’ve had a chance to provide feedback, you should send
a copy of the plan and the completed form 2a/b to Charlie
Progress reviews
All students must undertake 2 formal reviews during their studies:
Review 1: by 9 months
10-page written report summarising work undertaken to date and oral
presentation to the assessors (with the supervisor and a PGEC member
present) followed by Q&A.
Review 2: 18-24 months
Where possible, the assessors used for the 9-month review will be also
appointed for the 2nd review, so that progress can be clearly evaluated.
Students should submit a 20-25 page report to the assessors. An open
presentation will then be held (approximately 30 minutes) followed by a
closed Q&A session with the assessors.
Transferable skills courses
Evidence of attendance at GSLSM transferable skills courses is a
compulsory part of completing a PhD and must be completed by the time
of the 2nd review.
Minimum requirement:
The Research Skills Development (RSD) residential course plus 1 other
course from the GSLSM programme OR 4 courses from the GSLSM "A"
Details are available via the GSLSM website. A bulletin with upcoming
courses is circulated every Tuesday.
Courses are not compulsory for MD(Res) students, but they may attend as
many as they desire.
There are also courses aimed at post-transfer students.
Exam entry & writing up status
4 months should be allowed between completing this process and the
submission of the thesis.
• Nomination of examiners form
• Reproduction of thesis form
• Description of thesis form
• Writing-up plan
• Approval form from local PGEC representative
When their registration period expires, students can enter writing-up
status for up to 6 months to complete their thesis.
A £100 fee is charged in return for a Council Tax exemption certificate and
access to libraries, IT etc., but NOT to laboratories.
Thesis submission
Electronic theses should be submitted via
You also need to submit a thesis abstract and declaration of words
Imperial College does not prescribe detailed instructions for the
required style etc. Guidance on formatting and binding is available
Once the thesis has been submitted, the viva organiser can arrange
a date (at least a month after submission).
6-monthly reports
You and your supervisor should submit a progress
report every Dec/Jan and Jun/Jul to Departmental
Administration using the template that will be circulated
in advance.
If there are any specific issues that you would like to
raise in confidence rather than approaching your
supervisor, then submit a confidential form to
[email protected]
Pastoral issues
S&C is introducing a system of personal tutors for 2012-3 and you will be
assigned one shortly. You should meet your tutor at least once a year (more
often if there are any specific issues)
The interruption of studies (IOS) mechanism should be used where cases of
long-term ill-health, caring responsibilities etc. prevent you from working
towards your degree. Forms for this should be submitted at the beginning of
the interruption rather than on resumption. IOS can only be taken during a
period of active registration.
Final Reminders
• Completing all the course milestones on time is ultimately YOUR
• Make sure you keep in close contact with your supervisor.
• Use the PGR Handbook as a first port of call for information.
• If you have a query that you cannot resolve via guidance on the
web or S&C documentation, contact Charlie Greenhill.
• All forms discussed here must be submitted via Charlie Greenhill
so that the Director of Postgraduate Studies’ approval can be
• If you think you’re going to have trouble meeting a deadline,
please tell someone sooner rather than later!

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