Swansea University

Supervision Policy for Postgraduate Taught Masters Students

4. Timetable of Supervision

4.1

The University requires Colleges to hold a minimum of three formal compulsory meetings.  Where possible, these should take the form of face-to-face meetings between the Supervisor and student. Student attendance at these meetings shall be monitored. Colleges wishing to provide additional supervision may do so.  Colleges requiring additional meetings should make these requirements known to the student via the College Handbook.

4.2

Normally the same supervisor would be expected to be present for all of these meetings.  

4.3

Colleges must ensure that cover is provided to students in cases of staff absence, including holidays or sickness.  Colleges should ensure that students are informed of cover arrangements during the summer period.

4.4

A record will be kept of students who fail to attend meetings and such records shall be available to Examination Boards/Appeals Committees.  

4.5

Every College shall hold a minimum of three formal meetings for full-time students as outlined below.  In the case of part-time students, it may be more appropriate to offer additional meetings to monitor progress over their studies and it is recommended that a minimum of four meetings are held.  A record, agreed between the Supervisor and the student, shall be kept including dates, action agreed and deadlines set (a recommended template is available from Academic Services).  The student shall be responsible for maintaining this record and shall submit it with the work.  Supervisors should keep a copy of this record.

It is expected that the student will meet with the Supervisor in person.  However, it is recognised that this may not be possible in the case of some programmes e.g. distance learning programmes.  In such circumstances the College/student are expected to keep a formal record of the meeting, including reference to the format of the meeting e.g. e-mail, video conferencing, telephone.  Students undertaking research away from the University or leaving Swansea for personal reasons must request an authorisation of absence from the Head of College or his/her delegate.  

4.5.1

Meeting 1

For standard masters programmes the first meeting shall take place immediately following confirmation of the completion of Part One.  For all other programmes the date of the first meeting shall be determined by the College and published to students in the College Handbook.

This meeting should be used to formalise a detailed work plan, set deadlines for completion of work and discuss the structure.

It is recommended that this meeting also be used to ensure that the student understands the issues associated with academic misconduct (plagiarism) and the referencing style required.

4.5.2

Meeting 2

For full-time standard masters programmes a second meeting should normally take place in late July/early August. For all other programmes the date of the second meeting shall be determined by the College and published to students in the College Handbook.

In the case of part-time students on standard masters programmes this meeting will normally occur by November.  Colleges may wish to hold a further meeting for part-time students to monitor their progress.

Colleges/students may use this meeting to discuss progress and discuss draft sections of the work.  Supervisors should ensure that a student is still able to complete the work in accordance with their work plan. 

In the case of full-time students any issues which may necessitate requesting an extension (such as personal difficulties/illness which will affect their ability to complete on time) should be identified at this meeting and Colleges should consider whether they wish to submit a request for an extension to the submission deadline.

It should be noted that requests for extension for full-time students will normally be considered administratively on behalf of the Academic Regulations and Cases Board at the beginning of September, and therefore applications should be considered and approved by the College by the end of August.  Specific deadlines will be circulated to Colleges each session.  Extension requests should be submitted by the College to Academic Services.

4.5.3

Meeting 3 - (part-time students only)

Colleges may wish to introduce a further meeting in the case of part-time students to monitor progress and ensure that a student is still able to complete within the schedule outlined in the work plan.  Draft sections of work may also be discussed at this meeting.

Any issues which may necessitate requesting an extension, such as personal difficulties/illness should be identified at this meeting and Colleges should consider whether they wish to submit a request for an extension to the submission deadline.

4.5.4

Final Meeting

A third and normally final meeting should be held approximately one month later (for full-time students) which should allow for final amendments. 

In the case of part-time students on standard masters programmes this meeting should occur in the September, 15 months on from completion of Part One (June Board).

This meeting shall include a report on the progress of the student and a draft of the final work should be discussed.  Students are expected to provide a draft of the final work in good time for Supervisors to read and comment on the draft at the meeting.  Supervisors are expected to comment on the draft in broad terms but are not expected to proof read, correct typographical errors etc.