Doctoral College

Milestones, progress and assessment

A man with curly hair and a backpack holds a drink with a straw, talking to a woman in a busy hallway.

The University's Research Ethics Framework sets a clear and consistent standard for how ethical reviews are conducted. This framework is the benchmark for all current and future review procedures.

When you need ethical approval

Your research will normally need an ethical review if it involves any of the following:

  • Human participants, or material from humans (this includes surveys and interviews).
  • Any use of  personal data.
  • Animals  (this includes all animals, such as invertebrates, fish, and non-protected species, and covers behavioural or observation studies).
  • Any topic with the potential to raise  significant social issues  or have an  environmental impact.

Important: You must get ethical approval  before  you begin your research.

How to apply for ethical approval

Postgraduate Researchers (PGRs) should use the online system, Worktribe Ethics, for new applications.

  • Most staff and PGRs will already have access to Worktribe.
  • If you have trouble accessing the system, please see the further support page for help.

Departmental processes

Please be aware that each department may have its own specific steps for ethical review. For detailed guidance, you should:

  • Check your department's intranet.
  • Contact your project supervisor or your Departmental Ethics Officer.

The University monitors your progress each year through a process called the Annual Monitoring Review (AMR), using the MyPGR system. The AMR helps to track your progress, identify and resolve any problems, and gather your feedback. This process follows the University’s Code of Good Practice for Annual Monitoring of Research Students.

The AMR period usually begins in January and must be completed by May.

Purpose of the AMR

The main aims of the AMR are to:

  • Ensure all students across the University receive consistent support and treatment.
  • Identify any issues with your research programme or your relationship with your supervisor.
  • Assess your progress and provide you with useful feedback.
  • Monitor how often you meet with your supervisors and what other facilities are available to you.
  • Help the University make formal decisions if progress is unsatisfactory.

Who needs to complete it?

All students must complete an AMR report. This includes students who are:

  • Full-time or part-time.
  • On a short interruption of studies.
  • On continuation status.
  • Have submitted their thesis and are waiting to do corrections or a resubmission.

The AMR process

  1. Complete your report: You will receive an email with a link to an online form in MyPGR. The form asks questions about your progress and the supervision you have received over the past year.
  2. Independent submissions: You and your supervisor(s) complete your reports separately. Supervisors cannot see what you have written, and you cannot see their reports.
  3. Departmental review: An AMR panel in your department meets to review every student’s progress.
  4. Outcome: The panel decides on any necessary follow-up actions to support you. You will receive an email confirming the outcome once the process is complete.

Further information

We strongly encourage you and your supervisor to read the Doctoral College AMR Webpage. This page provides full details about the process, possible outcomes, and the specific dates for the current cycle. You can also see the list of questions you will be asked in the AMR form on this webpage.

This policy explains the formal steps the University takes if there are concerns about a postgraduate researcher's progress, engagement, or attendance. The goal is to identify problems early, support you in getting back on track, and set clear, achievable targets.

What do we mean by Unsatisfactory Progress, Engagement, and Attendance?

Concerns can be raised by your supervisory team at any point during your studies, including during termly meetings or the Annual Monitoring Review (AMR).

1. Unsatisfactory engagement

This means not taking part in expected activities, such as:

  • Missing scheduled meetings with your supervisor.
  • Not responding to communications from your supervisor or department.
  • Not engaging with the MyPGR system, training events, or the upgrade process.

2. Unsatisfactory academic progress

This refers to difficulties with the standard or pace of your work, such as:

  • Missing agreed deadlines.
  • Work that is not of the expected quality for your stage of study.
  • Concerns that you may not meet your upgrade or final thesis submission deadline.

3. Unsatisfactory attendance

This applies when you fail to attend arranged events for your research degree. This includes both on-campus and virtual attendance at:

  • Supervisory meetings
  • Research seminars, training, or lab sessions
  • Fieldwork

*Note: For students on a Student/Tier 4 visa, unsatisfactory attendance or engagement can have serious implications for your visa status.*

The supportive process: steps and stages

The process is designed to be supportive and formal. Your PGR Support Team will manage the process and issue all letters.

Before a formal warning: the Progress Check

Before starting the formal USPEA process, your supervisor or PGR Support Team may send you a  Progress Check Letter. This is an informal alert if you are falling behind, missing deadlines, or not engaging.

  • This is not a formal warning.
  • Its purpose is to check in with you, invite you to discuss any issues affecting your studies, and help you get back on track.

If concerns continue, the following three formal stages will be followed:

Stage 1: Initial Warning

  • A formal record of the concerns is created, and you will receive a copy as an Initial Warning letter.
  • You will have the chance to explain any unavoidable circumstances that affected your progress or engagement, which you could not have reported earlier.

Stage 2: Final Warning

  • If the concerns are not resolved after the Initial Warning, or if new concerns arise within 12 months, the case is passed to a senior academic (a Pro-Vice-Chancellor or their deputy).
  • They will issue a Final Warning letter.
  • You will be offered a meeting to explain your situation regarding the failure to meet the terms of the Initial Warning.

Stage 3: Referral to Faculty Director and Dean of PGR

  • If your progress, engagement, or attendance remains unsatisfactory after the Final Warning, or if new concerns arise within 12 months, the Faculty Director of PGR will meet with you.
  • They will inform you that they are recommending further action to the Dean of Postgraduate Research. This can include being withdrawn from your degree.
  • You will have a final opportunity to explain any unavoidable circumstances.
  • If you do not attend this meeting, you will be reported directly to the Dean.

Getting help

If you are struggling, it is important to act early:

  • Speak to your supervisor: They are your first point of contact.
  • Contact your PGR Support Team: They provide support to both students and supervisors throughout this process. They are the best people to contact for specific advice.
  • The key is communication: Informing the University of problems as they arise is always the best course of action.

This procedure is based on the University’s Code of Good Practice. For full details, please refer to the official code: Chapter 15 - Unsatisfactory Student Progress, Engagement and Attendance

Some of the degrees awarded by the University lead directly to a professional qualification. This includes roles that require statutory (legal) registration, such as teaching or diagnostic radiography.

When you are studying for one of these qualifications, you are expected to follow both the University's regulations and the professional Code of Conduct for your future profession.

Because the University is certifying that you are ready to enter a profession, we must be sure of two things:

  1. That you have met the academic standards of your course.
  2. That you have demonstrated the professional skills, behaviour, and attitude needed to be a safe and suitable member of that profession.

A serious physical or mental health condition may also be a reason for someone to be considered unfit to practise, if it affects their ability to work safely.

If concerns are raised about your professional suitability, the University will review your case under its formal  Fitness to Practise procedure.

You can find the full details of this by reading the Fitness to Practise procedure.

This section explains the process for transferring from MPhil or Masters by Research (MByRes) registration to PhD status. This transfer is known as 'upgrading' and is a significant milestone in your research journey.

Note: This guidance applies to students who began their studies from the 2019/20 academic year onwards. If you started earlier, please contact your PGR Support Team for advice.

1. What is the upgrade?

Most students aiming for a PhD are initially registered for an MPhil. The upgrade is the formal process of transferring to PhD registration. Some MByRes students may also upgrade to a PhD following a similar process.

Full details are available in the Code of Good Practice Chapter 9 - Upgrade from MPhil, MA by Research or MSc by Research to Doctoral Study.

2. Upgrade from Masters by Research (MByRes)

If you are an MByRes student considering upgrading to a PhD, you must:

  • Discuss your intentions with your supervisor and PGR Support team.
  • Submit an  MByRes Intention to Upgrade form  to your PGR Support team at least four weeks before your Faculty's upgrade deadline.
  • Check your specific deadline with your PGR Support team, as dates vary between departments (typically 7.5-9 months after starting for full-time students).

Important considerations for MByRes students:

  • You must meet the PhD entry requirements. Exceptions require approval from the Faculty Director of PGR.
  • If you have a  Student/Tier 4 visa  or specific  funding  (including Student Loans), upgrading may not be possible due to visa or funding restrictions. Discuss this with your PGR Support team and consult International Student Support and PGR Student Loans webpages.

3. Purpose of the Upgrade Process

The upgrade assessment serves to:

  • Confirm you are making satisfactory progress.
  • Provide evidence that you can produce work of doctoral quality.
  • Offer a structured milestone with formal feedback, including a viva voce examination.
  • Enable independent experts to review your research project and plan.

Specifically, the Committee will assess:

  • Your overall progress and the feasibility of your project's experimental targets.
  • Whether you are on track to submit your thesis by your intended date (e.g. your funding end date).
  • The effectiveness of your academic writing.
  • Your ability to analyse and interpret your research work.
  • Your awareness of your work's significance within the wider field of study.

4. The Upgrade Process

Deadlines and responsibilities:

  • Your upgrade deadline will be visible in your MyPGR contact diary.
  • Students upgrading from MByRes to PhD will receive an email confirming the upgrade submission deadline after their upgrade attempt has been granted.
  • It is your responsibility to meet this deadline. Missing the deadline without an approved extension will result in an initial warning under the Unsatisfactory Student Progress procedures.

Generative AI statement:

You must include a statement on your upgrade portfolio title page confirming if and how you used Generative AI in your work. See  Code of Good Practice Chapter 9 - Upgrade from MPhil, MA by Research or MSc by Research to Doctoral Study  for details.

The Upgrade Committee and Viva:

  • Your Upgrade Committee normally includes an assessor and the Director of PGR (or their nominee). Your lead supervisor may attend as an observer if you invite them.
  • The viva voce is an oral examination where you discuss your work with the Committee. It provides valuable feedback and helps prepare you for your final PhD viva.  Recording the viva is prohibited.

Viva formats:

  • Virtual: All attendees join remotely.
  • Blended: Some attendees are in person, others join remotely.
  • In-person: All attendees are in the same location.

Discuss your preferred format with your DPGR or upgrade panel. Decisions will consider the University's Sustainability Policy, prioritising low-carbon options where possible.

After the viva:

  • Your supervisor will be asked to leave at the end, allowing you to speak with the Committee privately.
  • You will receive written feedback on your submission and viva performance.

5. Upgrade outcomes

First attempt:

  1. Pass
  2. Minor amendments  required within 2 months
  3. Second attempt  required within 3 months, normally with initiation of Unsatisfactory Student Progress procedures

Second attempt:

  1. Pass
  2. Remain registered for MPhil/MByRes  if you demonstrate the ability to complete at this level
  3. Remain registered for MPhil/MByRes  with initiation of 'Unsatisfactory Student Progress and Engagement: Code of Good Practice’

The Committee may recommend a pass after the second submission without another viva. Upon successful upgrade, your completion date in MyPGR will be updated. 

Note: For funded students, your funding end date usually remains unchanged.

6. Timelines and requirements

  • The upgrade process should normally be completed by the end of your first year (full-time) or pro-rata (part-time).
  • Faculty-specific requirements are available online:
    • HASS  (Humanities, Arts and Social Sciences)
    • HLS  (Health and Life Sciences)
    • ESE  (Environment, Science and Economy)

7. Reasonable adjustments

If you have a disability or chronic health condition, contact the AccessAbility Team (Exeter) or  Accessibility Team (Cornwall) to discuss reasonable adjustments before your upgrade assessment is scheduled.