5. Student Support and Facilities
UEBS
Student Support and Facilities:
Study space – for the Streatham campus we currently have a dedicated PGR study space in Hope Hall. Hot desks can be used and all new students will be notified of the details upon registration and will be given swipe card access to the space.
The study rooms are quiet and professional working spaces and should be treated as such. We expect all students to be mindful and respectful to others who use the space and how others may prefer to work. The study rooms are quiet working spaces where conversation and noise should be kept to a minimum (earphones should be used for listening to music and videos). There are common areas outside of the study rooms for discussions with your fellow researchers.
We do not have dedicated silent spaces nor female only spaces.
All users of the PGR Study space are expected to follow the guidelines:
- Subject to availability, if a UEBS PGR student requires a desk for more than 4 days per week on an ongoing basis, they can request to be allocated a desk in Hope Hall. PGR Support will monitor usage and may reallocate desks found to be regularly unused. If a student is away for longer than a month and there is a waiting list for desks, the desk may be re-allocated and the student will need to apply for another desk on their return. In considering applications for desks, we will consider in particular, stage of study, accessibility needs and the personal/family pressures of applicants.
- Any actions to be taken in relation to misuse of the space, will be in accordance with the student complaints and disciplinary procedures.
- Hope Hall must not be used as a personal living or storage space. This includes but is not limited to storing personal items that cannot be kept tidily on your own allocated desk, drying laundry, long term storage of food, setting up a sleeping area, daily personal hygiene. Under no circumstances should other desks, chairs or funiture that have not been specifically allocated by the UEBS PGR Support team be used to store your items.
- Confidential papers (marking, exam scripts, expense claim forms etc) must be stored securely in the lockers provided and not left on desks/bookcases.
- Please ensure that the study space is kept clean and tidy at all times. This includes individual desks and surrounding areas, the kitchen areas, toilets, the lobby and social areas. Desks and communal areas that are particularly untidy may be cleaned and items removed without notice as large numbers of books/papers etc piled up in the study areas represents a safety hazard.
- Personal electric heaters are not permitted as they are a fire risk, if there are issues with the heating then please advise PGR Support - however please be aware that the heating may be turned down at weekends/overnight and during some vacation periods. Personal electric heaters may be removed without notice.
Queries about the study space should be sent to the UEBS PGR Support email.
*The location and policy for UEBS PGR Study space is currently under review (Summer 2023) and any changes will be notified to students and supervisors via email and newsletters.*
EMPS
All ex EMPS students using desk booking system information available from PGR support.
i. UEBS
All new UEBS PGR students are provided with a standard laptop for their sole use for the duration of their programme. This must be returned to Exeter IT following your award (or if you withdraw from the programme). You will be contacted at the start of your programme with details on how to obtain this. Please contact your PGR support team if you have not received details.
A limited number of hotdesks are available in Hope Hall with docking stations or fixed desktop computer. Currently it is not possible to book these, but are allocated on a first come first served basis.
The Business School has a range of specialist software for students, plus other packages that student can buy at a reduced rate. http://www.exeter.ac.uk/departments/it/news/ All queries should be directed through IT Helpdesk via SID http://www.exeter.ac.uk/itservicedesk
The Business School provides free printing for MPhil/PhD students at the on-campus Xerox print machines. This is not available to MRes or taught students. New students will be provided with details at the start of their programme. Any queries should be directed to PGR Support.
ii. Geography
All students will be provided with a loan of IT equipment for their sole use for the duration of their programme. This must be returned to Exeter IT following your award (or if you withdraw from the programme). You will be contacted at the start of your programme with details on how to obtain this. Please contact your PGR support team if you have not received details.
iii. Maths, Physics and Astronomy, Engineering, Computer Science, CSM, Renewable Energy Funding and finance
All students will be provided with a loan of IT equipment for their sole use for the duration of their programme. This must be returned to Exeter IT following your award (or if you withdraw from the programme). You will be contacted at the start of your programme with details on how to obtain this. Please contact your PGR support team if you have not received details.
All expenditure on your RTSG must relate to activity that takes place before your funding end date or until you submit your thesis for examination, whichever is earlier. We would recommend spreading your budget across the whole of your programme so that you don’t run out before the end date.
Your supervisor must authorise all expenditure, and they will also be the budget holder within T1 and you will need to discuss with them how it should be allocated. Please note that you will become personally liable for any claims submitted if they had not been previously agreed.
Help and Support: We strongly recommend that you read and view the online training documents and videos for PGR students. We also recommend that you book yourself in the following training course at the earliest opportunity Finance: T1 Introduction and Overview for Staff and Students.
Making a Claim: The University’s finance system T1 can be accessed from the following link https://exe.t1cloud.com/T1Default/CiAnywhere/Web/EXE/Logon/$S1_STAFF.
Access: The T1 finance system uses the University single sign on but access is not automatically set up. Check access by testing your login to T1 here. If it doesn't work, please let PGR Support know and we will arrange access for you.
RTSG Balance Enquiries: You can view your consumables budget, year transaction details and remaining balance in the T1 dashboard. Please see instructions here Student Dashboard Guide (via the online training webpage).
Purchasing Goods and Services: The T1 Web Catalogue/CloudBuy is an online web catalogue providing goods and services available through many of our suppliers. You can search for products/services, add to basket and checkout. Once this is complete the order must be allocated to the relevant budget and submitted for approval. Once approval has completed, T1 will issue the order to the supplier. Alternatively create a blank requisition where the goods/services are not listed on CloudBuy, selecting the supplier if it is known or by selecting ‘unknown’ will route the request to the procurement team to advise.
All IT equipment should be requested via the IT Service Desk. No claims for IT equipment purchased through other routes will be accepted – see: https://www.exeter.ac.uk/departments/it/new/equipment-purchasing/.
Participant Payments: T1’s ‘Participant Payment Request Form’ is to compensate a participant involved in research or a University event for out of pocket expenses or time spent. It is not used for actual expenses such as mileage, accommodation or refreshments – this should be claimed by the participant themselves using:
- T1’s ‘My Travel and Expenses’ function for UoE staff and students claims.
- T1’s online ‘External Payment Request Form’ for non-staff/visitor claims.
For more information visit the Finance Services web pages. If you need any help with finance queries, please contact the Finance Helpdesk by email financehelpdesk@exeter.ac.uk. Or call on 01392 726981. Other non-finance queries should be logged with the student information helpdesk: https://www.exeter.ac.uk/students/sid/.
See the Procurement team’s Travel page for up to date information on how to get a trip authorised and booked - https://universityofexeteruk.sharepoint.com/sites/Travel
Sometimes – normally for subsistence - you may need to make purchases with your own money and then claim back your expenses. In this case you will need to complete the T1 expenses application using ‘My Travel and Expenses’ using T1. Add a new expense document using the expense template and select the correct budget, then add your lines of expenses and submit for approval to the budget holder.
Any claims submitted after 90 days after travel/activity will be declined for payment unless there are exceptional circumstances for the delay. You cannot claim expenses for purchases of equipment – these purchases must be made via T1. For further details please see the expenses policy and see the expenses crib sheet here for help with using T1 to make your claim.
Please note that your supervisor will need to authorise your claim in T1 before it can be paid. Once authorised, claim payments are issued weekly on a Wednesday and take 2 working days to arrive by BACS in UK banks and will take around 2-10 days by Western Union for non-UK banks.
You must have your bank account details already set up in your student record in MyExeter before starting a T1 expense claim.
If using a non-UK bank, students must also complete a 'Foreign Payment Request Form' available here. Once completed, the form should be emailed to AccountsPayableEnquiries@exeter.ac.uk, stating 'Foreign Bank Details for Student [name] + [student ID]'.
In some circumstances, for instance, if you are going on fieldwork for a few weeks or more, it is possible to receive funding in advance of your trip. If you would like to request an advance please see the Cash Advance section here (http://www.exeter.ac.uk/finance/training/keytopics/studentandpgt1training/#a3) for details of how to apply for an advance and how to use T1 to record your expenditure on your return. If you have not used all of the money you had advanced for your trip, you will need to return the funds. If you have used more than you had advanced, when you reconcile your advance, the extra funds due to you will be paid to your bank account.
We would advise you to keep close attention to your expenditure to ensure that you do not overspend.
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i. MbyRes/MPhil/PhD Biological Sciences-Cornwall For self-funded students: PhD: £3,000 MbyRes: £1,000 There is additional RTSG funding for Biosciences students who are paying full international fees at the rate of the difference between the standard international fee and the Biosciences international fee. The duration will be equal to the number of years the student, or their external sponsor, is paying full international fees. Your RTSG can be used until the end of your funded period or until you submit your thesis, whichever is earlier.
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ii. MbyRes/MPhil/PhD Human Geography & MbyRes/MPhil/PhD Human Geography-Cornwall For self-funded students: PhD: £3000 MbyRes: £1000 Your RTSG can be used until the end of your funded period or until you submit your thesis, whichever is earlier.
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iii. MbyRes/MPhil/PhD Physical Geography & MbyRes/MPhil/PhD Physical Geography-Cornwall For self-funded students: PhD: £3,000 MbyRes: £1,000 Your RTSG can be used until the end of your funded period or until you submit your thesis, whichever is earlier.
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iv. Maths Each research student (including self-funding students) has available a Research Training and Support Grant (RTSG). The allocation for this will be confirmed in an email along with the charge code. Typical uses of this money include paying for equipment, conference fees, and travel, accommodation and subsistence at meetings. You must discuss with your supervisor the best way to make use of this funding, in particular use for conferences, workshops and research visits. Your RTSG can be used until the end of your funded period or until you submit your thesis, whichever is earlier.
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v. Engineering Each research student (including self-funding students) has available a Research Training and Support Grant (RTSG). The allocation for this will be confirmed in an email along with the charge code. Typical uses of this money include paying for equipment, conference fees, and travel, accommodation and subsistence at meetings. You must discuss with your supervisor the best way to make use of this funding, in particular use for conferences, workshops and research visits. Your RTSG can be used until the end of your funded period or until you submit your thesis, whichever is earlier.
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vi. Computer Science Each research student (including self-funding students) has available a Research Training and Support Grant (RTSG). The allocation for this will be confirmed in an email along with the charge code. Typical uses of this money include paying for equipment, conference fees, and travel, accommodation and subsistence at meetings. You must discuss with your supervisor the best way to make use of this funding, in particular use for conferences, workshops and research visits. Your RTSG can be used until the end of your funded period or until you submit your thesis, whichever is earlier.
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vii. Physics and Astronomy Each research student (including self-funding students) has available a Research Training and Support Grant (RTSG). The allocation for this will be confirmed in an email along with the charge code. Typical uses of this money include paying for equipment, conference fees, and travel, accommodation and subsistence at meetings. You must discuss with your supervisor the best way to make use of this funding, in particular use for conferences, workshops and research visits. Your RTSG can be used until the end of your funded period or until you submit your thesis, whichever is earlier.
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viii. Earth and Environmental Science Each research student (including self-funding students) has available a Research Training and Support Grant (RTSG). The allocation for this will be confirmed in an email along with the charge code. Typical uses of this money include paying for equipment, conference fees, and travel, accommodation and subsistence at meetings. You must discuss with your supervisor the best way to make use of this funding, in particular use for conferences, workshops and research visits. Your RTSG can be used until the end of your funded period or until you submit your thesis, whichever is earlier. ix. UEBS MPH-PhD students are allocated £400 Research Allowance each year for 3 years at the start of each Academic Year, capped at £1200 for the duration of your programme. It is your responsibility to ensure the funding is used appropriately and that you monitor your spend. The £400 yearly allocation is available to be spent in year only and cannot be rolled over to the next year. You are permitted to use your research allowance for:
All expenses must adhere to the University Expenses Policy. Please note however that you are not permitted to reclaim the costs of:
nor are you permitted to claim for travel to and from the University if you are based away from our campuses and are visiting for supervisions, research seminars or any other activity normally required of our research students. Students based at the Penryn Campus, however, may claim limited funds for travel expenses incurred in travelling to the Streatham Campus in order to attend seminars held as part of the College Research Training programme. Students based at Penryn or Streatham with supervisors based on the other campus may claim limited funds for travel expenses for face-to-face supervisor meetings up to one per term or more by agreement via PGR Support. These expenses will be funded from a seperate budget and will not be taken from your personal research allowance. To access your personal research allowance you must first discuss the usage of the funds with your supervisor, and request their support in writing. Once you have their written support, you must incur the expense and then submit a claim for reimbursement. Expense claims should be fully supported by itemised receipts; failure to provide full receipts will result in the claim being reduced accordingly. Credit or debit card receipts alone are not acceptable, nor are unclear scans or photocopies of receipts. If you have not been able to retain your ticket (e.g. rail tickets retained at station barriers), then an email copy of your confirmation of payment will be accepted as a proof of purchase. Claims must be received and processed within 3 months of the activity taking place; however at year end, 31st July, claims from the previous academic year must be received before August 5th to be included in the previous financial year. Claims received after this date will not be paid. Claims will be allocated to the personal research allowance in the financial year that the activity takes place. Please note that this allowance is not available to students on interruption, or who have submitted their thesis for examination. T1 Finance System All claims must be submitted using the University T1 finance system. At registration, all new students are given access to T1. You will need to follow the guidance for making your claim and you will need to tick 'No' to the question 'Is this expense related to a project' in all sections of your claim. Claims should be made after the event. The Business School PGR Student Allowance code is 013170 and you must include your name in the claim so that the funding can be allocated to your allowance. Unidentifiable claims will be rejected. Additional research support allowance The Business School is often able to make available an additional research allowance for PGR students to use towards prestigious conference attendance and/or research dissemination and/or for data collection and experiments (NOT for travel associated with fieldwork or additional research training). Applications for this additional funding should be pre-approved by your supervisor. Application forms can be requested from PGR Support and details of deadlines for applications are publicised in the UEBS weekly newsletter for PGRs. Eligibility criteria
To apply for the funding, you must submit a formal request using the PGR Additional Research Allowance Request Form available from PGR Support. A 'business case' must be made including the following:
Each case will be considered by a Panel within the Business School, taking into account the following:
This is a competitive process and funds are limited so there is no guarantee that all requests will be granted, or that the full amount requested may be granted.
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