Postgraduate Setup Process

I am a...

Funded Research
Postgraduate Student

 

Research Postgraduate
Supervisor

Step 1: Funded Research Postgraduate Recruitment

Funded research opportunities are uploaded on WIT website, on FindAMasters.com/FindAPhD.com and Euraxess.ie. ^*

Step 2: Funded Research Postgraduate Applications

Applications for all Waterford Institute of Technology postgraduate funded programmes (excluding SUSI grants) must be made by downloading the WIT Postgraduate Study by Research Application form and sending the completed form, by e-mail, to PG Admissions. Please contact PG Admissions for any queries relating to the application process.^*

Step 3: Funded Research Postgraduate Interviews/Offers

Applicants for funded research postgraduate opportunities are subject to an interview. Interviews are organised by the Supervisor with interview panels approved by the Research Programme Board Chairperson. Successful and unsuccessful applicants will be notified by Research Postgraduate Admissions.

Step 4: Acceptance of Funded Research Studies

Once the applicant accepts the Funded Research Postgraduate Opportunity via Research Postgraduate Admissions, the applicant is issued with an e-mail detailing their student number, generic e-mail address ([email protected]), username and password, and instructions as to how to register and pay fees (where applicable).

Step 5: Commencement of Funded Research Studies

Students may apply and commence their studies at any time during the year but registration occurs on an academic or calendar year basis and must be completed in September or January.

Applicant and Supervisor agree a start date. Rita Daltone: .(JavaScript must be enabled to view this email address)
ext: 5596 (Research Support Unit) administers the funded research student setup on arrival at WIT (to ensure payment of stipend, expenses, etc, see Step 8).^* For students arriving at TSSG, setup is administered by Jane Mahonye: .(JavaScript must be enabled to view this email address)
ext: 4173 (ArcLabs Building, Carriganore).

Step 6: Research Postgraduate Induction

All students are expected to attend induction, which is normally held in early October. Induction and Training is organised by Postgraduate Support Unite: .(JavaScript must be enabled to view this email address)
ext: 5627 who can be contacted for information regarding this process.

Step 7: WITCard

If you are new to WIT, you will require a WITCard in order to access a number of services. Once you are registered, proceed to the WITCard Office to receive your WITCard. The WITCard Office is located in the Main Atrium, Cork Road Campus. If you require access to laboratory doors or buildings, you will need to complete a room access form (obtained from Postgraduate Admissions). This should be signed by the relevant parties and presented at the WITCard Office so that your card can be updated with appropriate access levels.

Step 8: Student Setup for Funded Research Stipend^* and Core Travel

Student completes the following forms with their supervisor and submits to Rita Daltone: .(JavaScript must be enabled to view this email address)
ext: 5596 (RSU)/Jane Mahonye: .(JavaScript must be enabled to view this email address)
ext: 4173 (TSSG):

1. Research Postgraduate Student Set-Up Form
   Supervisor assists the student with the completion of the Research Postgraduate Student Set-Up Form and confirms amount of stipend, start date, end date and the cost centre for stipend and fees and sends form to RSUe: .(JavaScript must be enabled to view this email address)
   ext: 5596/TSSGe: .(JavaScript must be enabled to view this email address)
   ext: 4173.
2. Scholarship Exemption Form
   Supervisor assists the student with the completion of the Scholarship Exemption Form and returns the form to RSUe: .(JavaScript must be enabled to view this email address)
   ext: 5596/TSSGe: .(JavaScript must be enabled to view this email address)
   ext: 4173.
3. Postgraduate Research Agreement
   Contact Rita Daltone: .(JavaScript must be enabled to view this email address)
   ext: 5596 in RSU to arrange the completion of your Funded Research Agreement. Supervisor and student are both required to sign agreement and return it to RSUe: .(JavaScript must be enabled to view this email address)
   ext: 5596.
4. Letters of support in relation to visa applications, Personal Public Service (PPS) number applications, etc. should also be passed to Rita Dalton.

^* A stipend is a monthly payment to a student for living expenses and is normally tax-free. It is not a salary payment.

Step 1: Research Programme Board/PG Enrolment Group Approval

Supervisor completes the PG A1 form and has it approved by the Department's/School's Research Programme Board and subsequently by the PG Enrolment GroupThe PG Enrolment Group is a sub-committee of the Research, Innovation & Entrepreneurship Committee of the WIT Academic Council. Only after approval by the PG Enrolment Group can the position be advertised.

Step 2: Funded Research Postgraduate Opportunity is Advertised Online

Supervisor completes the Research Postgraduate Scholarship Information Sheet, giving details of the scholarship to be advertised. Supervisors should allow at least two weeks for closing date of applications (Rita Dalton and Avril Kelly to agree an appropriate date). The completed information sheet should be e-mailed to Rita Dalton who will:

• Upload the scholarship as appropriate, to the WIT website under Funded Research Opportunities, on FindAMasters.com/FindAPhD.com and Euraxess.ie
• Liaise with Jo Holohan who will promote the scholarship on social media, in conjunction with the Marketing Office
• Send links to supervisor so that they can promote via their own networks
• Notify Avril Kelly that the scholarship has been advertised

Research Postgraduate Admissions ([email protected]) will deal with any queries relating to the admissions process and will direct an project-specific queries to the relevant supervisor.

Step 3: RPGA Moves Applications to OneDrive

As completed applications are received (e-mail only), they are categorised by Research Postgraduate Admissions (RPGA) and moved to OneDrive for storage and sharing with supervisors.

Step 4: RPGA Contacts Supervisor

The RPGA contacts the supervisor(s) after the closing date (in the following days) to inform them that research scholarship folder is now complete and applications are ready for review.

Step 5: Supervisor Reviews Applications

The supervisor reviews the applications stored on OneDrive (this may be done in conjunction with the Research Programme Board Chairperson). There is no minimum/maximum number of candidates to be interviewed. There are two forms be completed and returned to [email protected]. Instructions on how to complete these are given at the top of each form:

1. "Not Shortlisted" Form: Supervisor completes and emails to [email protected] on completion of the shortlisting process. The email address entered on the Excel Sheet will be used by the RPGO to communicate the outcome to the applicant.
2. "Shortlisted for Interview" Form: Supervisor completes and emails to pgadm[email protected].

In the event of no applications being received or applicants to do meet the minium eligibility criteria, the position should be re-advertised. An exception to this arises where the terms and conditions of the funding award require the position to be filled by a given date that would not be possible to achieve. Please notify Rita Dalton to organise re-advertisement.

Step 6: Perform Interviews

It is the designated supervisor's responsibility to contact applicants to arrange interviews – this should be done as soon as is practical. Interview panels must be approved by the Research Programme Board Chairperson. Ideally there should be three people on the panel but a minimum of two is required. A representative from the RSU may be requested (please contact Jo Holohan to organise). Try to ensure gender balance in the interview panel.

Upon completion of all interviews the “Interview Score Sheet” Form is completed by the Supervisor and signed.

Step 7: Interview Scoresheet signed by Research Programme Board Chariperson

Scoresheet must be signed by the Research Programme Board Chairperson and the original should be sent to Research Postgraduate Admissions (Avril Kelly) along with completed 'Not Shortlisted Candidate Form' (if not already relayed) so that candidates can be notifed of the outcome of the interview. In the event that all interviewed candidates are unsuitable for the position, the position should be re-advertised through the RSU (Rita Dalton)

Step 8: Offers

The supervisor should prepare the PG A2 form (and in Departments where it is required the QQI Registration form). Once completed, the form should be submitted along with the specified attachements to the Awards Office (Sharon O'Connell).

• The PG A2 form (and QQI Registration form, if required) will be assessed by the Postgraduate Enrolment Group at its next meeting. If approved, the PG Enrolment Group will inform Research Postgraduate Admissions, the Research Programme Board Chariperson, and the Head of Department that the offer is recommended.
• Research Postgraduate Admissions issues a Letter of Offer to the successful candidate and 'unsuccessful' e-mails to all other candidates. Candidates are asked to accept the offer within two weeks (or earlier, if specified by the Supervisor).
• Research Postgraduate Admissions (Avril Kelly) notifies the Supervisor, RSU (Rita Dalton), and (Postgraduate Admissions) when the candidate accepts the position, so that necessary arrangements can be made.

Step 9: Applicant Responds to Offer

Research Postgraduate Admissions, Office of the Registrar (Avril Kelly) deals with registration.

• If the applicant declines the offer, the offer moves to the next ranked applicant on the Score Sheet.
• If the applicant accepts the offer, details of their registration are forwarded by e-mail.

Once the successful student accepts the offer (by returning a completed acceptance slip, via post) Research Postgraduate Admissions sends the successful student a registration email. This contains a student number and password which will enable the student to register online. They are also advised to contact (Postgraduate Admissions) with regard to Induction, generic skills training and other issues.

Step 10: Commencement of Funded Research Postgraduate Studies

Applicant and Supervisor agree a start date. Rita Daltone: .(JavaScript must be enabled to view this email address)
ext: 5596 (Research Support Unit) administers the funded research student setup on arrival at WIT (to ensure payment of stipend, expenses, etc, see Step 14).^* For students arriving at TSSG, setup is administered by Jane Mahonye: .(JavaScript must be enabled to view this email address)
ext: 4173 (ArcLabs Building, Carriganore).

Step 11: Research Postgraduate Induction

All students are expected to attend induction, which is normally held in early October. Supervisors are also encouraged to attend, especially those who are new to the role. Induction and Training, including a series of Generic Skills modules that run across both semesters is organised by Postgraduate Support Unite: .(JavaScript must be enabled to view this email address)
ext: 5627.

Step 12: WITCard

If the applicant is new to WIT, they will require a WITCard in order to access a number of services. Once registered, applicants can present to the WITCard Office to receive their WITCard. The WITCard Office is located in the Main Atrium, Cork Road Campus. If the student requires access to laboratory doors or buildings, they will need to complete a room access form (obtained from Postgraduate Admissions). This should be signed by the relevant parties and presented at the WITCard Office so that their WITCard can be updated with appropriate access levels.

Step 13: Student Setup for Grant Payment and Core Travel

Applicant completes the following forms with their supervisor and submits to Rita Daltone: .(JavaScript must be enabled to view this email address)
ext: 5596 (RSU)/Jane Mahonye: .(JavaScript must be enabled to view this email address)
ext: 4173 (TSSG):

1. HR Commencement Form
   Supervisor assists the Applicant with the completion of the Research Postgraduate Student Set-Up Form and confirms amount of stipend, start date, end date and the cost centre for stipend and fees and sends form to RSUe: .(JavaScript must be enabled to view this email address)
   ext: 5596/TSSGe: .(JavaScript must be enabled to view this email address)
   ext: 4173.
2. Scholarship Exemption Form
   Supervisor assists the Applicant with the completion of the Scholarship Exemption Form and returns the form to RSUe: .(JavaScript must be enabled to view this email address)
   ext: 5596/TSSGe: .(JavaScript must be enabled to view this email address)
   ext: 4173.
3. Postgraduate Research Agreement
   The student must contact Rita Daltone: .(JavaScript must be enabled to view this email address)
   ext: 5596 in the RSU to arrange the completion of the Funded Research Agreement. Supervisor and applicant are both required to sign agreement and return it to RSU.
4. Letters of support in relation to visa applications, Personal Public Service (PPS) number applications, etc. should also be passed to Rita Dalton.

Subsequent amendments to research postgraduate scholarships, e.g. change in P code, end date, stipend, etc can be arranged by completing a HR Postgraduate Amendment form and send it to Rita Dalton, RSU.

NB: If a Funded Research Postgraduate student undertakes additional work for their supervisor/the Institute (outside the work outlined in the Postgraduate Research Agreement), this work is liable for tax and must be processed by the WIT Payroll Department. Details of the additional work must be submitted to RSU/TSSG for payment as a taxable payment to be included in the HR Monthly Control Sheet. This does not go to the Fees Office or through Banner.