Step by Step:
Research Postgraduate Process
I am a...
Funded Research
Postgraduate Student
Research Postgraduate
Supervisor
Step by Step for Students (select alternative guide)
Step 1: Funded Research Postgraduate Recruitment
Funded research opportunities are uploaded on SETU Waterford website, on FindAMasters.com/FindAPhD.com and Euraxess.ie. *
Step 2: Funded Research Postgraduate Applications
Applications for all South East Technological University postgraduate funded programmes (excluding SUSI grants) must be made by downloading the SETU Waterford 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 Admissions.
Step 4: Acceptance of Funded Research Studies
Once the applicant accepts the Funded Research Postgraduate Opportunity via Research 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. PG Funded Setupe: .(JavaScript must be enabled to view this email address)
ext: 5596 (Research Support Unit) administers the funded research student setup on arrival at SETU Waterford (to ensure payment of stipend, expenses, etc, see Step 8).* For students arriving at the Walton Institute, setup is administered by Jane Mahonye: .(JavaScript must be enabled to view this email address)
ext: 4173 (ArcLabs Building, Carriganore).
ext: 5596 can be contacted for information regarding this process.
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 Graduate Studies Officee: .(JavaScript must be enabled to view this email address) who can be contacted for information regarding this process.
Step 7: SETUCard
If you are new to SETU, you will require a SETUCard in order to access a number of services. Once you are registered, proceed to the SETUCard Office to receive your SETUCard. The SETUCard 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 SETUCard 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 PG Funded Setupe: .(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 (Walton Institute):
- 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/Walton Institutee: .(JavaScript must be enabled to view this email address)
ext: 4173. - 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/Walton Institutee: .(JavaScript must be enabled to view this email address)
ext: 4173. - Postgraduate Research Agreement
This is issued via DocuSign. The Supervisor and Student are both required to sign the agreement. This agreement will be verified by RSU and then signed by Geraldine Canny our Head of Research before being returned to you and the student via DocuSign. - Letters of support in relation to visa applications, Personal Public Service (PPS) number applications, etc. should also be passed to PG Funded Setup.
* A stipend is a monthly payment to a student for living expenses and is normally tax-free. It is not a salary payment.
Step by Step for Supervisors (select alternative guide)
Step 1: Research Programme Board Approval
PI/Supervisor submits a summary of the research project(s) and details of the proposed supervisory team(s) to the Research Programme Board Chair of the associated department for review.
Step 2: Research Programme Board Chair Informs PG Admissions and RSU
The Chair of the Research Programme Board will inform the Postgraduate Admissions Office ([email protected]) and the Research Support Unit ([email protected]) that the position is to be advertised using the Research Postgraduate Scholarship Information Sheet.
Step 3: Funded Research Postgraduate Opportunity is Advertised Online
The approved Research Postgraduate Scholarship Information Sheet*, giving details of the scholarship to be advertised will be processed. Supervisors should allow at least two weeks for closing date of applications (PG Funded Setup and Research Admissions to agree an appropriate date). PG Funded Setup in the Research Support Unit will:
- Upload the scholarship as appropriate, to the SETU Waterford website under Funded Research Opportunities, on FindAMasters.com/FindAPhD.com and Euraxess.ie
- Liaise with Monica Hearn 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 Research Admissions that the scholarship has been advertised
Research Admissions ([email protected]) will deal with any queries relating to the admissions process and will direct an project-specific queries to the relevant supervisor.
The Project Information Sheet provides all details of the scholarship to be advertised
Step 4: Research Admissions Moves Applications to OneDrive
As completed applications are received (e-mail only), they are categorised by Research Admissions and moved to OneDrive for storage and sharing with supervisors.
Step 5: Research Admissions Contacts Supervisor
Research Admissions 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 6: 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.
All Information required for shortlisting , not shortlisting, panel composition and Interview are located here and should be sent to [email protected] after each step is completed.
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 PG Funded Setup to organise re-advertisement.
Step 7: 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.
Set Panel and Invite to Interview
Interview panels to consist of supervisors/PI's on the project, HoD (or designate), and the industry partner contact if applicable. The panel must have a minimum of 3 people and be gender balanced. If you have difficulty in securing a panel you can contact the RSU/GSO for assistance and a representative can sit on a panel if essential. The PI must then contact the shortlisted candidates and invite them to interview either in person or by SKYPE /Zoom/Teams and liaise with all panel members to ensure the interviews will take place accordingly.
If you wish to conduct your interviews online (zoom/Skype) this has to be approved at school level. The RSU must respect the guidelines at school level. You can check this with your research programme board chair.
Conduct your interviews
Meet in advance of the 1st scheduled interview with the Panel to discuss the order of questioning and the scoring model. Please make sure you record your notes and keep these records should any candidate come back looking for information under the FOI- The PI should hold these records for at least a 7-year period under SETU data retention policies. Use the interview scorecard to record your interviews. The breakdown of scoring criteria out of 100 is decided by the panel and threshold are set by the panel.
Upon completion of all interviews the “Interview Score Sheet” Form is completed by the Supervisor and signed by all panel members.
Step 8: Interview Outcome Notification to Admissions & Registry
The Shortlisted for Interview form must then be completed with the interview outcome and signed by the Research Programme Board Chairperson in your school and sent to the following:
So that candidates can be notified of the outcome of the interview. Please ensure accuracy of applicant email address. In the event that all interviewed candidates are unsuitable for the position, the position should be re-advertised through the RSU (PG Funded Setup)
Step 9: Offers
Following candidate selection/interview the Supervisor should complete a Research Admission form for the chosen candidate. This form must be approved by the Research Programme Board in the School/Faculty and provided to the Research Programme Board chair to have noted at the next RC meeting. The RPB chair should allow a minimum of 3 days in submitting to the GSO to ensure that it is noted at the Research Committee meeting.
After approval at the Research Committee meeting, Research admissions issues a final letter of offer to the successful candidate . Candidates are asked to accept within 4 days of the offer.
Step 10: Applicant Responds to Offer
Research Admissions, Office of the Registrar 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 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 (Graduate Studies Office) with regard to induction, generic skills training and other issues.
Step 11: Introduction to Graduate Studies and Securing Your Library Place
Once the new student has registered officially (via the link sent in the official letter of offer post enrolment approval) onto the PhD or Masters register they can engage the services of the Graduate Studies Office (GSO).
The GSO team are on hand to help with advice and allocation of Library spaces, SETU card for room access and ID. The team also coordinate the mailing list and training, induction and support handbooks and other supports for the incoming postgraduate student, including advice on the SETU PG regulations. Once registered please email [email protected] for support and to be added to their e-mail distribution lists.
Step 12: SETUCard
If the applicant is new to SETU, they will require a SETUCard in order to access a number of services. Once registered, applicants can present to the SETUCard Office to receive their SETUCard. The SETUCard 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 Estates Office). This should be signed by the relevant parties and presented at the SETUCard Office so that their SETUCard can be updated with appropriate access levels.
Step 13: Student Setup for Grant Payment and Core Travel
PhD/Masters Candidate to agree a suitable project start date with the lead Academic supervisor. Please advise PGFundedSetup (Research Support Unit) of the agreed start date. Postgraduate Funded Setup administers the funded research student setup on arrival at SETU Waterford including the Walton Institute (to ensure payment of stipend, expenses and fees). This unit also manages these payments for the full duration of the award/scholarship any changes must be notified to PGFundedSetup immediately.
Applicant completes the following forms with their supervisor and submits to PG Funded Setupe: .(JavaScript must be enabled to view this email address)
ext: 5596 (RSU):
- Postgraduate Student 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. - 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. - Postgraduate Research Agreement
This is issued via DocuSign. The Supervisor and Student are both required to sign the agreement. This agreement will be verified by RSU and then signed by Geraldine Canny our Head of Research before being returned to you and the student via DocuSign - Letters of support in relation to visa applications, Personal Public Service (PPS) number applications, etc. should also be passed to PG Funded Setup.
- If your Postgraduate Student needs to travel as part of their research activity then they need to be set up on the Core HR portal to claim expenses. This request can be processed via email to PG Funded Setup
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 PG Funded Setup.
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 SETU Waterford Payroll Department. Details of the additional work must be submitted to Supervisor/Head of Department/Walton Institute 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.
For any additional work completed outside of work outlined in the Postgraduate Research Agreement, please ensure that this additional works are submitted to payroll via the form linked above as HR Monthly Control Sheet.
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