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. 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 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 PG Funded Setupe: .(JavaScript must be enabled to view this email address) 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 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 (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 PG Funded Setupe: .(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 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 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 PG Admissions to agree an appropriate date). PG Funded Setup in the Research Support Unit will:

• Upload the scholarship as appropriate, to the WIT website under Funded Research Opportunities, on FindAMasters.com/FindAPhD.com and Euraxess.ie
• Liaise with Jamie Power 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 PG Admissions 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.

The Project Information Sheet provides all details of the scholarship to be advertised

Step 4: 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 5: 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 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. 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 [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 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. 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 PG Funded Setup 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 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 by the Lead Supervisor along with the original Scoresheet (signed by the panel) to:

• Research Postgraduate Admissions
• Sharon O'Connell
• PG Funded Setup

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

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 to the relevant Research Programme Board in your School.

• 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 Final Letter of Offer to the successful candidate. Candidates are asked to accept the offer within two weeks (or earlier, if specified by the Supervisor).
• Research Postgraduate Admissions notifies the Supervisor, RSU (PG Funded Setup and Research Office), and (Postgraduate Support) when the candidate accepts the position, so that necessary arrangements can be made.

Step 10: Applicant Responds to Offer

Research Postgraduate 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 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 Support Unit) with regard to induction, generic skills training and other issues.

Step 11: Commencement of Funded Research Postgraduate Studies

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 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 12: 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 PG Supporte: .(JavaScript must be enabled to view this email address).

Step 13: 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 Estates Office). 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 14: Student Setup for Grant Payment and Core Travel

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)/Jane Mahonye: .(JavaScript must be enabled to view this email address)
ext: 4173 (TSSG):

1. 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/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 PG Funded Setupe: .(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 PG Funded Setup.
5. 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 WIT Payroll Department. Details of the additional work must be submitted to Supervisor/Head of Department/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.