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Preparing for Probationary Assessment

Dr Joanna PaulLecturer in Classical Studies

+Aims of the session:

To consider the purpose and value of the Probationary Assessment

To consider ways to prepare for the Probationary Assessment

To consider how to move on from the Probationary Assessment

+Probationary assessment – an overview

See: Research Degrees Student Handbook, Section 3.5 (see also section 2.3, ‘Your Registration’).

Must take place before you can progress to second year of full-time study, or third year of part-time study.

Until that point you are registered for an MPhil; the probationary review is therefore a decision on your registration – you will be recommended for registration for a PhD if all the conditions are met.

See also the Guidance notes for the Probation form (under ‘Forms and Guidance’).

PROJECT REPORT including research question, literature

review, research proposal, and work

plan

ORAL PRESENTATION

SUMMARY OF SKILLS AUDIT and training and development

undertaken

MINI-VIVA

Requirements

+The purpose of probationary assessment (1)

A PhD is assessed through the submission and defence of a thesis – of an original and significant contribution to knowledge.

A PhD candidate must demonstrate a range of specific and generic skills needed to complete a PhD successfully and to build an effective career.

It is a significant undertaking that requires careful monitoring to ensure successful completion.

+The purpose of probationary assessment (2)Provides a chance for all parties to make a

serious and rigorous assessment of a student’s potential to complete successfully. 

Remember - no one benefits from letting students through with work that isn’t good enough!

Helps students bring research questions into focus and do some pragmatic project planning. 

Students benefit from external confirmation that their work is at the required standard.

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A supervisor’s perspective

‘This is an opportunity to bring together what the student has been studying for a year or more, to focus on the particular question the student wants to address, to see whether it is viable in the available time and with the available resources. Will the student be able to make an original contribution to knowledge in their chosen area? How will they best go about it? What is their contingency plan, if not everything goes to schedule?’

+Moving towards probationary assessment

(1) a probation report

(2) a mini-viva

(3) an oral presentation

(4) a summary of PhD skills development.

The assessment needs to be completed by 12 months after initial registration date (24 P/T); Research Degrees Office sends a prompt to you and your supervisors 9 (16) months after registration.

+1. THE REPORTMust include: A viable research question

A critical literature review, which situates the proposed research.

A research proposal, including an outline of proposed method(s), a critical justification for them, and where appropriate, preliminary data and analysis.

A work plan for the project with a detailed timetable of dates for completion of component parts and thesis submission.

+The report

How long? This will depend on the discipline and on the subject of the

thesis. A rough guide is between 20 and 40 pages.

Style? Must be scholarly. Must be in clear English. Must demonstrate ability to use scholarly conventions

correctly.

+The report

Articulating a viable research question: Will be related to your original application but may well

show some development in your thinking. Should stand as the main focus of your dissertation. Needs to be a focused line of enquiry that is appropriate in

scope and feasible to execute.

Connected to existing theories

and research

Questions should be linked to

one another

Can make an original

contribution

Neither too broad nor too narrow

Researchable

Clear and intelligible

+Exercise

In pairs, discuss the research question that you began your research with.

Can you describe to each other in two or three sentences what your research question is? Is it the same now as when you wrote your original proposal?

If it’s difficult to define your question, can you identify what you need to do in order to pin it down before you reach your probationary assessment? (e.g. more background reading, brainstorming, discussion with supervisors, more primary research?)

+The report

Writing a literature review: The existing scholarship or other source material that provides

the intellectual context for your work. If possible, look at another Ph.D. student’s successful literature

review for inspiration and ideas. (Ask your supervisor for help with this if you need to, or use the library.)

For the probation report you are not expected to have completed a comprehensive review, but it should be substantial.

A critical approach to the literature is essential; don’t just summarise the existing scholarship.

You need to show that you have a grasp of what has been done, and what opportunities there are to make further contributions.

+The report

A literature review must Be relevant to the research question. Be accurate. Indicate what is yet to be included. Include a general introduction to the field as a whole. Include more focussed treatment of your particular area. Include critical comment on existing literature.

+The report

Articulation of your research proposal and approach Builds on the research question and literature review to

flesh out how you will go about your research. Outlines the research methods and approaches appropriate

to your field of study. You will not be held to this; but it is useful to think through

how you will approach the rest of your project. Think of it as an overview that might include key chapter

headings, identification of important themes and primary sources etc. It might also be appropriate to include any preliminary data and analysis that you have completed.

Worth thinking through and discussing possible pitfalls and challenges that lie ahead – and appropriate contingency plans.

+The report

Your work plan This should cover the remainder of your time as a research

student. Indicate what you’ve completed so far. Work backwards from the date of submission, and include

spans of time for work on primary sources, when you will need to work in libraries/archives etc., and when you will complete drafts of each chapter.

Allow contingency time. Don’t leave ‘writing up’ until the end – it’s an integral part

of the research process. You might also include other plans – e.g. presentations,

conference attendance.

+Sample workplan:

+2. THE MINI-VIVA

Will vary slightly according to discipline.

Typically 1-1.5 hours.

In the presence of two assessors, who will have read your report.

You will usually be asked to give an overview of your research.

You will be asked questions about the report you have submitted.

The mini-viva is something between a supervision and a PhD viva.

The assessors write a short report for the Probationary Assessment, evaluating your performance and recommending an outcome.

+The mini-viva: hints and tips‘Nobody expects the Spanish inquisition!’ Use this as a valuable opportunity for feedback – your assessors

will probably offer valuable thoughts on what you might do differently and how the thesis might develop.

Be prepared to be questioned robustly – not to catch you out, but to ensure that your project is valid and feasible. If assessors ask you lots of questions, it means they’re interested in your project!

Be prepared to stand your ground – assessors are open to being persuaded of the merits of your approach, if you believe in it. They may play devil’s advocate in order to test your convictions.

Ask them questions if you require further guidance or clarification on anything.

Consider having your supervisor in attendance as an observer.

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Supervisor’s perspective

“Probation can give students a very useful calibration of how they are really doing, because the mini-viva assessors don’t have to worry as much as the supervisors about maintaining a supportive and encouraging relationship.  It is a very good dry run for a full viva.  More importantly, it is a good staging-post in the business of writing a thesis because it obliges the student to articulate what they are doing and to take on ownership of their project more fully.”

+3. THE ORAL PRESENTATION

Opportunities for this will vary according to discipline; think carefully about where to gain the experience. A departmental seminar? A postgraduate conference?

There is no set format for the kind of presentation that you need to give – it will depend on the forum, and the audience.

Academic speaking and presentation skills training is highly recommended.

Prepare carefully and rehearse.

Watch other academic speakers and learn from them.

Your supervisor will confirm on your Probationary Assessment Form that you have satisfactorily passed this requirement.

+4. SKILLS AUDIT

This is part of the Probationary Assessment Form (Section A, Progress during Probation Period.) You need to provide dates and comments (outputs, benefits and progress) in the following areas: Formal supervision meetings University and departmental induction events Project report Skills audit and development plan – a concise summary of

this aspect of your Progress File. Your supervisors will evaluate this as part of your Probationary Assessment Form.

Oral presentation. Mini-viva.

+Skills audit

You must also complete Section B of the form, Performance Objectives and Skills Development Targets.

This asks for your key objectives in the next progress monitoring period in the following areas: Research activities Skills development (based on your training and development

plan) Agreed performance targets and dates for completion.

You then pass the form to your supervisors, who comment on the project report. The mini-viva assessors then write their report, before the form is sent to the Associate Dean (Research) and then the Research Degrees Office for confirmation of the outcome.

+OUTCOMES

You meet the required benchmarks and should be registered for a PhD.

You should remain registered for an MPhil; reasons for non-progression to a PhD must be given.

You are required to take some remedial action in order to be considered for registration for a PhD. A short amount of time will be given for this, but your overall submission date will not change.

You should be de-registered on the grounds of insufficient academic progress.

+Final thoughts

Keep your paperwork up to date.

Keep good notes from meetings with supervisors.

If you keep up to date with your tasks, you shouldn’t find the probation process too challenging.

Submit drafts of the whole report to your supervision team and act upon their feedback.

Consider asking to see a recent successful example from a fellow student.

Don’t worry! Some nerves (especially in a mini-viva) are a good way of focusing the mind, but don’t panic. The process is not designed to catch you out.