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AN ADMINISTRATIVE GUIDE THROUGH UCC
Michelle Nelson
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Getting Started Official Letter of Approval

• No of years of approval (minimum approval time)
• Start date
• PhD Subject (eg Chemistry, History, PhD in Health
  Services Research)
• Name of supervisor(s)
• Name of advisor (in the case of Science)
• Thesis topic

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Getting Started - Registration

• On-line Registration
• Registration Part Two Graduate Studies Office
• Fees Office
• Records and Examinations Office
• Original Documentation to bring along
• - Confirmation of on-line registration
• - Evidence of funding or fee payment
• - Birth Certificate or Passport
• - All transcripts stating your final
  results
• - All degree parchments

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Minimum Approval Times

• PhD 3 years full-time/ 6 years part-time
• MSc 1 year full-time
• MPhil 2 years full-time
• PhD track (Arts, Law, Commerce) 2 years
  (provisional registration)
• 90 credits per year (means you are working
  full-time on the programme over a full calendar
  year)
• PhD Framework 30 taught credits over 3 years,
  90 over 4 years
• PhD students must be registered for all years
  until submission

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Registering for Modules

• Official Generic Skills Modules - PATHS,
  STEPS, Teaching and Learning, or a taught module
  within the Department. Register on-line or
  contact Helen Buckley in the Graduate Studies
  Office on extension 5198 if you are having any
  problems
• Pilot modules register with the individual
  programme co-ordinator
• Credit vs audit modules

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Important Documents to Read

• PhD/Masters calendar
• Guidelines for a Code of Practice
• IUA Postgraduate Skills Statement
• Departmental Handbook

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UCCs Administrative Structure

• Administrative Support
• Graduate Studies Office
• Fees Grants Office
• Payroll Office
• Records Examinations Office
• International Education Office

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Graduate Studies Office West Wing

• Submission of documentation
• Change of name
• Changes to registration that require
  Faculty/College approval e.g. Masters to PhD or
  vice-versa, length of approval, extensions, leave
  of absence, change of supervisors
• Applications to register submission only for
  Masters students

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Graduate Studies Office

• Deirdre Daly and Tricia OShaughnessy are the
  main contact people for research (Phone 021
  4903241)
• Helen Buckley regarding registration queries and
  thesis submission
• Graduate Studies Website www.ucc.ie/en/graduates
  tudies
• Postgraduate Student Handbook everything from
  how to find a locker to how to submit your
  thesis!
• Information sessions, Christmas gatherings,
  newsletters and emails to keep you updated on
  developments in the area of graduate studies

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Thesis Submission Graduate Studies Office

• Submission of thesis
• check College calendar for dates
• Intention to submit 3 months notice
• 2 soft bound copies
• Signed submission form
• Max 300 word summary
• Helen Buckley 021 4903587

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Fees Grants Office North Wing

• Higher Education Grant collection
• Eligibility decided by LA or VEC
• Postgraduate studentship holders
• Fees Queries
• PhD Non-EU Fee waiver scholarship
• Deirdre Daly/ Mary OSullivan
• 021 4903255

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Questions frequently asked by Non-EU students

• Registration with Immigration (annually)
• Anglesea Garda Station
• 0930 to 1200 and 1400 to 1600
• 100
• For re-entry forms (60 - 100) details on
  www.dfa.ie
• Working in Ireland
• Need PPS number from Department of Social Family
  and Community Affairs, Hanover street
• As UCC student up to 20 hours and full-time
  during vacation
• On graduation a work permit required
• Suzanne Buckley International Education Office,
  Roseleigh, Western Road

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Support Services for Students

• Accommodation
• Careers Service
• Chaplaincy
• Counselling and Development
• Creche
• Disability Support Service
• Health Services
• International Education Office
• IT Services
• Library and Information Services
• Students Union

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Personal Worries

• Counselling and Development
• Student Health Service
• Chaplaincy
• Niteline
• Students Union

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Academic Worries

• Supervisor (or advisor)
• Peer Mentor (such as 3rd or 4th year PhD student)
• Graduate Studies Office (to discuss leave of
  absence or withdrawals)
• Students Union Education Officer

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Financial Worries

• Student Assistance Fund
• Contact Student Union Welfare Officer
• Talk to the Fees Office
• Grants
• Supervisor, Department, Faculty, College

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Keeping in Touch

• Weekly events e-mail
• Bi-monthly postgraduate newsletter
• Caffeine and Connections
• Postgraduate Forum
• Summer/Christmas events
• Open-door policy

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What can you do for us?

• Keep in touch keep us informed!
• Get your administrative business sorted early
  make sure you are fully registered
• Come to us early if there is a problem or if you
  have a query
• Get involved !
• Let us know if you change address, get married,
  need a years sabbatical etc
• Give us feedback!!!

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Upcoming Events

• An Introduction to Endnote
• Postgraduate Forum March 19th at 4pm
• Caffeine and Connections March 19th at 5pm

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Contact Details

• Michelle Nelson
• Graduate Studies Office
• 2nd Floor, West Wing
• 021 4903076
• m.nelson_at_ucc.ie