Induction

It is the Department's and University's expectation that you will obtain a PhD in three years from the date of commencement of your studies. Therefore, it is important that you effectively plan your PhD studies and keep within your time limit. 

Year One

Within three months

Once you have registered with the University, you should complete a Training Needs Analysis (TNA) form. This helps you to assess your current and future skills development needs. As part of your first supervisory meeting you should discuss your TNA with your supervisor, adjust it accordingly and decide upon any training or development you need to take. When this document has been completed and signed, it should be uploaded to PROMPT.

Six months

Halfway through your first year, you should complete a short report detailing the first 6 months of your project and your plans for the next 6 months leading up to your Confirmation Review. This should be completed via PROMPT, and your supervisor will receive a copy to approve and provide feedback. 

FCE6100 (Compulsory Ethics module) should also have been completed, or in progress by 6 months of registration.

Nine months

At this point, you should have submitted your Confirmation Review report. This report should detail your research up to this point, and must include a gantt chart indicating your plans for submitting your thesis within the following two years. You should also write a Data Management Plan, and update your TNA, both of which will be submitted with your Confirmation Review report. Following submission of your Confirmation Review report, you will be contacted by email regarding arrangements for your viva. 

Twelve months

By 12 months at the latest, you should have been examined on your Confirmation Review. This will include a short (15 minute) presentation by yourself on your report, followed by a viva with two members of staff. If you pass the examination, you will be confirmed to PhD status. Your examiners may ask you to resubmit the report with or without another viva. The resubmission and viva (if necessary) must be completed within 6 months of the first attempt (by 18 months of registration).

The Code of Practice for Research Degree Programmes contains a wide range of information required by both students and their academic departments, from the point of registration onto a higher degree by research, to the point of award.

The Student Code of Conduct should also be consulted to ensure that you understand the standard of behaviour that is expected of you. 

The University takes Cyber Security very seriously to prevent against hacks and security breaches. There are three mandatory courses that you must take as a student of the University, otherwise you are at risk of having your account suspended. These courses should be completed as soon as possible after registration.

• Cyber Safety

• Protecting Information

• Protecting Personal Data

The Department also recommends that you complete Protecting Research Data, but this is not mandatory.

The University of Sheffield is committed to building a diverse community of staff and students that recognises and values the abilities, backgrounds, beliefs and ways of living for everyone. Our culture should ensure that all members of the University community feel they belong and are treated with respect. 

The Equality, Diversity & Inclusion training is mandatory for all staff and PGR students.

Computing

Your supervisor will supply you with stationery, a PC and other lab equipment as deemed appropriate for your research studies. IT support is provided through the University's IT Services.

Library

The University has library facilities over five sites. The main sites for Engineering are The Diamond, the Information Commons and Western Bank Library. The Diamond and Information Commons are both open 24 hours a day, access is by uCard. All the libraries also have computing facilities.

Postgraduate Lounge

Wherever your office is based you will have access to kitchen facilities where you may prepare or store simple meals for your lunch or similar reasons. The main Departmental facility is in the Postgraduate Lounge, which is situated in the RD corridor of the Mappin Mining Block. This is for the exclusive use of the Mechanical Engineering PhD students. There are kitchen facilities in this room and it also contains the mail boxes for PhD students in the department. It is important that you visit regularly to check if you have any messages.

Printing & Photocopying

Printing and photocopying is self-service and you will need to use your uCard at the print release station. Photocopying and printing is connected to the central University network and machines can be found around the department and at all libraries.

Student Representatives

Details about the current student representatives are available here. Information will be circulated when the time comes to recruit new representatives.

There are opportunities for PhD students in the department to take on some part-time paid work teaching Undergraduate and Master's students. If you wish to take part, please consult the University's web page on Graduate Teaching, and contact Dr Keith Tarnowski. All formal hiring, payments, etc., is handled by the Student Jobshop.

Multidisciplinary Engineering Education (MEE, sometimes 'The Diamond team') need around 220 GTAs each year to help run labs. look out for emails from them in July/August with information on how to apply. The Department of Mechanical Engineering needs many GTAs for group tutorials, design classes, computer classes/labs and some assessment tasks. Look out for emails from Jason Hawley who coordinates this. Talk with module leaders who run tutorials and computer classes.

There is lots of information about being a GTA on Elevate's website.

Mechanical Engineering Health & Safety

Working After Hours and Safety Regulations

During your research period you may find that you often have to work in your office or lab at periods other than the normal working hours (Monday-Friday 08.00-18.00). While the University has no objection to you staying at your workplace whenever necessary, there are Government regulations which have to be followed. These include undertaking courses in Fire Safety and Out-of-Hours training. Time in laboratories out of hours is strictly forbidden.

You should complete the Health and Safety induction online.

The following courses are mandatory for all Postgraduate Research students:

• Fire Safety

• Display Screen Equipment

• General Risk Assessment

• Safe Manual Handling

• Out-of-Hours Training

Risk Assessments

The law requires that all activities that take place in the department must be assessed to identify any hazards that pose a safety risk. This means that everyone in the dpeartment is responsible for assessing or contributing to the assessment of their work. This will identify any risks involved, and develop procedures to minimise those risks.

Completion of risk assessments can be done at STAR. Make sure you have completed the risk assessment training first.

CoSHH Assessment

Using chemicals or other hazardous substances at work can put people's health at risk. The law requires employers to control exposure to hazardous substances to prevent ill health by complying with the Control of Substances Hazardous to Health Regulations 2002 (CoSHH). If you will be working with hazardous substances, you must complete the CoSHH awareness training, and CoSHH assessments must be done for all necessary substances.

Radiation/Laser Work

All radiation information, documents and training can be found online. Please contact the Departmental Safety Officer if your work involves radiation/lasers.

Pregnancy

If you are, or become pregnant during your time at the University, please let your supervisor and the Departmental Safety Officer know. We will do a risk assessment looking at your specific needs.

Laboratory Work

When working in labs, you are responsible for your own safety and that of anyone else present. This means that you should conduct yourself in the appropriate manner and report any behaviour that could affect the safety of both those who work in, and maintain the labs. Food and drink is not permitted in labs. Anyone found entering a lab under the influence of alcohol or drugs will be asked to leave and reported to their supervisor and the PGR Tutor pending disciplinary action. 

All students must adhere to these regulations. Any breach will result in your out-of-hours access being terminated and the appropriate action being taken.

Please note, it is your responsibility to make sure that your safety training is completed and valid. You should not be working in any laboratory without first having undergone the relevant induction.

Display Screen Equipment Training

If you use a computer screen for an hour or more per day, you are required by the Health & Safety (Display Screen Equipment) Regulations 1992, to be trained to be able to set up your workstation so that it is optimised for your use. The regulatiosn also require employers to assess all workstations to ensure that they are set up appropriately for each user and in compliance with the regulations, and that working practices are such that they minimise risk to users.

There is an opportunity in the training to express any specific concerns you may have about aspects of the set up, environment, or work practices. If you indicate that you have additional requirements or equipment, the DSE administrators will be notified and an appointment will be made for you to speak with one of our Departmental Assessors. Please note that if you have any changes to your workstation conditions, which includes an office move, working from home, and/or a new desk, chair, computer, or monitor, you should undertake the training again. 

Accident Reporting

The policy within the University is that all accidents, incidents, dangerous occurences and near-misses arising out of, or in connection to work shall be reported via the University's online reporting system

First Aiders

Trained first aiders in the department can be checked on the Mechanical Engineering H&S site. A list of trained first aiders can also be found on first aid boxes in and around the department. Please make note of your nearest first aider. 

Whilst you are undertaking your PhD studies, you will also carry out a programme of skills development through the Doctoral Development Programme (DDP). The DDP is tailored to your individual needs. It helps you progress through your research studies by identifying the skills you already have and providing opportunities to improve these and acquire new skills and experience.

One of the first steps of the DDP is the Training Needs Analysis (TNA). This allows you and your supervisor to identify exactly how to best achieve your transition to research at doctoral level. You should consult the DDP Portal on the University website, which explains what you need to do to complete your TNA. The TNA should be completed before your first supervisory meeting. 

The training plan reflects on eight core competencies, enabling you to demonstrate the following:

• Communication, networking and collaboration

• Personal skills (time management, resilience, problem-solving, critical thinking)

• Professional skills (academic defence, academic writing, project/resource management)

• Leadership

• Ownership and understanding of the scope for career development options

• Understanding the importance of impact and translation (public engagement, enterprise and IP)

• Responsible Research and Innovation, ethics and data management

• Qualitative skills and/or quantitative and digital skills depending on discipline

The intention of the DDP is that you will take ownership of your development through various tools, including the TNA, the development plan, and the student eportfolio, which is a record of evidence of achievement that can be shown to prospective employers.

Your principal Academic Supervisor will provide day-to-day support for your studies. You will also be assigned a second supervisor, who will normally be based in Mechanical Engineering, who can also be approached for help and advice.

You should meet with your principal supervisor for one hour at least once a month. For these meetings you should prepare a short report under the headings 'progress', 'problems' and 'plans'. You should give a copy of the report to your supervisor and keep a copy for yourself, as well as uploading a copy to the Personal and Academic Tutoring System (PATS). Any notes taken at the meeting should also be uploaded to PATS. We expect you to meet with your supervisor informally for quick updates, queries or advice on a more frequent basis.

Your second supervisor will provide a long-term overview of the progress of your studies and support your DDP. You should meet with your second supervisor for about one hour every three months. At these meetings you should provide an update on your progress (including copies of your reports).

Note: for part-time PhD students, you are expected to meet with your principal supervisor every two months, and your second supervisor every six months.

Doctoral Development Programme

SSiD (Student Services Information Desk) - uCards, document evidence that you are a student, and other advice

Engineering Graduate School - Faculty of Engineering support

Students' Union Postgraduate Committee - representing PGR and PGT student issues

Postgraduate Society- Students' Union society for PGR and PGT student events and activities, a chance to meet PG students from other departments

International Student Support, Advice & Compliance (ISSAC)

Student Access to Mental Health Support (SAMHS) - access to a broad range of mental health support needs

Central Welfare and Guidance - supports students experiencing personal difficulties that are impacting their ability to study

Student Wellbeing Service blog