PLEASE CONTACT MATHS-PHD@SHEFFIELD.AC.UK IF YOU HAVE ANY QUERIES

Semester dates

PGR students at the University of Sheffield work throughout the calendar year. We encourage PGR students to be in Sheffield for the entirety of each semester in order to take part in the full range of academic activities in the University, including taught courses and social events as well as assisting with undergraduate teaching. 

The semester dates for 2023/24 are below.

Autumn semester

25th September - 16th December 2023

Christmas Vacation

4 weeks

Spring semester

5th February - 23rd March 2024                

Easter Vacation

3 weeks

Summer Semester

15th April - 8th June 2024

Induction Sessions

• The SoMaS Induction event was held on Wednesday 4th October 2023, 11am to 12pm in F20 in the Hicks Building, followed by a lunch together in the Common Room (I15). If you were unable to attend, or if you are joining us later in the year then please have a look at these links below;

The recording of the induction event can be accessed here. The sound is quiet, please turn up your volume. 

The PGR Director's slides from the Department Induction event can be accessed here . 

• The Faculty of Science Induction event was held on Friday 13th October 2023, 10am to 12pm and 1pm to 3pm, both parts took place in Firth Hall. 

University registration

All new PGR students should register, following the instructions sent by the Student Registration Team. Registration needs to happen before you can start your programme of study at the University. The registration process is made up of a series of different tasks, many of which can be completed online before you arrive, for example uploading a photo so that your Student ID card (uCard) can be prepared, providing details of your term-time address and uploading your financial information such as sponsor letters. It is important that you follow these instructions since this will ensure the registration process is completed quickly.

For further information on registering as a new postgraduate research student, please consult your pre-arrival information sent to you by the Student Registration Team, or contact the SoMaS Postgraduate Student Support Adviser. There is more information on registration here.

PGR Engagement and Attendance

To ensure that students make full use of the learning and research opportunities that are available, academic departments will monitor both the attendance and academic engagement of all students throughout the year, in accordance with the University’s Student Attendance and Engagement Monitoring policies. This applies both to students on campus and those who are undertaking research or working away from Sheffield as part of their degree. This process is also vital for students who study on a visa as we have regular Visa Attendance Reviews (VAR). Further details about your responsibilities and your supervisor's responsibilities in regards to this area can be found on the Supervision, Personal Tutoring and Grievance Procedures Page. 

University support

The University offers a wide range of services to support the PGR student experience, some of which are outlined below . Further Information about these and many other services available, after registration, by connecting to the University's online portal known as MUSE (see the link at the top right of the University Homepage). 

Mandatory Health and Safety training For ALL Students starting at Sheffield

Please refer to the online health and safety information available here. 

As a PGR student at the University of Sheffield, you must complete the following mandatory training courses: 

• Fire Awareness Training 

• Out of hours Hazards and Risk Awareness  

• Information Security and Cyber Safety Training

• Display Screen Equipment

• Equality, Diversity and Inclusion Training

Fire Alarm Information 

There is a fire alarm text at about 1.30pm each Tuesday. This will last for about 15 - 20 seconds. There is no need to evacuate the building unless the alarm continues beyond this time. 

Postgraduate Research Committee/becoming a student rep

The SoMaS Postgraduate Research Committee is responsible for developing strategy and policy within SoMaS as related to postgraduate research (PGR). The committee meets at least once each Semester. The committee is chaired by the SoMaS Director of Postgraduate Research and its membership typically comprises two other members of the academic staff and several PGR student representatives. Some of its business, especially that concerned with funding requests and allocation of studentships, is closed to the student representatives. Student representatives are usually in their second or third year of postgraduate research. Any student wishing to comment on SoMaS policies and procedures relating to PGR matters should talk in the first instance with a student representative or the SoMaS Director of Postgraduate Research.

The current PGR student representatives are Andrew Fisher, James Salsbury and Prerna Singh.

There is also a PGR student representative (currently vacant-please contact the Director of Teaching, Dr. Frazer Jarvis) who sits on the SoMaS Teaching Committee, which deals with policies and procedures relating to teaching, in recognition of the involvement of PGR students in the school's teaching.

The Director of PGR is not a member of Teaching Committee, but does serve on the SoMaS Research Committee, and the Faculty of Science Graduate School Committee.

If you wish to volunteer as a student representative, you can sign up and do the Student Union training here (please also notify the Director of PGR.) If you wish to know more about what the role involves, you could contact the current reps or the Director of PGR.

SoMaS Colloquia and seminars

The School hosts several series of seminars and colloquia every semester within which internal and external speakers are invited to present their research and ideas to staff and students in the School. They provide an excellent opportunity to broaden knowledge, facilitate research, and to network with colleagues and distinguished experts from around the world. Attendance at colloquia and seminars is an essential part of your DDP training and a valuable component of the research community within the School. Lists of seminars and colloquia can be found here. As well as seminars in SoMaS, students in some research areas also attend seminars elsewhere in the University. In addition, there is a PGR Student Seminar in SoMaS run by PGR students for PGR students. There are also many more informal reading groups throughout the School.

Research ethics

An essential part of undertaking research is integrity. The Faculty of Science runs Research Professionalism and Integrity training which all PGR students in SoMaS must undertake. Following good practice in managing data, collaborative working and publication is an important aspect of our research activity. For most research in SoMaS, formal research ethics approval is not required, but it is essential for some research projects. You should discuss with your supervisor at an early stage whether Research Ethics approval is required for your project, as such approval must be obtained before research begins. The SoMaS Research Ethics contact is Dr Alexander Fletcher (A.G.fletcher@sheffield.ac.uk) who will be able to assist with applications for Research Ethics approval. For more information, see here. 

Holidays

As with any other full-time activity, it will be important that you have a complete rest from your work now and then by taking a holiday. Since your supervisor will also want to do the same, it is sensible to coordinate your holiday plans with him/her. Holidays should not exceed a total of eight weeks per year (including bank holidays and Christmas closure).  This works out at 30 days maximum, excluding bank holidays and the Christmas closure.

Please use this holiday booking form to record your holidays.

Longer periods of absence can be arranged, but these are described as Leave of Absence and require completion of appropriate paperwork as outlined in the next section. 

Illness, Special Circumstances, and Leave of Absence (LOA)

Should you need to be absent from your studies on the grounds of ill-health or other special circumstances, it is essential that you let your supervisor know that you will be away. On your return to work, a formal record of your absence should be made. If you are absent for longer than a week then you should obtain a sick-note from a doctor and submit it to your supervisor.

Keeping such records is important since prolonged (or multiple short) periods of absence can have a serious impact on the progress of your research. The University has a system known as Leave of Absence to accommodate such circumstances if absence is for illness or other special circumstances. If you think that such leave might be appropriate for you please discuss the matter with your supervisor in the first instance or seek advice from your advisor or the Director of Postgraduate Research.

Requests for retrospective leave of absence will not normally be approved if they date back further than 30 days, so it is important to inform the School of any potential requests as soon as possible. The minimum period of leave of absence that will normally be granted is 4 weeks. For much more detail on Leave of Absence, see https://www.sheffield.ac.uk/rs/code/loa

Please note in particular the further links to information on Medical LOA stipend extension policy (the possibility of 13 weeks' sick pay) and PGR shared parental leave policy.

The Common Room (I15)

All staff and postgraduate students in SoMaS have access to a social space known as the Common Room which is located on I floor of the Hicks Building. In this room there is a coffee machine and a sink; all of which you should feel free to use. You should also feel free to use this space for chatting with staff and fellow students over coffee/tea or lunch.