Points of contact for research students

As a visa sponsor, the University is obliged to monitor and report on student attendance and engagement. We must ensure that all Post Graduate Research students who hold a visa satisfactorily engage with their programme of study. The University of Stirling expects that Postgraduate Research Students will actively engage with their research and undertake regular meetings with their supervisor/s.

The academic life of a Postgraduate Research Student is made up of 'milestones' (1 milestone covers a 3 month period of study).  These milestones can be seen on your Research Compass and will be covered during the Induction group event and confirmed by your Faculty. 

Research students are expected to meet with their supervisor a minimum of once per milestone and to record the details of the discussion on their Research Compass.  Given the social distancing measures currently in place as a result of covid-19, supervisory meetings do not have to be face to face and you should discuss specific arrangements with your supervisor.  However, you are still expected to engage with academic staff and record these interactions on the Research Compass.

Where it appears that a Postgraduate Research Student is not having regular supervisory meetings, the Student Immigration Team will contact the supervisor to determine the reason. If we conclude that a student is not engaged with their research the University will consider withdrawing sponsorship of the visa and reporting this information to UK Visas & Immigration.

In addition to the regular supervisory meetings, Faculty/Supervisor will report any concerns about your engagement and participation to the Student Immigration Team.

  Contact Point  When  What Does It Involve
1 Enrolment On your matriculation

Complete online enrolment.  Upload colour photo/scan of your passport and visa through link on your Student Portal.

 
2 Research Induction Event Held in October and March

Compulsory completion of one of the Institute for Advanced Studies induction sessions.

3 Meeting with Supervisor Within the first month Following your meeting with your Supervisor you should record a summary via your Research Compass.
4 Skills Analysis Within the first 3 months Completion of the Skills Analysis module undertaken via Research Compass. 
5 Meeting with Supervisor By month 6 Following your meeting with your Supervisor you should record a summary via your Research Compass.
6 Meeting with Supervisor By month 9 Following your meeting with your Supervisor you should record a summary via your Research Compass.
7 Meeting with Supervisor By end of first year Following your meeting with your Supervisor you should record a summary via your Research Compass.
8 Annual Progress Review Every 12 months Submit a written report and attend a review meeting with Faculty Panel

  Contact Point  When  What Does It Involve
1 Enrolment On anniversary  of matriculation or when requested

Complete online enrolment.  If you have changed your passport or visa and not advised the university, please contact the Student Immigration Team with new copies.

2 Meeting with Supervisor By month 15 Following your meeting with your Supervisor you should record a summary via your Research Compass.
3 Meeting with Supervisor By month 18 Following your meeting with your Supervisor you should record a summary via your Research Compass.
4 Meeting with Supervisor By month 21 Following your meeting with your Supervisor you should record a summary via your Research Compass.
5 Meeting with Supervisor By month 24 Following your meeting with your Supervisor you should record a summary via your Research Compass.
6 Annual Progress Review By end of second year Submit a written report and attend a review meeting with Faculty Panel

  Contact Point  When  What Does It Involve
1 Enrolment On anniversary  of matriculation or when requested

Complete online enrolment.  If you have changed your passport or visa and not advised the university, please contact the Student Immigration Team with new copies.

2 Meeting with Supervisor By month 27 Following your meeting with your Supervisor you should record a summary via your Research Compass.
3 Meeting with Supervisor By month 30 Following your meeting with your Supervisor you should record a summary via your Research Compass.
4 Meeting with Supervisor By month 33 Following your meeting with your Supervisor you should record a summary via your Research Compass.
5 Meeting with Supervisor By month 36 Following your meeting with your Supervisor you should record a summary via your Research Compass.
6 Annual Progress Review  By end of third year Submit a written report and attend a review meeting with Faculty Panel

Contact Point  When  What Does It Involve  
1 Enrolment On anniversary  of matriculation or when requested

Complete online enrolment.  If you have changed your passport or visa and not advised the university, please contact the Student Immigration Team with new copies.

2 Meeting with Supervisor By month 39 Following your meeting with your Supervisor you should record a summary via your Research Compass.
3 Meeting with Supervisor By month 42 Following your meeting with your Supervisor you should record a summary via your Research Compass.
4 Meeting with Supervisor By month 45 Following your meeting with your Supervisor you should record a summary via your Research Compass.
5 Meeting with Supervisor By month 48 Following your meeting with your Supervisor you should record a summary via your Research Compass.
6 Notification of intent to submit At least 2 months before intended submission

Completion of notification process available via Research Compass.

7 Submission of thesis Thesis submitted

Submitting copies of the soft-bound thesis for examination by the maximum end date for the programme. 

8 Viva Following submission of thesis and appointment of Examining Committee

Attendance at oral examination 

Following the viva, students who are recommended by the Examining Committee to complete corrections, amendments or re-submission are still required to meet with their Supervisor/s during the remaining period of their visa.

Please note, your visa will not normally be extended for the purposes of your Viva or minor corrections.  If you do not have enough time left on your visa to undertake the viva or submit minor corrections then you should return home and apply for Short Term Student Visa if you are required to return to the UK. You may also be permitted to submit minor corrections remotely from home.  If a full resubmission is required and you wish to undertake this work in the UK, you may be eligible to extend your visa.

Your Immigration Responsibilities are to:

  • Ensure you complete administrative enrolment on time when requested by the University.
  • Monitor your student email account and follow guidance/instructions from the Student Immigration Team.
  • Upload your passport and current visa or Biometric Residence Permit when requested by the University.
  • Actively engage with all your administrative and academic contact points listed above.
  • Maintain your UK contact address details via the University Portal.
  • Gain approval, via Research Compass, should you wish to embark on fieldwork or take annual leave.
  • Gain approval from your Supervisor should you wish to complete your studies from your home country.
  • your supervisor and Academic Registry staff (email: ask@stir.ac.uk) if you intend to suspend your studies or withdraw  from your research programme.
  • Ensure that you continue to retain a valid visa by extending or applying for a new visa before your current visa expires and that you provide the University with a copy of any new visa.
  • Ensure that you continue to retain a valid passport and provide the University with a copy of any new passport issued.
  • Provide your new visa to the Student Immigration Team should you move into a new immigration category.
  • Ensure you do not breach the conditions of your visa: - for example, do not work more hours than permitted or claim public funds.
  • Register with the Police, if required, and update your Police Registration Certificate within 7 days of any change to your circumstances.

The University has responsibilities and obligations as a visa sponsor.  We must comply with our obligations in order to retain our visa sponsor license and continue to sponsor international students applying to study at Stirling.

The University is required to report students to the Home Office (UK Visas and Immigration) if they breach any of the conditions of their visa. We must also report any significant changes to your conditions of sponsorship e.g. if you change programme or you complete the programme earlier than expected.