Guidance for managing applications in PGRA

For full guidance on the recruitment and selection process, please also refer to the HUMS Guide, which includes detailed steps for supervisor decisions.

1. Accessing applications

• All applications will be assigned to you in the Postgraduate Admissions System (PGRA) and can be accessed via your My Staff Portal.
• In PGRA, you can review supporting documents, the academic summary, and record your decisions.

2. Candidate lists

• Once the application deadline has passed and eligibility checks are complete, we will provide a full candidate list.
• Please cross-check this against the candidates assigned to you in PGRA.
• If you notice any discrepancies or missing candidates, notify the team as soon as possible.
• If additional panel members require access, let the team know so they can be added to PGRA.

3. Shortlisting

• Review applications with the supervisory team to agree on your shortlist.
• Decline candidates who will not be shortlisted directly in PGRA, adding a brief comment before submitting your recommendation.

4. Interviews

• You will invite shortlisted candidates to interview and confirm with the DA which candidates are being invited.
• Candidates must be given at least 5 days’ notice before their interview to allow time to prepare.
• The interview panel should include an independent interviewer (e.g., the department PGR Director or another independent colleague).
• During the interview, you must include a discussion of research ethics. You and the independent interviewer are both responsible for addressing any ethical considerations, and you must each record that research ethics have been discussed and considered.

5. After interviews

• Complete the HUMS Interview Form and Offer Proforma (hyperlink available in PGRA) for the successful candidate.
• The independent interviewer should record their comments on performance directly in PGRA.
• If you identify a reserve candidate, please confirm this to the team but do not take any action in PGRA for this candidate.
• You will need to inform via email unsuccessful candidates who attended interview; the team will contact all other candidates with the outcome.
• Add a short comment against unsuccessful candidates and select DECLINE in PGRA before submitting your recommendation.

6. Approval and offer

• Approvals will be sought as per the standard admissions process.
• Following the required approvals, a formal offer and funding letter will be issued.

Depending on the type of studentship being offered a formal Contract agreement may need to be put in place before the start date of the studentship.

All projects will be advertised to UK candidates only unless there is confirmation from the funding body or School that they can cover international tuition fees. Candidates from the EU no longer fall in the ‘home’ tuition fee category and are now classed as overseas for tuition fee purposes.

Should supervisors be unable to identify a high quality home candidate following the initial advert and selection, then they must seek approval and provide the required evidence to the recruitment administrator. Supervisors must ensure their funder is supportive of an international candidate being recruited prior to advertising.

If a supervisor has a PhD Studentship where the candidate will hold an People Directorate contract e.g., Marie Curie this will be managed as below:

• The advert will need to follow the People Directorate process for advertising a post and the supervisor will need to liaise with their School via the standard process.
• Once the formal People Directorate advert is live the supervisor must provide the link to the advert to the recruitment administrator. A FindAPhD advert will be created at the same time with the link to the People Directorate advert included to ensure candidates submit their applications via the People Directorate process.
• When shortlisting candidates, before confirming they are suitable, the Doctoral Academy admissions team will require the academic documents to ensure eligibility for PhD is met.
• Supervisors must ensure that an independent interviewer (or equivalent) is present at the interview to ensure suitability to undertake the PhD.
• Once the successful candidate is selected, the details of the successful candidate will be required to create a PGR admissions record.
• The interview and offer proforma will need to be completed for the successful candidate:
  
  • HUMS Interview Form
  • HUMS Offer Proforma
• Approvals will be sought as per the standard admissions process.
• Following the required approvals, a formal offer letter will be issued.

A few additional points to note:

• The official start date will be 1 October or 1 January and the end date of the programme will be 30 September or 31 December usually for a 3-year programme. A PhD cannot be offered throughout the year, and it is therefore important that the People Directorate appointment aligns with the start date of the PhD.
• If an international/EU candidate is appointed the difference between the UK tuition fee and the international tuition fee will need to be covered by the School if this has not already been costed in the grant.
• HR will issue the CAS for the visa if an international applicant is appointed.
• Ahead of the PhD start date and once the grant is set up, the code to charge tuition fees will be required. Supervisors will be asked to provide the code ahead of formal PhD registration.