Postgraduate Research Visiting Student Policy

Version number: 1.0

Review Date: 24 November 2022

Policy Owner: Academic Council Graduate Studies Committee

Approval Body: Academic Board

Next Review: 2027

Contents

• Purpose
• Definitions
• Scope of the Policy
• Policy Statement
  
  • Introduction
  • Policy Criteria
  • Procedure
• Related Documents
• Contact for Further Information 

Purpose

Purpose of this Policy: UCC actively welcomes and encourages Visiting Postgraduate Research Students from other Irish and International Universities, Higher Education Institutions and Research Performing Organisations.  This document details the policy and procedures which enable visiting research students to register at UCC.    

Definitions

A Postgraduate Research Student is a postgraduate student registered for a Research Masters or Doctoral programme (at another Institution).  
A Unit is normally a School, Department or RICU as appropriately defined by College Rules and University Governance.

Scope of the Policy

This policy applies to Visiting Postgraduate Research Students, who are registered at another University/HEI/RPO, henceforth Institution, as postgraduate research students, and who are also registered for a defined period of time to take credit-bearing taught modules and/or conduct research at UCC. This applies to study undertaken at any point in the calendar year. 

Policy Statement

Introduction

UCC actively welcomes and encourages Visiting Postgraduate Research Students from other Irish and international Universities, Higher Education Institutions (HEIs), and Research Performing Organisations (RPO). 

Policy Criteria

1. This policy applies to Visiting Postgraduate Research Students, who are registered at another University/HEI/RPO, henceforth Institution, as postgraduate research students, and who are also registered for a defined period of time to take credit-bearing taught modules and/or conduct research at UCC. This applies to study undertaken at any point in the calendar year. A Postgraduate Research Student is a postgraduate student registered for a Research Masters or Doctoral programme (at another Institution).
2. Visiting Postgraduate Research Students do not graduate from UCC.
3. UCC facilitates Postgraduate Research Students who are registered at an Institution, to undertake taught modules for credit without generating fees.
4. Visiting Postgraduate Research Students can study at UCC for a short period of time, i.e., from 2 weeks up to 12 months. Where a Visiting Postgraduate Research Student makes multiple visits to UCC, the total duration of these visits must not exceed 12 months.
5. It is essential that the application process for Visiting Postgraduate Research Students is completed, including evidence of approval by the UCC host supervisor/supervisory team, before any research work begins or any modules are undertaken at UCC.
6. Visiting Postgraduate Research Students are recorded as visiting students on the UCC student record system, to allow UCC to meet its legal obligations.
7. Visiting Postgraduate Research Students are subject to UCC's regulations, policies and codes of practice, including the same academic and disciplinary regulations as any other student at UCC. This must include compliance with UCC’s Research Code of Conduct.
8. Visiting Postgraduate Research Students who have completed taught modules can request a transcript from UCC’s Student Records & Examinations Office transcript order service detailing the completion of credits. 

Procedure

1. Prior to the intended visit, Visiting Postgraduate Research Students must identify a UCC supervisor who will supervise them during their period of study at UCC.
2. The UCC supervisor must inform the Visiting Postgraduate Research Student of the relevant application process and ensure that it is completed:
1. The Visiting Postgraduate Research Students must submit an application (Visiting Research Student Application Form)
2. The application must be accompanied by a statement from the UCC supervisor confirming the length and purpose of the research visit at UCC and that appropriate space and facilities will be allocated to the student, along with confirmation of registration from the home institution.
3. It is the responsibility of the Visiting Postgraduate Research Student to ensure that they have obtained the appropriate visa and health insurance, if required. Students requiring a visa are encouraged to check with UCC’s International Office and their Supervisor regarding expectations of their research output within the timeframe limits of their visa. 
4. Visiting Postgraduate Research Students are notified by the relevant office once their application has been processed, and they are provided with their registration details via email, including how to register for modules if relevant. Visiting Postgraduate Research Students are recorded as visiting students on UCC’s student record system. Following registration, they will receive instructions on how to obtain a UCC student card.
5. Visiting Postgraduate Research Students who undertake taught modules are provided with access to Canvas (UCC’s virtual learning environment) for the module(s) that they have registered for.
6. Visiting Postgraduate Research Students may incur additional charges due to specific requirements of their UCC Unit e.g., lab fees, bench fees, use of specialised equipment or materials. It is the responsibility of the UCC host supervisor or nominee to ensure that these charges are covered and that this is confirmed to the Visiting Postgraduate Research Student in advance of the visit.
7. It is the responsibility of the UCC host supervisor to ensure that UCC is awarded the appropriate credit for IP-related matters and all research outputs, which should be discussed and agreed with UCC and the Visiting Postgraduate Research Student in advance of the visit.
8. If a Visiting Postgraduate Research Student wishes to extend the duration of their study at UCC (within the maximum permitted duration), they must submit a new application form signed by the relevant UCC supervisor(s). 

 Approved by Academic Board 24 November 2022 on the recommendation of Academic Council Graduate Studies Committee. 

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Related Documents  

UCC’s Research Code of Conduct

UCC's regulations, policies and codes of practice

Visiting Research Student Application Form

Contact for Further Information

 thesissubmission@ucc.ie