Actions from PGR Student Town Hall – 13 December 2023

Opening Remarks 

Lindsay thanked students for engaging positively in issues raised at the last Town Hall for International PGRS. 

1. PRES results 

Action Emily to send out detailed results of the PRES survey early in 2024.

2. Welcome Back Meeting

Action: PGRS to share feedback on whether they prefer a face-to-face, or a hybrid meeting.

Action: Emily – Graduate School to consider for future Welcome Back session that we allow more time, with possibly two sessions, each being a longer session.  Ensure that we have a designated person in the room to monitor the chat. 

Action: PGRS to give us feedback on how we communicate.  Remember that you can raise points through your PGR Liaison group reps if you want to do that anonymously. Rep list here- https://www5.open.ac.uk/students/research/ou/ou/services/giving-feedback/pgr-gs-liaison-group 

3. PGRM 

It would be useful to have one source of information on where to find training. 

PGRM Calendar is available here: Events : Haplo (open.ac.uk) 

Query as to why we don’t use MS Forms?   

Before PGRM every form was a Word document via email, which was extremely administratively heavy.  A new Systems Support and Advisor person has been recruited to deal with PGRM queries starting in January. 

Action: Graduate School is working on the listings on PGRM to make it more navigable. 

Action: Graduate School to consider how to ensure supervisors are trained in using PGR Manager.

4. Induction 

We get a lot of info on the first couple of days at registration/induction.  It would be useful to collate all the info into one place. 

Action: Emily sent this page to Martin Induction resources | Graduate School Network (open.ac.uk) which he confirmed helped; we will work on making this as easily accessible as possible to new PGRs. 

5. Library Support

Action: Emily talked to Helpdesk manager in the Library – the model is quite different to that used in the Research Degrees Team but we may be able to learn from their use of FAQs and chatbot technology. 

Action Lindsay  - We will make sure we feed back all the love to the library and IT 

6. Graduate School Network  

Action Emily: We are going to look at GSN now it has moved to a new platform.  Do an info page.  Approaching upgrade/viva etc., Induction etc.  Look at how we structure content. 

Advice to PGRs that when looking for something on the GSN, start with PGR Manager to see if the process is integrated there, then the Student Handbook and Regs, and then go to the Forms and Guidance A-Z. 

Emily will try to do some more directional links on the GSN and all feedback is welcome. 

7. Free courses

PGRS to note that any OU courses are available for study, if needed to enhance or inform your Doctorate.  Please approach your Faculty for the fee to be waived.  You must make a case for why it’s an integral part of your PhD and show that it won’t impact on your PhD.  Where it’s discipline-specific, the fee will be waived.  OpenLearn is a free resource which is open to anyone.  We wouldn’t be able to fund FutureLearn, as it’s classed as a resource outside of The OU. 

8. IT issue – recorded message.

PGRS to note that you must press 3 and make sure you tell IT that you are a Research Student. 

9. Email account expiry.

PGRS to note:  Both students who reported this issue have had the issue fixed.  If we are aware that the student needs extra time we can speak to IT, but we are working behind the scenes so that PGRS don’t get this email.  

Where a PGR registration deadline is extended (e.g. change of mode to part-time), the Research Degrees Advisors in the Graduate School let IT know that accounts need to be extended once study breaks etc. are approved. 

Accommodation 

PGRS to note that we are currently negotiating with Cranfield to provide reasonably priced accommodation on their campus. There are buses to Milton Keynes between 6.00am and 11.00pm  

Action: PGRS to consider how they want to see community on campus supported and give feedback to Graduate School Communications.

International Students 

International PGRS may be interested in Ramzi Merabet's recently completed thesis.  The thesis is embargoed until Sept next year, but you can request a copy here:- https://etheses.whiterose.ac.uk/33344/  

International PGRS would like to see a statement from The OU regarding Government Policy.  

Suggestion that maybe OUSA can help us with this communication?   There is also a Citizen’s group: Citizens through community https://www.citizensuk.org/    We could potentially also raise this through the international staff group and UKCISA.   

Re: UKVI – we are listening to feedback and will see what’s possible within the rules – we are trying to be compliant to maintain our licence to sponsor all international students. 

PGRS to note there will be a Bring and Share lunch in January to celebrate our international student community:   https://doctoral-research-system.open.ac.uk/88453/international-lunch-for-pgrs-bri  

PGRS to note that there is a communication coming regarding support (including wellbeing) for PGRS over the Christmas closure period. This was subsequently emailed out and can be found here Graduate School Director's Briefing December 2023 (mailerlite.com) 

It would be great to set up reading groups where people can meet like-minded individuals.  

We encourage students to set reading groups up around topics they are interested in. 

PGRS to note: If you are a first-generation PGR (ie your parents didn't go to university) and you'd like to join Helen’s whatsapp group, please send your mobile number to: [email protected]