Proposal Preparation Workflow

Workflow Overview: This workflow covers the proposal preparation phase from September project sourcing through to Stage 4 allocation. The stages occur at different calendar times depending on student entry cohort (September, January, or May).

September Project Sourcing (Annual)

Timing: Occurs in September (Calendar Trimester 1) annually for all cohorts.

Supervisor Topic Posting

Post structured project topics to the pre-approved database:

Create clear, well-defined project definitions using the standard template
Include: title, aim, objectives, deliverables, research questions, methodology, evaluation criteria
Specify any prerequisites or required skills
Provide academic references for context
Set project availability - Specify how many students may undertake this project in each calendar trimester:
- Calendar Trimester 1 (Sept-Dec): For students who started in previous Calendar T2 (Jan-entry cohort)
- Calendar Trimester 2 (Jan-Apr): For students who started in previous Calendar T3 (May-entry cohort)
- Calendar Trimester 3 (May-Aug): For students who started in current Calendar T1 (Sept-entry cohort)
Example: If you can supervise 2 students in Calendar Trimester 1 and 1 student in Calendar Trimester 2, you're making the project available to 2 Jan-entry students (who started the previous January and will supervise Sept-Dec) and 1 May-entry student (who started the previous May and will supervise Jan-Apr). This allows the system to manage student selection and prevent over-allocation.

Create Project Definition

Future feature: Topic submission deadline notification - automated reminder before collection deadline

Module Leader Topic Coordination

Collect topics from staff - Request project definitions before deadline
Compile database by subject group - Organise topics for student browsing
Review topic quality - Ensure definitions are clear and appropriately scoped

Future feature: Topic collection workflow - automated request and tracking

1Stage 1: Initial Exploration

Timing: Student's first trimester (Calendar Trimester 1 for Sept-entry, Calendar Trimester 2 for Jan-entry, Calendar Trimester 3 for May-entry)

PDT First PDT Meeting

During the first PDT meeting, your role is to help students begin their dissertation journey:

Explore Project Areas

Discuss the student's interests, background, and career goals to help them identify suitable project areas.

Assess English Language Proficiency

Categorise the student's English language capability as:

Strong - No concerns; proceed normally
Adequate - Minor issues; recommend academic writing support
Concern - Significant issues; require English support before Supervision Phase

Advise on Track Selection

Help students choose between the three tracks:

Track A - Pre-approved topics from the database (recommended for most students)
Track B - Student-proposed topics (requires stronger proposal skills and clear research direction)
Track C - External/collaborative projects (additional verification required; must have external organisation details)

Direct to Topics and Staff

Point students toward relevant pre-approved topics or potential supervisors based on their interests and the available project definitions.

Future feature: PDT meeting notes capture - record English assessment and track recommendation

2Stage 2: Proposal Development

Timing: Student's second trimester, early weeks (typically weeks 1-5)

PDT Second PDT Meeting

At the second PDT meeting, review the student's draft proposal:

Review 1-Page Proposal

Check alignment with the proposal template and ensure all key sections are addressed:

Clear title and aim
Specific, achievable objectives
Appropriate methodology for the research questions
Realistic deliverables and evaluation criteria

Assess Feasibility

Consider whether the proposal is achievable within the constraints:

Scope is appropriate for a 12-week dissertation period
Required resources are available or accessible
Timeline is realistic
Student has (or can develop) necessary skills

Provide Feedback

Identify specific areas for improvement before formal submission:

Clarify vague objectives or methodology
Suggest scope reduction if overly ambitious
Recommend additional background reading where needed
Address any gaps in evaluation criteria

Verify English Progress

For students categorised with English concerns in Stage 1, check they are engaging with language support services.

Track C Additional Checks

For external/collaborative projects (Track C), verify:

External organisation name and contact details are provided
Nature of collaboration is clearly described
IP (Intellectual Property) arrangements are understood and documented
Student has confirmed organisation commitment

Future feature: Proposal feedback form - structured feedback capture for PDT review

3Stage 3: Formal Approval

Timing: Student's second trimester, weeks 6-7

Module Leader Proposal Review and Approval

The Module Leader formally reviews submitted proposals and makes approval decisions:

Review Against Criteria

Assess each proposal for:

Feasibility - Can it be completed in 12 weeks?
Scope - Is it appropriately sized (not too ambitious, not too narrow)?
Clarity - Are objectives, methodology, and deliverables clear?
Academic merit - Does it demonstrate appropriate research thinking?

Track C Verification

For external/collaborative projects, confirm:

External organisation details are complete and credible
IP arrangements are clearly documented
Any data access or resource requirements are confirmed
Student safety and ethical considerations are addressed

Approval Decision

Three possible outcomes:

Approved - Proposal proceeds to Stage 4 (allocation)
Revision required - Student must address specific concerns and resubmit
Rejected - Proposal does not meet standards; student defaults to Track A (pre-approved topics)

Rejection pathway: If a Track B or Track C proposal is rejected, the student must select a Track A pre-approved topic from the database.

Future feature: Proposal approval workflow - review interface with approval/rejection tracking

4Stage 4: Supervision Allocation

Timing: Student's second trimester, weeks 8-9

Module Leader Supervisor and IE Assignment

The Module Leader allocates supervisors and internal examiners to approved projects:

Match Supervisors

Assign supervisors based on:

Expertise alignment - Supervisor has relevant subject knowledge and research background
Workload balance - Distribute supervision load equitably across available staff
Student preferences - Consider student requests where feasible (Track A students selecting specific topics)
Track C requirements - Ensure supervisor has capacity for external collaboration oversight

Assign Internal Examiners

Allocate internal examiners ensuring:

Appropriate expertise - IE has sufficient subject knowledge to assess the work
No conflicts of interest - IE is not closely involved with the project or student
Availability - IE can commit to mid-point review and final marking
Workload distribution - Balance IE assignments across staff

Important: Neither the Supervisor nor the IE sits on the viva panel. The panel comprises two independent examiners assigned later in the Assessment Phase.

Balance Workload

Ensure fair distribution of supervision and examination responsibilities across the staff team, considering:

Total supervision load per staff member
IE commitments
Other teaching and administrative duties

Notify All Parties

Inform students, supervisors, and internal examiners of allocations, providing:

Student name and contact details
Project title and approved proposal
Role responsibilities and key dates
Link to supervision guidance and expectations

Future feature: Allocation notification - automated emails to students and staff

Back to Staff Guide Next: Supervision & Monitoring