Progress monitoring and milestones

Progress of research students

Essential practice

The academic progress of all PGR students must be formally assessed by schools throughout the student's research degree. For a full-time student, progression milestones should take place every six months (pro rata for part-time students).This is in addition to the regular recording of formal supervisory meetings. These progress reviews may take the form of mandatory milestones, e.g. Confirmation Review and Submission Review, or they may constitute a designated task to be completed by the student, such as a poster presentation or submission of a journal-quality paper.

Mandatory milestones

The University has agreed that the following progression points should be mandatory milestones:

• Induction/Training Needs Analysis
• Confirmation Review (PhD, MD, EngD only)
• Data Management Plan (compulsory from 2019/20 onwards for new starters)
• Submission Review
• DDP Evidencing Development Summary
• Thesis Submission

Full-time PhD timeline with milestones

When planning a PhD timeline, a milestone should be incorporated every six months.

The requirement to install touchpoints on a six-monthly basis is designed to provide sufficient opportunities to identify any issues that may affect student progress.

Start of PhD

• Induction
• Training Needs Analysis (TNA)

6 months after start

• See 'optional milestones'

9 to 12 months after start

• Confirmation Review
• Doctoral Development Programme (DDP) Review
• Data Management Plan (DMP) submission

18 months after start

• Second confirmation attempt deadline (if needed)
• See 'optional milestones'

18 months after start to 15 months before deadline

• See 'optional milestones'

6 months before the end of fee-paying period

• Submission Review

36 months after start date

• DDP e-portfolio submission
• See 'optional milestones'

36 to 48 months

• Thesis submission

Optional milestones

Including (but not limited to)

• Literature review
• Journal paper
• Mock viva
• Poster competition
• Conference presentation
• Presentation of thesis plan

Full-time PhD timeline with milestones diagram (PDF)

Part-time PhD timeline with milestones diagram (PDF)

Standardised inclusive practices across PGR programmes

Student engagement and attendance monitoring

It is essential that all students regularly attend all the scheduled sessions (e.g. supervisory meetings, school research presentations, DDP modules, laboratory sessions, etc.) that are listed in their timetable or that are communicated to them by their school.  It is only by attending all of the scheduled sessions that students will be able to engage with their research and progress effectively, as required by university regulations. 

To ensure that students make full use of the learning and research opportunities that are available, schools will monitor both the attendance and academic engagement of all students throughout the year, in accordance with the University's Student Attendance Monitoring and Student Academic Engagement policies. This applies both to students on campus and those who are undertaking research or working away from Sheffield as part of their degree.

This process should assist schools in identifying problems at an early stage and offering students appropriate support, including training or referrals to relevant support services, where required.

Information about how individual schools will carry out attendance monitoring and how they will use this information is normally included in student handbooks. If schools have any concerns regarding the attendance or engagement of their students, they should consider what appropriate follow-up action is required to address their concerns. Schools are advised to seek guidance from Research, Partnerships & Innovation, who will advise on the available options.

Attendance monitoring