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Introducing MyPGR Supervisor Appraisals Mark Bryson Consultant 8 February 2012 Overview • Appraisal Schedule • Keeping Track • Monthly Email Summary • E-mail Alert Driven • Recurring Issues • Providing Feedback • How to Contact Us • Important Links Online Ph.D. Appraisals Schedule At specific points (see above) after registration for a research degree, all research students MUST complete appraisals. Each appraisal requires two forms to be submitted: the student appraisal form, completed by the student and the supervisor appraisal form, completed by the student's supervisor. Keeping Track of Appraisals In the web site Monthly email summary This message was generated automatically on behalf of the Student Registry, it shows a snapshot of activity in MyPGR and online appraisals . Students (25), year 1: 5, year 2: 6, year 3: 6, year 4: 7, year 5: 1 Appraisals completed: 20, DNAs completed: 37 Students with no DNA: 5 (20%), students with DNAs less than a year old: 3 (12%) Students with no meeting reports: 7 (28%), students with a report saved in the last 28 days: 4 (16%) Status of currently open appraisals For an overview of the appraisals process please see the Appraisals home page. Driven by email alerts - 1 The process is driven by email. About two months before a new appraisal is due a student will be sent an email to request they complete their Student Appraisal form, the message looks something like: Please complete your new student appraisal form as soon as possible so that your supervisors have time to review it, click the appraisal to open it now! For an overview of the appraisals process see the appraisals home page. Your supervisors can not see your appraisal until you submit it, that is they can't see it in draft form. This message was generated automatically on behalf of the Student Registry. Supervisors are sent a copy of this email but note that they can't open the new student appraisal until the student has completed it. A similar email goes to supervisors to request that they complete the Supervisor Appraisal. Driven by email alerts - 2 About 2 months before an appraisal is due supervisors are sent an email with text something like the following: There is a new supervisor appraisal form available for you to complete, click the appraisal to open it now! <student's name> will not have access to this appraisal form until you and any reviewers that you may select, complete and submit it. If you experience any technical difficulties with the form, please contact the ISS Service Desk at firstname.lastname@example.org For an overview of the appraisals process see appraisals home page. Please co-ordinate completion of the form with your fellow supervisors (if any) as only one person at a time can amend the form. This message was generated automatically on behalf of the Student Registry. The student is sent a copy of this email too but they are not able to see the form until the supervisor and any reviewers have all completed and submitted it. This is the Student Appraisal form, click the EDIT button to make changes Save as draft without completing the form but you can't submit unless all of the mandatory questions have been answered. Mandatory questions are highlighted with a small yellow circle If you submit without answering mandatory questions the form will highlight the problem questions with further prompts. This shows a section of the Student form, the Supervisor form works similarly. Driven by email alerts - 3 When a student successfully submits a Student Appraisal form, an email alert is immediately sent to their supervisor(s), it reads something like this: <Student name> completed their student appraisal form, it is now ready for you to review, click appraisal form to open it now! This message was generated automatically on behalf of the Student Registry. The supervisor should then edit the form to add comments and to indicate that they have seen the student's appraisal submission. When the supervisor submits the student is sent another email: A supervisor has reviewed your student appraisal form, click appraisal form to open it now! If you disagree with your supervisor's assessment of your progress and wish to discuss this please contact the Student Registry at email@example.com This message was generated automatically on behalf of the Student Registry. Similar emails are sent when the Supervisor form is submitted (see next slide). Driven by email alerts - 4 When a supervisor submits the Supervisor Appraisal form, an email is sent to a reviewer, if any are selected by the supervisor or if not, direct to the student: A supervisor appraisal form is ready for your review, click appraisal form to open it now! <Student name> will not have access to this appraisal form until you and any other reviewers complete and submit it. If you experience any technical difficulties with the form, please contact the ISS Service Desk at firstname.lastname@example.org For an overview of the appraisals process see the appraisals home page. This message was generated automatically on behalf of the Student Registry. Reviewers are usually other members of staff from the same department. If a supervisor chooses to use second and third reviewers, the second reviewer receives an email like the one above, adds their comments to the appraisal and submits, then another email like the one above goes to the third reviewer. Finally when the third reviewer submits another email is sent to the student. You will see only those appraisal forms that you have already completed or which you need to complete. If you can see a lot of forms, enter the first few characters of a surname to start the listing from that name. “With supervisor” is a supervisor appraisal form that has not been started. Each form has a 'Status' section at the end detailing when it was created, who has submitted it and when. Appraisals are confidential but if you want to show an authorised person, say an external supervisor, something but not everything on the form, you can 'collapse' parts of it by clicking on the section headings, near the blue triangles. The status section shows the history of the form. Print forms with sections expanded or collapsed if you need a copy on paper. Currently recurring issues a) Supervisor forwards link to new supervisor but doesn't have access - LUSI b) Can’t see your student’s appraisals – LUSI c) Supervisor not receiving alert emails – LUSI? d) Receiving reminder emails but already ‘finished appraisal’ – Saved as draft? e) Student & Supervisors can’t edit their last unfinished appraisal (too far past due date) – Supervisor creates unscheduled appraisal Providing Feedback Plans are in place to replace the current online appraisal system so your feedback could be crucial in determining how this happens. You can provide feedback as often as you like. Click on the homepage link 'Add new feedback' or if you have already submitted feedback click on 'List your earlier feedback' to remind yourself what you wrote before. The feedback form has four questions, an answer to the first question: How would you rate your experience overall? (positive, neutral or negative) is required before the form can be submitted. The other three questions do not have to be answered but your feedback will be much more useful if you answer at least one of them. What do you LIKE about the online appraisal process? What do you DISLIKE about the online appraisal process? Do you have additional comments or suggestions about the online appraisal process? MyPGR & Appraisal URLs MyPGR http://www.lancs.ac.uk/celt/celtweb/postgraduate_M yPGR Online Appraisals https://myplace.lancs.ac.uk/phdappraisals.nsf Downloadable guides on student & supervisor tabs PhD time-line http://www.lancs.ac.uk/celt/celtweb/phd_timeline How to contact us There are guides available for students and supervisors in the online appraisals web site but if you need to contact someone ... to comment on the existing system or suggest what is needed in the future please submit feedback in the online appraisals application if you have technical difficulties with online appraisals contact the ISS Service Desk at email@example.com if you want to query anything about the appraisal process or what either of the forms requires you to provide contact Student Registry at firstname.lastname@example.org Rich Ranker, Learning Technology Group Manager, ISS email@example.com Questions?????????????
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