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DTC PhD Proposal - Actions once approved

Actions Required Once PhD Proposals are Approved


You will receive an email shortly after your PhD Proposal Meeting with your supervisors and DTC representatives to confirm that your proposal has been confirmed.

This email will include the approval of your proposed budget and any amendments to the budget which may have been decided by the DTC Executive. 

Please note: Although your budget has been approved, you should seek approval for all expenses and travel prior any purchases by emailing neuroinf[a]ed.ac.uk

Once your PhD Proposal has been approved by email you should:

  • Send a short description of your PhD project to me at  neuroinf[a]ed.ac.uk as soon as possible as we are required to record this with EPSRC and BBSRC. This should be a maximum of 100 words and a fairly generic description is sufficient at this time.
  • Complete your research interests and sub-division (e.g. Institute for Adaptive and Neural Computation) on the DTC website, make sure the information on your page is up to date, and add a PhD project page listing your supervisors and project description, as these materials will also be reviewed by our funders. 
  • Familiarise yourself with the information and pages listed below. It is your responsibility to ensure you meet the requirements and milestones for PhD students and should discuss any questions you have with your supervisor(s).  

Informatics PhD Student Milestones

Once approved by the DTC, you are required to follow the guidelines and meet the milestones for PhD Students as set out by the School, College and University. Further information is available on the Informatics Student Services Page listed below.

Engagement and Progress Monitoring

 

Please Note: For DTC students, the first year Thesis Proposal document discussed in the First Year section of the above web page will expand on the material covered in the short DTC PhD Proposal document prepared for progression from the MRes to the PhD and will contain substantially more detail as well as information about progress achieved over the first year.

 

Travel - Conferences & Lab Visits

  1. Prior to any travel or travel bookings, students should provide a  budget breakdown by emailing neuroinf[a]ed.ac.uk.   Please see Conference Travel for specific information you should send when requesting approval for travel.
  2. Students are able to claim for travel expenses purchased in advance, with the balance being claimed when you return from your trip. Please see Expenses & Budgets for details of the reimbursement procedure and for expense claim forms.
  3. When emailing with your budget breakdown please include your exact travel dates as University Travel Insurance will be requested on your behalf. The University Policy provides cover for up to 7 days personal holidays to be taken before/after the start/completion of the University business. However the number of days personal holiday can not exceed the duration of the business trip.
  4. The University expects that all travel be is done using the most economic means possible. Taxis should not be used if other forms of transportation are available, for example buses or trains, and hotel accommodation should be shared with others whenever possible.
  5. For visits of several months or more, the DTC can only pay for accommodation at the beginning of the trip and briefly on your return to Edinburgh if required.  Otherwise, you are expected to use your stipend to pay for your housing as you do in Edinburgh (i.e. you are expected to sublet or move out of your Edinburgh accommodation as the DTC will only pay for one residence at any one time apart from periods in which you are relocating or making a short visit).
    -- It is a good idea to discuss accommodation options with your host very early as some labs have student housing that can be made available or your visit can be scheduled during a period when free or low-cost housing is available.
    Please send contact details of the lab you are visiting and the dates of your visit to neuroinf[a]ed.ac.uk prior to your visit.
  6. Subsistence is only provided for short-term travel such as conferences.  Food purchased when away from Informatics on a long-term stay should be paid from your stipend just as you do in Edinburgh.  

 

Research Costs

  1. If you are based in an experimental laboratory, you should establish which costs will be charged to the DTC with the Lab Manager and send this information to neuroinf[a]ed.ac.uk. Payments can then be organised via internal transfer systems.
  2. Items, including additional computing equipment if required for your project,  should be purchased through a request at neuroinf[a]ed.ac.uk to allow for the correct financial procurement procedures to be followed as required by the University of Edinburgh.
  3. If you would like to purchase small items yourself, please confirm this purchase with neuroinf[a]ed.ac.uk prior to purchasing the item and ensure you obtain an itemised receipt in order to be reimbursed.

The Expenses & Budgets page contains details of costs allowable for reimbursement by the DTC as well as additional costs and potential fees which students should be prepared to pay from their stipends.