Online GRS2 FAQs for PGRs

What should I do if I cannot access the my.bham student portal?

If you have any difficulties accessing the student portal, you will need to contact the IT Help Desk. You can contact the IT Helpdesk by phone on 0121 414 7171 or log an online call. 

I have not been able to make contact with my supervisor this month. What should I do?

If you have not been able to make contact with your supervisor you should contact your School PGR Administrator. 

What should I do if I am a part-time PGR and not due a supervision meeting this month?

For PGRs registered as part-time, where a supervision meeting is not due this month, your supervisor will tick the section at the top of the online GRS2 form “There has been no contact this month” and will add an explanation for this in the “Reason for no contact” field.  For example “Part-time student therefore a supervision meeting is not required this month".

What should I do if the supervisor details at the top of the GRS2 form are incorrect?

If the make-up of the supervisory team has changed, you should contact your School PGR Administrator to ask that the names of your supervisors are updated.

How do I enter the date of the supervision meeting?

The date of the supervision meeting is entered by your supervisor when completing Part B of the online GRS2 form, by selecting a date from the calendar.  They can only select a date from the current month.

I am on leave of absence. Do I need to complete a GRS2 form?

A leave of absence is a break in studies where you are not working on your research.  Therefore a GRS2 form is not required and the online GRS2 form will not be available for completion for the duration of the LOA. Neither you nor your supervisor will receive reminder emails to complete the GRS2 form. 

What should I do if I am not having a face to face supervision meeting this month but am in email contact with my supervisor?

You should complete Part A of the online GRS2 form to summarise the email discussion you have had with your supervisor.  Your supervisor will then complete Part B and select the supervision category “PGR - supervision contact email” from the list under "There has been no supervision meeting but one of the following types of contact has taken place".

I cannot complete the online GRS2 form as it is greyed out. What should I do?

For the online GRS2 form to be active, your registration status must be either normally registered (NR) or thesis awaited (T).  The registration status is shown in the first section of the online GRS2 form.  If your registration status is provisionally registered (AS) or expected to re-register (ER), you must complete on-line registration at www.my.bham.ac.uk in order to activate the online GRS2 form.

The online GRS2 form will not be active if you are on leave of absence.

I am starting my PhD after the beginning of the academic year? When will the GRS2 form be available?

The online GRS2 form will become active once your start date has been reached and your registration status is normally registered (NR). For the online GRS2 form to be active you must have been reached your start date and you must complete online registration at www.my.bham.ac.uk.

I am undertaking corrections? Do I need to complete the online GRS2 form?

The Code of Practice for Supervision & Monitoring Progress states:

“Progress of PGRs in thesis awaited status must continue to be monitored to the completion of the degree. For PGRs in thesis awaited status supervisors should maintain monthly contact with the PGR to monitor progress of the thesis against the PGR’s deadline for submission, submission of a corrected thesis or resubmission for re-examination via completion of an online GRS2 monthly supervision record form. The lead and/or co-supervisor(s) and the PGR should confirm that the record contains a summary of the progress of writing the thesis. All GRS2 records should be completed online and stored electronically and accessible by the supervisors, PGR and relevant staff within the PAU”.

Therefore the online GRS2 form should be completed each month until the completion of your studies. You should complete Part A of the form to advise that you have submitted your corrected thesis stating the date you submitted the corrected thesis.  Your supervisor should add a comment in Part B to confirm this and then select “PGR – Submission of minor corrections” or “PGR – Submission of major corrections” from the list under “If there has been no supervision but one of the following types of contact has taken place…”. 

I have submitted my thesis and I am awaiting the next stage in the examination. Do I need to complete a GRS2 form?

The Code of Practice for Supervision & Monitoring Progress states:

“Progress of PGRs in thesis awaited status must continue to be monitored to the completion of the degree. For PGRs in thesis awaited status supervisors should maintain monthly contact with the PGR to monitor progress of the thesis against the PGR’s deadline for submission, submission of a corrected thesis or resubmission for re-examination via completion of an online GRS2 monthly supervision record form. The lead and/or co-supervisor(s) and the PGR should confirm that the record contains a summary of the progress of writing the thesis. All GRS2 records should be completed online and stored electronically and accessible by the supervisors, PGR and relevant staff within the PAU”.

Therefore the online GRS2 form should be completed each month until the completion of your research degree studies. You should complete Part A of the form to advise that you have submitted the thesis for examination stating the date of submission.  Your supervisor will add a comment in Part B to confirm this and then select “PGR – Thesis submitted” from the list under “If there has been no supervision but one of the following types of contact has taken place…”

What should I do if I will not be having a supervision meeting this month as I will be attending a Progress Review Meeting?

The online GRS2 form should be completed each month until the completion of studies. You should complete Part A of the form to advise that you are attending a progress review meeting (stating the date) and your supervisor will add a comment in Part B to confirm this and then select “PGR – Progress Review” from the list under “If there has been no supervision but one of the following types of contact has taken place”. 

What should I do if I will not be having a supervision meeting this month as I am attending a Progress Review Panel?

The online GRS2 form should be completed each month until the completion of studies. You should complete Part A of the form to advise that you are attending a progress review meeting (stating the date) and your supervisor will add a comment in Part B to confirm this and then select “PGR – Progress Review Panel” from the list under “If there has been no supervision but one of the following types of contact has taken place”. 

What should I do if I will not be having a supervision meeting this month as I am attending my viva examination?

The online GRS2 form should be completed each month until the completion of studies. You should complete Part A of the form to advise that you are attending a progress review meeting (stating the date) and your supervisor will add a comment in Part B to confirm this and then select “PGR – Viva” from the list under “If there has been no supervision but one of the following types of contact has taken place".

What should I do if I am away from the University on fieldwork? Do I need to complete the online GRS2 form?

Supervision meetings should take place monthly for full-time PGRs, pro rata for part-time PGRs. Where you are working away from the University supervision contact may be by way of a Skype meeting or by email. The online GRS2 form should be completed each month for the duration of the period of time that the PGR is working away from the University.

Where the contact is via email, you should complete Part A of the form to advise that you have been in email contact with you supervisor as you are working away from the University and you should include details of the work you have undertaken whilst away from the University. Your supervisor should add a comment in Part B of the GRS2 form and then should select “PGR – Supervision contact email” from the list under “If there has been no supervision but one of the following types of contact has taken place”.

How much text can I enter in Part A of the online GRS2 form?

It is possible to enter text up to a maximum of 4,000 characters.

How do I log out of the online GRS2 form?

You can log out of the GRS2 forms by logging out of the student portal - click on the “logout” button for the student portal on the top right hand side of your screen.

What should I do if I think my programme is exempt from completion of the monthly GRS2?

Some programmes are exempt from completing the monthly GRS2 form.  For example where the first year of the programme is totally made up of taught modules and supervision meetings therefore do not take place, or for some Research Council funded study where different arrangements are in place as part of the funding agreement. If you are exempt from completing the GRS2 form you will not receive email advising you to complete the form.

If you have any queries as to whether you are exempt form completion of the online GRS2 form, please contact your local PGR Administrator.