PGR Conciliation Information for PGRs and Supervisors

PGR Conciliation can be requested by PGRs or academic supervisors by completing this form. Please provide as much information as possible about the background to the problems, what the issues are, and what outcome you are seeking, to help us with reviewing your request.

You will be able to state if you have a preference to be assigned a PGR Conciliator from within your College or from outside of your College. Your preference will be taken into consideration however please note it may not be possible to fulfil your request depending on PGR Conciliator availability.

Other parties can recommend PGR Conciliation to PGRs and/or their supervisors, but the request must come from either the PGR or supervisor themselves.

1.      The request will be reviewed by the University Doctoral School

The request will be read by the Head of University Doctoral School and/or the UDS Operations Manager, and details may be shared with POD and/or Student Conduct in order to seek advice on suitability for conciliation, however PGR/supervisor names will remain anonymous. 

2.      The University Doctoral School will contact the other party

If the referral is deemed as being suitable for conciliation, the University Doctoral School will contact the other party (i.e. the supervisor if the request has come from the PGR, or the PGR if the request has come from the supervisor) to see if they want to take part in PGR Conciliation.

3.      Allocation to PGR Conciliator

If the case is deemed as being suitable for conciliation and both parties want to take part, the University Doctoral School will seek to allocate a PGR Conciliator.

4.      Response

The University Doctoral School will contact you via email to provide an update on your request. If we can provide PGR Conciliation, then we will inform you of the name of your PGR Conciliator. We will endeavour to respond to requests within 20 working days. This time is required for the steps above to happen. 

5.      Conciliation

Your PGR Conciliator will then contact you directly shortly afterwards to arrange an initial individual meeting. This will be followed by a joint conciliation session with both parties. This will usually be a full-day session. We would usually expect the process to be concluded within 6 weeks of a conciliator being allocated however this is dependent on the availability of all the parties involved. 

Throughout all of these stages, regular supervision meetings should continue as normal.

Please note:

1. PGR Conciliation is not suitable in certain circumstances including: 
   
   • When a PGR or supervisor believes they are being subjected to harassment, bullying, or other inappropriate behaviour. PGRs/supervisors should instead visit the Report and Support page as the first source of support and advice. 
   • When a PGR wishes to make a complaint or appeal a progress decision. Further information about student complaints and appeals can be found at Student complaints and appeals (birmingham.ac.uk)
   • To resolve interpersonal issues between PGR students. The PGR Conciliation Pilot is only for PGR/supervisor conflict at present. For more information about working effectively with other PGRs and addressing interpersonal issues please visit Working effectively with other PGRs (birmingham.ac.uk).
   • To resolve issues between PGRs and external supervisors. The PGR Conciliation pilot is only for PGRs and supervisors who are employed by the University of Birmingham at present.
     
     
     
2. There are a limited number of trained PGR Conciliators and whilst every effort will be made to accept all suitable referrals, it may not be possible to allocate a PGR Conciliator straight away.
   
   
3. PGR Conciliation can only go ahead if both parties agree to take part. It's important that you are both willing to engage in the conciliation process. A commitment to open communication and a genuine desire to find a resolution is crucial.

The request will be read by the Head of University Doctoral School and/or the UDS Operations Manager, and details may be shared with POD and/or Student Conduct in order to seek advice on suitability for conciliation, however PGR/supervisor names will remain anonymous.

The outcome of the conciliation will only be shared with the Head of University Doctoral School and the UDS Operations Manager.

Information will only be disclosed to others without your consent where there is a legal requirement to do so, or where the University believes that there is a serious threat to your, or another person's, safety based on the information you disclose.