UKCGE PEP Network Buddy Scheme

The PEP Network Buddy Scheme seeks to enhance the network’s community of practice by providing a mechanism to connect network members with one another for the purposes of informal support. It is aimed at higher education professionals involved in any aspect of the administration or management of postgraduate education and research.

Introduction

Welcome to the PEP Network Buddy Scheme. Its ethos lies in mutual respect and understanding, and a genuine desire to support each other and share best practice. Specifically, it aims to:

enable informal peer-to-peer support for colleagues who are new to PGR or who have a particular issue about which they need some guidance or support;
facilitate interactions between network members and the development of mutually beneficial working relationships;
facilitate the sharing of guidance and good practice.

The scheme is led by the UKCGE PEP Network Co-Chairs: Susanna Broom (Head of the Sussex Researcher School, University of Sussex) and Kerri Gardiner (Head of the Postgraduate Research Office, University of Cambridge).

Please use the form below to request a PEP Network buddy; please do not contact buddies directly.

1. Am I eligible?

The scheme is intended for higher education professionals involved in any aspect of the administration or management of postgraduate education and research. Colleagues need to be members of the Network in order to access the scheme. If you are not already a member of the Network, you can sign up via this page.

Due to the scheme’s focus on peer-to-peer support amongst higher education professionals it is not open to students. Some individual institutions have schemes for enabling peer-to-peer support within postgraduate student communities; students interested in this type of support are encouraged to approach their academic units for signposting to schemes within their institutions.

2. What can I expect from a Buddy?

The scheme is intended to facilitate interactions between peers. Relationships founded through this scheme remain informal. Buddies, who are volunteers, are not expected to be experts in all PGR-related matters and are not responsible for any action taken as a result of any information or guidance provided. Below outlines what you can expect from a Buddy:

Buddies will be:

willing and able to provide advice on matters within their areas of interest and expertise;
willing and able to share experiences;
build rapport and create a safe space to share issues or challenges, respecting boundaries of confidentiality;
be self-aware, non-judgmental and objective;
be able to signpost to relevant guidance and other materials.

Buddies will not:

act as unpaid consultants for large-scale projects or reviews; the support provided is for individuals rather than institutions;
proofread written material;
provide counselling on wellbeing matters;
provide expert careers guidance;
arrange internships or job shadowing opportunities.

3. How will the buddying relationship work?

At the beginning of your buddying relationship, you will meet with your buddy to agree (i) the remit of your relationship and key matters to be discussed; (ii) the frequency and mode of contact; (iii) the likely duration of the relationship; and (iv) your respective expectations from the relationship. A form will be provided for this purpose.
Relationships will normally last up to six months and consist of up to six one-hour meetings. You can agree a fixed duration at the outset or decide an appropriate end point at some point during the relationship. Where no fixed duration is agreed at the outset, you are encouraged to plan in a three-month review point.
Interactions can be via email, telephone or videoconferencing. Buddies are not expected to travel for in-person meetings, and there is no funding to cover costs of this. Interactions are confidential and participants are not expected to disclose personal or sensitive information.

Ending the buddying relationship

Either party can end the buddy relationship at any time by emailing the other party.
If a relationship doesn’t work, it can be ended by either party. A relationship ending in this way is no reflection on either party. If needed and where appropriate, the requester will be matched with a new Buddy.
If either party fails to attend an agreed meeting without explanation and/or there is no contact from them within 2 weeks, the other party may reasonably assume that the relationship has come to an end and report this to the scheme administrators. If needed and where appropriate, the requester will be matched with a new Buddy.

4. Who are the Buddies?

Buddies are colleagues who have volunteered to support the scheme. You can find view profiles of the initial set of Buddies further down this webpage. If demand requires more Buddies, a call will be put out via the PEP Network.

5. How Do I Request a Buddy?

To request a Buddy, please complete the online form (below) detailing why you would like a Buddy and any specific topics you wish to discuss. You will also have the opportunity to identify a preferred Buddy from the profiles listed on this page, but please note that the assignment of Buddies will be contingent on factors such as availability. Where there is insufficient Buddy capacity at a given time, you will be given the option to join a waiting list.

6. Feedback and review

At the end of a buddy relationship, feedback will be sought (via an online form – to be provided) from both you and your Buddy. This will cover things like the frequency and usefulness of interactions.
Once a year, buddies will be invited to an online meeting to come together and reflect on the scheme and to offer feedback on its future development.
At the end of each year a brief report will be prepared and presented to the UKCGE Board. This will include data on the number of buddy arrangements, and a summary of anonymised feedback.

Buddy profiles

Susanna Broom

Head of the Sussex Researcher School, University of Sussex

During fifteen years in HE, I’ve been responsible for postgraduate researcher (PGR) provision at all organisational levels, and held responsibility for all aspects of the PGR journey, including: administration of the academic journey, securing and managing large-scale training grants, governance and policy development, legislative and regulatory compliance, and training and development.

Outside of work, I enjoy photography, engaging with nature, and a good historical novel.

Areas of interest or expertise:

Strategy development; policy development and implementation; quality assurance; governance; change management; process review; personal development.

Kerri Gardiner

Head of Postgraduate Research Office, University of Cambridge

I’ve been involved in PGR matters for over 20 years in both central and locally based roles in two different institutions. My current role focusses on governance and quality assurance, policy development, continuous improvement and strategic delivery and planning.

Areas of interest or expertise:

Leadership and strategic development; policy development; DTP/CDT (DLA/DFA) administration; governance and quality assurance; process management.

Katy Morrison

Deputy Director of Doctoral and Researcher College, Coventry University

I’ve worked in various Professional Services roles (research) for 11+ years.

- Experience — admissions through to Graduation of PGR on a wide range of programmes.

- Expertise in regulations, policy writing, reviewing and amending.

- Level 7 CMI Coach and Mentor.

- Interests — coaching/mentoring, sport and exercise.

I’m well respected and connected across the Professional Services group at Coventry and beyond.

Areas of interest or expertise:

Leadership; operational issues; strategic decisions; confidence/assertiveness; people management; starting a new role; organisational change; regulations and procedures; reviews of staff/programmes/areas.

Rea Smith

Graduate School Manager — Faculty of Science, University of Sheffield

I’ve worked in PGR for over 10 years, predominantly in STEM disciplines at Sheffield Hallam University and more recently at the University of Sheffield.

In September I will be moving to a new role, responsible for managing the PGR operational support for the Faculty of Science.

Outside of work I am an avid netball player!

Areas of interest or expertise:

PGR Finances; DLAs & DFA’s; Operation management, Event Management; Student Support; Quality Assurance & PGR Research Culture.

Fiona Sutton

Head, Doctoral College, University of Brighton

I’ve worked supporting PGR for 14 years and previously in research administration for EU funded projects. I currently head up the Doctoral College at Brighton and within the team we cover all aspects of the PGR journey from admissions through to conferral. I love the challenge, the problem solving, the head scratching and the joy of PGRs. Outside work I hand embroider, run (slowly), read and drink tea.

Areas of interest or expertise:

Strategy development and governance, leadership and mentoring, the PGR journey, progression and assessment, creative problem solving, supporting diversity through admissions and the onward journey.

Rob Witts

Senior Manager (PGR Training Partnerships), University of Sussex

19 years in HE professional services divided between departmental/faculty management at King’s College London and PGR-focussed roles at the University of Sussex, creating and managing the CHASE DTP. Interested in questions of equality, diversity and inclusion in education. School Governor and mediocre amateur musician.

Areas of interest or expertise:

PGR funding bids; training grant management; researcher development; team leadership; change management.

Carolyn Wynne

Director — Doctoral & Researcher College, Coventry University

I have worked in the area of postgraduate education for 17 years and currently a trustee of the UKCGE, as well as a part time PhD candidate. My specific interests are around structures and strategies in doctoral education, making doctoral education more accessible and attractive to mid career professionals and improving the experience of part time and distance learners. Mother of two, keen runner, dachshund owner, tea drinker (Yorkshire, of course!) and from Birmingham.

Areas of interest or expertise:

Structures and utilising resource; researcher development strategies; diversity in research degree programmes; supporting part-time PGR; dual award and cotutelle research degree programmes; general ear chewing and venting opportunities!

Buddy request form

Please complete this form to apply for a PEP Network Buddy; please do not contact buddies directly.

Before submitting your request, please note that:

If, having reviewed the Buddy profiles above, you have a preferred Buddy in mind, please indicate this below, but bear in mind that your preferred Buddy might not be available and you might be offered an alternative. If you don’t have a preferred Buddy, please leave this question blank and a Buddy will be allocated to you on the basis of the areas you wish to discuss and buddy availability.
At the beginning of your buddying arrangement you and your Buddy will complete an Agreement Form detailing the topics to be discussed and the format and frequency of interactions. This is to ensure you and your Buddy have shared expectations of the buddying arrangement.
You will be asked to provide feedback on your buddying arrangement. This feedback will remain confidential and only disclosed to the PEP Network Chairs who will use it in preparation of an annual report on the scheme; the inclusion of any feedback in the report will be anonymised.

Data sharing: the data submitted via this form will be viewable only to Susanna Broom and Kerri Gardiner (managers of the scheme) and staff at UKCGE (the data controllers). Details of buddy arrangements will not be disclosed more widely but will be collated to inform an annual report to UKCGE.

Download an example of the Buddying Agreement form

PDF | 37.79KB

Title

First Name

Last Name

Institution/Organisation

Role

Name of preferred buddy (if relevant)

Reason(s) for selecting a buddy, including topic(s) you would like to discuss

Please tick this box to confirm that you have read the scheme outline provided on this webpage and agree to the terms set out.