Getting your Toolbox data ready for the Annual Progress Reports

The APR forms will be released on Monday 1st June!

Your PGR Portfolio of Activity and the Record of Supervisory meetings must be up to date by the 31st May for inclusion in this year’s APR form.

You are recommended to review your progress over the last year before this data is copied into the Annual Progress Report (APR) forms. Whilst the period prior to lock-down may now seem distant, it remains important to maintain a full record for the last academic year. Any data added to the  PGR Portfolio of Activity and the Record of Supervisory meetings after the 31st May will not be included in the APR forms.

Below, we provide further information to help you complete the PGR Portfolio of Activity and the Record of Supervisory meetings before the records are added to the APR form. Guidance to help you complete the APR forms will be available on the LDC Student Experience team web-site.

Preparing your Record of Supervisory meetings for the APR

The APR contains the complete list of the dates of all supervisory meeting records that have been signed off by your supervisor.  You may want to remind your supervisor that they should sign off all records before the 1st June.

Please ensure that your Record of Supervisory meetings is up to date before the end of May. You should check that you have recorded the correct number of required meetings:

  • At least one meeting per month if you are a full-time student
  • At least one meeting every two months if you are a part-time student

NB You can enter meetings retrospectively. The record should include relevant Zoom or Skype meetings.
You are not expected to have recorded meetings during periods of suspension.

Preparing your PGR Portfolio of Activity for the APR

The PGR Portfolio of Activity is your record of your achievements over the last year. You might include the training and development workshops/webinars that you have attended, conferences and research meetings that you have participated in, work with industry or organisations outside academia, public engagement and public communication  and so on. This record can of course include any online activities that you have engaged in recently. In fact you can include  other activities that supplement your research and support your long-term development.

The APR form will display data from the PGR Portfolio of Activity  in a non-editable format, i.e. any changes to the Portfolio of Activity after the 31st May will not be reproduced in the APR form. We recommend that you revisit the Portfolio of Activity before the 31st May and check which of your records you want to be visible in the APR. (All records for the past year are included by default)

The APR will include data from the PGR Portfolio of Activity under the four headings in the Portfolio of Activity, which correspond to the four domains of the Researcher Development Framework. The data that is transferred to the APR will be limited to:

  • Records with dates in the period from the 1st June 2019 to the end of May 2020.
  • The type of activity, the title, and the date of the events that you have recorded in the Portfolio.
  • Records that you have kept marked as ‘selected’ in the Portfolio.

The APRs will not include further information such as the longer record description or the ‘RDF descriptors’.

You may want to check the event titles carefully to ensure that this accurately represents the event, since the event description is not included in the APR.
For example, if this is a three day conference, you might include the dates in the title.

Example of how APR form appears

Example of Portfolio of Activity data as it will appear in the APR    – set for the year 2017-18. Only items added in the year 2019-20 will appear in the APR for this year.

If you have not entered data into the Portfolio of Activity, the APR will include empty text boxes where you can add any additional information in relation to your professional development to record in the APR process. The choice of which of the four boxes to use to record each training or development activity is a personal choice, but could help you ensure that you can demonstrate a wide range of development.

If you have any problems with this process or you encounter system issues in relation to the Portfolio of Activity, please contact the LDC Development Team at pgro@liverpool.ac.uk.