The regulations in this section cover a PGR student’s period of study and how this relates to their final submission deadline and to their final completion limit. Suspensions, extensions, and changes in the mode of attendance are also explained.
Guidance for PGR students on absences
4.1. The period of study runs from the start of a PGR student’s expected engagement with their degree and ends with the submission of their dissertation for examination.
4.2. Each PGR student has a normal minimum and maximum period of study depending on their degree and on their mode of attendance.
4.3. A PGR student’s period of study starts from when the University expects the student to first engage with their PGR degree programme.
4.4. A PGR student must submit their dissertation for examination by the end of their maximum period of study at the latest. This counts as their final submission deadline.
4.5. The final submission deadline will change if there are any approved suspensions or extensions.
4.6. There are submission rules on when and how a student can submit.
4.7. The normal minimum and maximum periods of study for doctoral degrees are as follows:
4.7.1. Doctor of Philosophy (PhD). Full-time minimum of three years and a maximum of four years. Part-time minimum of six years and a maximum of eight years.
4.7.2. Engineering Doctorate (EngD). Full-time minimum of three years and a maximum of four years. Part-time minimum of six years and a maximum of eight years.
4.7.3. Doctor of Medicine (MD). Full-time minimum of two years and a maximum of five years. Part-time minimum of four years and a maximum of eight years.
4.7.4. Doctor of Dental Surgery (DDS). Full-time minimum of three years and a maximum of three years. Part-time minimum of six years and a maximum of six years.
4.7.5. Doctor of Educational Psychology (DEdPsy). Full-time minimum of three years and a maximum of four years. Part-time minimum of six years and a maximum of eight years.
4.7.6. Doctor of Education (EdD). Full-time minimum of three years and a maximum of four years. Part-time minimum of six years and a maximum of eight years.
4.8. A doctoral degree by published work has a one-year period of study.
4.9. The normal minimum and maximum periods of study for research master’s degrees are as follows:
4.9.1. Master of Music (MMus). Full-time minimum of two years and a maximum of three years. Part-time minimum of four years and a maximum of six years.
4.9.2. Master of Philosophy (MPhil) in the Faculty of Arts. Full-time minimum of one year and a maximum of one year. Part-time minimum of two years and a maximum of two years.
4.9.3. Master of Philosophy (MPhil) in the Faculty of Social Sciences and Law. Full-time minimum of one year and a maximum of two years. Part-time minimum of two years and a maximum of four years.
4.9.4. Master of Science by Research (MScR). Full-time minimum of one year and a maximum of two years. Part-time minimum of two years and a maximum of four years.
4.10. The part-time periods of study are based on a student studying at 50% but will be adjusted where study is on a different basis.
4.11. The part-time period of study is the pro-rata equivalent of the full-time period of study for the relevant degree, except for the Doctor of Medicine (MD).
4.12. Part-time students who registered before 19 September 2022 have a shorter maximum period of study, which was set when they first registered unless they requested to change to the longer maximum period of study by 31 July 2023.
4.13. A part-time student who registered before 19 September 2023, but who was unable to request the longer period of study by 31 July 2023 because they were on suspension, can make such a request within two months of their return from suspension.
4.14. The Doctor of Dental Surgery (DSS) in Health Sciences and the Master of Philosophy (MPhil) in Arts did not modify their maximum periods of study on 19 September 2022 and so part-time students on these degrees do not have an option of changing their period of study.
4.15. If a student transfers between PGR programmes, the Faculty PGR Director must set an appropriate remaining period of study to allow the student sufficient time to prepare and submit their dissertation for examination.
4.16. If a student initially registers on a research master's programme and later transfers to a doctoral programme, the time spent on the master's programme counts as part of their doctoral period of study.
4.17 If a student transfers from a doctoral to a research master’s programme, the Faculty PGR Director can set an overall maximum period of study that exceeds the research master’s normal limit so that the student has sufficient time to prepare and submit their dissertation.
4.18. For full-time students, the final year of study is the last year of the relevant maximum period of study.
4.19. For part-time students studying on a 50% basis, the final year of study is the last two years of the relevant maximum period of study. If the student is studying on a different basis, the final year will be the appropriate pro-rata equivalent.
4.20. The Research Degrees Examination Board must award a PGR student their degree by the end of the student’s final completion limit. This is the total time permitted for the student to complete all aspects of their degree and to receive their award.
4.21. The final completion limit for all PGR degrees is the relevant maximum period of study plus five years. A student who does not receive their award within this timescale will be deemed to have withdrawn.
4.22. The final completion limit runs from the student’s start date and is not changed by any approved suspensions or extensions.
4.23. A PGR student who has changed their mode of attendance or who has transferred programme will have their final completion limit adjusted proportionately to reflect the different maximum periods of study in force before and after the change.
4.24. The University expects PGR students to submit within their normal maximum period of study but there are circumstances where a suspension, an extension, or a change in the mode of attendance might be necessary.
4.25. PGR students who are studying with a student visa must seek advice on interruptions and changes to study from Student Visas
4.26. A funded PGR student must ensure that they do not contravene their funder’s terms and conditions. A funded PGR student must obtain any required agreement from their funder as part of a request for a suspension, extension or change in the mode of attendance.
4.27. A PGR student can request a suspension at any stage of their period of study. A suspension normally relates to a reason external a student’s research and results in the following:
4.27.1. It pauses the student’s period of study and so does not increase the overall amount of time for study.
4.27.2. It changes the final submission deadline.
4.27.3. It does not change the final completion limit.
4.28. A suspension can, for example, cover the following situations:
4.28.1. Significant illness. If a student suspends on health reasons, the student might need to provide a letter from a medical practitioner at the end of the suspension to confirm that they are fit to return.
4.28.2. Significant family or financial problems.
4.28.3. Taking advantage of a career opportunity.
4.28.4. Some placements might require a suspension.
4.28.5. Jury service. If the initial period of jury service is extended, the student can request a further suspension in parallel to the jury service continuing.
4.28.6. Maternity, adoption, and partner/other parent leave. The request must include appropriate evidence, such as a maternity certificate (MAT B1) or evidence of the placement of a child for adoption.
4.28.7. Where short-term exceptional leave on emergency or compassionate grounds has not fully met the student’s needs, or where the student has sought short-term leave on multiple occasions within an academic year.
4.28.8. The support to study policy (pdf) might be applicable for some suspensions.
4.29. A suspension must be for the shortest period necessary based on the individual circumstances.
4.30. A PGR student who is unable to return to study after a period of suspension must apply for a further suspension before the first period ends.
4.31. The University cannot backdate suspensions for more than one month unless there is an exceptional reason for the delay in the request. The Faculty PGR Director must consider any exceptional reasons when assessing a late suspension request.
4.32. A funded PGR student must refer to the policy on absence payments for PGR students for the rules on suspensions and funding.
4.33. Funded PGR students must seek any required approval from their funder when requesting a suspension.
4.34. A PGR student can only request an extension in their final year of study (pro-rata equivalent for part-time students) unless there are any funder or partnership rules that permit an earlier request. An extension results in the following:
4.34.1. It lengthens the student’s period of study and so increases the overall amount of time for study.
4.34.2. It changes the final submission deadline.
4.34.3. It does not change the final completion limit.
4.35 An extension will only be approprate in exceptional circumstances. A PGR student must provide a compelling reason for an extension and normally with the support of the main supervisor and school. A request can result from the supervisor’s review of the student’s progress four months before the intended submission date or for another reason.
4.36. An extension must be for the shortest period necessary based on the individual circumstances.
4.37. The PGR student might have to pay an additional fee for an extension.
4.38. Funded PGR students must seek any required approval from their funder when requesting an extension.
4.39. PGR students must submit suspension and extension requests on the appropriate form.
4.40. As part of their request, a PGR student must include any relevant supporting evidence, such as any medical reports (in confidence), copies of relevant correspondence, and a work plan that shows how they will complete their research by the new proposed deadline.
4.41. A PGR student can request an emergency extension if there are unforeseen circumstances near their final submission deadline that stop them submitting by their deadline.
4.42. Funded PGR students must seek any required approval from their funder when requesting an emergency extension. If the request is close to the student’s final submission deadline and prior approval from the funder is not possible, the student makes the request at their own risk.
4.43. The Faculty PGR Director can approve an emergency extension if the student has experienced unforeseen circumstances that stop them submitting by their deadline.
4.44. Emergency extensions must not usually exceed ten working days (which do not include University closure days) but can be for longer if there are exceptional circumstances that warrant a longer period. Retrospective emergency extensions are permissible.
4.45. Suspensions and extensions do not change the PGR student’s final completion limit, which is the last date that the Research Degrees Examination Board can award the student their degree.
4.46. The Faculty PGR Director must consider whether a request will take a student’s total period of suspensions and extensions in to the last two years of the student’s final completion limit. Any encroachment in to those last two years risks leaving insufficient time for the completion of the examination process (including any required corrections).
4.47. The Faculty PGR Director can decline a request or adjust the requested period if a suspension or extension will take the student’s total period of suspensions and extensions in to the last two years of their final completion limit.
4.48. The Faculty PGR Director can make any of the following decisions on suspension and extension requests:
4.48.1. Approve.
4.48.2. Approve with an adjusted period.
4.48.3. Decline.
4.48.4. For complex cases, escalate to the Associate Pro-Vice Chancellor (PGR). Complex cases can, for example, include suspensions related to support to study policy and where a request will encroach significantly in to the last two years of the final completion limit.
4.49. The Associate Pro-Vice Chancellor (PGR) makes the decision on escalated complex cases and also has oversight of any suspensions or extensions that exceed one year in total.
4.50. A PGR student can request to change their mode of attendance from full-time to part-time, or vice versa. A change in the mode of attendance will result in the following:
4.50.1. It changes the student’s period of study to reflect the new mode of attendance.
4.50.2. It changes the final submission deadline.
4.50.3. It adjusts the final completion limit.
4.51. A request to change the mode of attendance can, for example, result from a PGR student’s personal or employment circumstances.
4.52. A change in the mode of attendance can be used on health grounds if the change would help the student’s medical condition. A suspension is normally more appropriate for ill health.
4.53. The Faculty PGR Director can approve a request to change a PGR student’s mode of attendance with the following conditions:
4.52.1. A PGR student can normally only change their mode of attendance a maximum of twice during their period of study. In exceptional circumstances, the Faculty PGR Director can approve a further change if it will help address those exceptional circumstances.
4.52.2. A PGR student who is in their final year of study (pro-rata equivalent for part-time students) can only change their mode of attendance if there are exceptional circumstances and where a suspension or extension is not a more appropriate solution.
4.54. Funded PGR students must seek any required approval from their funder when requesting a change in their mode of attendance.
