This policy defines the requirements for research degrees that are conducted through distance learning. The additional considerations for distance learning are presented in this policy.
This policy should be read in conjunction with the regulations and codes for research degree programmes, which specifies the University requirements in relation to all PGR students, including on the development of research and other skills.
1. A student studying by distance learning will mostly be away from the University, but they will also benefit from visits to the campus. These compulsory visits will allow face-to-face interactions with supervisors, as well as engagement with on-campus development opportunities and with wider research activities. The student is responsible for the costs related to compulsory visits including for travel, accommodation, and any visa requirements.
2. Some responsibilities set out in this policy can be allocated to either the school or the faculty, depending on how each faculty is organised. Each faculty and school must be aware of where the responsibility lies for them.
3. Students studying for research degrees by distance learning undertake most of their research away from the University either in the UK or overseas. This is combined with compulsory visits to the University and appropriate remote support.
4. Research degrees by distance learning will be appropriate for students where relevant resources are largely available locally or online.
5. The significant factors in determining whether a research degree by distance learning is appropriate are a) where the primary means of supervision is remote and b) where the student’s research project is not dependent on the University’s on-site facilities.
6. Research students who are away from the University to undertake fieldwork, etc. are not classified as studying for a research degree by distance learning. There are however elements of this policy that may act as good practice for those students, such as how to engage with the University when not on campus.
7. A research degree by distance learning is not a split-site PhD, where the student spends time at both the University and another institution within a fully collaborative structure. For split-site PhDs a written agreement is always required with the other organisation, while for distance learning the primary relationship is normally with the research student.
8. If however a student who wishes to study by distance learning has a research project that is dependent on an employer or another organisation (for example, a dependency on facilities or data), a written agreement must be put in place.
9. The expectations set out in this policy may also be relevant to educational partnerships developed through other routes, where the location of study is deemed to be distance learning.
10. A partnership agreement is required for a research degree by distance learning if the student’s project is dependent on an employer or another organisation (see the regulations and code of practice for educational collaborative arrangements). The agreement may, for example, be limited to covering the dependent use of facilities or data and to any intellectual property issues, depending on the nature of the project and on the University’s relationship with the other organisation.
11. The approval process, which includes a due diligence consideration and an enhanced approval route where a partnership is required, will be completed before any written agreement is set up.
12. If the student is based in, or has access to, an environment that is conducive to research (such as through a research or educational organisation) but is not dependent on it, a letter must be obtained from the organisation to confirm its general support. A partnership agreement is not required in these cases.
13. A research degree by distance learning offers a high level of flexibility for the student, but it requires the same commitment for serious study as for any research degree. It is therefore vital that the student can make the commitment and that the University is in position to offer the necessary support.
14. The school or faculty must provide clear and realistic advice to the prospective student on expectations in relation to distance learning, including on the level of autonomy placed upon them, on the requirement to attend the University at certain times, and on the extent of support that will be available to them.
15. Students studying through distance learning are required to ensure that they have access to an appropriate local research environment so that they can complete their research project. There must also be access to the relevant research environment at the University through a combination of remote links and scheduled visits.
16. Schools must decide whether they wish to offer research degrees by distance learning as an option for their research degree programmes. There may however be cases where it will not feasible, particularly in lab-based disciplines where appropriate local provision is not available or where regular access to University on-site facilities is required. The approval and admissions process requires a consideration of whether appropriate access to resources and support is in place.
17. Research degrees by distance learning may be undertaken on either a full-time or part-time basis and are subject to the normal minimum and maximum periods of study set out in the regulations and code of practice for research degree programmes.
18. Studying for a research degree by distance learning is not permissible if it contravenes the regulations of any funders.
19. Successful students will receive an award from the University of Bristol. The degree certificate for research degrees by distance learning is the same as for any other location of study as the criteria for the award are identical.
20. Research degrees by distance learning are open to international students, and their visits to the University must comply with the requirements of the UK Government at the time of travel. These requirements may change over the course of the programme.
21. International students studying for research degrees by distance learning must follow the current requirements to secure standard visitor visas for visits to the University. More information is available on the Student Visas webpages. It might also be necessary for the student to obtain an Academic Technology Approval Scheme (ATAS) certificate, depending on their nationality and on the subject before they can study in the UK.
22. The University cannot guarantee that an international student studying for a research degree by distance learning will be able to secure a standard visitor visa for each visit. International students will be provided with appropriate documentation from the University to support applications for standard visitor visas, but the responsibility to meet visa requirements remains with the student.
23. Schools must decide whether they wish to include a distance learning option for their research degrees in the prospectus and in any promotional materials. A specific distance learning route code must be set up to register distance learning students in the student record. Where distance learning is included, an acknowledgement of the requirement for standard visitor visas for international students and a link to Student Visas webpages must be included.
24. Where research degrees by distance learning are permitted, the school or faculty (including the potential supervisors) must make additional considerations, alongside the general admission requirements, to determine that the prospective student is able to pursue their study through distance learning and that the school is able to support them appropriately.
25. The school or faculty must confirm that the following considerations have been addressed for a prospective student for a distance learning arrangement:
a. Confidence that the school can provide adequate support for the prospective students, mainly through supervision, links to the relevant research environment, suitable technology for remote contact, and access to relevant University systems.
i. Where the prospective student is based overseas, the school or faculty must seek advice from IT Services on any cybersecurity implications for overseas access to University IT systems.
b. Confidence that the school can accommodate compulsory visits.
i. Where the prospective student is based overseas, the school or faculty must be aware of the visa requirements for visits on the Student Visas webpages and seek guidance from Student Visas if questions remain.
c. Confidence that the prospective student can undertake research remotely, that the student’s location is suitable for research, and that there is appropriate equipment in place to allow remote contact.
d. Confirmation from the prospective student that they understand the obligations placed on them, including for compulsory visits and related visa requirements, and that they can meet the financial demands of studying by distance learning covering tuition fees and other costs, such as the costs related to compulsory visits.
i. Where the prospective student is based overseas, they should ensure that they are aware of any implications for tax liability from undertaking a research degree by distance learning.
e. Where the research will be dependent on an employer or another organisation, confirmation from the employer/organisation of its support and its acknowledgement that a written agreement will be required.
f. Where the prospective student is employed by, or has a relationship with, an organisation and will benefit from its research environment but where the research is not dependent on the relationship, confirmation from the organisation of its general support for the student.
26. Where a partnership agreement is required, the school or faculty should make early contact with the educational partnerships team within the Academic Quality and Policy Office to obtain advice and to allow sufficient time for the development and approval of the partnership.
27. As part of the admissions process, the Faculty PGR Director must approve the distance learning arrangements, which will include the school or faculty confirmation that the additional considerations set out above have been addressed. An offer of a place must not be made until the Faculty PGR Director has given approval for the arrangement.
28. An application to study a research degree by distance learning is normally only made during the admissions process. In exceptional circumstances, current campus-based research students may be allowed to transfer their location of study to distance learning. In those cases, the additional considerations required as part of the application process must still be completed and approved before the transfer will be allowed.
29. For international students who in exceptional circumstances wish to change from studying at the University with a student visa to studying by distance learning, advice must be sought from Student Visas. A move to distance learning will require the withdrawal of the University’s sponsorship of the student’s visa, with the student relying on securing standard visitor visas for all further visits to the University.
30. Students studying for a research degree by distance learning may make a request to change to campus-based study. Possible reasons for such a request may include changes to the student’s personal or employment circumstances. Approval for a change in the location of study must be sought from the Faculty PGR Director, who will make a decision based on the feasibility of the request for both the student (in terms of practical arrangements and any visa requirements) and for the school (in terms of available resources). There is no automatic right to change from distance learning to campus-based study.
31. For international students studying for a research degree by distance learning who wish to change to another location of study, advice must be sought from the Student Visas. A move to study at the University requires a student visa, which is sponsored by the University and is secured in the student’s country of residence.
32. The tuition fees for students studying for a research degree by distance learning are the same as for campus-based study. Students must also arrange and cover the costs for their visits to the University, including for travel, accommodation, and any visa requirements. These additional costs do not form part of the tuition fees, and this must be made clear in public information and in communications with prospective students.
33. In all cases, the supervisory requirements set out in the regulations and code of practice for research degree programmes must be met.
34. The significant supervisory characteristic for students studying by distance learning will be that they engage with their supervisors mostly through electronic means. There should also be a clear understanding between the student and the supervisors on what constitutes reasonable access if advice is required outside of pre-arranged supervisory meetings.
35. The visits to the University provide opportunities for face-to-face supervision.
36. Supervisors must be aware of their responsibilities in relation to students studying by distance learning. The time and commitment required for distance learning supervision will be no less, and may be more, than for supervision of students based at the University.
37. Where a written agreement is in place, a formal local contact or co-supervisor may be identified to assist in supporting the student. For local co-supervisors, this may be as an honorary member of staff.
38. Where the student is based in an organisation that supports an environment that is conducive to research, an informal local support contact may be available to the student. In these cases, arrangements should be made between the supervisors and the local support contact. It must be made clear that any arrangements are of an informal nature and the local contact is not a member of the supervisory team.
39. The school or faculty and the main supervisor must ensure that pastoral considerations are included as part of the supervisory process. It is acknowledged that access to the University’s on-site Student Services may be limited for students not based on campus.
40. Students studying for research degrees by distance learning are included in the University student representation system for research students.
41. The school or faculty must ensure that students studying for research degrees by distance learning have opportunities to engage with student-staff liaison committees (SSLCs). It may not be possible for distance learning research students to attend SSLCs in person.
42. Students studying for a research degree by distance learning are required to visit the University during their period of study. These visits allow face-to-face interactions with supervisors, as well as engagement with on-campus development opportunities and with wider research activities.
43. The minimum requirement is for a two-week within the first year of study, plus a further visit in a later year of study of at least one week to coincide with any on-campus training needs and/or for an annual progress review. The requirement is the same for both full-time and part-time students.
44. The school or faculty can set further attendance requirements if this is deemed necessary. In some cases, it may be appropriate for the student to attend the University for further visits and/or for longer periods. Visits must however remain within a distance learning structure and must not impact negatively on any visa requirements. For international students, advice must be sought from Student Visas in these cases.
45. For international students, the faculty or school must:
a. Ensure there is a process in place to ensure that international students present their standard visitor visas for scanning to Student Visas upon arrival for each visit to the UK, prior to any engagement with their studies.
b. Ensure that students relying on standard visitor visas are referred to the Student Visas webpages prior to each visit to the University so that they are aware of current visa rules. Visa applications must be made in good time.
c. The faculty (or school in some cases) can provide a Standard Visitor support letter where this is required.
46. The first visit to the University allows for an induction and individually tailored project development with the supervisory team. Opportunities for training and engaging in research community activities be considered during the visit. The second visit should continue to address the developmental and engagement needs of the student.
47. The school is responsible for ensuring that students studying for a research degree by distance learning have access to an appropriate place to work and suitable equipment during visits.
48. Any variation from the visit schedule must be agreed by the main supervisor and the School PGR Director. For international students, advice must be sought from Student Visas on whether there are any implications related to visa requirements.
49. An exemption for non-attendance for a compulsory visit, where it has not been possible to rearrange the visit, will only be granted in exceptional circumstances with the agreement of the Faculty PGR Director. Where the student does not attend a compulsory visit, and where the Faculty PGR Director has not agreed the non-attendance, the student may be deemed to have withdrawn because they will not have met the requirements of their registration.
50. The University cannot guarantee that international students will be able to secure a visa for each visit or, if necessary, an Academic Technology Approval Scheme (ATAS) certificate. If students are unable to secure a visa or, where necessary a certificate, they may have to apply for suspensions of study until their situation is resolved.
51. A student studying for a research degree by distance learning must have access to appropriate research skills training, which is normally provided by schools and faculties, and to the University’s personal and professional development programme. The training may be provided as part of student’s visits to the University and online resources may be available in some areas. Some University-based training may only be available at certain times of the year, which may require a student’s visit to be arranged accordingly.
52. As for all research degrees, supervisors and students must regularly review training needs. For distance learning research students, an initial consideration of training needs must take place before the first visit. As there are only limited online resources, particular consideration must be given to training opportunities druing student visits.
53. Participating in the research community, including through opportunities to network with their peers, is an important aspect of study for all research students. For PGR students studying by distance learning, engaging with the research community should form part of their visits to the University, together with online provision and connections to the school’s research community.
54. Public information and communications to prospective students must provide clear and realistic guidance on the expectations for distance learning, including on how the student will engage with the University and details on tuition fees and additional costs.
55. Students studying for a research degree by distance learning will have access to online information, access to e-library resources and links to training opportunities.
56. Annual progress monitoring must be the same as the process followed by PGR students based at the University. Students studying for a research degree by distance learning may be required to be in attendance at the University for a progress review (as part of a visit), or the process may be conducted online.
57. The assessment process, including the submission of the dissertation and the subsequent oral examination, is set out in the Regulations and Code of Practice for Research Degree Programmes.
58. The oral examination can be held in person, partly online or fully online with the agreement of the examiners and the PGR student.
59. Where an in-person oral examination will be held, students studying for a research degree by distance learning must be informed of the date of the oral examination in good time so that they are able to make appropriate travel, accommodation, and any visa arrangements. For international students, this should normally be 12 – 16 weeks in advance.
60. Schools must monitor the progress and outcomes for students studying for research degrees by distance learning.
