Making Changes

From time to time, you may need to make changes to your programme or inform us of changes to your personal details.

Change of Address

If you need to change address details with the University, this should be done through Registry.  They will then centrally amend your address details on the student records system.

Transfer of Mode of Study

You may wish, at some point during the course of study, to change your mode of attendance from full-time to part-time or vice-versa. You should discuss this with your supervisors in the first instance and, if agreed, submit your request by PhD Manager. If you are in receipt of a scholarship, the consequences of transfer to part-time study (which may include termination of your funding) should be considered fully prior to any decision being made.

Change of Supervisory Arrangements

For a number of reasons, either you or your Faculty may need to change members of your supervisory team during your period of registration, although given the importance of continuity in the supervisor/researcher relationship, such changes will only be considered under exceptional circumstances. If a change is required, the University will endeavour to make sure any adjustments to the team are dealt with swiftly so as to minimise disruption to your studies.  You can initiate this process on PhD Manager.

Modification of programme of work

During your research study, you may require to make changes to the programme of work approved at the time of registration. Where the project direction has changed substantively, you can notify us of the change on PhD Manager. You do not need to do this if the project title changes but the nature of the project remains the same, as it is expected that your project title may undergo refinement throughout the duration of your studies.

Studying away from the University?

If you need to spend a period of time studying away from the University, you should submit your request on PhD Manager, which involves an assessment of risk and will provide the University with details of where you plan to be based.

Leave of Absence

If you find that circumstances such as ill health, family considerations, pressures of regular employment (part-time students only) or other personal matters mean that taking a leave of absence of up to one year is the only practical solution, you should submit your request on PhD Manager.

You should note that, for those in receipt of scholarships, absences for the purposes of taking up employment are not normally permitted.  You should note that no application for leave of absence will be approved retrospectively. In situations where you are unable to complete the form in advance, notification of the start date and the nature of the illness should be sent to the Doctoral College within the first week of absence in order that the absence may be recorded.

When submitting your request on PhD Manager, you should also submit with medical evidence where appropriate (i.e. Fitness for Work certificate).  This should all be done within two weeks of the first day of absence.  Failure to do so may mean that the absence will not be approved and additional time to complete the research programme may not be granted.

If you hold a Tier 4 visa for study in the UK you should note that a leave of absence which extends the duration of your programme will result in the Home Office curtailing your leave to remain in the UK. In these situations, you must return to your home country and re-apply for a further Tier 4 visa once the period of leave of absence has elapsed.

Extensions of Time

If you find that you are unable to submit your thesis by your stated deadline, you may need to apply for an extension of time. The University has an extensions policy and associated forms, which should be completed depending on your situation. Such requests to extend must be completed in advance of the submission deadline, as applications for extensions will not be approved retrospectively.

You may apply initially for a four month period of extended registration via PhD Manager. At this stage, your progress will be assessed by the Faculty prior to approving the extension to ensure that there is evidence that a properly prepared plan of work is in place.  If approved, this extension will be authorised by the Faculty and there will be no fee for this initial extension.

Following this period, you may apply for a further period of extension of no more than three months via PhD Manager. You will be required to provide a detailed summary of progress, a revised plan of work and medical or other evidence in support of your application (particularly if you wish to request a fee waiver under exceptional circumstances).  Exceptionally, further three month extensions may be granted at the discretion of the relevant Head of the Doctoral College.

Review of progress against submission deadline 

If you require an extension of time, your Faculty will monitor the new anticipated date of submission on PhD Manager, via the Review of Progress, to ensure that appropriate progress is being made during the extension periods. The Faculty will arrange a meeting with you and your supervisory team to assess progress.

Withdrawal from programme

If you are in a situation where your continued study is not possible, you may consider withdrawing your registration. It is recommended that this option is discussed fully with supervisors and/or the relevant Post Graduate Tutor before any decision is made.

If you decide to withdraw, you should notify us of this via PhD Manager, giving, as far as possible, the reason for withdrawal. As part of this process you are required to undertake an exit interview with the Research Director to ensure that all other options have been exhausted.  Given that withdrawals are not permitted retrospectively, your last date of attendance will normally be the date of submission of the notification.

Funded researchers should also be aware that there are likely to be financial implications if they choose to withdraw and should discuss their situation with the Doctoral College.

Ulster University Doctoral College - Social