Making Changes

If you need to change address details with the University, this should be done through the University's Student Operations team.

They will then centrally amend your address details on the student records system.

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 before submitting your request on PhD Manager.

If you are in receipt of a studentship, the consequences of transfer to part-time study should be considered fully prior to any decision being made. You should check your funding terms and conditions and contact the Doctoral College to discuss this point further e.g. on-campus attendance requirements, liability for fees, visa restrictions, etc.

Given the importance of continuity in the supervisor/researcher relationship, changes to the supervisory team will only be considered under exceptional circumstances. Any changes must be agreed by all existing and new supervisors.

Researchers cannot submit a request for a change to their supervisor team themselves. You should liaise with your supervisors and/or your Faculty Administrative support who can submit a request. The University will make sure any adjustments to the team are dealt with swiftly in order to minimise disruption to your studies.

During your research study, you may need to make changes to the programme of work that was 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 might be refined your studies.

If you need to spend time studying away from the University to progress your research studies (e.g. data collection, fieldwork), you should submit your request on PhD Manager.

You will be asked for details of where you will be based, what you will be doing while you are off-campus and possibly a risk assessment.

Short-term Absence - maximum of 14 days

An absence of up to 14 days should be recorded as an ‘Absence’ in the Absence section of PhD Manager.

Your submission deadline will remain the same and you may continue to receive studentship payments (where applicable)*.

Longer-term Absence - more than 14 days and up to one year

An absence of more than 14 days should be recorded as a ‘Leave of Absence’ in the Change Request section of PhD Manager.  You must submit medical evidence in support of a Leave of Absence due to an accident or illness.

Your submission deadline will be extended by the period of the Leave of Absence. Funded researchers can check their funder's terms and conditions for any entitlements due to an accident or illness .

Following an absence a phased return to study may be possible. You can discuss this possibility with your supervisors prior to returning to your research studies.

The maximum period for a Leave of Absence is one year and retrospective requests will not be approved.

For absences for reasons other than an accident or illness, please see the 'Taking a Leave of Absence' section below.

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. 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 free six-month period of extended registration via PhD Manager.  At this stage, your progress will be assessed by your Research Director prior to approving the Extension of Time request to ensure that there is evidence that a properly prepared plan of work is in place.  If approved, this Extension of Time request will be authorised by the Research Director and there will be no fee for this initial extension.

Following a first Extension of Time, you may apply for further periods of extension in six-month blocks via PhD Manager. Before submitting any second or subsequent Extension of Time request, researchers are required to hold a Review of Progress Against Deadline (ROPAD) meeting with their supervisor/s and Postgraduate Tutor or Research Director. This is to consider what progress is being made, to ascertain whether further extensions are in the best interest of the researcher, and to establish a timeline for submission. Notes of the ROPAD meeting must be recorded on PhD Manager. When the ROPAD meeting note has been approved, a candidate should submit an Extension of Time request for approval.

Second or subsequent Extension of Time requests require approval from the Research Director and the Head of the Doctoral College. A fee is applied for these Extensions of Time. Rates are found under the Miscellaneous sections for the relevant academic year under the Fees Schedule.

Please note that when you have completed your normal period of registration, all researchers are attributed a status of 'writing up' and are neither full-time nor part-time.

If you require a second or subsequent extension of time, you must attend a Review of Progress Against Deadline meeting with your supervisor/s and Postgraduate Tutor or Research Director to consider whether additional time is in your best interest.

You must complete this process on PhD Manager in advance of requesting a second or further extension. Please see the section above: Extensions of Time.

If your continued study is not possible, you can consider withdrawing your registration. It is recommended that this option is discussed fully with supervisors and/or the relevant Postgraduate 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.

In some cases it can possible to apply for re-admission on a self-funded basis to recommence your studies. Charges will apply.

Periods of absence for reasons other than accident or illness will be considered on a case-by-case basis and should be recorded as a ‘Leave of Absence’ in the Change Request section of PhD Manager.

The maximum period for a Leave of Absence is normally one year and retrospective requests will not be approved.

Requests for a Leave of Absence for employment reasons will not be considered for full-time students.

If you receive a studentship please note that taking a Leave of Absence may result in your studentship being suspended or terminated.

If you hold a Student visa for study in the UK you should note that a Leave of Absence which extends the duration of your programme may 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 Student visa once the period of Leave of Absence has ended.