During your time at University, you may face difficulties which disrupt your ability to study for a short or long period of time. Whilst it is likely that you will make up for any short absences or limited periods of reduced progress over the total duration of your candidature, there may be circumstances that are serious and have a significant adverse impact on your academic progress or performance. In these situations, you can formally declare extenuating circumstances. More information about this can be found here.

Circumstances that can be considered:

• Ill health
• Compassionate grounds
• Exceptional professional commitments (part-time students only)
• Unavoidable practical/logistical difficulties

Remedies:

• Report circumstances to Review Panel / Assessment Panel
• Programme transfer (e.g. from PhD to MPhil) or change of mode of stud
• Extension to thesis submission/resubmission or 12-week corrections deadline
• Studying at reduced or limited capacity

When completing the form to declare your extenuating circumstances it is important to state clearly what they are and the impact they have had or will have on your study. You will need to provide evidence that supports what you are saying. There are guidance notes that detail the type of evidence required.

Student Advice can review your draft application and provide guidance on evidence. We can also answer any questions you may have about the process.

In is important to know that changes to your study may impact on funding, sponsorship and/or student visa status. We recommend that you check this before making the declaration.

Student Advice and Money Team

Student Visa Support Team

In some cases, it may be appropriate for you to make an application to suspend your studies temporarily. Your School may authorise a period of absence of up to 28 days.

There is also the option of taking a break for more than 28 days and up to 12 months. You can request a break from your studies at any point in your candidature, including during a thesis resubmission period. If your thesis has been examined and you are in a ‘12-week thesis corrections period’ and you experience extenuating circumstances, you should instead request an extension.

More information and how to apply can be found here.

Circumstances that will be considered:

• Ill health
• Compassionate grounds
• Exceptional professional commitments (part-time students only)
• Placements/internships, work experience, or professional/career development opportunities (an IOS cannot be considered in these circumstances in the thesis completion phase)
• Unavoidable practical/logistical difficulties
• Maternity, Parental, Adoption, Paternity/Partner Leave: see Policy on Maternity, Adoption, Paternity/Partner and Parental Leave for Research Student- Note that Paternity/Partner Leave applies to leave of absence requests only
• Jury service or compulsory military service
• Sabbatical Office

Student Advice can review your draft application and provide guidance on evidence. We can also answer any questions you may have about the process.

In is important to know that changes to your study my impact on funding, sponsorship and student visa status. We recommend that you check this before making the declaration.

If there are concerns raised about your progression and engagement Student Advice can help. More information about research monitoring can be found here.

If your supervisors and reviewers decide that your academic progress is unsatisfactory, they may recommend that a progress improvement plan (PIP) be implemented. This is usually for 2 to 3 months. It is very important that during the PIP period everything is in place to give you the best chance of success. You should:

• Be informed in writing of the reasons for the concerns and be given clear objectives you are required to meet to allow for your return to normal study
• Receive regular supervision and feedback
• Be fit and well enough to study. If there are circumstances in your personal life you could ask to take a break from study or ask that extenuating circumstances are considered. The University always expects you to declare extenuating circumstances when they happen.

The University sets out the expectations and responsibilities of research students here.

If you believe these expectations are not being met we recommend you raise your concerns with the Director of Postgraduate Research at the earliest opportunity. Rising the concern early means that a solution can be found quickly and as such minimise the impact. If a solution is not found, you could consider making a complaint. A complaint should be submitted as soon as possible if a solution is not found. The University states this should be within 28 days of the concern arising - or latest occurrence of the incident if ongoing.

Student Advice understand that it can be very difficult to know how to approach such situations. We are separate from the University. This means we can talk to you in confidence about your concerns, advise and support you in trying to resolve them.

If following your viva your result is not what you were hoping for then you may submit an academic appeal. More advice on the Academic Appeal Procedure can be found here.

The appeal must be submitted no later than 28 days after the date of the email sending the forma to you. This is usually the confirmation of your award from Registry. You cannot use the online process and will need to complete an appeal form and send it with evidence to [email protected].

The Academic Appeal Procedure focuses on taught programmes but does apply to Postgraduate Research Students. Student Advice is able to provide advice on how the procedure can be used for research students. We find each case is unique so please get in touch for further guidance.

The University States “Research integrity is the active adherence to the legal, ethical and professional standards essential to the safe and responsible conduct of research. It is a commitment to good research practice”.

More information about Research Academic Integrity can be found here.

If your academic integrity is called into question Student Advice can help - Please reach out to us as soon as you are able to.

Postgraduate Research Staff Contacts

Postgraduate Research Information

Doctoral Academy

Health and Wellbeing

Disability Support

VP Postgraduate Students - Sabbatical Officer