Non-distance-learning PGRs may need to undertake research away from York for a variety of reasons. This may be for data collection (e.g. fieldwork, archival work) or consultation with reference institutions (libraries/archives/museums). It may also be because they are undertaking their research in industry as part of an approved studentship or undertaking research in a partner academic institution. The ability of PGRs subject to UKVI restrictions to undertake research away from York may be limited by UKVI rules and the University cannot override these restrictions.
Where a PGR is undertaking research away from York, the main supervisor retains primary responsibility for maintaining an oversight of the PGR and their research project. Supervisory meetings and TAP meetings should continue as normal but may be held by video-conferencing rather than face-to-face. Consideration must be given as to how research training and participation in other academic activities can be facilitated while the PGR is away from York.
Where a PGR is undertaking research away from York, formal reviews of progress must be conducted in accordance with Appendix 2, and any standard attendance requirements of the department relating to this process must be met as normal unless permission is sought from PGRA for the use of video-conferencing (decision taken by the Assistant Registrar (Research and Financial Support) or their designated alternate).
Approval for undertaking research away from York at a partner academic institution (university or research institute) or in industry is covered below. Approval for undertaking research away from York for the purpose of data collection, or consultation with reference institutions, rests with the supervisor (for periods of under three months duration) or with the departmental Graduate School Board for periods of over three months duration or where this is indicated by a higher level of risk (e.g. some fieldwork and overseas travel). The period of time that a PGR may spend undertaking research away from York will normally be up to twelve months for a full-time PhD PGR, nine months for a full-time MPhil PGR or six months for a full-time MA/MSc (by research) PGR (or equivalent periods for part-time PGRs).
PGRs are responsible for informing their departmental postgraduate administrator(s) when they will be conducting research away from York, and for completing the University’s travel log prior to travel overseas. Departmental postgraduate administrators should inform the PGRA when PGRs are undertaking research away from York.
PGRs who enter into a continuation period may be based away from York for some or all of their continuation period. PGRs subject to UKVI restrictions who remain in the UK must continue to meet the obligations under the University's Attendance and Engagement Management Policy.
Exchange agreements can be set up at PGR level (either exclusively PGR level or allowing some transference between taught and PGR numbers). PGR exchange agreements should follow the approval process set out in the Policy Statement on Study Abroad. The exchange must be approved by the departmental GSB and then by the Dean of YGRS on behalf of PPPC. Each incoming/outgoing PGR on a PGR exchange programme should receive an individual agreement that sets out the supervision and other practical arrangements that they will receive at York/their host institution. Incoming exchange PGRs should apply via the usual postgraduate admissions process for visiting PGRs.
The University recognises that there are circumstances in which the value of a PGR programme at York may be enhanced through collaboration with another academic institution (university or research institute) or with industry.
An external co-supervisor for a PGR enrolled on a PGR programme at York should be approved by the department concerned (see section 5) and recorded on SkillsForge. The department is responsible for ensuring that the co-supervisor is qualified to take on the role (including undertaking right to work checks if required), that there is a written agreement between the parties concerned (see section 5), and that the co-supervisor has an understanding of relevant York policies and procedures to enable them to undertake their role successfully.
An individual may, with the approval of departmental Graduate School Board concerned, have a co-supervisor based in industry (see above) and/or undertake their research, or part of their research, at a suitably equipped company as part of an industry-based studentship award. Where a PGR is based wholly or partly in industry, the PGR, the department and the company will be bound by an individual PGR agreement which should be sent to PGRA (for approval by the Assistant Registrar (Research and Financial Support) or their designated alternate)).
An individual PGR enrolled on a PGR programme at York may, with the approval of the departmental Graduate School Board concerned, receive academic input from a partner academic institution (university or research institute) in the form of the appointment of a co-supervisor (see above), training, taught courses, or membership of the Thesis Advisory Panel but not involving a period of research at the partner, enrolment as a PGR at the partner or an award from the partner (see below for alternative models). Any financial implications are the responsibility of the department concerned. Responsibility for monitoring such arrangements lies with the departmental Graduate School Board.
An individual PGR enrolled for a PGR programme at York may undertake a period of research at another academic institution (including enrolment as a visiting PGR) as part of their York programme. Such PGRs will not be awarded a qualification by the other institution. They will maintain their enrolment at York and (unless specific alternative arrangements are agreed by the University) will continue to pay tuition fees at York during this period which will normally be up to twelve months for a full-time PhD PGR, nine months for a full-time MPhil PGR or six months for a full-time MA/MSc (by research) PGR (or equivalent periods for part-time PGRs). The University’s Policy Statement on Study Abroad should be consulted where an academic institution is based outside the UK.
A departmental Graduate School Board may seek approval from YGRSB for a PGR programme leading to a qualification of the University of York which requires or permits academic input from one or more academic partner institutions, for example where York is a member of an approved multi-institution Doctoral Training Partnership (DTP) or international research collaboration. The academic input may be a requirement for a period of study at a partner (normally up to twelve months for a full-time PhD PGR, nine months for a full-time MPhil PGR or six months for a full-time MA/MSc (by research) PGR, or equivalent periods for part-time PGRs) which may involve enrolment at the partner institution as a visiting PGR and/or academic input in the form of training, credit-bearing modules, appointment of co-supervisors or external membership of Thesis Advisory Panels.
Where credit-bearing modules are taken at an academic partner, the partner will be expected to provide a transcript for the PGRs and the result will be recorded on the PGRs’ records at York as recognition of prior learning.
Where strategically justified, the University may collaborate with other, mainly international, universities to offer double and joint PhD programmes. The rules that govern a double or joint PhD programme (e.g. in terms of selection, admission, induction, supervision, progress and review arrangements, training, and assessment) will normally be negotiated between the institutions, so that the minimum requirements of both can be met. When considering a double or joint PhD programme, YGRS will need to give approval to any exceptions to the PoRD and will only do this where there is good reason and when YGRS can be assured that the standard of the PhD and the quality of the PGR experience will not be compromised. Senate approval may be required for joint or double PhD programmes. YGRS will not normally consider requests for cotutelle agreements leading to joint or double awards with other (normally international) universities on the request of individual PGRs or supervisors. It will consider requests for cotutelle agreements leading to joint or double awards as part of strategic projects and/or with strategic partners.
- Appendix 1: Policy on the recording of second progress review meetings and oral examinations for research degrees
- Appendix 2: Policy on PhD/EngD and MPhil PGR progression
- Appendix 3: PGR Academic Misconduct policy
- Appendix 4: Paid parental leave policy
- Appendix 5: Policy framework for distance learning PGR programmes
- Appendix 6: Policy framework for collaborative off-site and collaborative split-site PGR programmes
- Appendix 7: Policy framework for integrated PhD programmes