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HomeResearchYork Graduate Research SchoolPolicy, forms and documentsPolicy on Research Degrees15. Change of study location (research away from York for campus-based PGRs)

15. Change of study location (research away from York for campus-based PGRs)

15.1 PGRs on standard campus-based programmes are expected to live in the UK and within reasonable commuting distance of York. PGRs on standard campus-based programmes are also expected or, in the case of Student Visa holders required, to attend campus for formal supervisory meetings, TAP meetings and progression. 

15.2 Permission may be granted for PGRs on standard campus-based programmes to undertake a period of research away from York in the UK or overseas: this is a change of study location. A change of study location is intended to contribute directly to a PGR’s research project or thesis (cf. placements, see section 16).

15.3 Examples of a change of study include:

  • academic conferences and training/workshops for research skills  
  • data collection including fieldwork and archival work
  • consultation with reference institutions (libraries/archives/museums)
  • visits to an industrial partner/NGO or similar to undertake research as part of an approved studentship
  • undertaking research in a national laboratory, museum or other learned institution
  • undertaking research in a partner academic institution, including as a visiting PGR or by participating in a student exchange (see below).

Time restrictions for a change of study location

15.4 The cumulative amount of time that a PGR (note that additional restrictions apply to PGR Student Visa holders) can normally spend on one or more changes of study location, is as follows:

  • PhD: up to 12 months for a full-time PGR (and equivalent part-time); exceptionally up to 18 months
  • MPhil: up to nine months for a full-time PGR (and equivalent part-time)
  • MbyR: up to six months for a full-time PGR (and equivalent part-time).

15.5 If a PGR needs to be away from York for a longer duration than specified above, this must be accommodated by a transfer to a distance-learning programme or offsite/splitsite programme as appropriate and where permitted. Note that Student Visa holders are not permitted to enrol on distance-learning programmes in the UK and not normally permitted to enrol on offsite/split-site programmes within the UK. 

PGR Student Visa holders and change of study location

15.6 PGR Student Visa holders are subject to more stringent time restrictions: a request for a change of study location of more than six months may be refused by Visa Compliance unless there is a strong case. PGR Student Visa holders also have to meet additional approval requirements (see below). 

Approval of a change of study location

15.7 A change of study location of up to one month should be approved by the supervisor. A change of study location of over one month or where a change of study location is higher risk (e.g. physically demanding, dangerous or lone fieldwork, some overseas travel) should also be approved by the Graduate Chair. A department may set a lower threshold for referral of a change of study location approval to the Graduate Chair. Departmental approval should be recorded on SkillsForge.

15.8 PGRs who are Student Visa holders must, additionally, have the permission of the Visa Compliance team for any change of study location of more than three days. A change of study location for a PGR Student Visa holder must be requested and agreed via e:Vision at least one week in advance of the start date (retrospective approval is not permitted). Approval for longer periods (six months or more) of change of study location for PGR Student Visa holders must be sought well in advance and cannot be guaranteed.

Actions required prior to a PGR commencing a change of study location

15.9 The PGR and their supervisor(s) are responsible for undertaking proportional due diligence on any proposed change of study location to check that it is suitable. Any identified risks should be subject to appropriate mitigation measures. 

15.10 Where a PGR is being formally hosted by another organisation, a written agreement with the host partner (that sets out the respective responsibilities of the PGR, the host and York) is normally required. There must be a written agreement where intellectual property could be generated or when personal data will be transferred between the host and York. Written studentship agreements where a change of study location is linked to a PGR’s funding (e.g. where a company/NGO is part-funding a PGR) should be requested from RKEC via Worktribe and in place from when a PGR starts. Written agreements for other changes of study location requiring a written agreement can be requested from RKEC via Worktribe. 

15.11 PGRs are responsible for informing their departmental postgraduate administrator(s) when they will be on a change of study location, and for completing the University’s travel log prior to travel overseas. 

Supervision and monitoring when a PGR is on a change of study location

15.12 Where a PGR is on a change of study location: (i) the main supervisor retains primary responsibility for maintaining an oversight of the PGR and their research project; (ii) supervisory meetings and TAP meetings must continue as normal but may be held by video-conferencing; (iii) formal reviews of progress must be conducted in accordance with this policy (permission for conducting a progression meeting by video-conferencing must be sought from SEE (pgr-examinations@york.ac.uk) - decision taken by the SEE Manager or their designated alternate); (iv) consideration should be given as to how research training and participation in other academic activities can be facilitated if the PGR is away from York for an extended period.

Change of study location: outgoing visiting PGRs

15.13 A York PGR may enrol as a visiting PGR at another academic 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 (time limits as set out above). PGRs must not be awarded a qualification by the other institution. The PGR should follow the host institution’s procedures for visiting PGRs. The University’s Policy Statement on Study Abroad should be consulted where an academic institution is based outside the UK.