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HomeResearchYork Graduate Research SchoolPolicy, forms and documentsPolicy on Research Degrees16. PGR placements

16. PGR placements

16.1 A PGR placement is when a PGR undertakes an activity (project, internship, mobility period), in the UK or overseas, to develop their personal, professional or transferable skills. In contrast to a change of study location (see above), placements do not have to directly relate to a PGR’s research project or contribute to their thesis and are often undertaken in non-academic organisations. 

16.2 If a placement is a required or optional part of a programme (e.g. to satisfy a research council), a ‘with placement’ programme route should be set up for transparency and to ensure that Student Visa holders can participate on equal terms to other PGRs (see below). A ‘with placement’ route can also be used to cover mobility that could otherwise be treated as a change of study location i.e. this approach is suitable for programmes which have a required/optional mobility period that could encompass PGRs undertaking core research or gaining wider experience. 

Departmental oversight of placements 

16.3 Departments are responsible for the oversight of placements that are a required/optional part of a PGR’s programme (i.e. placements taken within a ‘with placement’ route). Departments are also responsible for ad hoc placements undertaken within core programme time. 

16.4 Departments are not responsible for ad hoc placements that are not a required/optional part of a PGR’s programme (i.e. are a PGR’s personal choice) AND undertaken outside core programme time (i.e. accommodated as part-time working, annual leave, an Authorised Absence, or a Leave of Absence). 

Student Visa holders and placements 

16.5 If a PGR Student Visa holder wishes to undertake a placement within core programme time, the placement must be an integral and assessed part of their programme in order to meet UKVI requirements. This means that there must be a specified ‘with placement’ route, with a zero-weighted placement module (typically assessed on a pass/fail basis). 

16.6 If a ‘with placement’ route is not set up, Student Visa holders can only undertake a placement outside core programme time, via part-time working, annual leave, Authorised Absence, or a Leave of Absence (the latter only if the placement is less than 60 days and/or outside the UK).    

Approval of a ‘with placement’ route  

16.7 A ‘with placement’ route must be approved by the departmental Graduate School Board and then by YGRS via a light touch approval process. 

16.8 PGRs can be enrolled on a ‘with placement’ route from the outset or transferred (some restrictions apply to Student Visa holders).

Applying for and approval of ad hoc placements (i.e. where there is no ‘with placement route’) 

16.9 An ad hoc placement of up to one month (or part-time equivalent) that is undertaken within core programme time should be approved by the supervisor. An ad hoc placement of over one month (or part-time equivalent) and/or higher risk (e.g. physically challenging; some overseas travel) that is undertaken within core programme time should also be approved by the Graduate Chair. Departmental approval should be recorded on SkillsForge. A department may set a lower threshold for referral of placement approval to the Graduate Chair. 

16.10 Where a prospective ad hoc placement is undertaken outside core programme time (i.e. accommodated as part-time working, annual leave, an Authorised Absence, or a Leave of Absence), the PGR should notify their supervisor(s) of their plans but the department is not expected to approve the placement. The department will have to approve any associated request for Authorised Absence or Leave of Absence, where applicable, but any such approval should not be taken as approval of the placement itself.  

Time restrictions for a placement  

16.11 The period of time that a PGR may spend on a placement will depend on how the placement is accommodated. 

16.12 If a placement is to be undertaken within core programme hours (including placements taken within  a ‘with placement’ route), it is recommended that a placement is no longer than three months full-time or part-time equivalent (two months for an MPhil and one month for MbyR) to ensure that on-time submission is not compromised. Undertaking a placement within core programme time is not considered grounds for requesting an extension of the submission deadline. 

16.13 If a placement is accommodated outside core programme hours (e.g. as part-time working, annual leave, Authorised Absence, or a Leave of Absence) the rules for these activities apply as normal.

Actions required prior to a PGR commencing a placement

16.14 Where a prospective placement is a required/optional part of a PGR’s programme and/or undertaken within core programme time, the PGR and their supervisor(s) are responsible (unless alternative arrangements are in place e.g. a placement coordinator) for undertaking a proportionate risk-based due diligence check on a prospective placement to check that it is suitable, to identify any risks, and to put appropriate mitigation in place. A written agreement with the host partner (that sets out the respective responsibilities of the PGR, placement provider and York) is normally required. Advice may be sought from Careers and Placements.

16.15 Where a prospective placement is not a required/optional part of a PGR’s programme and is undertaken outside core programme time (i.e. accommodated as part-time working, annual leave, an Authorised Absence, or a Leave of Absence) the PGR is responsible for undertaking a proportionate risk-based due diligence check of the placement to check that it is suitable, to identify any risks, and to put appropriate safeguards in place. Advice can be sought from Careers and Placements.

16.16 PGRs are responsible for informing their departmental postgraduate administrator(s) when they will be on a placement, and for completing the University’s travel log prior to travel overseas (only when the placement is overseen by the department, for other placements PGRs must make their own insurance arrangements). 

16.17 When a PGR Student Visa holder is on a ‘with placement’ route, the department must inform Visa Compliance of the PGR’s placement start date no later than one week before it commences. 

Supervision and monitoring when a PGR is on a placement

16.18 When a PGR is away from York on a placement (excluding placements accommodated as annual leave or as a Leave of Absence but including all placements accommodated as part-time working or an Authorised Absence): (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.

Oversight of the placement experience

16.19 Where a placement is a required/optional part of a PGR’s programme, the department should ensure that there are mechanisms in place (e.g. in-placement catch ups with the PGR by the placement coordinator) to ensure that the placement is proceeding as planned, for example that it will deliver the required outcomes, and that the PGR is getting the support they need. Where a placement is not a required/optional part of a PGR’s programme, this oversight is not required and the PGR is solely responsible for ensuring that the placement meets their needs.