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HomeResearchYork Graduate Research SchoolPolicy, forms and documentsPolicy on Research Degrees7. PGR status and journey

7. PGR Status and Journey

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Periods of enrolment 

7.1 The normal and maximum periods of study (i.e. from initial enrolment to the submission of the thesis) for full-time PhD, EngD, MPhil, MA/MSc (by research) programmes are as set out below.: These limits do not include any allowance for leave of absence or extension of submission, the criteria for which are outlined below.

Full-time degrees

Degree Normal period of enrolment Minimum period of enrolment Maximum continuation period Maximum period of study (including any continuation period)
PhD (standard) three years (36 months) two years and nine months 12 months four years

PhD (four-year version)

 four years (48 months)  three years and five months  Not applicable (unless agreed by YGRS for a programme on exceptional grounds in which case 12 months) four years (unless continuation period agreed by YGRS in which case five years)
PhD (3.5 years) three years and six months (42 months) three years 6 months four years
Integrated PhD four years (48 months) three years and nine months 12 months five years
EngD four years (48 months) three years and nine months 12 months five years
MPhil two years (24 months) one year and nine months 12 months three years
MA/MSc (by research) one year (12 months) nine months 3 months one year and three months
[PhD 3.75) for ESRC WRDTP ONLY] three years and nine months (45 months) three years and two months 3 months four years

Part-time degrees on a 0.5 full-time-equivalent bases (fte)

Degree Normal period of enrolment Minimum period of enrolment Maximum continuation period Maximum period of study (including any continuation period)
PhD (standard) six years five years and six months 24 months eight years

PhD (four-year version)

 eight years seven years and five months Not applicable (unless agreed by YGRS on exceptional grounds  in which case 24 months) eight years  (unless continuation period agreed by YGRS in which case ten years)
PhD (3.5 years) seven years six years 12 months eight years
Integrated PhD eight years seven years and six months 24 months ten years
EngD Not currently available. Not currently available. Not currently available. Not currently available.
MPhil four years three years and six months 24 months six years
MA/MSc (by research) two years one year and nine months 6 months two years and six months
[PhD 3.75) for ESRC WRDTP ONLY] seven years and six months six years and nine months 6 months eight years

7.2 All PGRs should plan their research, and should be actively encouraged to do so by their supervisors and departments, so that they will submit within the normal period of enrolment or their funded period whichever is the sooner (and subject to the minimum period of enrolment). 

7.3 The final deadline for submission is at the end of the maximum period of study and is recorded in e:Vision. Failure to submit by the final submission deadline (last day of enrolment, or the next working day if a weekend or Bank Holiday) will result in failure of the degree.

7.4 Periods of enrolment and maximum periods of study for part-time PGRs are pro rata full-time study. Part-time PGRs are 0.5 fte, unless there is an exceptional reason (e.g. mandated by the funder or reasonable adjustment for a disability) for an alternative intensity of study and this is approved by PGR Special Cases. Periods of enrolment and maximum periods of study for part-time PGRs who are 0.5 fte are set out above, periods of enrolment and maximum periods of study for PGRs who are part-time but not 0.5 fte will be determined on a case by case basis. 

7.5 A PGR who wishes to submit a thesis before the end of the minimum period of enrolment may only do so on the recommendation of the Graduate School Board concerned and with the permission of the Standing Committee on Assessment (SCA). In such circumstances the PGR will still be required to pay the full fees for the programme of study.

7.6 In some programmes there is a period between the end of the normal period of enrolment and the maximum period of study: this is known as the continuation period.The continuation period, where applicable, provides a contingency against the research project not going according to plan. PGRs should not normally undertake any primary research (e.g. laboratory, archival or field work) during their continuation period and should  focus on the production of the thesis. Access to practical facilities for PGRs in a continuation period must be agreed by the relevant Graduate School Board on the basis of exceptional circumstances and for a specified and limited time only, and any such permission cannot be used as grounds for a request for an extension of the submission deadline. 

7.7 The maximum period between the PGR’s initial enrolment and the submission of the thesis, including any leave of absence or extensions, is normally the maximum period of study plus four years (PhD/MPhil full-time and part-time) or two years (Masters by research full-time and part-time) although this will normally be extended to accommodate maternity leave.

Extensions of submission deadline

7.8 An extension of submission deadline is required for a PGR who has not submitted their thesis within the maximum period of study (i.e. the normal period of enrolment plus any permitted continuation period). Extensions of submission deadline are granted only in exceptional circumstances, namely: where a PGR's work has been significantly adversely impaired by severe (serious and of sufficient duration), unforeseen, and unavoidable issues, normally of a medical or personal nature. The magnitude of the research task, or failure on the part of the PGR to perceive or act upon the magnitude of the research task, is not a sufficient reason for an extension, nor is the need, in itself, to take employment in any permitted continuation period. 

7.9 Only PGR Special Cases can grant an extension to a submission deadline. An extension request will not normally be considered until the PGR is within three months of their submission deadline. An extension will normally be limited to six months, unless a compelling case is made for a longer period of up to a maximum of one year. The total period of extension that may normally be approved is a maximum of two years (except in the case of MA/MSc (by research), where the total period of extension that may normally be approved is a maximum of one year). See B3 Policy on PGR extensions for more details.

PGRs who exceed the normal period of enrolment with permission (continuation period or extension of submission deadline) 

7.10 PGRs who have permission to exceed the normal period of enrolment, i.e. are in a continuation period, or have an approved extension of submission deadline, or who have been given the opportunity to revise and resubmit their thesis for examination, will pay a continuation fee (which is waived if the PGR submits within three months) to remain as candidates for the degree concerned, and to retain access to computing and library facilities. Continuation fees are payable by a PGR regardless of their source of funding and most sponsors/funding bodies will not cover the fees. 

7.11 PGRs who have permission to exceed the normal period of enrolment should continue to receive supervisory and pastoral support from their department and supervisor(s) until they are ready to (re)submit their thesis for examination (see section 5). The PGR can expect their supervisor(s) to read and comment on final draft(s) before (re)submission. 

Residence and attendance

7.12 PGRs are required to provide the University with accurate and up-to-date contact details.

7.13 PGRs are expected to engage with the academic requirements of their programme unless they are: (i) taking annual leave in accordance with this Policy, or (ii) are taking an approved break from their programme on medical or personal grounds in accordance with this Policy.

7.14 Full-time and part-time PGRs who are non Student Visa holders, on campus-based programmes and in their normal period of enrolment must reside in the UK and within reasonable commuting distance of the University of York, such that they can participate in the academic life of their department and benefit from the facilities and support on offer at York. They must meet their obligations under the University's Student Academic Engagement and Wellbeing Policy. They should attend York for all formal contact points (including formal supervisory meetings, TAP meetings, progression meetings). Temporary absence from York may be permitted for programme related reasons including data collection, placement, or mobility period for a collaborative programme, in accordance with the time-limits and approval requirements in this Policy, or where an individual exemption is approved by Special Cases. PGRs who are non Student Visa holders and on campus-based programmes may be based away from York for some or all of their continuation period.

7.15 PGRs who are Student Visa holders must reside in the UK and within reasonable commuting distance of the University of York, such that they can participate in the academic life of the department and benefit from the facilities and support on offer at York. They must meet their obligations under the University's Student Academic Engagement and Wellbeing Policy. They must attend York for all formal contact points (including ALL formal supervisory meetings, TAP meetings, progression meetings) throughout the duration of their sponsorship (ie including any continuation period and beyond) unless they have prior approval (from both their department and the Visa Compliance Team) for a temporary change of study location for research purposes or they are on a temporary placement that forms part of an approved placement route (where the placement is integral and assessed). If a Student Visa holder wishes to leave the UK prior to the end of their programme and does not plan to return they must follow the steps for early departure.

7.16 Different residence and attendance requirements apply to PGRs on approved distance learning, off-site or split-site programmes (see F4 Framework for Collaborative Off-site and Collaborative Split-site PGR Programmes and F4 Framework for Collaborative Off-site and Collaborative Split-site PGR Programmes).  

7.17 In a serious force majeure situation, a University-wide exemption to residence and/or attendance may be approved by YGRS as part of a wider University response.

National security legislation/export control and PGR mobility

7.18 PGRs whose research could fall under national security legislation/trusted research protocols (including dual use technologies) may require an export control licence if they wish to reside outside the UK (including in any continuation period) or undertake research-based trips outside the UK (including conferences). Early advice must be sought from PIP. PGRs and departments must be aware that the granting of an export licence cannot be guaranteed. 

Annual leave and flexible working arrangements 

7.19 Periods of enrolment include an allowance for annual leave (including flexi-leave). This means that absence for annual leave/flexi-leave is not grounds for changing a PGR’s period of enrolment or their final submission date.

7.20 The annual leave allocation for full-time PGRs is the same as for full-time staff (i.e. normally 38 days including public holidays and University closure days) in any year (pro-rata for part-time PGRs), subject to any further conditions imposed by any funder/sponsor.

7.21 PGRs should aim to take their full allocation of annual leave in order to maintain an appropriate work-life balance. Untaken annual leave may, however, be treated as per staff leave in terms of carry-over of days unless funder/sponsor terms dictate that this is not possible.

7.22 The FlexiLeave system should be used by PGRs and their supervisor(s) for, respectively, requesting and approving annual leave. Requests for annual leave should not be turned down without good reason.

7.23 Departments should monitor the uptake of annual leave to ensure that they are promoting good working conditions. 

7.24 PGRs in many departments will have autonomy over their working hours. In some disciplines, however (particularly those where PGRs are based in laboratories) there may be an expectation that PGRs will work set hours per week in much the same way as an employee. Where this is the case, it is recommended that departments implement the staff system of flexi-time/flexi-leave for PGRs and use the FlexiLeave system to record this. Departments should also consider reasonable requests for compressed hours working.  

Hours of study, employment and voluntary work

7.25 Full-time PGR programmes are based on a notional 1800 hours of study per year , which includes time spent on the research project, and time for personal and professional development (this equates to around 40 hours/working week). The notional hours of study for part-time PGRs is pro rata. Actual hours of study will vary for a number of reasons including the nature of the research and the timing within the programme but PGRs and supervisors should ensure that the hours are not excessive. 

7.26 Subject to the approval of their supervisor(s), full-time PGRs (during designated periods of study i.e. excluding annual leave) may undertake a maximum of twenty hours per week of paid employment (this includes teaching and demonstrating and the associated preparation and marking; it also includes 'on-call' hours where a PGR is not actively engaged in work but where they have to be in a particular place) and/or voluntary work. This is a maximum figure and may be reduced by conditions imposed by a PGR's funding body/sponsor AND/OR, where applicable, any new UKVI restrictions. The UKRI recommends that its funded PGRs should work no more than 6 hours/week The twenty hours per week rule is advisory for full-time PGRs who have entered a continuation period AND are not subject to UKVI or funder restrictions. Supervisors and PGRs should ensure that the time spent on paid employment and/or voluntary work does not jeopardise the on-time submission of the thesis, or compromise well-being. For part-time PGRs, it is expected that the rules for full-time PGRs will be applied pro rata.  

7.27 For certain categories of paid employment or voluntary work closely related to the programme of study, exceptions to the working hours maximum may be made by YGRS (at the programme level) or the Graduate School Board (for individual PGRs) on the recommendation of the Graduate School Board or supervisor respectively. Such exceptions may not be possible if PGRs are subject to UKVI restrictions. 

Absence due to illness or personal reasons and leave of absence

7.28 A leave of absence allows a PGR to take an authorised break in their studies for a documented medical or personal reason. Leave of absence will normally be granted for a maximum of one year at a time and a maximum of two years in total (and is neither extended nor prorated for part-time PGRs). If a PGR wishes to take a leave of absence they must apply in advance for permission to do so; leave of absence that is entirely retrospective will not normally be considered or approved. A leave of absence will not normally be considered in a PGR’s first month of enrolment or in the three months prior to a PGR's submission deadline.

7.29 Any PGR can apply for a leave of absence, however, approval for a leave of absence is not guaranteed. Leave of absence may be subject to the approval of the research council (or other sponsor/funding body) concerned. A PGR’s visa may impose additional restrictions upon their ability to take leave of absence, which are beyond the control of the University. 

7.30 During a leave of absence, PGRs are expected to take a complete break from their studies and should not work on their research or the period of leave of absence may be reduced or rescinded. PGRs on a leave of absence should not have formal supervisory meetings or TAP meetings and contact with their supervisor(s) should be for pastoral support only. PGRs on a leave of absence may access University services and undertake University training as long as this does not directly relate to their research (an exception may be made by the Graduate Chair for a PGR who is preparing to return to study at the end of their leave of absence). 

7.31 PGRs requesting a leave of absence, should first approach their supervisor. Recommendations for leave of absence, should be made, with independent supporting evidence where appropriate, by the departmental Graduate School Board concerned to SEE for PGR Special Cases consideration. Leave of absence requests, particularly those of 24 months or over (in total, i.e.including the sum of multiple requests) may be referred to support to study.

Maternity, paternity and adoption leave

7.32 A PGR may request a leave of absence on the grounds of maternity, paternity, adoption or shared parental leave. UKRI-funded PGRs or York-registered PGRs in receipt of a York-funded stipend, may be eligible for paid parental leave.

Transfer of programme within York

7.33 A PGR may request a transfer to a different PGR programme or PGR programme variant where available and provided that the transfer takes place before the thesis is submitted and subject any additional restrictions noted below  Where a programme transfer involves a 

Transfer of programme variant: full-time to part-time equivalent (or vice versa)

7.34 A PGR may request a transfer from full-time to the equivalent programme part-time (where both variants exist) or vice versa. There is no limit to the number of times a PGR can change from FT to PT, or vice versa, as long as there are reasonable grounds for each request. Requests to transfer from FT to PT in the final stage of the normal period of enrolment of a PGR programme (the last 3 months of the normal period of enrolment for a MA/MSc by research or the last six months of the normal period of enrolment for an MPhil/PhD) will be rejected unless there are exceptional circumstances (e.g. a deterioration in a PGR's disability or significant new caring responsibilities) and an alternative solution (e.g. an extension) is not more appropriate.   

Transfer of programme variant: campus to distance learning equivalent or vice versa

7.35 A PGR may request a transfer from campus-based to the equivalent distance-learning programme (where both variants exist) or vice versa. There must be reasonable grounds for a transfer request to be approved. When a PGR wishes to transfer from campus based to distance learning they must be evaluated against the distance learning checklist as per a new applicant to ensure that distance learning is suitable in their individual case, and they must have completed any campus-based training required. Requests to transfer from distance learning to campus-based should normally take place no later than the first TAP (Masters by research), no later than the first formal review of progress (MPhil), or not later than the second formal review of progress (PhD).     

Transfer of programme variant: programme duration

7.36 A PGR who has enrolled on a three-year PhD programme may transfer to the equivalent four-year (or 3.5 year) PhD programme only exceptionally and with the express permission of PGR Special Cases, and on the understanding that the PGR will complete any additional requirements of the four-year (3.5 year) programme (including the payment of additional fees). A PGR who has enrolled on a four-year/3.5 year PhD programme may transfer to the equivalent three-year PhD programme only exceptionally and with the express permission of PGR Special Cases (and will remain liable for fees due for year three/four)

Transfer to an alternative programme at the same level in the same department

7.37 If a PGR wishes to transfer to an alternative programme at the same level and in the same department this must be agreed by the department. Transfers should take place as soon as possible, normally before the first formal review of progress (MPhil and PhD PGRs) and (for PhD PGRs only) no later than the second formal review of progress. Programme transfers are academic decisions and there is no right of appeal other than on procedural grounds. 

Transfer to a programme at the same level in a different department 

7.38 If a PGR wishes to transfer to a PGR programme in a different department this must be agreed by the receiving department and should be agreed by the sending department. Transfers should take place as soon as possible, normally before the first formal review of progress (MPhil and PhD PGRs) and (for PhD PGRs only) no later than the second formal review of progress. Programme transfers are academic decisions and there is no right of appeal other than on procedural grounds. 

Transfer of programme level: to a higher level programme

7.39 Where a PGR wishes to transfer from an MA/MSc (by research) to an MPhil/PhD/EngD programme, or from an MPhil programme to a PhD/EngD programme, the department should ensure that this decision is considered in detail at a TAP meeting, prior to approval by the Graduate Chair and subsequent submission to SEE. Transfers must always take place before the PGR has submitted a thesis for the programme on which they were initially enrolled. Transfers should normally take place in time to enable the PGR to undergo the first formal review of progress as a PGR on their ‘new’ programme (i.e. that to which they have transferred) to ensure that there is the same rigorous assessment of the PGR’s ability to complete the degree, within the required timeframe, as PGRs who initially enrolled on the programme.

Transfer of programme level: to a lower level programme

7.40 Transfers to a lower level programme can be facilitated up until a PGR submits their thesis. 
Where a PGR opts to transfer from an MPhil/PhD/EngD to a MA/MSc (by research): 

  • if they have not yet exceeded the normal period of enrolment for the MA/MSc (by research), they will have the remaining normal period of enrolment for that degree plus the standard three-month continuation period to submit their thesis;
  • if they have already exceeded the normal period of enrolment for the MA/MSc (by research), they will have a three-month MA/MSc (by research) continuation period added from the date of transfer to give them time to reframe their research and submit for the lower award.

Where a PGR opts to transfer from a PhD/EngD to an MPhil:

  • if they have not yet exceeded the normal period of enrolment for the MPhil, they will have the remaining normal period of enrolment for that degree plus the standard 12-month continuation period to submit their thesis;
  • if they have already exceeded the normal period of enrolment for the MPhil, they will have a 12-month MPhil continuation period added from the date of transfer to give them time to reframe their research and submit for the lower award.

If a PGR opts to transfer from an iPhD to an MPhil or MA/MSc (by research) the first/integrated studies year of the iPhD will be discounted in terms of calculating whether or not they have exceeded the normal period of enrolment for the degree that they are transferring to.

Transfers all options

7.41 All transfers must be requested as set out on the YGRS 'change of plan' webpages, and must be approved by the department(s) and PGR Special Cases. The Visa Compliance Team must be contacted by a PGR prior to any proposed transfer for a PGR on a Student Visa, as a transfer may impact their visa or ATAS certificate. PGRs should be aware that transferring programme may affect their minimum/normal/maximum period of enrolment and final deadline for submission, the fees they pay, the funding they receive from a funding body or sponsor, their access to accommodation, their eligibility for Council Tax and other issues and should check these issues before making a request. A coherent and realistic plan for the completion and submission of the thesis within the new normal period of enrolment (where applicable) may be required as part of the approval process.

Transferring into or out of the University of York 

7.42 In exceptional cases, a PGR may wish to transfer to or from the University of York. This is most likely to be the case when the PGR’s main supervisor is transferring to or from York and the PGR wishes to move with them. 

Transfer from York

7.43 If a PGR wishes to transfer from York to another university, this will be dependent on the decision of the other institution to accept the PGR. Permission may also have to be gained from the research council (or other sponsor/funding body). A copy of the data produced by the PGR must be deposited with the University before departure (see the University’s Research Data Management Policy). 

Transfer to York

7.44 If a PGR wishes to transfer from another university to York, they must apply through the usual postgraduate admissions process for PGRs. Departments must adhere to the Code of Practice on the Recruitment, Selection and Admission of Postgraduate Researchers, which provides further details of the constraints and practical considerations.  

7.45 Where a PGR transfers from another university to York, the normal, minimum, and maximum periods of enrolment (excluding any allowance for leave of absence or extensions) and the maximum period between initial enrolment and submission of the thesis (including any leave of absence or extensions) should be calculated from the date the PGR started their PGR programme at the other university, taking into account any adjustments to enrolment periods approved on admission to York.

7.46 If a PGR transfers to an MPhil or PhD at York following less than one year's enrolment (or part-time equivalent) on that degree at their previous institution they must undertake York's first formal review of progress no later than 12 months after their enrolment on the programme (i.e. calculating from their MPhil or PhD start date at their previous institution). If a PGR transfers to a PhD at York following less than two years' enrolment (or part-time equivalent) on that degree at their previous institution they must undertake York's second formal review of progress no later than 24 months after their enrolment on the programme (calculated as above). This is to ensure that any issues with PGR progress are picked up in good time. Departments may make a case for an extension to the progression deadline in accordance with stated policy.

Repeat study

7.47 PGRs (including those transferring in from other institutions) are not permitted to repeat any part of their degree programme. 

Entry with advanced standing on the basis of prior experiential learning in research

7.48 Exceptionally, permission may be granted, on the recommendation of the relevant Graduate Chair, for a shortened minimum PhD enrolment period for an individual (two years full-time; four years part-time) on the basis of their prior experiential learning in research (for example, for an experienced industrial researcher). This decision may be made: (i) pre-enrolment with approval by the Dean of YGRS or (ii) post-enrolment, but before the first formal review of progress, with approval by the Dean of YGRS and PGR Special Cases. If advanced standing is approved, the PGR will receive written notification. A department’s recommendation for a shortened minimum PhD enrolment period must explain how an individual’s prior experiential learning in research provides them with the skills (academic as well as practical) to complete a PhD in a shorter duration. A department’s procedure for assessing prior experiential learning in research must be approved by YGRS and should be a robust, fully-documented process, which may be linked, where appropriate, to professional status (e.g. chartership). If a PGR is granted approval for a shortened minimum PhD enrolment period under this scheme, they must meet the criteria for a second formal review of progress no later than 12 months (or part-time equivalent) after commencing their programme. If they do not meet the criteria for the second formal review of progress at the first attempt, they may then be assessed against the criteria for the first formal review of progress and, if successful (at the first or second attempt), continue on their PhD programme but revert to the standard minimum PhD enrolment period. PGRs with approval for a shortened minimum enrolment period are still required to pay the full fees for the programme of study. For the avoidance of doubt, prior completion of an MRes, MA/MSc (by research) or MPhil (or similar qualification) does not entail any entitlement to a reduced period of enrolment for an MPhil or PhD (as applicable) at York.

Support to study

7.49 Where there are substantial concerns about a PGR’s welfare and/or their impact on the safety or welfare of others, the University’s Support to Study procedure may be used. 

Exceptional circumstances 

7.50 Exceptional circumstances relating to any formal assessment in a PGR programme, including, but not limited to, formal reviews of progress, the thesis and the oral examination in accordance with B4 Policy on PGR extenuating circumstances.
 
7.51 Exceptional circumstances relating to credit-bearing taught modules are covered by the Exceptional Circumstances Affecting Assessment Policy.

7.52 Other exceptional circumstances relating to PGR programmes are dealt with PGR Special Cases (see B2 Policy on PGR leave and B3 Policy on PGR extensions). 

7.53 If a PGR dies or is rendered permanently unable to complete their studies, normally due to serious medical circumstances, the University may be able to grant a posthumous or aegrotat award.

Assumed withdrawal

7.54 If a PGR fails to engage with, or disengages from, their programme, and sustained attempts by the University to make contact have failed and/or the PGR does not comply with requests to indicate their intention, the University may exercise its right to terminate the PGR's registration on the basis of an ‘assumed withdrawal’. Full details for the procedure to be followed (including by departments where they wish to initiate this process) are set out in the University's guidance on Students who are assumed to have left. 

International PGRs

7.55 For PGRs subject to UKVI regulations, all time limits and changes to status etc. are subject to current Home Office visa regulations. PGRs who are Student Visa holders must be monitored by departments in accordance with the University’s Student Academic Engagement and Wellbeing Policy; this includes the monitoring of formal supervisory meetings and Thesis Advisory Panel meetings. Additional points of contact are required for PGRs who exceed the normal period of enrolment. A PGR who is Student Visa holder and who needs to remain in the UK after the expiry of their visa, for example to complete corrections or in the light of a revise and resubmit outcome, will need to apply for a new Student Visa before their existing visa expires.