Sick leave and short-term emergency/compassionate leave - Guidance for UKRI and University of Leeds funded PGRs

UKRI and University funded PGRs may be entitled to sick pay for long and short-term absences, and short-term emergency/compassionate leave.   

Last updated 25 October 2024

PGRs who receive a stipend either fully or partially funded by UKRI or the University of Leeds may be eligible to sick pay for long and short-term absences and short-term emergency/compassionate leave. 

If you have an authorised short-term sickness absence, you cannot claim for compassionate/emergency leave support at the same time.  

Part-time PGRs are entitled to the same amount of sick or compassionate leave and will be paid at the pro rata rate.  

For more information about funding entitlements for UKRI funded PGRs during a period of absence please see the UKRI Training Grant Terms and Conditions.  
For more information about funding entitlements for University of Leeds funded PGRs please see the regulations of your studentship attached to your award letter.

All requests for payments during a period of short-term leave on the grounds of ill-health, compassionate or emergency leave should be supported by appropriate evidence. Please see the Documentary supporting information page of the For Students website.  

All periods of absence should be reported as soon as possible, as either an authorised absence or suspension in GRAD. Please see the Taking time out of your research page of the For Students website. PGRs sponsored by a Student Visa should seek advice from the Student Visa Advice team. 
For short-term absences, please speak to your Graduate School who will advise of the process for requesting an authorised absence in GRAD. It is expected that any short period of absence covered by an authorised absence will be absorbed into the candidature. 

If you are eligible for paid leave, maintenance payments will continue during this period of absence and the funding deadline will be extended accordingly. The maximum time limit for thesis submission date is not normally extended for a period of authorised absence. However, if your funding end date is the same as your maximum thesis submission date, an extension may be applied to the record.  

Please note that GRAD does not list funding dates and only lists your thesis submission deadlines and milestones. If you are unsure about when your funding ends, please contact your Graduate School.  

Payments can only be made when an absence has been reported and approved and a claim submitted.  Exceptional requests for retrospective sick pay with the appropriate medical evidence may be considered if there are exceptional reasons why the request was not made when the illness/disruption occurred.  

Longer periods of leave on the grounds of ill-health  

For longer periods of sickness (more than 28 days), please speak to your Graduate School who will advise of the process for requesting an absence in GRAD. A longer period of sickness would usually be recorded as a suspension of study.  

Where sickness is covered by a medical certificate and occurs during the funded period, PGRs who receive a stipend either fully or partially funded by UKRI or the University of Leeds are normally eligible for sick pay.  A maximum of 13 weeks’ sick pay is permitted in any 12-month period. The maximum time limit for thesis submission will be extended by the equivalent length.