Change of study location

There may be some circumstances where you need to submit a change of study location via GRAD. 

The change of study location workflow is crucial for keeping the university informed about your study location. This information enables the Graduate School to provide you with the necessary support and ensures that the university meets legal and regulatory requirements (internal and external), including health and safety, Export Controls and UKVI compliance. If you are sponsored under the Student Visa Route you must complete a Change of Study location application before any period of study away from Leeds commences.  

The workflow is completed under the Change requests function on GRAD. You must complete the workflow at least one month before any planned period away from Leeds begins. This requirement applies to both UK and overseas study locations. The arrangements must be reviewed and approved by your supervisor, your DPGRS and your Graduate School. It is important that you complete this workflow early enough to allow for approval before your departure from Leeds. 

The form should be completed in the following scenarios: 

  • Fieldwork: if you are planning to conduct fieldwork or other studies away from the University, such as archaeological digs, environmental and biological collection work, surveys, or interviews, meetings and conferences in the UK or abroad. Please refer to the detailed guidance on the Fieldwork page on the Wellbeing, Safety and Health website. 

  • Work placement: If you are planning to undertake a work placement for skills or career development that is separate from your thesis research, but during which you will remain registered for study. If you are on a Student visa, then you must follow the guidance below. 

  • Overtime: If you are on a Student visa and plan to return home during your overtime period. 

Information required 

  • Purpose of the period of study spent away from Leeds 

  • Dates 

  • Location 

  • Arrangements for supervision: You will need to record either: that regular online supervision meetings (not via email) will continue to take place and will be recorded in GRAD, as usual; or: that it will not be possible for regular supervision meetings and monitoring of academic progress to take place. If Supervision meetings will not continue and you are on a Student Visa, then the University must withdraw sponsorship under the Student Visa Route. You will be required to apply for a new CAS and fresh entry clearance before returning to the UK. Further information is available on Further information is available on the Your visa page of the For Students website. 

  • Confirmation that fieldwork risk assessment processes and/or export controls will be discussed with your supervisor. 

Your request will first be forwarded to your supervisor, then to your Graduate School, and finally to your DPGRS. 

Fieldwork risk assessment process 

For guidance on fieldwork and travel, please visit the Research in Practice page of the For Students website. Health and Safety Services outline the University's requirements for fieldwork health and safety for staff and PGRs, along with helpful guidance. Ensure you have read and understood the necessary steps for risk assessments on the Fieldwork page on the Wellbeing, Safety and Health website.and discussed them with your supervisor. 

Export Controls 

UK Export Controls restrict the transfer or disclosure of sensitive goods, software, and technology (including know-how and other information) to recipients and destinations outside the UK. This encompasses physical exports, electronic transfers (via email, file sharing, virtual meetings, etc.), and verbal communication. Export control legislation may apply if your research involves any High Risk subject areas or dual-use categories, especially if you will be traveling outside the UK during your studies. Detailed guidance is available on the Guidance on Export Controls page of the Research and Innovation Service website. Please discuss with your supervisors whether an export control licence is required. They can contact the Trusted Research Environment Manager for assistance and advice. Additionally, the University must comply with banking regulations concerning transactions with certain countries or regions, which may necessitate enhanced screening and due diligence for any change of study location involving these areas. Further information on Sanctioned Countries is available on the How to pay page of the For Students website. 

PGRs on student visas  

If you are sponsored under the Student Visa route, any change of study location for one month or longer must be reported to UKVI. As a visa holder it is your responsibility to submit a Change of Study Location in GRAD before the period of study away from the University commences.  

The University can only continue to sponsor a PGR under the Student Visa route for study away from Leeds during approved fieldwork or if you are in your overtime period.  

Applications for a change of study location for other reasons (such as personal, family, or health issues) during the standard period of study will need to be considered under the authorised absence, annual leave, or suspension of studies processes. We can support you in taking a short period away from your studies for these reasons. Please contact your Graduate School for further advice. More information about time away from study can be found on the If your research is disrupted pages of the For Students website. 

UKVI visa regulations tightly limit the circumstances under which international PGRs can undertake work placements. If you are studying in the UK on a Student Route visa and are considering a work placement, it may only be possible if your programme includes an integral and assessed work placement. Please seek advice from both your Graduate School and the Student Visa Advice team before proceeding. 

Supervision meetings during a change of study location 

During a change of study location, regular supervision meetings must continue to take place via video streaming, and notes of these meetings must be recorded in GRAD for audit purposes. Please note that e-mail does not count as an accepted format for supervision meetings. The University must continue to monitor academic engagement and progress to satisfy UKVI requirements. If regular supervision meetings and monitoring of academic progress are not possible, the University must withdraw sponsorship under the Student Visa route. You will be required to apply for a new CAS and fresh entry clearance before returning to the UK. Further information is available on the Your visa page of the For Students website.