Policy and guidance on suspensions and extensions of study for postgraduate researchers  Policy

You can find guidance on the process for applying for suspensions/extensions as follows:

• Guidance on suspensions/extensions for staff on the Doctoral College SharePoint.
• Guidance on suspensions/extensions for PGRs on the Doctoral College website. 

PGRs who require further advice or support can also contact their Graduate School, Supervisor or Director of PGR Studies who can offer advice on the process. 

A wide range of academic and wellbeing services are available across the University to support PGRs. Graduate Schools and specialist teams can offer advice depending on the circumstances, including this suspension or extension processes. PGRs who need additional help may also find the following contacts and services useful:

• University Support and Wellbeing pages
• DCO Support and Wellbeing pages
• Disability Services 
• Student Counselling and Wellbeing 
• LUU Help and Support 
• Information for international PGRs sponsored under the Student Visa Route 
• Guidance on taking leave for UKRI and University funded PGRs.  

We understand that some situations are private or sensitive. If PGRs would prefer not to include details in GRAD, the Graduate School can support and help arrange a suspension or extension outside the system.

If a PGR has a disability or long-term health condition (which has or is expected to last 12 months or more) that affects their daily activities, they are encouraged to register with Disability Services. They can advise on support and reasonable adjustments for studies and assessments, including the transfer, or final viva. For help with adjustments to the suspension or extension application process, please contact the Graduate School.
 

Under the Code of Practice for Research Degree Candidatures, PGRs are expected to:

• carry out research effectively, to attend the University (unless on a prescribed research degree which does not include an expectation that attendance at the University is a requirement of the programme), to present work regularly and to an adequate standard in an appropriate form and against an agreed timescale taking into account any holiday entitlement
• ensure that any absences from study are requested through one of the recognised routes: annual leave, authorised absence, suspension of study
• promptly draw to the attention of the supervisor or Director of PGR Studies when there is a situation where it may be necessary to request a suspension or extension of study. If appropriate, documentary evidence should be provided (for example, a medical certificate).

Where circumstances or events adversely impact on a postgraduate researcher’s progress, consideration will be given by the University to granting a period of suspension or extension of study to mitigate against the difficulties encountered.

• A suspension of studies will pause the candidature and allow the PGR to take a break from their studies. The thesis submission deadline will move on by the corresponding period. 
• An extension of studies will lengthen the candidature allowing more time for the thesis submission deadline. 
• For PGRs early in the candidature, the deadline for transfer assessment may also be postponed/extended.

This policy applies to postgraduate research students for the transfer and thesis submission. PGRs studying the taught elements of a doctoral programme of study should refer to the mitigating circumstances policy and guidance.

The University recognises that some PGRs may be affected by illness, personal challenges, or other circumstances which may impact or disrupt their studies. While in some cases PGRs may be able to recover lost time during their candidature, it is acknowledged that this may not always be possible. 

In such cases, a formal period of suspension or extension may be appropriate, to allow for a break from studies or extend the overall duration of study and the thesis submission deadline. These measures are intended to help mitigate the impact of difficulties and ensure that PGRs are not disadvantaged in the time available to complete their research degree.

All requests for suspension or extension are considered on a case-by-case basis, with careful attention to individual circumstances, University regulations, and relevant policies, including the University’s Equality and Inclusion Policies and Guidance. External factors such as Home Office regulations, Research Council requirements, and professional bodies will also be taken into account. 

Guidance is provided to Schools below to help ensure the equitable consideration of cases across the University.

Each research degree programme has defined time limits, including deadlines for transfer and thesis submission, as outlined in the University regulations and individual programme of study specification. Under these regulations, the total period of suspension and extension should not normally exceed two years for full-time PGRs or three years for part-time PGRs, except in exceptional circumstances. Some exceptions apply, as outlined in the ‘Guidance’ section that follows. Exceptional permission is required to exceed these periods. Requests which are not supported and lead to a PGR being out of time for submission may result in withdrawal from candidature, but with the option to reapply for a fresh candidature. 

It is important that PGRs inform their supervisors, Director of PGR Studies (DPGRS), or Graduate School as soon as possible when difficulties arise that affect their progress or ability to study. This enables the University to provide appropriate support and consider adjustments. Graduate Schools and support and wellbeing services around the University can help support PGRs through a range of situations.

It is understood that some PGRs may find it difficult raising personal issues, particularly where their circumstances are private or of a sensitive nature. However, not doing so may lead to PGRs losing the time available to complete their studies and it may not be possible to take account of these after the event. 

PGRs must submit suspension requests either before or at the point their studies are interrupted. Retrospective requests are only accepted in exceptional circumstances and cannot normally be backdated by more than one month.  

If PGRs require advice or support, or if the grounds for their request are private or confidential, they are encouraged to contact the Graduate School for advice before submitting a formal request for a suspension or extension. PGRs who require an adjustment to the process due to disability or accessibility needs should contact their Graduate School.

PGRs are responsible for notifying their Graduate School, Supervisors and/or Director of PGR Studies if they experience events which have an adverse effect on their ability to study, and for applying for suspensions or extension of study, where needed.

Graduate Schools will coordinate the information required for review of the request by the Director of PGR Studies, and the reporting of paid leave for UKRI or University funded PGRs

Schools (normally via the Director of PGR Studies, and with the support of the Graduate School) are responsible for considering the PGR’s grounds and the documentary supporting information provided.

Schools, with the support of the Graduate School, are responsible for submitting recommendations for suspension or extension to the Progression and Examinations Group of Graduate Board

The Progression and Examinations Group, under delegated authority from Graduate Board, considers the recommendations for suspension or extension made by the School. In practice, to ensure decisions are taken without unnecessary delay, action is normally taken on behalf of the Group by its Chair or Deputy Chair on a rolling basis. When the Chair or Deputy is unavailable or the recommendation arises from within their own School the request will be considered by an alternative member of PEG.

The Progression and Examinations Group also maintains this policy and associated guidance which aims to ensure consistency and fairness in decision-making.

Doctoral College Operations may take action on behalf of the Group to approve requests within under the delegated authority structure approved by the Progression and Examinations Group each session.

Doctoral College Operations is responsible for updating the student record to confirm an approved suspension or extension and notifying the PGR of the outcome, and any follow up reporting as required (e.g. UKVI report).