Transfer

If you're working towards a doctorate, you'll first be registered as a "provisional" doctoral candidate. To become a full doctoral candidate, you must pass a test called a transfer assessment.

This checks:

If you and your project have the potential for successful doctoral level research.

If you can finish your research and write your thesis on time.

Masters by Research PGRs do not need to transfer.

Video guide to the transfer process

What do you need to do?

Your Graduate School will send you the requirements for transfer in your school or faculty. This typically includes a written report, plan for completion/Gantt chart, confirmation of your ethics approval or arrangements being made for this (if ethics approval will be needed for your research) and your Data management plan. Upload these to GRAD and complete a ‘Progress report: transfer stage’ before the transfer review.

For PGRs who started from Sept 2023, review your PGR-supervisor agreement with your supervisors as part of the transfer process, and upload an updated copy to GRAD.

It is good practice to revisit the academic and research integrity guidance before you submit your transfer report.

If you are disabled, review the Reasonable adjustments policy on the Research student guidance page of the For Students website.

If you are thinking about alternative styles of doctoral thesis (including published material), speak to your supervisor before submitting your report as it may not be possible to change it later.

Deadlines

You need to complete the transfer within a certain time, as there are University deadlines for completion of the assessment:

Full-time students usually have 12-18 months.

Part-time students may have 18-36 months, depending on their program.

Details for specific programmes are given at the end of this page.

Some faculties and schools may have earlier deadlines for the submission of the transfer report; if this applies to you, your Graduate School will contact you. You can see the University deadline on your GRAD record, and any faculty or school deadlines for submission of your transfer report to GRAD.

How to prepare?

Your supervisors will provide academic support for your transfer as part of your regular supervision meetings. Your Graduate School team are also available to help answer any questions that you have about the process.

Check the Viva collection section in LinkedIn Learning, using your usual University details to log in. You can book a “Your Viva” workshop via ODPL’s Postgraduate researcher development page.

You are also entitled to ask your supervisor to do a mock viva with you; support from OD&PL is extra to support from your supervisor.

What happens next?

Your supervisors will complete their pre-transfer progress report. You and your project are then assessed by a transfer assessment panel. The panel will be at least two academics who are independent of your supervisory team.

You will be invited to a transfer viva meeting with the panel. Your supervisors normally attend the viva but have no say in the outcome.

The panel will decide if you’re ready to continue or if you need to redo some work. Their assessment is based upon the academic written material that you have submitted and the viva. They will also review with you your progress against your training plan, and the arrangements for ethics review and data management

The panel will normally tell you their decision at the end of the viva. Their report is reviewed by your DPGRS and the University. You will receive notification of the outcome and the report in GRAD.

The panel will recommend one of the following:

For provisional candidatures for doctoral degrees (including PhD), transfer to doctoral registration

For provisional candidatures for the degree of PhD only, transfer to MPhil registration

On the first occasion only, deferral of a decision about the transfer for a limited period so your work can be revised and then reassessed

A decision that the candidate withdraw from the research degree candidature

You are not able to transfer to Masters by Research.

All transfer reports are checked by a plagiarism detection programme. The plagiarism report is given to your transfer panel with your transfer report. You will receive a copy of the report in your Project files about three weeks after the outcome of your transfer. The report is a learning tool and can be discussed with your supervisors.

What happens after passing transfer?

Once you pass, you’ll focus on finishing your research and writing your thesis. You will continue having your regular supervision meetings. You’ll also have an annual review meeting with your supervisors to make sure you’re on track.

Success at the transfer stage has no direct bearing on whether you will be successful at final examination, it simply confirms that the transfer assessment panel is satisfied that the project has the potential for success.

Read the criteria for award and learning outcomes for your programme. This is the criteria the examiners will use when examining your final thesis.

What happens if your transfer is deferred?

If a deferral of transfer is recommended by the panel, this means you will need to revise your work and then be reassessed at a later date. The details of why the panel have made the decision to defer transfer, as well as what to do next, will be made available to you via GRAD. If you require further support, please discuss this with your supervisor or your Graduate School.

What happens if you don’t pass transfer?

If a school is unable to recommend that you should proceed to either doctoral or MPhil study within the time limit allowed, then you will be required to withdraw.

Support following a deferral or not passing transfer

We understand that in some cases you may be disappointed by the outcome of your transfer, and that you may have questions. You will receive support and information, both immediately after the transfer viva, and in the days and weeks that follow.

We would strongly encourage you to talk to your supervisors, Director of PGR Studies or Graduate School who can discuss the next steps and signpost you to sources of help, including the University Student Counselling and Wellbeing Service.

You can appeal a decision to transfer to MPhil or withdraw. Further information and guidance will be provided to you with the decision. If you are considering an appeal we would strongly encourage you to seek independent advice and support from the Leeds University Union.

If you are on a Student visa and receive an outcome of transfer to MPhil or withdrawal you should contact the Student Visa Advice team.

You must also contact the Student Visa Advice team if you are on a visa and your project has changed or will change significantly.

Transfer deadlines

Full time research degrees:

Provisional PhD or MD: transfer to be held and decision taken within 12 months. Maximum period after deferral of decision is 18 months from the start of study.

Provisional PhD (4 years) – Faculty of Biological Sciences only: transfer to be held and decision taken within 18 months. Maximum period after deferral of decision is 24 months from the start of study.

Provisional DpaedDent DclinPsychol or DclinDent (Doctor of paediatric dentistry, Doctor of clinical psychology, Doctor of clinical dentistry): transfer to be held and decision taken within 18 months. Maximum period after deferral of decision is 24 months from the start of study.

Provisional EdD (Doctor of Education): transfer to be held and decision taken within 24 months. Maximum period after deferral of decision is 24 months from the start of study.

Integrated degree of PhD and Masters: candidates are accepted for study to the registration category of postgraduate research. After completing the first year, the progress of candidates is reviewed and, where it is satisfactory, registration to a provisional PhD candidature is permitted. If successful in progressing to provisional PhD status, candidates will be required to undergo assessment by a formal transfer assessment panel for transfer to PhD status before the end of the second year of study.

White Rose ESRC Doctoral Training Partnership Doctor of Philosophy with Research in Practice with Integrated Postgraduate Certificate (3.75 years): transfer to be held and decision taken within 15 months.

Masters by Research cannot normally transfer registration to MPhil or PhD.

Part time research degrees:

Provisional PhD (0.6 PT): transfer to be held and decision taken within 24 months. Maximum period after deferral of decision is 30 months from the start of study.

Provisional PhD (0.75 PT – currently only available in FMH): transfer to be held and decision taken within 18 months. Maximum period after deferral of decision is 24 months from the start of study.

Provisional DclinDent, DpaedDent: transfer to be held and decision taken within 30 months. Maximum period after deferral of decision is 38 months from the start of study

Provisional MD: transfer to be held and decision taken within 18 months. Maximum period after deferral of decision is 24 months from the start of study.

Provisional EdD: transfer to be held and decision taken within 36 months. Maximum period after deferral of decision is 36 months from the start of study.

White Rose ESRC Doctoral Training Partnership Doctor of Philosophy with Research in Practice with Integrated Postgraduate Certificate: transfer to be held and decision taken within 30 months.