Change of study location

The change of study location process is crucial for keeping the University informed about your study location. It applies to UK and overseas postgraduate researchers (PGRs).

You must complete a change of study location request if:

You are conducting fieldwork or other studies, such as a research visit/placement away from the University.  
You are completing a work placement for skills or career development that is separate from your research but is an integral and assessed part of your programme.
You are on a Student visa and planning to leave the UK during your overtime period. Please read PGRs on Student visas during the overtime period.

You remain registered during a change of study location.

If you are planning to be away from Leeds for over 12 months during your research degree, please contact your Graduate School as they will need to seek approval from the Programmes and Examinations Group.

PGRs on Student visas

If you are on a Student visa, any change of study location for one month or longer must be reported to UK Visas and Immigration (UKVI). It is your responsibility to submit a change of study location in GRAD before the period away from the University commences.

The University can only sponsor a PGR under the Student visa route for study away from Leeds during approved fieldwork, a research visit, or an integral work placement which is an assessed part of your academic programme of study.

UKVI visa regulations limit the circumstances under which international PGRs can undertake work placements. Work placement means a period with a partner organisation (for example, an industry partner or business) not directly related to your PhD research project but that supports personal and professional development, understanding of career pathways and development of employability/transferable skills beyond your academic research. If you are on a Student visa, a work placement 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.

If you are considering leaving the UK for other reasons (such as personal, family, or health issues), you should apply for an authorised absence, annual leave, or suspension of studies instead. Please contact your Graduate School and read the Taking time out of your research page.

How do I request a change of study location?

Please include the following information: 

Purpose of the period of study away from Leeds.
Dates.
Location.
Arrangements for supervision. For further guidance, please read Supervision arrangements when away from Leeds.
Confirmation that fieldwork risk assessment processes and/or export controls will be discussed with your supervisor. For guidance on fieldwork and risk assessment processes read the Fieldwork page and for information on export controls read the Good research pratice page.

Supervision arrangements when away from Leeds

During a change of study location, regular supervision meetings must continue to take place online using Teams, and meeting notes must be recorded in GRAD. Supervision meetings cannot be over email unless in exceptional circumstances, as covered by the Engagement and Attendance Monitoring Policy for PGRs.

While completing the change of location request in GRAD, you need to confirm that regular online supervision meetings will continue to take place and will be recorded in GRAD.

If you do not record regular meetings in GRAD, your Student visa sponsorship may be withdrawn.

PGRs on Student visas during the overtime period

Subject to programme requirements, once your standard period of study has ended and you go into your overtime period you can either:

Remain in Leeds during your overtime period. You must continue to attend the University in-person for your 10 formal supervision meetings and record these on GRAD, as well as any other activities as required by your programme or your faculty/school. Or:
Complete the write-up and submission of your thesis from outside the UK if your research/data-collection is complete and/or you no longer require on-campus facilities. A change of study location request must be completed. Supervision meetings must continue but can be held online using Teams. The University will withdraw sponsorship of your Student visa, which affects your eligibility to apply for the Graduate Route visa.

If you are thinking of leaving the UK in your overtime period, please seek advice from the Student Visa Advice Team before proceeding.

For changes of study location during overtime up to 31 August 2025

You must complete a change of study location before you leave the UK.

We will not retrospectively withdraw sponsorship of a Student visa for PGRs who have already left the UK in overtime or will do so before 31 August 2025. However, the University must still report this change of location to UKVI, and if you will be completing the write-up and submission of your thesis from overseas the University will not be able to issue a CAS for a visa extension.

Please contact the Student Visa Advice Team for visa advice.

For changes of study location during overtime from 1 September 2025

If you are thinking of leaving the UK in your overtime period, please contact the Student Visa Advice Team before completing a change of study location request.

Under UKVI regulations, studying without in-person contact is not permitted and the University cannot continue to sponsor a Student visa holder who leaves the UK to complete their course overseas.

If you choose to complete your thesis in your overtime period from outside the UK, the University will withdraw sponsorship of your Student visa. You can complete your viva and programme remotely. The University will report to UKVI, who will cancel your Student visa. You will receive a notification of the report from the University with advice and guidance.

The withdrawal of visa sponsorship will impact your ability to apply for a Graduate visa after you are awarded. If you are planning to apply for a Graduate visa, you may need to consider remaining in Leeds during your overtime period.

If you need to take a short period of time away from Leeds in your overtime period for personal, health, family or other reasons, there are options available to you that will not have an impact on your Student visa status, including authorised absence or annual leave. A suspension of studies can also be considered during the overtime period. More information is on the Taking time out of your research page. You can also contact your Graduate School and the Student Visa Advice Team for further advice.

If you are returning to the UK for graduation or another reason, please visit Returning to the UK after your course has ended.