Making changes

• Change of mode of study (eg from full-time to part-time) 
• Change of research project or focus
• Change of degree programme from PhD to MPhil or Masters by Research, requested by the PGR
• Change of degree programme from Masters by Research to Provisional PhD
• Change of supervisor
• Change of thesis title
• Reduction to the standard period of study
• Change of school
• Change between Doctor of Philosophy and Doctor of Medicine 
• Requests to change the period or pattern of attendance in Leeds for PGRs on Split-site, Dual Award or Distance-learning programmes  

• Discuss any intention to make changes to your research degree with your supervisor if possible
• Seek further advice from your Graduate School, and Director of Postgraduate Research Studies (DPGRS) if required, who will be able to talk through your options  
• Explore with your Graduate School options for support relevant to your situation such as academic, pastoral and wellbeing support. You can get independent advice from Leeds University Union. 

Your Graduate School will complete a change request form, which will be authorised by the DPGRS and submitted for consideration by the Progression and Examinations Group. You will receive notification of any change to your research degree arrangements once it has been confirmed.

Requests for suspensions and extensions of study are covered by the Suspensions and extensions policy. If you need to request a suspension or extension of study, please read the Taking time out of your research degree webpage.

The change of study location process is crucial for keeping the University informed about your study location. It applies to both UK and overseas PGRs. Notifying the University of a change of study location applies if: 

• You are conducting fieldwork or other studies away from the University.  
• You are completing a work placement for skills or career development that is separate from your thesis research, but you will remain registered for study. 
• You are in your overtime period, and you are on a Student Visa and planning to return home during the overtime period. 

What do I need to do? 

If you are on a Student Visa, read the section “PGRs on Student Visas” before deciding if you need to complete a change of study location request. 

Log into GRAD, go to ‘Change Requests’ and complete the ‘change of location’ workflow. 

In the workflow, include the following information: 

• Purpose of the period of study away from Leeds 
• Dates 
• Location 
• Arrangements for supervision. For further guidance, read the section on this current page titled “Arrangements for supervision” 
• Confirmation that fieldwork risk assessment processes and/or export controls will be discussed with your supervisor. For further guidance on fieldwork and risk assessment processes read the Fieldwork webpage and for information on export controls read the Good research pratice webpage.

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. Please contact your Graduate School for further advice. More information about time away from study is on the Taking time out of your research webpage.

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 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.  

Arrangements for supervision  

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. Email is not an accepted format for supervision meetings.

While completing the change of location workflow in GRAD, you will need to record either:  

• that regular online supervision meetings will continue to take place and will be recorded in GRAD, 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 the Your visa page of the For Students website.