PGR student leave entitlements

Student entitlements to leave

6.1. PGR students are entitled to any relevant types of leave described in this section.

6.2. A PGR student must request a suspension if they wish to take a leave entitlement that requires a suspension. A suspension pauses a PGR student’s period of study and changes their final submission deadline. The period of study section sets out the rules on suspension requests.

6.3. A suspension linked to a leave entitlement does not change the final completion limit.

6.4. If a PGR student is funded and/or is studying on a student visa, they must make sure that they do not contravene any terms and conditions, or other requirements, when taking leave. Any relevant funder or visa rules take precedence over student leave entitlements.

Annual leave

6.5. A PGR student is entitled to twenty-five days of holiday each year (on a pro-rata basis for part-time students). This is in addition to University closure days and bank holidays. The student must inform their main supervisor (or nominee) when they wish to take annual leave. A student cannot request a suspension to cover annual leave.

6.6. A PGR student who has suspended for medical leave, family leave, or baby-loss related leave will accrue annual leave over the period of their suspension

Student visas, annual leave and 'term time'

6.7. Students studying on a student visa are classified as being in ‘term time’ until the date of their oral examination except during periods of annual leave or University closure. A student visa contains working restrictions for students during ‘term time’.

6.8. Students studying on a student visa can request additional annual leave in the period between their submission for examination and their oral examination. If a student is granted additional leave, they will be classified as not being in ‘term time’.

6.9 Students studying on a student visa must request additional annual leave from the School PGR Director, who is responsible for approving these requests and for ensuring that the decision is reported to Student Visas.

6.10. Students studying on a student visa who have been granted additional annual leave must remain in contact with their supervisors in the lead up to the oral examination.

6.11. All students studying on a student visa are classified as not being in ‘term time’ in the period between their oral examination and the date they are considered by the Research Degrees Examination Board. 

6.12. If the Research Degrees Examination Board requires the correction of errors or omissions of substance or requires a resubmission, a student studying on a student visa is classified as being in ‘term time’ while revising their dissertation and until their award is confirmed.

Medical leave

6.13. A PGR student is entitled to take time away from study if they are ill or suffer an injury. The PGR student must inform their main supervisor (or nominee) that they are unable to study because of illness or injury.

6.14. Funded students may have limits on the amount of paid medical leave they can take and should refer to the policy on absence payments for PGR students

6.15. PGR students must consider requesting a suspension if their illness or injury is having a significant impact on their ability to progress with their studies. The period of study section sets out the rules on suspension requests.

Family leave

Eligibility and other considerations

6.16. PGR students are eligible to apply for a suspension to cover any relevant leave entitlements for the birth or adoption of a child. When applying for a suspension, a PGR student must provide appropriate evidence, such as a maternity certificate (form MAT B1) or evidence of the placement of a child for adoption. The period of study section sets out the rules on suspension requests

6.17. PGR students do not have the statuary entitlements of employees for maternity, adoption, or other parent leave. The University, does, however, offer family leave as set out in this section.

6.18. If a PGR student is funded, they must ensure that they do not contravene their funder’s terms and conditions in taking a leave entitlement. Some funders might have a limit of the number and/or length of suspensions.

6.19. Funded PGR students must refer to the policy on absence payments for PGR students in relation to funding rules for leave entitlements.

6.20. If a PGR student is studying on a student visa, a suspension linked to a leave entitlement might require the University to withdraw sponsorship with a new visa required when the student returns to study. PGR students must seek advice from Student Visas about the implications for a student visa as early as possible.

Maternity leave

6.21. A PGR student can take maternity leave for the birth of a child in line with the following rules:

6.21.1. It can be for a period of up to 52 consecutive weeks of leave.

6.21.2. It can commence at any time from the eleventh week before the expected week of childbirth.

6.21.3. It can be for a shorter period than 52 weeks, but a student must take a least two weeks of leave following the birth of a child.

6.22. A PGR student must request a suspension if they wish to take maternity leave. The period of study section sets out the rules on suspension requests

Adoption leave

6.23. A PGR student can take adoption leave following the placement of a child with an adoptive parent in line with the following rules:

6.23.1. It can be for a period of up to 52 consecutive weeks of leave.

6.23.2. It is acknowledged that adoption arrangements might limit the time for planning when adoption leave will start.

6.23.3. If two students are jointly adopting, only one member of the couple is eligible for adoption leave. The partner can request partner/other parent leave.

6.24. Adoption leave is also applicable where a student fosters a child for adoption or is the intended parent in a surrogacy arrangement.

6.25. A PGR student must request a suspension if they wish to take adoption leave. The period of study section sets out the rules on suspension requests.

Partner/other parent leave

6.26. A PGR student can take partner/other parent leave if they are a partner of a person giving birth, a partner of a primary adopter, or is an intended parent in a surrogacy arrangement. The types of partner/other parent leave are as follows:

6.27. Partner or paternity leave can be taken in line with the following rules:

6.27.1. It can be for up to two consecutive weeks.

6.27.2. It cannot start before the birth or adoption of a child and must be completed with 56 days of the birth or adoption.

6.28. Other parental leave linked to birth or adoption can be taken in line with the following rules:

6.28.1. It can be for up to 50 weeks and can be taken in combination with ‘paternity’ leave.

6.28.2. It can normally be taken in up to three blocks or as a continuous period and must be completed within 12 months of the birth or adoption of the child.

6.29. A PGR student must request a suspension if they wish to take partner/other parent leave. The period of study section sets out the rules on suspension requests

6.30. Shared parental leave only applies if a PGR student is employed and meets the employing organisation’s eligibility criteria. The length of a suspension for shared parental leave must align with the employing organisation’s rules.

Neonatal leave

6.31. A PGR student who is the birth parent or the partner of the birth parent is eligible for neonatal leave if the child requires neonatal care. This is in addition to maternity or partner/other parent leave.

6.32. An eligible PGR student can take one week of neonatal leave for each week and part-week that the child is in neonatal care. A student can take neonatal leave for up to a maximum of 12 weeks. A student can request a suspension to cover neonatal leave if this exceeds one week of continuous absence.

Parental death and maternity or adoption leave

6.33. If a PGR student is the partner of the birth parent or the partner of the main adopter, the student is eligible for the relevant maternity or adoption leave if the birth parent or the main adopter dies during their leave period or shortly before it starts. A student can request a suspension to cover this leave.

Parental leave

6.34. A PGR student who is the parent or carer of a child (under the age of 18) is entitled to take leave to provide care for the child. A student can request a suspension to cover parental leave periods of more than one week and up to a total of one month per academic year for this purpose. These periods are on a pro-rata basis for part-time students.

Additional leave

Short-term exceptional leave

Reasons for exceptional leave

6.35. A PGR student is entitled to take short-term exceptional leave in an emergency or on compassionate grounds.

6.36. Exceptional leave permits the PGR student to be away from study because of unforeseen circumstances and/or for personal difficulties. Examples of where this type of leave could be required include:

6.36.1. a bereavement;

6.36.2. pregnancy loss (before 24th week of pregnancy);

6.36.3. an emergency domestic situation, such as a fire or burglary; and

6.36.4. an emergency involving a PGR student's dependant, such as serious illness or injury. Also see the section on carer's leave.

6.37. A PGR student can take multiple periods of exceptional leave within a year, but the number must be kept to a minimum. The PGR student should consider requesting a suspension if the situation is ongoing or reoccurring.

6.38. PGR students who are funded should refer to the policy on absence payments for PGR students. PGR students must make sure that they are aware of any relevant funder rules.

Notifying the main supervisor

6.39. A PGR student must notify their main supervisor (or a nominee) by email when they take exceptional leave so that there is an electronic record. The email must include a reason for the absence.

6.40. A PGR student can notify their main supervisor (or a nominee) retrospectively if their situation does not allow for an earlier communication.

6.41 If there is an obligation to report on student absences for visa or other requirements, the school can use the email notification from the student for this purpose.

Length of absence

6.42. A period of exceptional leave must not normally exceed ten working days in length (on a pro-rata basis for part-time students) and must be used to address the immediate situation. A PGR student must request a suspension if a longer period is required.

Exceptional leave and the period of study

6.43. Exceptional leave does not change the period of study or the final submission deadline.

6.44. A PGR student should consider requesting a suspension, which will change their final submission deadline, in the following situations:

6.44.1. The exceptional leave does not fully address their situation, and a longer period is required.

6.44.2. There have been multiple periods of exceptional leave that have had an accumulative impact on the student’s ability to study.

6.45. The period of study section sets out the rules on suspension requests.

Leave for the loss of a baby

6.46. If a PGR student is the birth parent or the partner of the birth parent and suffers the loss of the baby, the student retains their entitlement to the relevant maternity or partner/other parent leave. A student can request a suspension to cover this leave

6.47. Leave for the loss of a baby covers where a baby is stillborn after the 24th week of pregnancy or where a baby is born in or beyond the 24th week of pregnancy but dies within the first 52 weeks from birth. Pregnancy loss before the 24th week of pregnancy is covered by short-term exceptional leave.

Carer’s leave

6.48. A PGR student is entitled to take up to five days of carer’s leave per academic year to provide or arrange care for a dependant with a long-term care need. A student cannot request a suspension to cover carer’s leave.

Disability leave when adjustments are delayed

6.49. If a disabled PGR student is unable to study because of a delay in the implementation of any reasonable adjustments specified in a study support plan, the student is eligible to take disability leave when the delay exceeds five working days. A student can request a suspension to cover disability leave.

6.50. If the PGR student takes disability leave when adjustments are delayed, the main supervisor must alert the School PGR Director. The School PGR Director must alert the Faculty Academic Director (PGR) or delegate if the delay risks exceeding four weeks.

Health and safety leave

6.51. If a PGR student is temporarily unable to study because of health and safety concerns, and the University has made all reasonable efforts to mitigate the issue, the student is eligible to take health and safety leave if the delay exceeds five working days. A student can request a suspension to cover health and safety leave

6.52. If the PGR student takes health and safety leave, the main supervisor must alert the School PGR Director. The School PGR Director must alert the Faculty Academic Director (PGR) or delegate if the delay risks exceeding four weeks.

 Phased return from suspension

6.53. A PGR student who has suspended for one month or more for medical leave, family leave or baby-loss related leave is eligible for a phased return to study. Funded students must ensure that a phased return is allowed by their funder.

6.54. A phased return for a PGR student is normally covered by the hours of annual leave accrued during their suspension. The expectation is that a phased return should be time limited, and that the arrangement should be documented.