Leave and absence

Information about the types of leave and absence available to postgraduate research students.

On this page:

Maintaining a healthy work-life balance is essential during your research degree. There are different types leave and absence, for different situations. There may also be specific things to think about based on your funding status or visa conditions.

How to request leave or an absence

If you think you need to take a break from your research degree, notify your main supervisor as soon as possible. They will help you make a decision on whether you need to take leave and which type is most suitable. You can also talk about whether you need any other support.

Your PGR admin team will give you advice on processes, including suspension.

It is important that you follow the University's policies when taking any absence. You should read the Regulations and Code of Practice for Research Degrees (PGR Code).

Suspension of studies

Some circumstances may mean you need to suspend your studies. This includes public services such as jury duty. You should discuss this with your supervisor first to decide if you need choose this option. You should then make the request by following  the Suspend your studies guidance. 

Types of leave and absence

This table provides an overview of available types of leave. You can see more detail on specific terms and duration of each type of leave in the PGR Code.

Type of leave or absence Eligibility / duration
Annual leave

25 days of annual leave per year (pro-rata for part-time students). UK bank holidays and University closure days are on top of this allowance.

You should avoid taking more than 4 weeks at a time.

We expect PGR students to plan annual leave so it does not impact their studies.

If you are a student visa holders in their final year, you can get additional annual leave. There is more information in section on "Additional annual leave for visa holders".
Medical leave

This can include:

  • sick leave (including both physical and mental health)
  • pregnancy-related illness
  • antenatal appointments
  • fertility treatment
  • disability-related illness or appointments (including chronic illness)
  • gender reassignment.

PGR students must inform their supervisors when they are unwell.

PGR students can self-certify for periods of up to 7 days. For over 7 days, you should provide medical evidence.
Family leave

This can include:

  • maternity leave
  • partner’s or paternity leave (for partners following the birth of a child)
  • adoption leave 
  • neonatal care leave
  • death during the period of maternity/adoption
  • parental leave.

You can manage a period of Family Leave via a suspension of studies and a change in the thesis submission date.
Additional leave

Additional leave covers a range of different leave types. These all have different durations. See the PGR Code for further details. This type of leave could include:

  • baby loss (after the 24th week of pregnancy).
  • carer’s leave
  • delays in putting reasonable adjustments in place for a disabled student
  • delays in putting mitigations in place (Health & Safety-related)
  • exceptional leave:
    • short-term leave to support bereavement,
    • pregnancy loss
    • an emergency domestic situation (e.g., fire or burglary)
    • an emergency involving a dependant (e.g., serious illness or injury)
  • phased return from leave.

Absence entitlements and funding

Your funding status may impact whether your leave or absence is funded.

If you are a funded student, you will need to think about the regulations and stipend entitlements of your funding provider. Full details are available in the Policy on absence payments for PGR students (Office document, 58kB).

There are some new entitlements for UKRI and UOB funded PGR students. These will be available from 1 October 2025. We will publish further guidance will then to help students and staff to understand the new processes and entitlements. If you have any questions in the meantime, contact your PGR admin team.

If you are a UK Research and Innovation (UKRI) funded PGR student, you can take annual leave, family leave, medical leave or extra leave.

If you receive funding from a UKRI Research Council, the Policy on absence payments for PGR students has more information. (Note: some of these payments come into effect on 1 October 2025.) 

If you are an international student, your visa may set out specific requirements. These may differ from the Research Council you through which you get your funding. You will always need to meet your national and visa requirements.

If you are a student funded by the University of Bristol, the Policy on absence payments for PGR students has more information. (Note: some of these payments come into effect on 1 October 2025.)

We recommend you read about these terms early in your studies. This way you will be aware of your entitlements and the processes involved in applying for leave. Your school is the main contact for enquiries about leave entitlements and processes.

You may receive funding from external institution on whose behalf the University pays your stipend. Your entitlements will depend on the funder's terms and conditions or the contract that underpins your funding.

We recommend you contact your school/doctoral training centre who can talk to you about the exact nature of your funding and the terms of your award. We will administer any funded leave in line with the funder or contract terms

If you are self-funded you are eligible for leave, but will receive no funding during a period of absence. Refer to the PGR Code for details. 

If you are a sponsored student (paid your stipend direct), contact your sponsorship provider to understand their terms.

These conditions may be different from the terms of the PGR Code. You will always need to follow your sponsor’s regulations. These should be in your sponsorship contract. If you are unsure about who to contact for information, contact your school PGR administrator. 

Extra information for international students

If you hold a Student Visa (formerly Tier 4): 

  • you will continue to have your engagement monitored during your absence.  
  • a period of interruption to studies before or after a period of leave may mean Student Visas need to report your absence to the Home Office. 

Additional annual leave for Student visa holders

Student visa holders in their final year can request additional annual leave. This must be between submission and their viva (oral examination). 

If granted additional leave, you can work full-time in this period. Term time working restrictions do not apply. 

To request additional annual leave, you must: 

  1. Speak to your School PGR Director (or nominated academic). 
  2. If they agree, complete a PGR additional annual leave form. 

The Student Visas team can then provide a letter which explains you can work full-time in this time. 

Support and wellbeing 

Talk to your supervisor so they know about your situation. They can help you consider any other academic support that may be suitable. 

There is support and guidance available through the student support services . You can can request wellbeing support. 

Visit our Managing your wellbeing and student life page if you are having problems with:

  • care
  • family
  • relationships
  • bereavement.

 Policies and documents