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Periods of registration (also referred to as registered period of study) for postgraduate research degrees are set out in the University of Nottingham Qualifications Framework (UNQF) and may vary depending on the degree you are on. You can find the different processes and policies that may apply during this stage of your journey. 

For a PhD you would normally be registered for 4 years (full-time) or 8 years (part-time). Regulations set out the minimum and maximum period for your degree. This may vary depending on the terms and conditions in your individual studentship. 

You are expected to be undertaking your research in this period, with full access to research facilities and submit your thesis by the end of that time. 

The information on this page will signpost you to different processes and policies that may apply during this stage of your researcher's journey.

What you need to know

Researcher engagement and employment 
Engagement

You must attend all activities necessary for the pursuit of your studies, undertake all associated assessments and attend meetings and other activities as required by your school. You are expected to participate in planning and progressing your studies, you must familiarise yourself with university, faculty, and school requirements and procedures for research study.

You must follow safety codes and participate in any mandatory training. See the regulations governing attendance and engagement - UNUK for more information relating to engagement.  It is equally important you ensure you are aware of your responsibilities as a researcher, See the responsibilities of the student for further guidance. 

Please also note the university sets out the management of non-engagement, this can also be found in the quality manual. 

Regulations governing attendance and engagement - UNUK

Employment

It is expected that during periods where you should be engaging with your programme, the prime focus should be on your studies. You should not arrange any employment or other activity that will cause you to be unable to attend and engage with required activities.

When considering any employment opportunities, you should always consult your supervisor. 

Full-time researchers may only undertake part-time employment with the permission of their school and in accordance with the requirements of any scholarship they hold.

Note: there are additional restrictions for international researchers. Please visit the quality manual for guidance on employment during studies.

Regulations on student employment during studies

 
Supervision Meetings 

Supervisors are responsible for providing appropriate and regular supervision until submission of your thesis and during subsequent period of corrections/resubmission (if relevant) until such a point that examiners have reached a final decision on the award of the degree, and for being accessible at mutually convenient times to listen and offer advice.

You will be allocated a supervisory team containing at least two co-supervisors with:

  • suitable academic qualifications,
  • appropriate expertise in the agreed area of your research topic and;
  • an acceptable level of supervision experience

More on supervisors allocation and responsibilities are detailed in the quality manual.

You will normally be involved in discussions about supervision allocation and arrangements. If for any reason the change to supervisory team is required, a form is available for use by your school to notify changes to the supervision arrangements. Both you and your supervisors will have the opportunity to request a change.

Supervisors must provide their part-time candidates with a minimum of 6 recorded supervisions a year and their full-time candidates with a minimum of 12 monthly, recorded supervisions a year. although it is expected that in many cases the actual number of meetings may exceed this number.

You are required, jointly with your supervisor, to ensure the maintenance of a supervision record for auditing purposes, and in order to monitor your progress. All staff and students must use NottinghamHub for recording supervision.

All relevant training materials are available for students on this sharepoint and supervisors on this sharepoint, supervisors Code of Practice can also be found on the PGR engagement code of practice.

Supervision regulations 

 
 
Module enrolment for researchers 

Postgraduate researchers may have taught modules that form part of their degree or are beneficial in supporting their degree.

You should discuss enrolment on any taught modules with your supervisor. If you intend to enrol on a module outside of the standard online module enrolment periods, please complete the below form:

Module enrolment form for postgraduate researchers

Observing modules

If you would like to attend the teaching for a module that is not part of your PhD programme, you may wish to attend as an observer, rather than formally enrolling on the module.

Observing a module means that you will not be assessed and therefore will not form part of your academic record.

To observe a module, please seek permission to attend the lectures and have access to their materials from the module convenor. You do not need to complete the form. 

 
Progression Reviews 

All researchers registered on research degrees lasting more than one year full-time or two years part-time are subject to progression review. The basic principles of the progression review are common to all researchers and all years of their programme, visit the progression review of research students in the quality manual to read more on specific requirements.

Each school may have different requirements and expectations for the contents of your annual progression report. You are expected to take responsibility and familiarise yourself with your school requirements and all relevant procedures and remain up to date with any changes whilst participating in planning and progressing through your studies.

There are number of possible outcomes from your progression review, that may vary depending on your degree and year of your studies, including:

  • Re-registration in the following academic session
  • Entry into the thesis pending period within the next year
  • Registration be exceptionally extended for up to one further year (known as an additional period of registered study)
  • Transfer of registration to another degree
  • Resubmission
  • Termination

To submit your annual progression review report, you will need to upload it to our progression review system via the progression review of research students form.

Progression review of research students - quality manual

 
 
Medical/sickness leave and annual leave 
Medical/sickness leave

Subject to eligibility criteria, if you receive Research Council or University of Nottingham funded maintenance stipend, you can receive up to 13 weeks of paid sick leave at your normal stipend value.

Please read the policy on medical/sick leave for more details and ensure you follow the procedure for reporting sickness. If the period of illness exceeds 4 weeks, you will be required to formally interrupt your studies.

PGR Medical/sickness Leave policy

Annual leave

The university recognises the importance of taking holiday for the health and wellbeing of researchers engaged in postgraduate research.

This should be taken in line with school expectations, e.g. not taking leave during postgraduate training courses, school research events, seminars etc.

You must also ensure that your leave does not adversely impact any contractual obligations, e.g. research council terms and conditions, and by arrangement with supervisors.

As a guide, postgraduate researchers may normally take up to 25 days holiday in each year plus public and university holidays.

 
Extenuating circumstances - EC

If events that are unforeseen and out of your control occur during your studies, you can apply for extenuating circumstances, (EC) should those events cause significant personal difficulties that impact modules you are taking and/or your annual progression reviews.

We recommend in the first instance notifying and speaking to your supervisors about the situation. They will be able to provide advice and direct you to the appropriate processes or support services, if applicable. 

To submit an extenuating circumstances (ECs) claim, you must do so via the student enquiry centre.

Extenuating circumstances (EC) regualations

 
 

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