Changes of circumstances for postgraduate research students

Suspension of status

What should I do if I am unable to study for a specific time period?

If you are unable to study to any significant extent for a specific time period, you can make an application for suspension of status for a maximum of six terms (up to three terms at a time). You can make an application using the GSO.17 application form.

Suspension of status ‘stops the clock’ for all elements of your degree, because you are unable to study for a period for good reason, which might include health reasons, personal/family circumstances, or undertaking an agreed internship/other employment in certain circumstances.

More detailed guidance on the evidence required for applications for suspension of status is available in Guidance on changes of circumstance for postgraduate research students (including suspension of status and extension of time).

What are the implications of suspending status?

You should carefully consider what the impact of suspending status will be for you, including fees, funding and visa implications.

Information on when refunds of fees are available due to suspension of status is available. You should bear in mind that fees and continuation charges usually increase annually; you will be liable for any increased fee/charge applicable to you when you return from suspension of status.

If you are funded by a University or college scholarship, Research Council, or another body such as a charity, you may need to make a separate application to your funder for suspension of status. Please check for any instructions in your scholarship/funding offer letter documents, and seek advice from your graduate studies administrator.

If you are in receipt of UK government doctoral or masters loans you can seek advice from the Student Fees and Funding team. If you are in receipt of US federal loans you must inform the US loans team if you are considering suspension of status, and guidance is available.

If you are studying on a student visa you need to consider the visa implications of suspension of status, as your visa may be cancelled. The Student Visa Compliance team is available to advise you, and guidance is available at Visa & Immigration – Changes in student status.

If you are granted suspension of status, you retain your University card and Single Sign On (SSO) access to online resources, including email, and access to University libraries.

More information on access to facilities and resources during a period of suspension is available at Changes in student status.

What happens if I need to suspend status because I am about to have or adopt a child?

The University Policy on Student Maternity, Extended Paternity and Adoption Leave provides details of the arrangements for students who are about to have or adopt a child. You are entitled to up to three terms of suspension of status for maternity, extended paternity, or adoption leave, and this is calculated separately from the six terms of ordinary suspension of status for which you can apply.

When should I make an application for suspension of status?

Applications for suspension of status should normally be made and approved either in advance of the requested period of suspension, or within a few weeks of the beginning of the requested period, when it becomes clear that your circumstances have changed.

More detailed guidance on retrospective applications for suspension of status is available in Guidance on changes of circumstance for postgraduate research students (including suspension of status and extension of time). Please contact your graduate studies administrator if you are considering a retrospective application.

What should I do if I have already been granted the maximum six terms of suspension of status but wish to suspend status again?

Please contact your graduate studies administrator to discuss your options. It may be possible for them to make an application to the University’s Education Committee for exceptional further suspension of status.

Extension of time

What should I do if I need more time to submit my postgraduate research degree thesis?

If you are approaching your maximum submission date (e.g. as you approach twelve terms of enrolment if you are a full-time DPhil student) but are not yet ready to submit your thesis, you can apply for extension of time using the GSO.15 application form.

You can be granted up to a maximum of six terms of extension of time if you are a full-time DPhil student; three terms if you are a part-time DPhil student; and three terms if you are a Master of Letters (MLitt) or Master of Science by Research (MSc (Res)) student. If approved, extension of time is normally granted for one term at a time.

Reasons for an application for extension of time may include but are not limited to health issues, family/personal circumstances, or delays to your research caused by difficulties with access to resources, facilities or equipment.

Your application for extension of time should include a plan of work showing how you will complete the thesis in the time requested, and comment from your supervisor on whether the plan is realistic.

More detailed guidance on the evidence required for applications for extension of time is available in Guidance on changes of circumstance for postgraduate research students (including suspension of status and extension of time).

What are the implications of extension of time?

You will normally be liable for continuation charges (the University Continuation Charge and College Continuation Charge) for each term of extension of time. Where extension of time is directly due to health or disability reasons, you can apply to the Joint Panel on Remission of Fees for a waiver of the University Continuation Charge.

If you are funded by a University or college scholarship, Research Council, or another body such as a charity, you can investigate whether it is possible to make a separate application to your funder for any extension of your funding. Please check for any instructions in your scholarship/funding offer letter documents, and seek advice from your graduate studies administrator on whether it will be possible to apply for an extension of funding. It is not guaranteed that any funding can be extended if the period of study is extended.

If you are in receipt of UK government doctoral or masters loans you can seek advice from the Student Fees and Funding team. Guidance is available if you are in receipt of a US federal loan.

If you receive Disabled Students’ Allowance, you should contact the Disability Advisory Service to establish whether there are implications of any extension of time for which a funding body will pay for any disability-related study support.

If you are studying on a student visa you need to plan ahead for the timing for a new visa application, if the extension of time goes past your current visa end date, and for a new ATAS application if required. The Student Visa Compliance team is available to advise you, and guidance is available at Visa & Immigration – Changes in student status.

When should I make an application for extension of time?

Applications for extension of time should be made early enough in the term ending with the current maximum submission date, to allow them to be resolved before the beginning of the requested term of extension of time.

You should discuss with your supervisor any potential need for extension of time as soon as it becomes apparent that this may be required, and record your discussions in Graduate Supervision Reporting (GSR).

In some cases it will be clear well before your normal maximum submission date that extension of time will be required. Further guidance on the possibility of agreeing with your department/faculty and college in advance that extension of time will be granted is available in Guidance on changes of circumstance for postgraduate research students (including suspension of status and extension of time).

What should I do if I have already been granted the maximum number of terms of extension of time but am not ready to submit my thesis?

Please contact your graduate studies administrator to discuss your options. It may be possible for them to make an application to the University’s Education Committee for exceptional further extension of time.

Transfer to part-time study from full-time study

What should I do if I am unable to study full-time?

If you are unable to study full-time for good reason but are able to study part-time, you can apply to transfer to part-time study. Applications to transfer to part-time study are normally made if you are unable to study at full-time pace on a long-term or permanent basis, due to disability or long-term health condition, or personal/family circumstances (usually ongoing childcare or other caring responsibilities), but are able to study on a part-time basis. You may also be able to apply to transfer to part-time study if you need to take up paid employment beyond the parameters set out for full-time students in Paid Work Guidelines for Oxford Graduate Students.

If your research degree programme is offered on both a full-time and part-time basis, you can apply to your department/faculty to be granted permission to change your mode of study from full-time to part-time (and vice versa) once during your studies, using the GSO.4 application form.

If your programme is normally offered only on a full-time basis, your department/faculty can apply to the University’s Education Committee for you to study part-time.

More detailed guidance on the evidence required for applications to transfer to part-time study is available in Guidance on changes of circumstance for postgraduate research students (including suspension of status and extension of time).

What are the implications of a transfer to part-time study?

You will be liable for fees/continuation charges at the part-time rate if you transfer to part-time study.

If you are funded by a University or college scholarship, Research Council, or another body such as a charity, you will need to make a separate application to your funder for transfer to part-time study. Please check for any instructions in your scholarship/funding offer letter documents, and seek advice from your graduate studies administrator. It is not guaranteed that any funding can be adjusted in line with a change to part-time.

If you are in receipt of UK government doctoral or masters loans you can seek advice from the Student Fees and Funding team. If you are in receipt of US federal loans you must inform the US loans team if you transfer from full-time to part-time study, and guidance is available.

If you are studying on a student visa, you cannot switch to part-time status on your current visa, and it is not usually possible to sponsor you for a visa for part-time studies. The Student Visa Compliance team is available to advise you, and guidance is available at Visa & Immigration – Changes in student status.

When should I make an application for transfer to part-time study?

You can apply to transfer to part-time study at any time from the beginning of your programme, as soon as it becomes clear that you are unable to study at full-time pace but are able to study on a part-time basis.

If you have already reached your maximum submission date when it becomes clear that you are unable to study full-time, you should apply for extension of time rather than transferring to part-time study. More detailed guidance is available in Guidance on changes of circumstance for postgraduate research students (including suspension of status and extension of time).

What should I do if I have transferred from full-time to part-time study, but now wish to transfer back to full-time study?

If you have changed your mode of study from full-time to part-time once, but wish to transfer back to full-time study, your department/faculty can apply to the University’s Education Committee for you to change mode of study again. More detailed guidance is available in Guidance on changes of circumstance for postgraduate research students (including suspension of status and extension of time).

If you are funded by a University or college scholarship, Research Council, or another body such as a charity, you should seek advice regarding any plan to transfer back to full-time study. Please check for any instructions in your scholarship/funding offer letter documents, and seek advice from your graduate studies administrator. It is not guaranteed that any funding can be adjusted in line with a change from part-time to full-time.

If you are in receipt of UK government doctoral or masters loans you can seek advice from the Student Fees and Funding team. If you are in receipt of US federal loans you must inform the US loans team if you transfer from part-time to full-time study, and guidance is available.

Exceptional adjustments to milestone and maximum submission deadlines

What should I do if I do not need to study part-time, but am unable to study at full-time pace?

Some students may be unable for good reason (normally disability or long-term health condition, or ongoing childcare or other caring responsibilities) to study at full-time pace on a long-term or permanent basis, but are able to study at substantially greater than part-time (0.5 FTE) pace.

If you are in this situation, your department/faculty can make an application to the University’s Education Committee, for your milestone (Transfer of Status and Confirmation of Status) and maximum submission deadlines exceptionally to be adjusted in advance (rather than via deferral of Transfer or Confirmation of Status, or extension of time). The application will be considered on its merits.

More detailed guidance is available in Guidance on changes of circumstance for postgraduate research students (including suspension of status and extension of time).

What are the implications of being granted exceptional adjustments to my milestone and maximum submission deadlines?

If you are granted exceptional adjustments to your milestone and maximum submission deadlines, you will remain enrolled as a full-time student, and remain liable for full-time fees/continuation charges. Once you reach the end of your fee liability and are liable for the University Continuation Charge (UCC), application can be made to the Joint Panel on Remission of Fees for a waiver of the UCC for an appropriate number of terms, to reflect your rate of study.

If you are funded by a University or college scholarship, Research Council, or another body such as a charity, you can investigate whether it is possible to make a separate application to your funder for any extension to your funding due to extending your time on course. Please check for any instructions in your scholarship/funding offer letter documents, and seek advice from your graduate studies administrator on whether it will be possible to apply for an extension of funding. It is not guaranteed that any funding can be extended if the period of study is extended.

If you are in receipt of UK government doctoral or masters loans you can seek advice from the Student Fees and Funding team. Guidance is available if you are in receipt of a US federal loan.

If you receive Disabled Students’ Allowance, you should contact the Disability Advisory Service to establish whether there are implications of extending your time on course for which funding body will pay for any disability-related study support.

If you are studying on a student visa you need to consider the visa implications of extending your time on course and whether this is possible for you under Home Office rules. If you require a visa extension you need to plan in advance for the timing and for a new ATAS application if required. The Student Visa Compliance team is available to advise you, and guidance is available at Visa & Immigration – Changes in student status.

When should I make an application for exceptional adjustments to my milestone and maximum submission deadlines?

Your department/faculty can make an application to the University’s Education Committee for exceptional adjustments to your milestone and maximum submission deadlines at any time from the beginning of your programme, once it is clear that you are unable for good reason to study at full-time pace on a long-term/permanent basis.

An application can also be made at a later stage; e.g. an application could be made to adjust your Confirmation of Status and maximum submission deadlines after you have passed Transfer of Status.

If you have already reached your maximum submission date when it becomes clear that you are unable to study at full-time pace, the best option is likely to be to apply for extension of time.

Reasonable adjustments for disabled PGR students

What should I do if I need reasonable adjustments to help me complete my programme successfully?

If you are disabled, reasonable adjustments to help you complete your programme may include the options set out above, of an application to transfer to part-time study even when your programme is normally only offered on a full-time basis, or of an application for exceptional adjustments to your milestone and maximum submission deadlines. Please contact your graduate studies administrator to discuss.

You are encouraged to register with the Disability Advisory Service (DAS), but you do not need to have been referred to or be registered with DAS to apply for the above adjustments (you would need other medical evidence in support of your application if you were not able to provide DAS support for the request).

DAS can offer you individual support including agreeing a Student Support Plan. However, many reasonable adjustments should be put in place and arranged proactively by your department/faculty. Guidance for staff on reasonable adjustments for research students is available.

What should I do if I need adjustments to my Transfer of Status and Confirmation of Status interviews, and to my viva, due to disability?

You can be granted adjustments to your examinations (i.e. Transfer and Confirmation of Status interviews, and final viva) due to disability. You can apply for adjustments via the GSO.19 form. Form GSO.19c gives information on the application process for students and staff.

Guidance on adjustments to PGR vivas and milestone interviews is available as Annex C of the Policy and Guidance on Research Degrees.

Withdrawal and application for reinstatement

What should I do if I am unable to study for the foreseeable future, and/or have run out of time on course?

If you are unable to study to any significant extent for the foreseeable future and/or have run out of time on course, and other options covered in this guidance have already been utilised or considered, the best option is likely to be withdrawal from your programme, with a potential future application for reinstatement within the permitted timeframe (see below). Notification of withdrawal is made via the GSO.29 form.

Withdrawal is not a punitive process, but a reflection of the fact that a student is not able to engage with their studies at the current time, and that therefore an ongoing relationship with the University is not appropriate.

What should I do if I wish to apply to reinstate to complete my programme and submit my thesis?

If you previously withdrew from your programme but are now able to study and wish to reinstate, you can apply to your former department/faculty for reinstatement via the GSO.23 application form.

In the majority of cases, an application for reinstatement should be made when you are ready to submit your thesis.

Your department/faculty can grant permission for reinstatement provided that no more than twenty-four months have passed since your enrolment was withdrawn, and that you had not already, before withdrawal, spent the maximum permitted number of terms (plus permitted extension of time) on course (i.e. eighteen terms for a full-time DPhil student). If you wish to apply for reinstatement outside these parameters, please contact the graduate studies administrator for the department/faculty to discuss the possibility of an exceptional application to the University’s Education Committee.

More detailed guidance, including important information on the implications of reinstatement for fees, funding and student visas, is available in Guidance on changes of circumstance for postgraduate research students (including suspension of status and extension of time).