Your enrolment

Registration

• Registration is your formal agreement to abide by the University’s regulations. You must complete this process at the start of your studies and again at the beginning of each new academic year in September, regardless of your original enrolment date. Most students can register online via the Student Record System. You will receive a notification when it is time for you to register. New Students receive this notification in the Welcome email from Admissions. Before you can register online, you will need to activate your University IT account.
• Returning students receive this notification by email.
• New international students usually cannot complete University registration until the International Student Clearance has been completed. Please check your Welcome email from Admissions for details. International students who are returning from an interruption to their studies may also need to complete International Student Clearance | International Student Support | University of Exeter before registering. Please check the “Returning from interruption” email from the PGR administration team for instructions.

How to access online registration:

• 1. Log in to the Student Record System using your short username and password.
  2. If you have been cleared to register, you will see a red box with the message: "Welcome to online registration".
  3. Click the "REGISTER NOW" link to begin

If you have not been cleared to register, or if registration is not required, a message will appear on screen explaining why.

Important information

If you do not complete your registration by the specified deadline, you may incur a £50 late registration fee. You may also have your IT access and library borrowing rights temporarily restricted.

Periods of study 

Your programme has a set time limit for completion, which depends on your qualification (e.g., PhD, MPhil) and whether you are studying full-time or part-time. We understand that your plans may change, and you can apply to interrupt your studies or request an extension in certain circumstances.

All regulations on this are detailed in the University's Teaching Quality Assurance Manual (the TQA).

Monitoring progress and Registration Status

The University expects you to maintain good progress with your research and writing. Your progress is monitored through regular reviews.

• Only registered students have access to university facilities, including supervision.
• Your official Registration Status reflects your qualification, mode of attendance (e.g., full-time, part-time), and other specific circumstances.

You must submit your thesis by the end of your maximum registration period. If you do not, you may be deregistered from your programme.

Your thesis submission date

Your student portal, MyPGR, shows your official 'expected end date'. This is the deadline by which you must submit your thesis for examination. 

• You are welcome to submit your thesis before this date. 
• We strongly recommend you discuss your planned submission timeline with your supervisor and agree on a target date. 
• While this personal target date cannot be recorded on MyPGR, you should note it in your annual Supervisor Agreement. 
• If you have funding, a good goal is to aim to submit by your funding end date. 

Further details can be found on the Teaching Quality Assurance Manual - Periods of registration and changes to registration status for graduate research students.

The Doctoral College and PGR Support Teams run two main induction sessions each academic year to provide essential information for starting your research degree. These are held in September and January.

Full details, including how to book your place, are available on the Doctoral College Induction website here.

Online Induction Resources 

• All new students are encouraged to use the PGR Induction Portal, which contains key introductory information. 
• Distance Learning students and those starting at non-standard times can access dedicated online induction sessions.

Attendance on campus

Your expected attendance on campus depends on your registration status. The definitions below outline these expectations, as per the PGR Attendance Policy.

1. On-Campus researchers

If you are an on-campus researcher, you are expected to attend the University in person regularly for your research activities.

• Your specific attendance pattern will be individual to you. It will be based on your programme requirements, your research project, and what you agree with your supervisors.
• You must record your agreed attendance pattern in your Supervisory Agreement and update it each year.
• We understand that your attendance may vary due to necessary activities like fieldwork or research visits elsewhere.

2. Distance-Learning researchers

You must register for a Distance-Learning programme if you are unable to meet the attendance expectations for on-campus researchers.

• Distance-Learning refers to students who are not normally in attendance at a University campus, including those based in the UK.
• Your Faculty has the discretion to approve this status.
• While based off-campus, we strongly encourage you to spend some time at the University during your studies. This allows you to experience our research culture and access essential training, as agreed with your supervisor.

Important information for international students on a visa

Attendance monitoring is a legal requirement for holders of a Student Visa.

• The University is legally obliged to monitor your engagement and report unauthorised absences to UK Visas and Immigration (UKVI).
• If you have ten unauthorised absences from compulsory activities, we must report you to UKVI. This will lead to the termination of your visa.
• The University must inform the authorities if you are away from campus without agreed permission.

For full details, please see the Attendance and Engagement webpages.

Mode of attendance

You will be registered for your programme on either a full-time or part-time basis.

Full-time study

If you are a full-time student, you are expected to devote an average of 37.5 hours per week to your research over 44 weeks of the year.

Part-time study

If you are a part-time student, your expected weekly hours are calculated as a proportion of the full-time commitment (known as FTE, or Full-Time Equivalent). Your specific commitment will depend on your FTE, as shown below:

We understand that you may need to take time away from your studies for various reasons, including annual leave, illness, or personal circumstances. This section explains how to report different types of absence.

If you are unsure about any of this, please contact your PGR Support Team for advice tailored to your situation.

Key policies

• PGR Student Absence Policy  (for all PGRs) 
• PGR Sickness Absence Stipend Policy (for PGRs with funding)‌ 
• Student Pregnancy, Maternity, Paternity and Adoption Policy (for PGR parents) 
• PGR Maternity, Paternity, Adoption and Parental Leave funding policy (for funded PGR parents)

Short-term absence (Less than one month)

This section covers planned and unplanned absences from your studies that last less than one month, such as short-term illness, medical appointments, or other personal reasons.

1. Reporting any short-term absence

For any short-term absence (excluding pre-arranged annual leave), you must:

• Inform your supervisor directly. The system does not notify them automatically.
• Complete the Trent PGR Absence Record for all periods of absence.
• Notify anyone else you had arranged to meet (e.g., for training sessions).

Students on professional doctorates or work placements: You must also inform your place of work directly.

2. Evidence required

The evidence you need to provide depends on the length and reason for your absence:

• More than 7 days: You must provide supporting evidence (e.g., jury letter) in addition to completing the Trent record.
• Illness: For absences over 7 days, a medical certificate is also required.
• Students with an Individual Learning Plan (ILP): If you have an ILP and the absence is linked to your disability, you do not need to provide a medical certificate.

3. Stipend and funding during short-term absence

• If you receive a stipend, it will not normally be suspended or adjusted for authorised absences of less than one month.
• For specific questions about your eligibility for sickness pay, please contact your PGR Support Team.

4. Applying for a study extension for multiple short-term absences

If you have multiple, evidence-supported short-term absences that together total one month or more, you can request an extension to your thesis submission deadline.

Eligibility criteria:

• All absences must be recorded in the Trent PGR Absence Record.
• All absences must be supported by evidence (e.g., medical certificates) or an ILP.
• The total duration of absence must be one month or more.
• Important details about the one-month total:
  • If your total absences are less than one month when you apply, the days will be rolled over and added to your absences for the next academic year. You can then apply once the cumulative total reaches one month.
  • If your study period is ending (e.g., before the last day of May) and your total absences are less than one month, you may still apply for a shorter extension. You must clearly state this in your application.

The process:

• Each June, students who meet the criteria will be prompted by the PGR Admin team to apply for an extension.
• The approval process is swift to avoid affecting your progression timeline.  

5. What to do if you are unwell for a long period

If you experience ongoing sickness that affects your studies:

• Discuss your situation with your supervisor or pastoral tutor.
• A formal Interruption of Study (a complete break from your studies) may be more appropriate than recording multiple short-term absences.
• If you are ill for one month or more, you must apply for an Interruption of Study on MyPGR. Apply as soon as possible, as backdating the start of an interruption is only approved in exceptional circumstances.

Interruption of Study (More than one month)

An interruption is a formal, complete break from your studies for a specified period. It is typically granted for severe personal difficulties, illness, or other significant circumstances that make it impossible to continue your research.

• You do not pay fees during an interruption.
• The interruption period does not count towards your maximum registration period.
• Your stipend payments will be suspended for the duration of the interruption (see exceptions below).

The process for all students

1. Consultation: If you are considering an interruption, you must discuss this with your supervisor. You are also strongly encouraged to speak with your Pastoral Tutor and your PGR Support Team for advice.
2. Application: Formal requests are made by completing the Interruption Request Form in MyPGR.
3. Review and Approval: Approval is given by your Director of Postgraduate Research, based on your supervisor's recommendation.
4. Confirmation: Once approved, you will receive a confirmation email with your new programme end date.

Essential information for funded students

• Check your funding terms: You must check whether your sponsor (e.g., industrial sponsor, Embassy) permits interruptions. Many funders have strict rules; for example, UKRI studentships are normally restricted to a maximum of 12 months of interruption in total.
• Funder approval first: For some funders (e.g., some Research Councils, DTPs, CDTs), their approval must be obtained by the University before we can grant your interruption.
• Reimbursement of overpayments: If you receive stipend payments for a period when you were not registered, the University will require you to repay the full amount.

Exceptions for stipend payments: Your stipend may continue during interruptions for medical reasons or parental leave for a limited period (up to 28 weeks in any 12 months, with a lifetime maximum of 52 weeks). This will also extend your funding end date. For full details, see Postgraduate Research Absence Stipend Payments Policy.

Critical advice for international students on a visa

An interruption of study has serious and immediate consequences for your Student Visa.

• The UK Immigration Rules are strict and make very few allowances for compassionate circumstances.
• Your Student Visa may be curtailed (shortened) following an approved interruption. You may be expected to leave the UK for the duration of your break.
• You may need to apply for a new Student Visa when you are ready to return to your studies.
• The University is legally required to report the interruption to UK Visas and Immigration (UKVI).

Before you make any decision, you must:

• Contact the International Student Advice (ISA) team immediately. They will provide you with urgent, expert advice on all immigration implications.
• Read the full guidance on the International Student Community and Support website: Interrupting, withdrawing, completing early.

Do not finalise an interruption without understanding these ramifications. Our International Student Advisors are here to help you navigate this process.

For full regulations, please see Section 4 of the TQA, Chapter 5 Periods of registration and changes to registration status for graduate research students.

The University is committed to supporting students who are expectant parents, new parents, or adoptive parents.

1. Informing the University and Support Plan

• Inform your supervisor as early as possible if you are pregnant or are becoming a parent.
• You will complete a Maternity/New Parent Support Plan ( Chapter 25 Annex A). This creates a tailored plan for you, including a Maternity and New Parents at Work Risk Assessment (Chapter 25 Annex D) to ensure a safe study environment and any necessary adjustments.

2. Types of leave available

• Maternity leave: Can be taken for up to one year. It usually starts at 36 weeks of pregnancy, but can begin earlier if needed.
• Paternity leave: Available for new fathers and partners. This should be arranged with your supervisor.
• Adoption leave: Follows similar provisions to maternity leave and is designed to be flexible to meet your needs.
• Neonatal care leave: If your baby receives neonatal care in a hospital after birth, both parents can take an additional 12 weeks of leave, on top of other parental leave.

3. Financial support for funded students

• If you receive a stipend, you may be eligible for paid leave. The terms depend on your specific funding body.
• The University can guide your financial support options. Please contact your PGR Support Team for advice.

4. Planning your leave and return

• Before your leave begins, discuss and agree on your return-to-study arrangements with your supervisor.
• Support will be available to help you transition back to your academic work after your leave.

5. Keeping in Touch (KIT) days

• You can agree to work for up to 10 Keeping in Touch (KIT) days during your leave period without bringing the leave to an end.
• Please note that these days are unfunded.

6. Adjustments and extensions

• You can apply for extensions to deadlines or adjustments to your work if you have pregnancy-related issues. Your supervisor and PGR Support Team can guide you through this process.

For full details, including funding arrangements, please see the ‘Student Pregnancy, Maternity, Paternity and Adoption Policy’ for more information. 

Useful resources and support can also be found on the University’s Parent and Carer webpage.

To help you maintain a healthy work/life balance, you are required to take breaks from your studies.

Your entitlement:

• You are entitled to up to eight weeks of annual leave per year.
• This entitlement is pro-rata for part-time students.
• This allowance includes public holidays and University closure days.

How to arrange your leave:

• Discuss: You must agree on your planned leave with your supervisor in advance.
• Record: All annual leave must be logged officially in the Trent PGR Absence Record.

You can request to change your mode of attendance (e.g., from full-time to part-time, or vice versa). Each request is considered on a case-by-case basis by the PGR Support Team. 

Part-time options 

The following part-time options, based on a Full-Time Equivalent (FTE), are available:

Changing your mode of attendance

Requests to change your status (e.g., from full-time to part-time) are subject to the following conditions: 

• Requests will not normally be approved more frequently than at six-month intervals, unless exceptional circumstances apply. 
• A review of the new arrangements must take place with your supervisory team within three months of the change to ensure it is working effectively. 

Fee information: 

• If you are studying at an FTE other than 100% or 50% (e.g., 0.6 or 0.8), your fees require a manual adjustment. 
• This adjusted fee may not appear on your initial tuition fee statement. The adjustment will be applied later in the academic year, and you will be liable for the additional amount. The system will not notify you when this adjustment is made, but you will be contacted if a payment deadline is missed. 

Important information for funded students 

• Studentships: You must check whether your sponsor (e.g. a Research Council, Embassy, Industry Sponsor, etc.) permits changes to your registration status. Some funders do not allow changes in the latter part of the funding period. 
• Research Council Funding: If you are funded by a Research Council, DTP, or CDT, their approval may be sought before the University can approve your request. 
• Postgraduate loans: A change to your attendance status may affect your eligibility for a Postgraduate Loan. Please view information on the PGR Funding page and discuss your situation with your PGR Support Team. 

Critical information for international students 

• Student visa holders: In most cases, if you change to part-time study, you will need to apply for a new visa. The University's International Student Support team will review your request and inform you of all immigration implications before any change is made. 
• This rule does not apply to students changing to 'continuation status'. 
• If you are in the UK on a different type of visa, these restrictions may not apply. 
• You must contact the International Student Support Office for detailed advice before requesting any change to your mode of attendance. 

For full details, please see Section 7 of TQA Chapter 5: Periods of registration and changes to registration status for graduate research students.

Withdrawing from your programme

You can choose to withdraw from your programme at any time and for any reason. However, you will still be responsible for paying any unpaid tuition fees or charges.

If you are thinking about withdrawing due to personal difficulties, we strongly recommend that you first consider taking an interruption of study instead. This may allow you to return to your studies later.

To formally notify the University of your decision, you must complete a PGR Withdrawal Form. This helps us understand your reasons for leaving.

What happens after you withdraw:

• Your student registration will end, and you will no longer be a student of the University.
• You will receive written confirmation once your withdrawal form has been processed.
• If you receive a stipend, you will not need to repay amounts you were entitled to. However, we will reclaim any overpayments you received before your withdrawal date.

Reinstatement

Withdrawal does not necessarily mean the end of your studies forever. You may apply to be reinstated at a later date.

The reinstatement process:

• Reinstatement is not automatic and requires approval from the Pro-Vice-Chancellor and Executive Dean of Faculty and the Dean of Postgraduate Research.
• You will need to submit a detailed work plan and timetable for submission.
• Your application will be considered on its merits by your academic department. Please note that there is no guarantee your application will be successful.

Important information for international students

Withdrawal has serious immigration consequences for students on a student visa.

• UK immigration rules are strict and rarely make exceptions for personal circumstances.
• Withdrawing will affect your current visa and may impact your ability to study in the UK in the future.
• You must contact the International Student Support Office (ISSO) before making any decision. They will explain the immigration implications and the actions you will need to take.
• All withdrawal requests from international students are reviewed by the ISSO.

For full details, please see Section 10 and 13 of the Chapter 5 TQA Manual, Chapter 5: Periods of registration and changes to registration status for graduate research students.

Extensions to your maximum registration period are only granted in exceptional circumstances and require approval from your Director of Postgraduate Research.

How to apply for an extension

Timing of your application:

• You must submit your application form to your PGR Support Team at least six months before your thesis submission deadline.
• Applications received less than six months before your deadline will only be considered in exceptional circumstances where it was not possible to apply earlier.

Grounds for extension:

• Extensions are not normally granted for:
  • Illness, personal difficulties, or work commitments (you should consider an interruption of study instead)
  • Research problems (you are expected to have built time into your plan for such challenges)

Application process

1. Prepare your application: Read the regulations in TQA- Chapter 5: Periods of registration and changes to registration status for graduate research students- and complete the Extension Form.
2. Provide supporting information: You must include:
   • An outline of work completed to date
   • A detailed work plan and schedule for completing your thesis
3. Submit your application: Send your complete application to your PGR Support Team.

If your extension is approved

• You will receive written confirmation of your new thesis submission date.
• Approval will usually include an initial warning for Unsatisfactory Student Progress and Engagement to formalise your work plan and deadlines.

For full details, please see Section 9 of the TQA, Chapter 5 - Periods of registration and changes to registration status for graduate research students.

Continuation status is for students in the final writing-up stage of their research degree. Transfer to this status is not automatic and depends on your academic progress.

Eligibility criteria

For students who started before 1 August 2019:

• You may transfer to continuation status if you are expected to submit your thesis within 12 months.
• You will not pay normal tuition fees and will not be included in the Research Activity Survey.

For students who started on or after 1 August 2019:

• You should be ready to transfer to continuation status 3-6 months before your intended submission date.
• To qualify, you must:
  • Demonstrate you can submit your thesis by the end of the continuation period
  • Provide a detailed timeline for completion
  • Have a thesis draft reviewed by your supervisory team
  • Have no outstanding issues under the Unsatisfactory Student Progress, Engagement and Attendance policy

How to apply

1. Discuss your readiness for continuation status with your supervisor(s)
2. If they agree it is appropriate, complete the Request to Transfer to Continuation Status Form in MyPGR

What continuation status means

• You will pay significantly reduced "continuation fees"
• You are expected to make minimal use of University resources
• Your focus should be exclusively on completing your thesis submission

For full details, please see the Section 8 of the TQA, Chapter 5 - Periods of registration and changes to registration status for graduate research students.