Information about Internships

Are you considering undertaking an internship during your HetSys PhD?

This page explains the process, key contacts, and the steps you need to follow — depending on whether your internship is integral or incidental to your programme of study. For further information and support please contact the HetSys Admin Team at:

TWD Process TWD Policy Integral and Incidental Internships

Step 1: Discuss the internship with your supervisor

Before applying for an internship, speak with your supervisor to confirm that the opportunity aligns with your research and training goals.

Once you have written approval from your supervisor then proceed with the below steps, unless you are a visa holder.

If you hold a student visa then you will need to contact the Student Visa team to ensure that your placement is compliant with your visa regulations.

To find out more and to book an appointment with them, please use the links below:

https://warwick.ac.uk/study/international/visa/during-your-studies/work/

https://warwick.ac.uk/study/international/visa/contact-us/

Step 2: Notify the HetSys Admin Team Step 3: Inform the HetSys Admin Team of the outcome

If your internship application is successful, please:

Notify the HetSys Admin Team of the result.
Complete the Internship Notification Form, providing details such as:
- Internship title and host organisation
- Proposed start and end dates
- Funding arrangements

This information helps us track and support your placement - this information will also be shared with the PGR Finance team who will support with pausing your stipend payments for the duration of the internship, if necessary.

Step 4: Determine whether your internship is integral or incidental

Next, you must determine whether your internship is integral or incidental. Refer here to identify the correct category:

Integral internships are part of your programme (e.g. MIBTP PIPs, iCASE, or CDP placements).
→ No temporary withdrawal (TWD) is required.
Incidental internships are separate from your programme of study.
→ A temporary withdrawal (TWD) must be completed.

If you’re unsure which applies, contact the HetSys Admin Team at HetSys@warwick.ac.uk for further advice.

Step 5: Check your RTSG allowance

Please note that if your internship is incidental then you will need to take Temporary Withdrawal. During a period of TWD which covers your internship please note that your RTSG allowance will be unavailable to access. (See section 5.0.5 of the PGR Funding Policy.) If you plan to attend a conference, workshop, or make a research purchase during this time, contact the HetSys admin team before completing your TWD as they may be able to help you find alternative funding.

Step 6: Complete the Temporary Withdrawal process (Incidental)

If your internship is incidental, you must next submit a temporary withdrawal (TWD) request before you begin the internship.

Next steps:

Submit your TWD request via the portal.
The HetSys Admin Team will review and approve it.
You’ll receive a confirmation email from Student Records, confirming your TWD period and re-enrolment details.

Step 6a: Read the below if your internship is integral

If your internship is integral to your programme:

You do not need to complete a temporary withdrawal request.
You should continue to record your activities and outputs as part of your HetSys training.
The internship should be included in your training plan and may be discussed during your progress reviews.
Please still inform the HetSys Admin Team of your internship dates so they can record this on your student file and ensure that your stipend continues uninterrupted.

Step 7: Updating your UoW and EPSRC records

These steps are only applicable to those that are completing an incidental internships:

The HetSys Admin Team will:

Notify EPSRC of your TWD.
Update your funding end date and submission date in the UKRI Student Portal and UoW student portals.

No action is required from you — we’ll send confirmation once updates are complete.
For example: If your incidental internship is for a 3 month duration then your submission date, and funding end date, will be extended by three months.

Step 8: Additional information to read Step 9: Resuming your studies - form completion

Before returning from your incidental internship you must complete the 'Resumption of Studies' form. This will be sent to you by the Student Records Team, via email, shortly before the end of your TWD.

It’s important to submit this form promptly to avoid any delays to your stipend payments, and to ensure that you are re-enrolled as a University of Warwick student.

Step 10: Sharing your experience

After completing your internship (integral or incidental) please complete the Internship Completion Form

You’re welcome to include photos or reflections within this form - all information will be used to showcase your experiences and achievements on the HetSys news pages, as well as on our LinkedIn page. Ensure that you have permissions to share any images, materials, documentation, before submitting them in the form.