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COVID-19 Advice for all PGRs

We recognise that the evolving situation of COVID-19 is a concerning time for all and are working with staff and students to provide support to our community.

Key issues you have highlighted as important.

Please note that the following is subject to change as further advice and guidance comes from the University and the UK government. Up to date advice can be found at https://warwick.ac.uk/insite/coronavirus. Additional support can be sought from Wellbeing Support Services. Please also see advice from UKRI.


Working Remotely

  • You should continue to follow current guidelines from your academic department. Departments are expected to keep a record of where and how you are studying and to be in regular contact (e.g. through tabula supervision records).
  • For the 2021/22 academic year, you can can enrol remotely and continue to do your research remotely - assuming that this is acceptable to and agreed with your academic department.

  • We consider travelling home in response to the COVID-19 emergency to be personal travel and not for University business. As such, students are expected to travel at their own expense and are expected to follow all current travel advice.

  • For the duration of the restrictions, we will support your research and writing towards your doctoral theses and dissertations through alternative means such as email and, where appropriate and feasible, videoconferencing. You should continue to be proactive in seeking advice from your supervisor(s) on your projects and continue to maintain a good progress of work in accordance with the stages agreed with your supervisor(s) and in accordance with the department’s monitoring procedures (e.g. upgrades and progress reviews). In practice, this means:
    • maintaining email contact (using your Warwick email account) with your supervisor(s), personal tutors, directors of graduate studies etc. regarding feedback and arranging supervisions by videoconferencing and/or telephone appointments;
    • maintaining your Tabula log of supervisions, noting any necessary adjustments that have had to be made in light of the epidemic (e.g. the unavailability of library sources for which there is no online equivalent, cancellations or postponements of events);
    • discussing with your supervisor/s and upgrade- or progress-review readers what alternative arrangements can be made for the conduct of the review; (for PhD vivas, please contact the School DGS);
    • submitting dissertations and assessed work online as instructed by advertised and agreed deadlines;
    • notify the department of any persistent or serious difficulties with online access.
  • What is the current advice about travelling overseas for fieldwork?
    • Any PGR students wishing to undertake critical business-related travel (including fieldwork) must seek departmental approval, complete a risk assessment and ensure that appropriate travel insurance is in place to ensure staff and student safety and wellbeing and to take any quarantine implications into account..

    • If the objectives of any business-related trip could largely be achieved by other means (such as video conferencing/ Microsoft Teams) then travel cannot be justified. This is both to support the University’s planned cost savings in light of Covid-19 and to support the University’s plans to help combat climate change and significantly reduce our direct and indirect carbon emissions.

    • Quarantine periods must be taken into account when planning any business-related travel.

    • Until further notice, all overseas travel bookings should only be made through the university approved travel management company, Key Travel.


Working on Campus


Support

Wellbeing
Carers

If you have caring responsibilities that are impacting your ability to continue to actively study, you should contact your academic department. If you are caring you have the option to:

  • continue to study from home, following remote supervision activity,
  • request a period of temporary withdrawalfor personal reasons,
  • request a change in mode of attendance from full time to part time (60%) through student records online,
  • request an extension to your registration period through student records online,
  • if you are funded by UKRI, Warwick or the Wolfson Foundation are and unable to submit your thesis on time due to caring responsibilities, you can apply for a funded COVID extension when you are in the final twelve months of your current funded period.
Student Visas
Extensions and Withdrawal
  • What if I want torequest an extension? If you are affected by the COVID-19 pandemic (and also aren't able to submit your thesis on time) you are able to request an extension to your registration period through student records online. Currently, requests for registration extensions of three months are being approved as a matter of course if you are in the final three months of your current registration period. If you are in receipt of a stipend from the University of Warwick, a UKRI Research Council, or the Wolfson Foundation, you may also be able to request a funded COVID extension.
  • What if I want to take a temporary withdrawal for personal reasons? If you feel unable to study due to the COVID-19 outbreak, but are not currently in self-isolation or unwell you are able to take a break from studying by requesting a period of temporary withdrawal for personal reasons through student records online.

Training & Community


Teaching


Thesis Submission & Examination

  • Covid Impact Statement for theses
  • How can I submit or resubmit my thesis for examination? We are not currently able to accept hard copy theses for examination. Please submit or resubmit your thesis to the Doctoral College via the online submission form, together with a completed copy of Part I of the Thesis Submission Declaration form (3.). We will confirm receipt of your thesis by email. However, please be aware that we are working remotely and may be operating with reduced staffing levels so it may take us a little longer than usual to process your thesis. If you are resubmitted, you will also need to pay the resubmission fee.
  • What if I can’t submit my thesis on time? If you are affected by the COVID-19 pandemic (and also aren't able to submit your thesis on time) you are able to request an extension to your registration period through student records online. Currently, requests for registration extensions of three months are being approved as a matter of course if you are in the final three months of your current registration period. If you are in receipt of a stipend from the University of Warwick, a UKRI Research Council, or the Wolfson Foundation, you may also be able to request a funded COVID extension.
  • Will my thesis be examined at the moment? Yes. The examination process is continuing as usual, following online thesis submsission and examination processes.
  • How can I submit my final thesis? We are currently not able to accept final hard bound However, so that we can arrange for your name to be placed on a pass list, please submit a PDF version of your thesis, together with completed Library Declaration and Deposit Agreement (5.) to the Doctoral College via the online submission form. We will confirm receipt of your thesis by email. However, please be aware that we are working remotely and may be operating with reduced staffing levels so it may take us a little longer than usual to process your thesis. Please note that we will be in touch with you at a later date to request a library bound version of your thesis. Please ensure that you provide us with an up to date email address.
  • How will my Viva be held? We continue to reccomend that if it can, your viva takes place by video conference if all parties (you, your examiners, examination advisor (if appointed) are happy to proceed in this way. Please see the guidance for students for more information. If you are not happy to attend your viva by video conference you can ask for a face-to-face viva to be arranged.
  • Virtual viva success story.
  • I’m in my correction/resubmission period and unable to work on my thesis due to COVID-19. What can I do? If you are unable to meet your deadline for corrections/resubmission you can request an extension – please email your request, setting out the reason and length of extra time required, together with support from your supervisor and Director of Graduate Studies to doctoralcollege@warwick.ac.uk. Currently, requests for extensions related to COVID-19 of up to 3 months are being approved as a matter of course. Please be advised that requests to extend registration should be submitted to Student Records Online when you are within the last 3 months of your current registration period.
  • What’s the deadline to complete the examination process so I can graduate in absentia this summer? Summer degree ceremonies have been postponed, but students meeting the requirements of their award will be graduating in absentia (see Awards and Ceremonies website for further information). Students completing the examination process will continue to graduate in absentia throughout the summer. Completion of the examination process means that your thesis has been examined (usually by viva, in the case of PhD students), all reports from the examiners returned to the Doctoral College and approved by the Chair of the relevant Faculty Education Committee, corrections (if any) being completed with notification of satisfactory completion communicated to the Doctoral College by your examiners, and submission of a final copy of your thesis.

Graduation