This guidance must be read in conjunction with the Funded Covid Extension Policy.

Funded Covid Extensions are provided to ensure that a doctoral-level thesis can be completed where sufficient mitigation was not feasible, not to compensate for time lost due to the Covid pandemic.

Applications

The centrally managed governance structure and application process to which all could students apply, managed by the Doctoral College, closed 30 January 2022. A following decentralised process is now open. PGR students funded by University scholarships can apply to the Doctoral College, PGR students funded by UKRI or external schemes should refer to their funders.

The online application form must be completed and submitted by the student, including a fully completed and signed Funded Covid Extension Statement Form.

Disclosures of additional sensitive or private information can be emailed to DoctoralCollege@Warwick.ac.uk using the subject “Funded Covid Extension”.

Application Form Question	Instructions
Uni number Full name Email	Auto fills when student is logged into the page
Department	Select from the drop down list
Supervisor(s)	Type all supervisors names
Funding Source Central University Scholarship (Chancellor’s, Monash-Warwick, Sanctuary etc.) China Scholarship Council Department Scholarship Wolfson Scholarship	Select the option that applies
External Partner organisation	Only complete if you have an external partner contribution to stipend or fee costs. Type all external partner co-funder names
Funding Start Date	Select first day of the current funding period (usually the same as registration)
Funding End Date	Select last day of the current funding period (not necessarily the same as registration)
Length of extension in whole months	Type number (0-3, up to max 6 in particularly exceptional circumstances)
Please select the main reason(s) that you are requesting a funded COVID extension	Select all that apply. Only select "other" if there is a specific topic in the request that does not relate to any of the other named topics.
Please attach your completed Statement Form	Only fully completed and signed Funded Covid Extension Statements Forms will be accepted. Statements should include: A brief, factual description of the disruption faced A brief, factual description of the mitigation attempted and comments on why this has not been sufficient A brief thesis completion timeline A signed statement from the supervisor confirming the disruption, mitigation and timeline A signed statement from the director (CDT/DTP or department DGS), confirming support for the extension request. Electronic and typed signatures are acceptable.
Exceptional circumstances	Select all that apply. Any disability, neurodiversity or long-term illness must have been formally disclosed to Disability Services prior to submitting this application.
Previous funded extension	Select to confirm if you previously received a funded COVID extension.
Why were you unable to apply by 30 Janaury 2022? Exacerbating disability Temporary withdrawal Other (please specify in your statement form)	Select the option that applies

Assessment

All applications are assessed by the Academic Director of the Doctoral College, advised where necessary by Disability Services. Each application will be considered and a recommendation will be made for final approval of the University Executive. The following assessment criteria will be used.

Criteria	Based on…
Eligibility: the student is eligible for a funded COVID extension.	Application and student record
Exceptional circumstances: any exceptional circumstances raised are genuine and relevant.	Application and student record
Disruption: the disruption detailed is specifically related to the COVID pandemic and is of a sufficient significance to have caused the student to be unable to complete a doctoral-level thesis within their current funded period.	Extension Statement Form
Mitigation: mitigation and adaptation of the research project has been attempted, but has not been sufficient to enable to student to complete a doctoral-level thesis within the current funding period	Extension Statement Form

Funding

Funded Covid Extensions will provide additional stipend at a maximum of the standard UKRI rate unless additional stipendiary support is provided by an existing external partner (pro-rata for part time students). Fees will be only charged if there is sufficient funding from UKRI or external partners once the stipend extension is fully funded. Any additional costs for research-related expenses will be met by existing budgets.

Where there is match-funding from an external partner, they must be contacted to seek approval for any extension requested and to seek additional financial support. Where additional financial support cannot be provided by the partner, Warwick will underwrite the stipend to the standard minimum UKRI level only.

UKRI costs will be met by underspend on the associated training grant.

Warwick costs will be met by a single central cost code, departments will not be required to meet these costs directly.

Appeals and Complaints

Panel recommendations are final. Appeals can be submitted using the online form only upon the provision of substantial additional evidence or submissions of a previously incomplete statement form.

Complaints should be emailed to the Doctoral College at doctoralcollege@warwick.ac.uk using the subject “Funded COVID Extension” and it will be received by the COVID Extensions Review Panel Chair for consideration.