As approved by the Board of Graduate Studies. Published 11 November 2021.
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1.1 All postgraduate research students must abide at all times with the University rules and regulations, as set out in the University Calendar.
1.2 Funding awards are subject to fulfilment of all conditions of admission and successful completion of registration and enrolment. Continuation of all awards are subject to subsequent re-enrolment in all future academic years.
1.3 Funding is subject to students abiding by the terms of this policy for the duration of the award. Any additional terms and conditions must also be provided to and accepted by the student prior to the start of the award.
UKRI funding only: Training Grant T&Cs
1.4 Students who are sponsored on a student visa are expected to meet the conditions of their visa in addition to the conditions of their studentship at all times.
2.1 It is expected that doctoral projects are designed and supervised in such a way that students can submit their thesis within the prescribed funded period (which may be different to the standard registration period), as defined at the outset of the project.
2.2 The award duration, value and definition of costs covered (e.g. stipend and fee level, any allowable research costs) must be confirmed in writing prior to the start of the award.
2.3 If the student is successful in obtaining commensurate funding from any alternative source (including employment), they must disclose this to the University immediately. Usually, the student must choose which source of funding to accept; they cannot hold both without prior written consent from all parties.
2.4 Any student in receipt of funding remains responsible for immediately notifying the University of any changes to their funding arrangements throughout their period of study. Failure to disclose all sources of funding to the University is considered a major offence as defined in Regulation 23.
3.1 Annual stipend awards are paid in twelve monthly instalments in advance.
For example, from a 3.5- year award, a student can expect to receive 42 stipend payments, starting from the first day of the month in which they are due to start their course or within one week of enrolment, whichever is later.
3.2 Payments will only commence once PGR Finance have received the student’s UK bank details or eligible digital bank details and confirmation of funding from their department. Bank details can be provided and updated by the student through eVision.
3.2 To receive any given monthly stipend payment, the student must be in active study for at least one day of that month. Temporary withdrawal usually results in stipend payments being placed on hold, to be restarted upon resumption of active study and re-enrolment. Future stipend payment dates will be moved forwards in time to accommodate this.
3.3 There are five exceptions where a stipend can be requested to continue while a student is in a Temporary Withdrawal:
- Paid Sick Leave
- Paid Parental Leave
- Paid Short-Term Leave
- Paid Internship where the University will administer the payments (staff procedure)
- UKRI funding only: Extended Jury Service (more than 2 weeks / 10 working days)
4.1 Any overpayments must be repaid to the University. Any instances of overpayment must be reported to and discussed with PGR Finance. If a student withdraws within two weeks of commencing on their chosen course, all payments will be reclaimed.
5.1 Where an award includes payment of fees, these will usually be paid directly to the University. The student should record that their fees are being paid by their award upon enrolment on eVision. The duration of the fee award will be agreed in writing in advance (usually 3, 3.5 or 4 years, matching the duration of the stipend).5.2 Should a student submit early, the total fee value will be reduced to a minimum of 3 years, or the month of submission, whichever is later. Should a student submit late, no further fees will be
Disabled Students Allowance
6.1 Students at the University should contact Disability Services for further advice and support.
7.1 Stipend payments are normally made until and including the month that the thesis is first submitted for examination, the agreed end of the funded period, or upon the student’s permanent withdrawal, whichever is earlier.
7.2 Once the thesis has been submitted for examination all future stipend payments will cease, including if there is a period of funding remaining from the original award. Any exceptions to this must be agreed in writing between the student, supervisor, department, and funder. Short-term continuation of stipend payments is only acceptable where the student continues to undertake work that is directly linked to their doctoral thesis, such as preparing for viva or publishing research outputs. Other work considered employment must be paid by a separate employment contract. PG Scholarships must be informed directly if a stipend is to continue beyond submission prior to the thesis being submitted.
7.3 If a student submits at the very end of a month and has already received a stipend instalment for the next month, this can be retained unless the student has entered employment.
8.1 If a student is in in full time employment, they cannot also hold a full-time award, unless all parties agree in writing in advance. Should a student enter full time employment their award will be terminated, and they will be liable for any outstanding fees (capped at three years) unless all parties come to a written agreement in advance.
8.2 Provided all parties agree, students who are in receipt of a full-time award from the University can take on a maximum average of 12 hours a week of part time work, including but not limited to teaching or demonstrating, Graduate Teaching Assistants and Research Assistants/Associates (which must be covered by a separate employment contract). The University full-time equivalent is 36.5 hours per week and the total combined working hours of the studentship and part-time work will not go over the government’s maximum weekly working hours of an average 48 hours a week. This is to ensure the student does not work too many hours in a week to have sufficient rest time, and does not fall behind in their studies. External funders may have additional rules relating to part time working, which must be adhered to for the duration of the award.
UKRI funding only: UKRI recommends that students undertake a no more than 6 hours per week additional part time work in any given week, but Warwick will allow up to 12 hours maximum.
8.3 Provided all parties agree, students can hold a part-time award (60%) and part-time employment (40%). The University 60% equivalent is 22 hours per week and the total combined working hours of the studentship and work should not go over the government’s maximum weekly working hours of an average 48 hours a week. This is to ensure the student does work too many hours in a week to have sufficient rest time. External funders may have additional rules relating to part time working, which must be adhered to for the duration of the award.
8.4 Student visa holders are expected to comply at all times with the conditions of their visa, including any restrictions on undertaking additional employment. Further advice is provided by Immigration & Compliance.
Research Support Training Grants and Travel Grants
9.1 Where a student is awarded a Research Training Support Grant (RTSG) as part of their award, this must be communicated in writing prior to the start of the award by the awarding department. The purpose of RTSG is to enable students to meet project related expenses incurred during their research (lab experiments, questionnaires, printing etc.) and to enable them to attend external conferences, summer schools, seminars and other events linked to their studies. RTSG is intended as a contribution towards costs incurred in training the student and is not intended to relieve the University or Department of any part of its normal expenditure.
9.2 PGR Finance monitor expenditure of RTSG. All costs must be incurred in line with University Financial Regulations. External funders may have additional rules relating to eligible costs, which must be adhered to for any expenditure incurred. Claims for expensive equipment made in the later stages of a studentship are not automatically authorised and will be reviewed on a case-by-case basis.
9.3 it is the responsibility of the student to ensure they have read are fully aware of the current FP15 (Purchasing) and FP16 (Travel, Subsistence, Gifts and Hospitality) before proceeding to incur any costs against their RTSG allowance, and that their departmental financial processes are followed at all times.
9.4 Any goods and equipment purchased with RTSG remain the property of the University of Warwick and must be fully used or returned to the University at the end of the studentship.
9.5 RTSG can only be used to meet costs while students are within their funded period and not while they are in a Temporary Withdrawal, beyond submission of their thesis for examination, beyond their funding end date or have permanently withdrawn, even if the purchase is made in advance e.g. travel booked and paid for in advance to be taken after the funded period has ended is not eligible.
9.6 Examples of eligible costs include:
- Consumables for laboratory experiments
- UK fieldwork expenses (and overseas fieldwork, in addition to Overseas Fieldwork Allowance)
- UK, EU and overseas conferences and summer schools
- language training courses usually undertaken in the UK prior to an overseas fieldwork trip
- Reimbursement of interpreters, guides, assistants
- Survey costs, such as printing, stationery, telephone calls
- Buying small items of equipment, such as cameras, tape recorders, films, cassettes
- Gifts for local informants
- Books and other reading material not available through libraries.
- Examination/soft bound thesis printing for the student
- High specification / powered workstations or laptops to meet a specific research need, above and beyond the standard IT provision proved by the department. This will need specific approval by the Grant Holder.
- UKRI funding only – there is an expectation by UKRI that all students are provided with a basic level desktop or laptop funded by the department.
9.7 Examples of ineligible costs include:
- Publications - please refer to the Library for alternative sources of funding for publication
- Examination/soft bound thesis printing for examiners - upon request this cost is covered by the Doctoral College
- Final/hardbound thesis printing
- Supervisor travel and subsistence costs
- Equipment over £10k
- Childcare costs associated with normal working patterns
- Costs for students moving to the UK to study e.g. travel costs, VISA fees, Immigration NHS Health Surcharge
- Excessive Alcohol – as per FP16 a maximum one alcoholic drink is permitted only as part of a lunch or an evening meal providing the cost of food and alcohol is within the overall subsistence limits.
- Personal memberships (Financial Procedure 16.6.5)
- UKRI funding only: Standard Laptops or computing equipment - unless there is a specific allowance in the Training Grant award letter (high-spec computing equipment can be eligible if required for the research, please check with the training grant holder or Doctoral College for guidance prior to purchasing). UKRI have recommended that AirBnB (and similar providers) should not be used for UKRI business.
9.8 Prior to enrolment a project code will be set up on the university’s SAP finance system, which is to be used for all RTSG expenditure. It is the student’s responsibility to ensure that they monitor their expenditure and do not exceed the budget allocation. The academic department must ensure there are processes in place so that students can access this information readily. Any overspends will be recharged to their academic department at the end of the studentship period. Project codes will be closed 30 days after the student's funding end date.
9.9 International Travel Grants are provided to facilitate overseas travel as part of a programme of postgraduate research. All expenditure must be incurred in line with the University’s financial regulations. They are intended to be used to fund costs directly incurred by the agreed period of international travel, including flights, health insurance, overseas accommodation, and visa fees. They may not be used to fund standard ongoing living costs (e.g. UK accommodation costs, childcare), supervisor costs, or relocation costs to the UK.
10.1 Both home and international students should be resident in the UK for the majority of their studies and any time spent overseas should be for the purposes of fieldwork/long-term attachment.
10.2 The student must live within a reasonable travel time of the University or their collaborative organisation to ensure that they are able to maintain regular contact with their department and supervisor, and to enable them to use facilities and engage in relevant training and research events.
10.3 Travel to the University is considered ordinary commuting and is therefore not subject to expense claims.
10.4 Arrangements to study remotely long-term can only be approved by the Chair of the Board of Graduate Studies, with the agreement from all parties and the arrangement of sufficient support of the student.
UKRI funding only: the only exception to being located in the UK allowed without prior written consent from the relevant Research Council are travel restrictions relating to the COVID pandemic, with the expectation that once any travel restrictions are lifted, the student will relocate to the UK.
Part Time Study
11.1 Where all parties agree (including the student, the supervisor, the department and any external partners), and the grounds in University Regulation 38.3.2 are met, students have the option to study part-time at 60% FTE.
11.2 At Warwick part-time time registration for PGR students is 7 years (84 months). Fee charges, funding and stipend payments are made for at 60% of the original award over an adjusted funding period.
|Full time funding period
|Part time (60%) equivalent funding period
12.1 The part time variant for a Masters student is 50%. Where a new student undertakes a 1+3 course part-time, their funding and registration period will be as follows:
*Students must be informed that their part time stipend rate for Masters will be less than at PhD
Changing Mode of Attendance
13.1 Provided all parties agree, students can request to change mode of attendance to/from full and part time. The funding and registration periods will be amended pro-rata. Please refer to Student Records for advice and guidance on Changing Mode of Attendance. Some external funders place restrictions on the number and timing of changes to mode of attendance.
UKRI funding only: students must seek permission from their council for more than one change in mode of attendance. Changing in mode of attendance in the final six months of the funded period is not permitted.
13.2 Students supported by a student visa must refer to the Immigration Team for advice prior to requesting a change in mode of attendance as this may affect their visa.
Suspensions and Leave
14.1 Annual Leave - up to 40 days (pro-rata for part time students) of paid annual leave in any year, inclusive of statutory and customary holidays.
14.2 Paid Sick Leave - up to 13 weeks of paid sick leave in any rolling 12-month period, with a commensurate funded extension.
14.3 Paid Short Term Leave - up to 1 week of paid leave in any rolling 12-month period, with a commensurate funded extension.
14.4 Parental Leave - paid maternity, paternity or adoption leave & unpaid parental leave.
14.5 Paid Internships – a period of secondment where stipend and/or fee payments will continue to be administered by the university (staff procedure)
UKRI funding only - extended jury service (meaning more than 2 weeks). Please ask your CDT or department to speak with the Doctoral College.
Philanthropically funded scholarships - If you are requesting paid leave (other than annual leave), please ask your Department to contact the Development and Alumni Engagement Team via firstname.lastname@example.org for guidance.
15.1 Please refer to Student Records for advice and guidance on Temporary Withdrawals.
15.2 The minimum temporary withdrawal for a PGR student is 28 days and the maximum total over the studentship is 2 years. Exceptions can only be granted upon consideration by the Chair of the Board of Graduate Studies.
UKRI funding only: students may take a maximum of 12 months temporary withdrawal over the studentship. Any exceptions must be approved by the relevant research council.
15.3 Temporary withdrawal usually results in stipend payments being placed on hold, to be restarted upon resumption of active study. Stipend payments will only be organised to continue in cases of paid sick leave, paid parental leave or paid internship.
15.4 Stipend payments are made in whole months if a student is is in attendance for one day or more of any given month. Starting or returning from temporary withdrawal part way through a month will mean the full stipend payment is made for that month and future scheduled payments may end before the extended formal funding end date.
15.5 Students supported by a student visa must refer to the immigration Team for advice prior to requesting any form of leave as this may affect their visa.
16.1 The start and end date of the studentship must be agreed at the beginning of the award. Extensions to the funding period will only be allowed in the case of temporary withdrawal, paid leave (parental, sick, short-term), paid internships, or upon a formal agreement to extend the funding period beyond thesis submission between the student, supervisor, department and funder.
UKRI funding only: students may also request a funded extension in the case of extended (more than 10 working days or 2 weeks) Jury Service.
16.2 Requests to extend the registration period without changing the funding period should be referred to Student Records.
17.1 The objective of providing funding is to enable students to successfully complete their studies and so the university will consider termination of the award only as a last resort. However, the university reserves the right to terminate an award if a student breaks any of the conditions in this policy or additional terms and conditions of their award, if their progress is unsatisfactory or if they are absent from their studies without authorisation.
Alongside the amendments noted throughout this policy, the following additional conditions apply only to students who are funded by a UKRI training grant.
18.1 Most UKRI funding must be awarded at the start of the studentship period, a student would not be eligible to receive UKRI funding part way through their PhD studies. i.e. year 1 self-funded with EPSRC funding commencing in year 2.
- AHRC and ESRC will accept applications and fund PGRs from the start of year 2.
18.2 By accepting UKRI funding, students agree the University can share information about them and their research with UKRI through the Je-S Student Details Portal. Some of this information will be made available on the Research Councils’ websites and other publicly available databases, including Gateway to Research, and in reports, documents, and mailing lists. This will include the following data:
- Student name
- Name(s) of project partner organisations and supervisors
- Project titles and topics
- Project summaries
- Registration and expected submission dates
- Numbers of students in particular regions, universities or departments in context of the Training Grant funding announced.
- Aggregated information regarding demographics, student numbers, stipend levels, qualifications, age at start, migration levels (from first degree university to another) etc.
18.3 Gateway to Research is a web-based portal that publishes information about funded research that can assist businesses and other interested parties to identify potential partners in research organisations to develop and commercialise knowledge, and thereby increase the impact of publicly funded research. It provides better access for the research community, businesses and the public to information on research funded by the seven Research Councils and Innovate UK.
18.4 Researchfish is an online system that collects research outputs and outcomes for funders to help them track the impacts of their investments. All UKRI funded students are expected to record their outcomes on Researchfish starting 2 years after funding begins, then each year until 3 years after the funding ends. Students will be contacted directly by Researchfish to report outputs and outcomes annually.
18.5 Students funded by UKRI training grants can apply for UKRI Disabled Students Allowance to support additional expenditure with the costs of study-related requirements that may be incurred as a result of a diagnosed disability. Not all costs associated with a disability can be funded through UKRI DSA, such as diagnosis – please refer to the UKRI DSA Framework for further guidance.
PGRs who incur costs that cannot be funded through UKRI DSA can consider applying to the PGR Hardship Support Fund.
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