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Student Records

The Graduate School has responsibility for managing a number of procedures relating to PGR students. The maintenance of accurate, up-to-date, centrally held records for PGR students is a key aspect to this, as is ensuring that any changes to these are formally communicated to students.

There are several points in a student’s life cycle where requests for a change to student status may need to be directed to the Graduate School for approval. These include, but are not limited to, the following:

These all require the submission of a formal application for consideration by the Graduate School, with approval being granted by staff within the Graduate School, working in conjunction with the Chair of the Board of Graduate Studies where necessary. Detailed procedure guides are available on the Graduate School website under the section entitled ‘Current Students’. Advice can also be sought from staff within the Graduate School by emailing the resource email account at

Students will require input and support from their department in all of these areas, usually starting with their supervisor. Supervisors therefore need to have a good understanding of the policies and procedures so that they can offer appropriate advice to their supervisees, or at least direct them to further sources of guidance.

In considering applications regarding student registration, the Graduate School will have regard to whether requests comply with the University’s policies and regulations relating to PGR students. All sources of policy can be found on the ‘Forms, Policies and Procedures Library’ on the Graduate School webpage.

The overarching regulation governing PGR students is Regulation 38, which can be found here.

Summaries of some of the key areas requiring input from supervisors can be accessed here.