Supporting your research journey

Your doctoral journey is an opportunity to grow as an independent researcher. Here you'll find guidance on working with your supervisors, planning your professional development, meeting ethical and governance requirements, and managing any changes that may arise during your studies.

Training and development planning

Within the first few months of your project you must complete a training plan on eDoc.

After this, a new training plan must be completed annually.

Setting your training goals

The plan sets out your training and development objectives for the year ahead, along with actions and timescales. Workshops to help you meet these objectives are listed in the eDoc calendar.

Before starting a training plan, it’s a good idea to talk to your supervisors about any skills gaps you currently have and what sort of training or development would help address these. eDoc has a training needs analysis tool that can help you with this process.

There are guides to the training needs analysis and training plan functions on eDoc on our eDoc guides page.

The training needs analysis and training plan are mapped to Vitae’s Researcher Development Framework (RDF) 2025. This is a framework developed by the research sector that explains the skills, knowledge and behaviours researchers need today.

Research Ethics and Governance

Your project may need ethics review and governance approval. This applies if your research involves human participants or personal data. You may need to apply to the University Research Ethics Committee (UREC), an NHS Research Ethics Committee (REC) or the Health Research Authority (HRA). You must do this before beginning any research activity.

For details, visit the Research Ethics and Governance website and read the Standard Operating Procedures.

Discuss your application early with your supervisors. The Lead Supervisor submits the final application.

Not all projects need ethics review. However, all PGRs must complete the online Research Ethics training before Programme Approval.

Making changes during your research degree

We understand that your circumstances may change during your research degree. If you need to request a change, please speak with your supervisors as early as possible and before submitting an application.

Full details are in the Policy and Guidance for Attendance, Engagement and Change of Circumstances for PGRs.

You can request the following changes through ‘Request a Change’ in eDoc:

  • Switching between full-time and part-time study.
  • Transferring between PhD and MPhil.
  • Requesting a Leave of Absence.
  • Returning to study.
  • Withdrawing from your research degree.
  • Requesting an extension to your registration.

If you are on a student visa, it is your responsibility to check that any change or leave of absence is allowed under your visa conditions. You must consult International Student Support before applying.

If you are funded, you must check that your funder allows the change and get their approval before applying.

Change in mode of study

You can request to change your study mode (full-time to part-time or part-time to full-time). These changes:

  • cannot be approved once you have entered the completion year
  • need approval from your supervisors and the Faculty Research Degrees Committee
  • must be processed by Registry Services and the Doctoral Academy
  • can only be applied within your current year of study, not retrospectively
  • may have funding implications, which you are responsible for checking with your funder

Transfer between PhD and MPhil

You are initially registered for the award you were admitted to, but you may request a transfer between PhD and MPhil. 

This change:

  • requires approval from your supervisors and the Faculty Research Degrees Committee
  • is processed by Registry Services and the Doctoral Academy
  • can only be applied within your current year of study, not retrospectively
  • may have funding implications, which you must check with your funder in advance

If you are considering using Student Loan Company funding, the Money Advice team can support you.

If you hold a student visa, UKVI rules may need you to return to your home country to apply for a new visa. You must consult International Advice before submitting the request.

Absence from study

There are two types of approved absence:

Short-term absence (less than 30 days)

A short-term absence:

  • does not pause your registration
  • does not extend your thesis submission deadline

A short-term absence is suitable for:

  • short illness
  • holidays
  • fieldwork
  • bereavement
  • caring responsibilities
  • other personal reasons

A short-term absence is requested through the 'Recording Short Term Absence' tab in eDoc.

It must be agreed by your Lead Supervisor.

If you are on a student visa, you must check with International Advice before submitting a request.

Leave of Absence (30 days to 24 months)

A Leave of Absence:

  • Pauses your registration
  • Extends your thesis submission deadline

A Leave of Absence should be used for longer-term circumstances such as:

  • maternity, parental or adoption leave
  • long-term illness
  • employment needs
  • significant personal/financial issues

It must be supported by evidence (for example medical documentation).

It must be submitted through ‘Request a Change’ in eDoc.

Requires approval from:

  • your supervisors
  • the faculty

You may also need approval from external funders.

A maximum of two years of leave can normally be taken during your degree (full-time or part-time). Exceptions (for example medical reasons) may be considered with evidence. Maternity, paternity and adoption leave do not count towards the two-year limit. 

Leave of Absence will not normally be approved: 

  • in your first month of enrolment 
  • retrospectively, unless there are exceptional reasons (for example serious illness) 

While on leave: 

  • you cannot take part in research activities 
  • you may still access Student Advice and Wellbeing and use university facilities 

Before you return, Registry Services will contact you with instructions. You may need to meet conditions such as paying any outstanding fees. If you cannot return as planned, you must request a further period of leave. 

You must meet your supervisors within two weeks of returning. Topics to cover are outlined in the relevant policy. 

Extensions to registration

If you need more time to complete your thesis, discuss this with your supervisors and agree a realistic new submission date. You can apply through ‘Request a Change’ in eDoc. 

Your request: 

  • must include your new expected submission date and the reasons for the extension 
  • needs approval from your supervisors and the Faculty Research Degrees Committee 
  • must then be approved by the Research Degrees Board 

If your extension takes you past your next re-enrolment date, you will need to pay the additional fee outlined in your offer letter. 

Extensions are normally capped at: 

  • two years for full-time PGRs
  • four years for part-time PGRs 

Maternity, paternity and adoption leave do not count towards this limit.  Exceptional extensions (for example medical reasons) may be approved with supporting evidence. 

To support a request to re-register, PGRs should show: 

  • satisfactory completion of formal progression reviews 
  • regular supervisory meetings