Guidance and forms for doctoral students
Here you will find guidance and links to the forms that you will need to complete during the course of your doctoral studies.
We have also produced a quick reference guide to academic milestones which you may find useful. Your department/Faculty/School will also provide you with further specific information about what is required at certain points for progression through your degree. Please contact your supervisor or the Doctoral College programmes team for further information.
Specific guidance and forms
First meeting(s) with Supervisor
You are expected to make contact with your supervisor when you first start. In order to make sure that you and your supervisor are clear about expectations of the supervisory relationship, as well as arrangements for meetings, and initial information about important progression points, a Checklist is available which recommends what might be covered during those first few initial meetings.
Candidature is usually completed within one month of starting your full-time research degree or three months for part-time. If you are on a programme with a taught phase, Candidature must be completed after starting the research stage.
You will need to complete a PGR1 form as part of this process. This is held in SAMIS and there is guidance available on how to complete it. You will receive an email requesting that you go to the task in your SAMIS in tray when it is time for you to fill it in.
Progress Reports are completed every six months through SAMIS using the PGR2 form. This process is initiated by your Supervisor and you will be notified by email once it is your turn to complete the task.
Most doctoral students are required to undertake Confirmation, apart from those on a Professional Doctorate. For 2017/18 academic year, students are expected to complete the PGR3 form as part of this process. From 2018/19, PGR3 will be available to complete in SAMIS. General guidance is currently being developed on the full Confirmation process.
When you undertake the Confirmation process you may wish to obtain specific information about writing a data management plan as well as guidance from the Library on citing references. If your research has ethical implications, you are required to discuss this further with your supervisor and seek ethical approval where appropriate. You may also wish to contact your Departmental Research Ethics Officer who will be able to provide you with departmental-specific guidance on ethical approval.
Further guidance about the Confirmation process is available at department/faculty/School level, please contact the Doctoral College or your supervisor for further information.
You may wish to make a complaint about an academic decision made by the Board of Studies about, for example: the outcomes of the taught element of your degree (where applicable); the outcome of Confirmation; or your final award. You are advised to read the University’s guidance about Student Academic Appeals and Reviews as well as Regulation 17 for further information and support.
Change of Circumstances
There may be instances throughout your degree where you need to seek formal approval for changes to your circumstances:
to change your mode of study, complete PGR4 form
to suspend your registration, please contact the Doctoral College directly who will provide you with a pre-populated form to complete (PGR5). You can find further guidance on suspending your studies from Student Services
to apply for an extension to your registration, complete PGR6 form
for approval for a restriction of access to a thesis, complete PGR7 form
to change your Supervisor, complete PGR8
to withdraw from your degree, your supervisor will be required to complete PGR9 form with your input, where possible.
to request to transfer to writing up, complete PGR10 form
to make a change to your thesis title, complete PGR11 form
to transfer to MPhil, you will need to complete PGR12 form
Please note that if you are in receipt of funding for your degree, you are strongly recommended to seek advice from the Studentships team and Student Money Advice (Student Services) to discuss any financial implications arising from any change in your circumstances. If you are a Tier 4 visa student you will also need to contact the Student Immigration Service.
If you wish to make a change, you can either complete the appropriate form and submit it to the Doctoral College, or you can request a pre-populated form directly from the Doctoral College.
The University has a policy on Maternity, Paternity and Adoption leave for Research Students which provides further advice and guidance.
The University has developed guidance to detail the specifications for the presentation of Higher Degree Theses or Portfolios. You may also be interested in submitting an alternative format thesis and can find out further information through the Alternative Format Thesis FAQs. The Library has also published a guide to citing references.
You are required to complete the HD1 form to provide notification of your intention to submit your thesis or portfolio. This can be done through SAMIS by going to your In-tray and clicking on the HD1 task. You will receive notification by email of this task around six months before your end date and you are required to complete it at least two months in advance of submitting your final thesis/portfolio.
If you wish to submit your HD1 form earlier than six months before your end date, please contact your programme administrator in the Doctoral College.
When you submit your final thesis/portfolio, you are then required to complete HD2 form and submit it to the Doctoral College. The final version of your thesis/portfolio should be submitted in hardbound copy to the Doctoral College, along with a completed HD3 form