Min/Max periods of Registration – 0.5 PT study

The maximum period of registration for part-time PhD students will change from 6 to 8 years. This will apply to all current and new students. This means the confirmation deadline for part time PhD students has been moved to a new maximum of 24 months after registration. For part-time MPhil students the maximum registration period will change from 4 to 6 years. Students are encouraged to discuss the additional time now available to them, and what it means for their specific doctoral journey and plan to completion. The additional time will be added to the student record system over the summer so the new end date of registration will be amended and visible on each student’s SAMIS record.

I am a part-time PhD/MPhil student in my last year of registration and am hoping to submit soon. What does this mean for me?

The end date of your registration will be amended on the student record system over the summer, and this will mean that your registration end date will be two years later than it currently is. However, you should aim to continue to progress with your work as you have been, including aiming to submit according to your current work plan and agreement with your supervisor. Please note that tuition fees would continue to be payable if you were to use the additional registration time added to your record.

I am a PT PhD student entering my second year – when will I need to go through confirmation? At 18 or 24 months?

Discuss with your supervisory team the additional time now available, but your confirmation examination should take place no later than 24 months after registration.

I changed my mode of study from full-time to part-time. How will the changes affect me?

Your maximum period of study will be amended pro rata to reflect the additional time now allowed for part-time study overall. For example, if you were a standard PhD student and you studied full time for 3 years (75% of your max period) and then changed to part time, you would have had 1.5 years left on your maximum registration time under the old regulations (25% of the max period for PT). Under the new regulations, this would now change to 2 years (25% of the new 8-year maximum). 

Suspensions

Suspensions of registration for the purpose of attending work placements or internships will now normally be limited to 6 months duration. The pre-existing rules relating to suspensions have also been rewritten to more clearly state that taking a suspension of registration for reasons of parental leave, to attend a work placement (or internship) or due to election as an SU Officer does not count towards the usual 12-month suspension limit applied to each doctoral registration.

I am currently on suspension as my circumstances have temporarily prevented me from continuing with my programme of study. How will the new rules affect me?

When your existing suspension expires and you make your scheduled return to your studies, you will be able to request a further suspension of up to 6 months duration to attend a work placement, or to take a suspension for reasons of parental leave or to work as an SU Officer.

I’m currently on a suspension to attend a work placement. How do the regulation changes affect me?

The regulation changes won’t affect you while you are on this work placement suspension, as its duration has already been agreed by the Board of Studies (Doctoral). When you make your scheduled return to your studies, you will be able to request a suspension of up to 12 months duration if you encounter a situation which means you are temporarily unable to study (e.g., due to ill health, significant disruption of personal life or pressure from other employment (if studying part-time)).

I have been offered the opportunity to undertake an internship/work placement. What do I need to be aware of when requesting a suspension for this purpose?

You can request a suspension of up to six months duration to take part in a work placement or internship. This will be subject to Board of Studies (Doctoral) approval.

Submission Pending

“Writing up” status has been renamed to “Submission Pending” status to reflect that doctoral students are encouraged to write the thesis throughout their programme rather than solely at the end (where appropriate) and reflect expectations of this status comprising a short duration and close proximity to completion. Any requests to the Board of Studies (Doctoral) to switch to submission pending status must now be supported by a workplan to completion and the Board will consider whether any active research is complete, whether data collection is complete (incl. use of laboratories) and whether the workplan supports the case that you are in the final stages of preparing for submission of the thesis/portfolio. The option to prepare a submission without supervision, paying only an Administration fee, will be removed from September 2025, for reasons of academic quality and equality of access.

I am in the process of putting together a request to transfer to writing up status. Should I scrap what I am doing and start again?

A new PGR10 Writing Up/ Submission Pending request form will be available from 1 September 2024 and a link to the form will be published by the Doctoral College. If you need to submit a request before then, you should use the existing version of the form. Requests submitted after 1 September 2024 should use the new form.

When can I apply to transfer to submission pending status?

After you have completed the minimum period of study required for your particular degree as stipulated in Regulation 16, you may request to transfer to ‘Submission Pending’ status when you reach the final stages of preparing the thesis/ portfolio for submission. Each Faculty / School has its own requirements for what needs to be in place before you are considered to have reached this point.

What evidence do I need to provide to support my request to transfer to submission pending status? You will need to support your request with a workplan to completion. When considering your request, the Board of Studies (Doctoral) will review a number of factors, including but not limited to:

• Whether any active research is complete
• Whether data collection is complete (incl. use of laboratories)
• Whether the workplan supports the case that you are in the final stages of preparing for submission of the thesis/portfolio

I have already transferred to writing up (Continuation) status. How will this change affect me?

Your status will stay the same.

I have already submitted a request to transfer to writing up (Continuation) status and am awaiting approval. How will this change in the regulation affect me?

You do not need to change anything that you have submitted but you may be requested to provide a workplan to completion in support of your request, noting the new changes to this status (i.e. the Board will consider whether any active research is complete, whether data collection is complete (incl. use of laboratories), and whether the workplan supports the case that you are in the final stages of preparing for submission of the thesis/portfolio). If your request is approved after 1st September 2024, it will be termed ‘submission pending’.

I have already transferred to writing up (Administration) status. How will this change affect me?

Your status will stay the same.

I have already submitted a request to transfer to writing up (Administration) status and am awaiting approval. How will this change in the regulation affect me?

You do not need to change anything that you have submitted, but we may request additional information and/ or a workplan to completion if you haven’t provided one already.

If I apply to transfer to writing up (Administration) status after 1 September 2024, what are the circumstances in which my request might be approved?

The final decision on whether you can transfer to writing up (Administration) status during 2024/25 will rest with the Board of Studies (Doctoral). Things they may take into account when considering these requests may include whether your supervisor has completed a critical proofreading of the first draft of your thesis/ portfolio, and you are now working independently to address their feedback; whether only a minor amount of work is still to be completed; whether your workplan indicates imminent submission etc.

When is the last point at which I can apply to transfer to writing up (Administration) status?

The last point at which you can apply to transfer to writing up (Administration) status will be 14th July 2025, in time for inclusion in the last Board of Studies (Doctoral) meeting of the 2024/25 academic year.

Will the level of the fee change as a result of renaming “writing up” to “submission pending”?

Not as a result of this change, but the fee level is reviewed each year as part of the University’s standard annual review of its tuition fee schedule. The fees agreed for each academic year are published on the University website and can be accessed here.

Extensions

The rules relating to requests for an extension of registration have been updated and the emphasis shifted from limiting the number of requests (i.e. previous regulation restricted full-time students to a single request) towards a focus on the maximum time allowed (i.e. up to 12 months (full time) and 24 months (part-time)). Each request for an extension will need to be accompanied by a workplan to completion.

I am not sure whether I can ask for an extension of registration?

If you are unable to submit on time, i.e., before the end of your registration period (expected end date on your SAMIS record), due to unforeseeable circumstances, you may request an extension of registration, subject to approval by the Board of Studies (Doctoral). Unforeseeable circumstances may include, but are not limited to:

• significant data loss
• unforeseeable difficulties with data gathering
• difficulties in conducting fieldwork
• or equipment failure

For reference, the following reasons would not normally be considered suitable grounds for an extension of registration:

• Conduct of research such as fieldwork away from the University
• to prepare research papers for publication
• any decision to change the format of the thesis/ portfolio
• lack of progress or attendance on the part of the student, especially where this is due to circumstances which would be more appropriately addressed via a suspension of studies or change of mode of studies to part-time

I’ve already asked for an extension of registration – will the regulation changes affect me?

The new regulation changes take effect on 1st September 2024. Full-time students may extend their registration up to a maximum of 12 months in total. Part-time students may extend their registration up to a maximum of 24 months in total. Your current request will be considered by the Board of Studies (Doctoral) at the next meeting, and you will be informed of the outcome. You may be able to request an additional extension of registration later, but only if you’re your overall extension time does not exceed the stated limits.

I am currently in the middle of an extension of registration, how will the regulation changes affect me?

Your current extension will not be affected. You may be able to request an additional extension after 1 September 2024, but only if your overall extension time does not exceed the stated limits (i.e., 12 months for full-time students, 24 months for part-time students).

My registration end date is only two months away – I need an extension to finish my studies. Can I do this?

Students and supervisors are expected to plan and manage research projects so that submission occurs within the maximum period of registration (or period of funding, where appropriate). In accordance with regulations, requests for an extension of registration that is received later than 3 months prior to the expected end date on your SAMIS record will not normally be approved. Talk to your supervisory team about your concerns as they will be able to support you in planning your remaining registration time.

Re-Registration

Students are expected to plan and manage their research projects to completion and to submit their thesis/ portfolio within their maximum registration period (or period of funding, where appropriate). Re-registrations required due to the passage of time (i.e., where registration has lapsed without a submission) will now be of a shorter duration (2 months) and must be applied for in a timely manner. Requests to re-register that are received later than three months prior to the to the expected end date on your SAMIS record will not normally be approved.

During academic year 2024/25 whilst other measures to support on-time submission are put in place, the Board of Studies (Doctoral) will consider late requests, or requests to re-register for longer than 2 months if exceptional circumstances can be demonstrated.

I am running out of registration time but am not yet ready to submit, what do I do?

Prioritise talking to your supervisory team about your concerns, as they will be able to support you in planning your remaining time. They can advise on what is essential to complete so that submission can occur within your registration period (or end date of funding, if relevant).

If you are unable to submit on time due to unforeseen circumstances, you may request that your registration time is extended. This must be done at least 3 months before reaching the maximum period of registration for the programme. You can request an extension using form PGR6. You will need to support your extension request with a workplan to completion, and a statement of continued support from your supervisor. Full-time students may be granted up to 12-months extension of registration (24-months for part-time students).

I am now running out of extension time, and am still not ready to submit my thesis/ portfolio – what do I do?

Prioritise talking to your supervisory team about your concerns, as they will be able to support you in planning your remaining time. They can advise on what is essential to complete so that submission can occur before your extended registration lapses.

If, after studying for the maximum period of registration permitted for your programme plus the maximum permitted extension(s) you are still not ready to submit your work for examination, your registration will lapse, and you will lose access to university facilities and will not be able to submit your thesis/ portfolio. To avoid this, you may request to re-register. This must be done at least 3 months before reaching the end of your extended registration period.

How do I request to re-register?

You can request to re-register using form PGR17. You will need to support your request with an updated workplan to completion, a statement of continued support from your supervisory team, and an explanation of why you were unable to meet your previous workplan (provided when you applied for the extension). The Board of Studies may grant a re-registration of up to 2 months duration. If you do not submit your thesis/ portfolio within this period, then you will be withdrawn from your programme.

Can I re-register more than once?

This will not normally be possible as this option is only in place to provide a short amount of additional time to finalise and submit your thesis/ portfolio. You should aim to submit your thesis/portfolio before the end of your re-registration period, to avoid your registration being terminated.

Do I pay tuition fees when re-registered?

Yes, you must continue to pay tuition fees until you submit your thesis or portfolio.

Can I re-register with submission pending status?

If you already have been granted submission pending status you will retain it if your re-registration is approved. If you wish to apply for submission pending status you can do this by providing form PGR10 and a workplan to completion, plus a statement of support from your supervisor.

Changes to thesis/ portfolio title, or to the topic of research

The topic of research and the title of the project are agreed at candidature. The new regulation makes it clear that any request to change the registered topic of research or to make a significant change to the title of the thesis / portfolio will have significant ramifications. You may require a new supervisor, ATAS re-certification or approval from your funder.

I want to make a significant change to my thesis/ portfolio title or to substantially change the topic of my research, how will this affect my registration?

You will need to request permission for such a change from the Board of Studies (Doctoral). Contact your Doctoral College programme administrator for advice on how to do this. If your request to change the topic of your research is approved, you will be re-registered on the programme, and a new minimum and maximum period of registration will be set, along with new progression milestones to meet.

Examination Outcomes

The potential outcomes for doctoral examinations have changed to better differentiate between a pass with minor or major corrections, each being permitted a maximum amount of time for completion. The outcomes have also been standardised across most doctoral degrees.

What are the potential viva voce examination outcomes that can be recommended after 1 September 2024?

The following viva voce examination outcomes can be recommended by the Board of Examiners:

• Pass
• Pass with minor corrections (3 months)
• Pass with major corrections (6 months)
• Fail viva but pass thesis/portfolio element (possibly with minor or major corrections), and require repeat of the viva voce for overall pass
• Fail with permission to resubmit thesis/portfolio (within 12 months). A second viva voce may be held at the discretion of the Board of Examiners.
• Fail, but recommendation to award Master of Philosophy (MPhil) with minor or major corrections
• Fail

Following resubmission (option e) above), the Board of Examiners can recommend the following outcomes:

• Pass
• Pass with minor corrections (3 months)
• Fail, but recommendation to award Master of Philosophy (MPhil) with minor corrections (3 months)
• Fail

If your examiners recommend that you do corrections and, after you complete them, they are not satisfied, the examiners may ask you to undertake further work to bring the thesis/portfolio up to the required standard. You will be given up to four weeks on top of your original corrections period to complete this work.

I have submitted my thesis/ portfolio already, which examination outcomes will apply?

If your viva voce examination is on or after 1 September 2024, the new outcomes (listed above) will apply regardless of the date you actually submitted your work.

My viva voce examination has already taken place and I have been told the outcome verbally, but the outcome is unlikely to be approved until after 1 September 2024. Will my examination outcome change?

The previous version of Regulation 16 will apply and the viva voce examination outcome that was communicated to you verbally by your examiners will be forwarded to the Board of Studies (Doctoral).

My examination has already taken place and I am doing my 30 day / 12 week corrections. Does this change anything for me?

An outcome that was communicated to you by your examiners and approved by Board of Studies (Doctoral) prior to 1st September 2024 will not change.

I am due to submit my thesis/ portfolio after 1 September 2024. Will my examiners be briefed on the new viva voce examination outcomes?

Yes, we will be sending targeted emails to examiners who have already been appointed and we will be updating the examiners’ guidelines so that all examiners – internal and external – understand which outcomes they can recommend.

I have already had my viva voce examination and the outcome was to produce a revised thesis. I am due to submit my revised thesis after 1 September 2024. Will the new or old revised thesis outcomes apply?

The second examination (of the revised thesis) will be under the new Regulation as it will take place after 1st Sept 2024. However, the potential examination outcomes for a revised thesis submission have not actually changed.

Given that viva voce examination outcomes have now been standardised across most doctoral programmes, how will I know if this changes anything for students on my programme?

Some outcomes will not be available for certain programmes (e.g., the option to recommend an MPhil if no doctoral award can be recommended is not available to students on the DClinPsy, MS or MD) or, in some cases, they may be conditional upon the completion of further work (for DClinPsy). If you are unsure about how these changes impact you and fellow students on your specific programme, talk to your Doctoral Programmes Administrator.

If my examiners are not satisfied with my corrected thesis/ portfolio, and I am asked to work a little more on addressing those corrections, can I seek an extension to my corrections deadline?

The examiner may contact you to indicate that further work is needed to satisfactorily address the corrections listed in the examiners report. You may be permitted up to four weeks to complete this work. Contact your Doctoral Programmes Administrator for the form to request an extension to the corrections deadline if you need one. You should submit the amended corrections to the Moodle submission portal where your examiner can access them. The examiner will then decide on their recommended outcome.

Doctor of Medicine (MD) and Master of Surgery (MS) programme

Minor amendments have been made to update the provisions for the Degrees of Doctor of Medicine and Master of Surgery to align this programme with other doctoral provision, where appropriate, and more clearly describe the registration and examination processes.

I was not aware that I needed to complete the academic integrity training and test or the research integrity training, how do I access these materials?

If you have not already completed this training, your programme administrator will ensure that you can access the modules on Moodle.

I have not yet generated a data management plan, where can I get help with completing this?

Your supervisor will be able to advise you on what needs to go into the data management plan, some of which may already have been covered when writing your ethics request. The Library provide a template and can advise on short and long term research data storage options.

Do I need to get University of Bath ethical approval for the clinical/ scientific research work that I plan to submit for examination, even if it is (or was) conducted within my Hospital/ Institute setting?

All doctoral students must ensure their research is conducted according to appropriate ethical, legal and professional frameworks, obligations and standards. Before you perform any research activity, you must complete an ethics review form via the Ethics@Bath online system and have it reviewed in line with the University's protocol. MD students planning to submit work for examination that has previously taken place and has been published will instead provide details to Ethics@Bath about the ethical reviews conducted for those studies at the time. If work has been carried out without ethics review then you would need to apply for retrospective review via Ethics@Bath. Your supervisor will need to confirm that ethical approval has been obtained at the time they nominate your examiners.

I am currently studying on the MD programme, have my minimum or maximum periods of registration changed?

The minimum duration of your registration depends upon the type of submission you are going to make, which would have been outlined at the time of your entry onto the programme. Speak to your supervisor about your submission plans. The maximum period of registration for the programme remains unchanged.

Could my MD thesis be recommended as a pass subject to corrections?

The new regulation specifies that an MD thesis or portfolio submission may pass subject to minor or major corrections (previous outcomes were either pass or fail and submit a revised version).

Professional Doctorate Students

I am a professional doctorate student; I saw that some part time students now have a longer registration – does this apply to me?

The new regulation brings the maximum period of registration for part time PhD students in line with professional doctorate regulations; the registration times of the professional doctorate programmes have not been altered.

Staff Method A and B

I am a member of staff interested in doing a PhD or Professional Doctorate at Bath – has anything changed for me?

The methods by which a staff member may do a PhD or Professional Doctorate have not changed, but the Doctor of Policy Research and Practice has been added to the degrees that a staff member may be admitted to. If a staff member is interested in completing a Master of Research (MRes) the academic guidelines on taught postgraduate courses can be found in regulations 13 (Admissions) and 15 (Assessment and Exams) from 2024/25 onward.

PGT Students

I am a Master’s Student – where are the regulations for my degree now?

Regulations covering Postgraduate Taught Students will be covered in Regulation 13 (Admissions) and Regulation 15 (Assessment and Exams) from 2024/25 onward.

CDT Students

Doctoral programmes delivered as part of Doctoral Training Entities, such as Centred for Doctoral Training and Doctoral Training Partnerships, have been included more explicitly in the regulations to reflect their importance to the Bath doctoral study landscape.

I am a doctoral student studying as part of a CDT, what is changing for me?

No specific change has been made that affects the provision of your CDT programme. The only change made in the regulations is to specify that doctoral training and study provided via a CDT is considered to be an integrated PhD, with or without a taught award. It has also been clarified that such programmes will have a programme specification document detailing the programme of study, i.e., the units or training modules each CDT cohort will have to complete as part of their programme. No other changes have been made, other than those affecting all (or most) students on doctoral programmes, such as the standardisation of viva outcomes (see above).