Terms and Conditions for Studentships

Research Studentships funded from Research Contracts and Grants, Graduate School Studentships, Glendonbrook Doctoral Fellowships, School Funds and UK Research Councils.

Terms and Conditions

1. Awards of research studentships are made on condition that candidates register as full time research students of the University.
2. Studentships shall be awarded for one year in the first instance and may be renewed, subject to satisfactory progress and performance, for additional periods, normally for up to three years in total. Studentships for EngD programmes will normally be of 4 years duration.
3. The duration of a research studentship will be reduced by a period equal to any previous period of postgraduate training, or of activity equivalent to postgraduate training undertaken by the student. Exceptions are:
   1. up to one year of any full time study not supported by UK public funds may be disregarded;
   2. previous postgraduate training may be disregarded when it took the form of taught course necessary to enable the student to carry out research in a field substantially different from that studied for his/her first degree.
   3. where the training was directly relevant to the attainment of a Master's degree (whatever the source of funding).
4. Awards, allowances and deductions will be reduced pro-rata for any periods of less than twelve months.
5. Should financial support from another source become available for the research studies, the University award must be relinquished in favour of the alternative offer.
6. The awards will normally cover tuition fees and a maintenance payment; however, this shall be subject to tuition fee eligibility criteria and the availability of funding. The value of the awards in each case will be stipulated in the award offer letter.
7. Payment of the award will be made monthly in arrears by direct transfer to personal bank account.
8. The value of award is subject to change without prior notice and normally on an annual basis. No deductions will be made to a student’s maintenance allowance in respect of the student’s income from other sources, e.g. covenants, sponsorship, paid work (subject to the provisions made in paragraph 11) or because of the income of their spouse. The value of the allowance will, however, be reduced by the value of any remuneration received under another Studentship.
9. Research students may, with the prior agreement of their supervisor(s), take up to eight weeks holiday in each year (pro rata for parts of a year), inclusive of normal public holidays and University closure days. Not more than 4 weeks holiday may be taken at the end of a period of a research studentship.
10. Unless special permission is given by the Dean in consultation with the Pro-Vice-Chancellor (Research), all students must normally live within a fifteen mile radius of the University. The Dean will normally only waive this requirement if he/she is satisfied that adequate supervisory arrangements can be made.
11. Students may undertake teaching, demonstrating and, subject to the approval of their Department and sponsor, other paid work directly related to their training, provided that the total demand made on their time, including time spent in preparation, does not exceed an average of 6 hours per week.
12. Students whose progress or conduct does not satisfy the University and/or sponsor are liable to have their awards terminated. One month’s notice of termination will normally be given. Students are asked to give one month’s notice if they intend to withdraw from their studentships.
13. These terms and conditions shall apply in conjunction with any additional terms and conditions specified by the sponsoring body and the University Regulations.
14. The arrangements for the ownership and exploitation of Intellectual Property shall be in accordance with Ordinance XXXIX.

Amended November 2012 

Terms and Conditions for Research Studentships funded from University Research Contracts  

Effective October 2023

1. Types of awards covered

1. These terms and conditions cover any studentship to support a postgraduate research degree where a funding contract has been established between the University and the sponsor. This may include UK Research Councils, external commercial sponsors or charities. The terms also apply to studentships that are directly funded by the University.
2. These terms and conditions shall apply in conjunction with any additional terms and conditions specified by the sponsoring body and the University Regulations.

2. Issuing, acceptance and payment of awards

1. When such awards are made, Doctoral Researchers will be issued with a studentship offer letter from the Doctoral College. The letter will outline the value of the award and any specific conditions that apply to the candidate.
2. Doctoral Researchers must formally accept their award, in writing or by return of email, and in doing so accept the terms and conditions herein.
3. Payment of the award will be made monthly in arrears by direct transfer to their personal bank account.

3. Value of award

1. Studentships may cover full or partial fees at the UK or international rate.
2. Studentships may include stipends (tax-free contributions towards the cost of living.) These are typically set at the published UKRI rates. Depending on the nature of the contract agreed with the sponsor, some studentship offers may include an enhanced stipend amount. For each studentship offered, the value of the stipend will be made clear at the point of advertising. Doctoral Researchers should take this and current University guidance on cost of living into careful consideration when agreeing to accept an award.
3. The value of award is subject to change without prior notice and normally on an annual basis. The value of the allowance may be reduced by the value of any remuneration received under another studentship.
4. Where a doctoral researcher is receiving a stipend administered through the University, they will normally be entitled to a total of 13 weeks sickness pay within a 12-month period. This is dependent on the absence being supported by medical evidence. Further policy details are outlined in the Code of Practice.
5. Where a doctoral researcher is receiving a stipend administered through the University, they will normally be entitled to paid parental leave in accordance with University policy.

4. Duration of award

1. Awards may be made on a full time or part time basis. Part time awards will usually be made at a pro-rata rate that reflects the programme length.
2. The duration of the award will be stipulated in the award letter. This will usually be the same as the programme length (excluding any period of extension).
3. The duration of a research studentship will be reduced by a period equal to any previous period of postgraduate training, or of activity equivalent to postgraduate training undertaken by the student. Exceptions are:
   1. up to one year of any full-time study not supported by UK public funds may be disregarded;  
   2. previous postgraduate training may be disregarded when it took the form of taught course necessary to enable the student to carry out research in a field substantially different from that studied for his/her first degree.  
   3. where the training was directly relevant to the attainment of a Masters degree (whatever the source of funding).  

5. Alternative funding and sources of income

1. Should financial support from another source become available for the research studies, the University award must be relinquished in favour of the alternative offer.  
2. Stipends will not normally be available to those who are working in full time employment.

6. Annual leave

1. Full-time and Part-time Doctoral Researchers may, with the prior agreement of their supervisor(s), take up to eight weeks holiday in each year (pro rata for parts of a year), inclusive of normal public holidays and University closure days. Studentship payments will continue during any periods of approved annual leave.  

7. Pausing and termination of awards

1. Payments will continue until the end date given in the studentship offer letter unless:
   1. The recipient takes a leave of absence during which they are not eligible for sickness payments or parental leave payments.  
   2. Studies are terminated because of unsatisfactory progression.
   3. Studies are terminated because of failure to participate.
2. Doctoral Researchers whose conduct and behaviour does not satisfy the University and/or sponsor are liable to have their awards terminated.  
3. One month’s notice of termination of stipend payments will normally be given.  

8. Intellectual property rights

The arrangements for the ownership and exploitation of Intellectual Property shall be in accordance with Ordinance XXXIX.  

Last revised January 2023