Processes, Procedures, Rules, and Regulations

Thinking about doing a research degree?

There are many potential avenues for pursuing a career in research. The PhD is the most well-known route, but there are other possibilities which we discuss below. All versions require the submission of an original piece of research, and they all require a viva voce exam by an examining team that must include an expert external to Aberystwyth University.

Traditional Doctor of Philosophy (PhD): a high-level research qualification. To earn a PhD, you must demonstrate (1) expertise in a particular discipline or field, (2) a high degree of research skills and professional competence and (3) that your work has made an original and significant contribution to a specific domain of research. Full-time registration is three years. Part-time registration is six years. However, there are alternative formats you can consider depending on your career stage and your previous experience.

Master of Philosophy (MPhil): designed for students who wish to gain research experience through a shorter period of research than a PhD, and where the requirement for an original and significant contribution is less substantial. The MPhil is a one-year degree (full-time), or two years (part-time). Students studying for an MPhil have the possibility of upgrading to a PhD, subject to an internal approval process.

Professional Doctorate (DProf): A PhD level qualification designed for students in employment who are interested in pursuing independent research within their place of work. Projects often extend the knowledge capacity of the employer. NOTE: we are no longer taking students onto this programme. However, watch this space for new DProf schemes. 

How do I start?

The first step is to confirm you are eligible. Information on eligibility is provided in the Academic Quality Handbook sections 3-5. The second step is to choose one of two potential routes:

1. Student-led project: this is a project initiated by the student’s own idea for a piece of research. If you have a potential idea for a research project, look for someone at Aberystwyth University who has expertise in that area and contact them about your project. The advantage of student-led projects is that they are inspired by your own ideas. The disadvantage is that you need to seek funding (e.g., from Aberdoc, UKRI, government funding from home countries, etc.) or self-fund to complete the project.
2. Supervisor-led project: this is a research degree developed by a staff member at Aberystwyth University and has been funded and advertised to potential students. These PhD projects are advertised on a variety of outlets including the university Bulletin and websites like Find a PhD. Please note: university staff sometimes list PhD project areas on their website. These are not the same as funded PhD projects.

The advantage of project-led research degrees is that they are normally fully funded (meaning fees are paid and you receive a stipend). The potential disadvantage is that you are pursuing someone else’s project (though this has advantages as well). Project-led research degrees are usually for qualification of PhD (i.e., they do not normally include MPhil or DProf).

Admissions and funding

Applying for a research degree is a two-step process. First, you fill out an application form on the postgraduate admissions page. If it is a student-led project we encourage you to contact a potential supervisor beforehand to make sure the application is as strong as possible. Those applying for a project-led research degree should also contact the project leader to assess if their experience is a good fit. Departments will request that you undergo an interview before they accept you on their programme.

The second stage concerns funding. For student-led projects your potential supervisor will be able to advise as to whether your project is suitable for various external funding streams. The funding landscape is complex with many potential avenues for support. It is best to discuss what options are available with your potential supervisor beforehand. External funding is a separate application process and often takes place after the student has been accepted onto a programme. Projects which are not suitable for external funding will need to be self-funded by the student.

For information on the kinds of PhD funding options available see our postgraduate funding pages.

Residency requirements

We expect most full-time postgraduate research students to be resident within the Aberystwyth area (i.e. within convenient daily travelling distance of the University) for the duration of their course (excluding prolonged periods of fieldwork). This is to ensure students can take advantage of the training opportunities we offer and because we believe in the importance of a strong, cohesive postgraduate community.

Part-time students are also encouraged to reside in the Aberystwyth area. However, we recognise that this may not always be possible for a variety of personal circumstances. Part-time students are still required to complete their annual training hours which may require being on campus for specific periods of time. Please see the training page for more details on training hours

International students have specific residency requirements that need to be adhered to for visa purposes. Please visit the international visa pages for details.

DProf students are not expected to be resident within Aberystwyth except for the training schools.

Welcome week and induction

At the start of the academic year there is a university-wide welcome event designed to orientate students at all levels. During this period the Student Union will host an informal ‘meet n greet’ for all postgraduate students. Your home department should also host induction events for you during this time. It is important that you attend these sessions as they provide crucial information about your degree. Externally funded students may also have orientation events hosted by their sponsor.

The Doctoral Academy postgraduate induction takes place in mid-October. This will cover what you can expect from the Doctoral Academy and from being a postgraduate researcher more generally.

Registration

Postgraduate research students must register online at the beginning of each academic year and this must be done on campus. If you are a new student, you will be invited to register when you have completed the admissions process. If you do not register you will be locked out of access to university resources (library, IT, buildings, etc.). Returning students must also register within the registration window or risk being locked out.

The date of your initial registration also sets the timelines for your completion.

Starting dates

While Aberystwyth University has its own starting dates, external funders may have starting dates that are earlier or later. Normally this is a matter of a few days or a couple of weeks but it can lead to complications particularly for funded international students. In such cases, it is best to talk to the external funding body to ensure a smooth registration.

Accommodation

New postgraduate students are offered a guaranteed place in university-owned or managed accommodation for the first year of their studies at Aberystwyth University, presuming they apply for an accommodation place by September 1^st. Please respond to the Accommodation Office’s offer of accommodation by the deadline to guarantee your place. While a place in university accommodation is guaranteed, location and/or type of room may vary.

For more information, please visit PGR accommodation.

Council tax

Full-time PhD students living in university accommodation, or private accommodation with other students, are exempt from council tax as long as they are registered. If you are living in private accommodation with non-students, there is a council tax discount. Please look at our Council Tax page for more details.

Proof of student status

You can download proof of your student status from your student record as long as you are registered. If you need ‘proof of status’ when your registration period is over (but before you have submitted your thesis), you can make a request at aocstaff@aber.ac.uk. Please provide the following information in your email:

• your full name and student number
• where you would like the certificate sent
• the purpose for which you require the certificate.

Allow a minimum of three working days for your certificate to be prepared. 

Alternative starting dates

If you are starting your research degree at a time other than late September/early October, you are advised to contact your department(s) for orientation and advice. You will need to complete online registration via your Student Record. Registration will be available on your record 5 days before your start date and you must complete online registration within 5 days after your official start date.

Supervision and training

Guidance and mentoring from your supervisory team are a key component of any research degree. We encourage you to contact your supervisors soon after arrival as they will be the first point of contact for orientating you with your workspaces and directing you towards the important processes that are part of the PGR student journey. They will also be a key source of support to help you determine what types of training activities you will need for your project, and to identify other aspects of professional development that will be of wider benefit to you.  

Our training environment is developed around servicing the needs of each individual, to help maximise your skill acquisition throughout your programme. The critical first step is to work closely with your supervisory team to complete a Development Needs Analysis (DNA). The DNA will help determine the areas of skills development that will best support your research and, more broadly, your development as a research professional.

Disability and learning support

The Doctoral Academy is committed to ensuring that our postgraduate programmes are accessible to a diverse range of students, for example, those with physical/mental health challenges, learning disabilities, those with caring responsibilities, trans and non-binary students and those from diverse religious, class or ethnic backgrounds. If you would like to find out what arrangements can be made for your specific needs, please contact our accessibility advisers before arrival. More information on what we provide can be found on our Accessibility Service pages

For UKRI-funded students, see their page on support for grant holders or refer to the equality, diversity and inclusion resources provided by individual funding bodies.

Wellbeing support

Postgraduate research students at Aberystwyth University have access to a wide range of wellbeing support designed to help them navigate both academic pressures and personal challenges. The Student Wellbeing Service provides confidential guidance on issues such as anxiety, bereavement, workload stress and ongoing mental health concerns, offering one-at-a-time counselling appointments, online resources and regular drop-in sessions throughout the year.  In addition to this core support, students can also use Wisdom Wellbeing, a free 24/7 assistance programme that offers immediate access to qualified counsellors via phone, live chat, video call and a dedicated app, along with a wide range of self-help resources and specialist advice. 

MyPGR

MyPGR is a postgraduate management system designed to facilitate various aspects of your degree, such as recording supervision meetings, annual monitoring, DNA and training and other administrative processes and requests.

Students will be allowed to login to MyPGR upon completion of all registration tasks. We are regularly updating MyPGR to facilitate a range of university processes.

Change of supervisor

If students want to change supervisor, the first step is to contact the Department Postgraduate Research Lead (DPGRL). They will arrange to discuss the potential change and can then initiate the official change process on MyPGR. Please note that individual funders may have specific rules relating to changes of supervision, so students will need to check whether this applies before discussing a change with their DPGRL.

Change of registration

Students may change their registration status from full-time to part-time and vice versa during the registration period of their programme. For details on expected timelines see below. Changes of registration can be initiated through your student record. We strongly suggest students take advice before changing their registration status as it may have implications for their funding, council tax and visa.

Placements

Some funders of PhDs ask students to complete a research-in-practice placement as part of their programme. This can be a mandatory, recommended or optional opportunity depending on the funding scheme. These placement programmes provide researchers with opportunities to develop their professional competency and apply their skills in new contexts such as public sector bodies, charities or private companies.

Placements have proven to be very impactful for supporting career development and enhancing professional skills. If your programme does not come with funding to complete a placement, but you still wish to pursue one, there are a range of options that you can consider which may or may not require an interruption to your studies. The Doctoral Academy are keen to support students who wish to utilise these opportunities for career development. Interested students should speak to their supervisor(s) in the first instance.

Annual leave

Postgraduate Research students are allocated 56 days of annual leave per year. Domestic students do not need permission to take annual leave, but you do need to inform your supervisors. If you are an international student, you will need an ‘authorised absence’ letter from the compliance office. Please make sure you arrange this letter before you finalise your travel arrangements.

Feedback and complaints

All postgraduate students will be given feedback opportunities through the Staff Student Consultative Committee (SSCC) in their department. Any issues that require Doctoral Academy input will be forwarded on via Department Postgraduate Research Leads (DPGRLs). SSCC meetings are held at least once per year and provide the best opportunity to report on procedures, processes or forms of provision that are not working or could be improved. Outside of this process, you are welcome to report concerns to your supervisors, the DPGRL in your department or contact the Doctoral Academy directly at docadstaff@aber.ac.uk.

Formal complaints can be raised through the university complaints procedure. Please note that formal complaints operate according to a strict process that provides few opportunities for informal problem solving. Stage 1 of the procedure is for you to raise your concern directly with the relevant person, office or department. If you are not satisfied with the outcome of this, you are then able to make a formal complaint. We recommend that you familiarise yourself with the procedure so you understand how complaints will be handled.

We recommend that students attempt to resolve problems informally before embarking on a formal complaint.

Research support funding 

Funded PhD students are often provided budgets for research training, conferences and/or fieldwork depending on the sponsor. For information on what budgets are available, it is best to contact your sponsor or DTP lead. 

In addition to budgets from your sponsor, there are an array of non-AU funds (from professional bodies, charities, etc.) that are available to research students for a variety of purposes. It is best to talk about these options with your supervisor or Department Postgraduate Research Lead (DPGRL). On some occasions the AU Gooding Fund accepts applications from research students to attend conferences. 

Student travel 

Some PGR funding has provision for student travel (for research, conferences, training, etc.). Students must follow the current AU Travel Policy  when using this funding. International travel for the purposes of research can only take place if an international travel risk assessment has been completed. 

What is annual monitoring?

Annual monitoring is how the university ensures that PGR students are getting the support they need to finish their degree within the required timeframe. It is designed to be a constructive process with the opportunity to flag obstacles that may be hindering your progress. You can expect the process to assess four things: that you are (1) making appropriate progress on your degree, (2) attaining relevant training, (3) setting achievable goals and (4) that your supervisory team is working effectively.

Annual monitoring takes place in late spring or early summer. You will receive an email from the Doctoral Academy with instructions when it is time to start the process. Monitoring is held at the departmental level with oversight from the Doctoral Academy.

Who needs to do it?

All PGR students at all years. Students who have submitted their thesis are not required to undergo annual monitoring but can do so upon request to their Department Postgraduate Research Lead (DPGRL).

What is the process?

The process takes place in two stages. In the first stage you fill out a report on MyPGR and then your supervisors comment. The second stage will be an internal review interview process organised by the research leadership team in your department. The interview is an opportunity for you to raise any issues that are impacting your progression and to receive feedback from a panel who are independent from your supervisory team. The interviews are normally conducted by the DPGRL and other members of staff, such as the Director of Research. It will not include members of your supervisory team.

How do I fill out the form?

1. Login into MyPGR
2. Click on the Annual Monitoring link
3. Follow the instructions on the embedded form to submit your report

Is the process the same across all AU departments?

It is similar, but there may be small variations in practice. There is always the same minimal requirement that students and supervisors complete Stage 1, but because the interviews are organised at the departmental level, they can take a variety of forms. Some departments require students to present their work in a formal setting, some ask for a poster, and some ask for a report or self-evaluation. The interviews should ensure that students are getting the support they need to do their degree and that there are no issues within the supervisory team. It is vital that students are interviewed by staff who are not directly involved with their supervision.

Can I be denied progression?

Yes, staff can decide that students have not achieved what is expected within their timeline and make a variety of recommendations. When there is cause for concern, student progress will be reviewed by the Doctoral Academy.

In cases where students have consistently not engaged with their research and/or not achieved key milestones, it may be recommended that they do not progress in their current degree scheme. Students are expected to access advice and support when they encounter personal difficulties (see Services and Support above) or take breaks of study when needed (see Timelines and Interruptions to Study below). Students on a full-time degree are expected to work full time. However, if they are unable to do this, they should consider moving to part-time study.

Questions?

If you have any questions, please contact your supervisor(s) and/or DGPRL who should be able to answer your queries.

Timelines

Submission timelines are set by your initial registration date, whether you are studying full-time or part-time and by your funder. They may be adjusted along the way due to temporary withdrawals or a change of registration (from full-time to part-time or vice versa).

Please note: registered full-time PhD students are expected to work on their project full-time. If you are finding that personal circumstances are making this difficult, you should consider changing to part-time study or using the various ‘pause’ options discussed below.  

The following timelines are AU’s own guidelines. Different funding bodies have their own regulations concerning timelines and submission. Please ensure you are familiar with the expectations of your funder regarding your ultimate submission date and managing any interruptions to study.

 

Degree and mode of study	Registration period	Standard time deadline	Maximum timeline including any withdrawals and extensions
MPhil full time	1 year	2 years	4 years
MPhil part time	2 years	4 years	6 years
PhD full time	3 years	4 years	6 years
PhD part time	6 years	8 years	10 years
DProf full time	3 years	4 years	6 years
DProf part time	5 years	6 years	10 years

Leave of absence

Students who need to take a break from research can request a leave of absence from their Head of Department. These should happen in consultation with your supervisor and your Department Postgraduate Research Lead (DPGRL). The maximum leave of absence we recommend is two months and does not need further approval.

A leave of absence request is best used when the student needs a brief break of study and/or for temporary disruptions. It should not be used for long-term sick leave, family leave or other ongoing disruptions. It is ideal for international students since it does not require a formal withdrawal from study. Finally, it should be noted that a leave of absence has no effect on the student’s timeline. If a full-time PhD student takes a two-month leave of absence, their submission date remains unchanged, and they will still be expected to submit within the expected timeframe.

A leave of absence is not the same as annual leave (see Managing My Degree above). While the former is for serious personal matters and needs permission from you Head of Department, the latter is meant for holiday and/or normal time-off and does not need permission.

International students will still need to apply for an ‘authorised absence’ via the Compliance Office.

Sick leave

Our university sick-leave policy is for funded students. If you are self-funding, please refer to the temporary withdrawal option below.

If you are a funded PGR student and you need to undergo a medical procedure or are incapacitated due to physical or mental illness, you should contact your funding body and go through their sick leave procedure. UKRI funded students are entitled to 28 weeks of paid sick leave within any given 12-month period, up to a maximum of 56 weeks over the course of your award. AberDoc students are entitled to 12 weeks leave during any given academic year, up to a cumulative maximum of 26 weeks over the period of the studentship.

While sick leave is arranged directly with the funder, students need to contact Postgraduate Records and inform them when the leave has been agreed. This will extend the submission date in accordance with the leave.

Temporary withdrawal

Temporary withdrawal is for students who are unable to progress in their research for a prolonged period. It can be used by externally and self-funded students depending on the circumstances. Common reasons for withdrawal include serious family problems, financial difficulties, employment responsibilities or ill health (though externally funded students may be able to apply for sick leave). Students should carefully consider the financial and visa implications of withdrawal, especially where they are externally funded. We strongly recommend you discuss these implications with your supervisor and any external funders.

Temporary withdrawal can be taken for up to 48 months and will change the student submission date. However, students still need to submit by the maximum deadline (see table above). During the withdrawal period you will have access to some university resources (e.g., email and library), but you will not be expected to meet with your supervisor, undergo Annual Monitoring or have access to laboratories or workspace.

Please note that temporary withdrawal is a withdrawal from study. During this time, we ask students to focus on their personal circumstances and not focus on their degree. It is important to return to work only when you have capacity to take on the expectations and obligations that come with finishing your degree. Students with complex personal circumstances and are unsure about their capacity to work full-time should consider changing to part-time study.

Students may request a withdrawal online via their Student Record.

Please note, if you are currently post-registration and are still writing up your thesis you cannot be granted a temporary withdrawal. However, you can apply for an extension (see below).

Parental leave

Aberystwyth University is committed to supporting postgraduate research students who become pregnant / a parent throughout their period of study. The University believes that becoming pregnant or caring for a child should not prevent any student from succeeding in their studies and is committed to showing as much flexibility as possible to facilitate a student’s success.

If you are a PGR student who is due to become a parent, please review our student pregnancy policy. This details what kind of options you have in terms of parental leave, funding and how to develop a student support plan. Funded students should also consult the parental leave policies of their sponsor.

Extensions

If students are unable to meet their submission deadlines they may apply for an extension for a maximum of twelve months. Under the University’s regulations, an extension can be granted under exceptional circumstances. These include inordinate professional commitments, medical problems, serious domestic difficulties, compassionate grounds, neurodivergent conditions, and/or unforeseen research difficulties. Supporting evidence and a timetable for completion must be presented.

Please note, there is no provision for rolling or repeated extensions. Postgraduate research degrees are time limited.

Extensions can be initiated by the student through MyPGR. More details on the criteria and procedures for extensions can be found in the Academic Quality Handbook

Preparation to submit

Three months before submitting a thesis, students should submit their Intention to Submit Form (ITS). ITS submission triggers the organisation of the viva, the onboarding of external examiners and the opening of the submission portal. If you want to submit your thesis on time, please ensure that you submit your ITS within the appropriate timeframe.

When submitting an ITS students are expected to fill out the first page and then hand over the form to their supervisory team. 

Please note: The timescale for organising the viva is elastic as it involves liaising with external examiners and delays can be caused by their response times. The expected time frame between thesis dispatch (when the thesis is sent to examiners) and the viva is twelve weeks. This timeframe can only be truncated by the examiners themselves.

Choosing external examiners

One way to ensure your ITS gets approved in a timely manner is to think carefully about the examination team. The Doctoral Academy convenes a committee on a regular basis to consider ITS forms and whether the examination team is appropriate.

The supervisory team is ultimately responsible for choosing your examiners, but it is expected that students have input into the decision. Please consult our guidance for choosing an examination team to ensure approval goes smoothly.

Thesis submission

There are a number of guidelines you need to follow to ensure that your thesis is submitted correctly. Please fill out all the correct forms and abide by AU formatting guidelines when you submit. You can find this information on the thesis submission checklist.

Viva voce

After submitting your thesis, the University will organise a viva voce (oral examination). Viva voce exams are conducted to ensure that the work is the student’s own and that they have reached a sufficient threshold to be awarded their degree. Each viva voce will be conducted by an examining board normally consisting of a chair, one internal examiner and one external examiner. Where candidates have studied under staff regulations or became staff members before the viva voce, a second external examiner will be appointed in place of the internal.

While the examination board is approved by a central University committee, postgraduate students are expected to have input into their chosen examiners. Please make sure you discuss potential examiners with your supervisor/s before they submit the Intention to Submit (ITS) form.

Oral examinations are normally on campus, face to face, though online examinations are allowed under certain circumstances with approval from the Doctoral Academy.

Results of the viva are reported to the student immediately following the viva. The chair will communicate any corrections needed on the thesis in writing.

Viva results

The three most common results from a viva are: minor corrections (four weeks), corrections and amendments (6 months), and full resubmission (up to 12 months). In the case of minor corrections or corrections and amendments the viva chair will write to the student with the required corrections. When the amendments are made, the re-drafted thesis will be sent to one (or both) of the examiners for final approval.

In the case of resubmission, the candidate will need to resubmit an ITS form and may need to undergo a second oral examination. The candidate may also be offered the opportunity by the examiners to resubmit the thesis for an MPhil (with major or minor corrections). Resubmission for an MPhil might not require a second oral exam but may require approval by the examiners.

Viva preparation

The Doctoral Academy offers a viva preparation training session as part of the third-year Doctoral Academy Training School.

Final thesis submission

After the examiner(s) have signed off on the final (corrected) version, the university will notify students that their thesis has been accepted. It is vital that the sign-off examiners (which can be an internal, external or both) submit the Final Results Form. This is what triggers final submission.

Students are required to upload their final version to the Final Thesis Submission Blackboard site along with a completed E-Thesis Declaration form.

Library staff will review the thesis and form and in almost all cases the title and abstract will be made available via the Aberystwyth Research Portal. Where appropriate the full text will also be made available via the Aberystwyth Research Portal and eventually via the UK Electronic Thesis Online Service (EThOS).

If you have any questions contact resourcediscovery@aber.ac.uk 

For more information on the final submission process see the submission guidance.

For more information on open access theses see the page on Thesis Guidance.

Graduation and degree certification

When you submit your ITS form you will be added to the next available graduation period. You will receive an email in April asking you to register for your degree ceremony. The graduation task should be completed as soon as possible to reserve your place at graduation.

However, you will only be allowed to attend graduation if you have been awarded your degree. You will need to have uploaded the final version of your thesis no later than the end of the second week of May. You will receive official confirmation of your degree via email shortly after. If you have not received official confirmation of your degree by the end of May, you will not be able to attend graduation, but you will be transferred to graduation the following year. You will still receive your certificate within six weeks of being informed of successful completion of the degree. You then choose whether or not to attend the next graduation ceremony (these take place in July each year).