Graduate School

College Contacts

Office operating hours: Monday to Friday from 09:00-17:00. 

All students are required to register online at the beginning of each session using the University's student information system, MyCampus. The Registration process allows you to register and update your personal, academic and financial information, and confirm that you agree to observe the University Oath, regulations and requirements. It is vital that you complete the registration process as soon as possible at the start of each academic year and if you fail to do this without good reason you risk being withdrawn from further study.

International students who require a Tier 4 student visa
The Home Office  requires the University to take a copy of the passports and visas of all students who have a Tier 4 visa.   In addition, the University must tell the Home Office if students holding a Tier 4 visa to study at the University of Glasgow do not register.  If you have a Tier 4 visa you will therefore need to attend a Tier 4 Check-In event, organised by Registry before you begin your programme (or if you are already in Glasgow and are renewing your visa, as soon as you receive your renewal visa).  For further information please consult Regsitry webpages for Immigration Compliance Team.

Registry also has a responsibility to collect visa details of international students on non-Tier 4 visas. 

Campus Cards
Student Campus Cards will be available for collection from Registry and details of when these will be available will depend on when you join the University. Information for new students is published online via Registry. 

Your Campus Card will be invaluable to you throughout your time as a student.  Your card will grant you access to University facilities such as the library and sports facilities and importantly will entitle you to student discount in a wide variety of shops, bars, cinemas and online. 

Your card will automatically remain active until 4 months after your expected submission date provided you have completed the registration process. The Graduate School can arrange for your card to be extended to cover the duration of any correction period and you should contact the Graduate School to arrange for this to be done. 

Category of Registration

Research students will normally be registered on one of the following bases

• as a full-time student, pursuing full-time research within the University, 
• as a part-time student, pursuing research, in attendance at the University for not less than three months per year in aggregate over the minimum period of study; it is not normally possible for an overseas student to register as a part-time student
• as a thesis pending student, having completed the minimum period of full time or part time study and requiring minimum supervision to complete their thesis.

All durations of study are calculated from the start date recorded in the student record system and any period of approved suspension of study will be added to the normal duration of study detailed below.

Normal Duration of Study

Extension to Expected Submission Date 

Full-time students may register as thesis pending after three years provided their supervisor has confirmed that minimum supervision is required.  The expected thesis submission date will automatically be extended by 12 months.

Those students who still require further supervision will be expected to register as either full-time or part-time students and pay the appropriate fee.  For students who need to continue after a fourth year, approval for an extension of studies is required from the Supervisor and the Graduate School. This will normally happen as part of the annual progress review. Any applications for an extension of studies outwith the annual progress cycle must be made using the ‘application for extension form’ which can be accessed through the Graduate School website.

If you are a Tier 4 student, an extension to your submission deadline does not extend your visa expiry date. If a visa extension is required please consult the Graduate School webpages for further CAS information and make an appointment with one of the International Student Support Advisors.  

All CAS applications for a visa extension must be approved by an academic member of staff then submitted ot the Graduate School. 

Fees

The current rates of full-time, part-time and thesis pending fees are available from the University Website

Suspension of Study

Definition Suspension of study is agreed by the Graduate School when for full or part-time study to be interrupted. The student is granted time away from research study and during this time, research work is in abeyance, no tuition fee is charged and stipend payments are stopped. On return from a period of suspension, the end date of a student’s research period will be amended to include the period of suspension granted and stipend payments will re-commence and be paid until the full value of the awarded has been disbursed. 

Circumstances A student may apply for a suspension of studies in the following circumstances: 

• Ill health
• Maternity/paternity/adoption leave
• Family emergency/bereavement
• Dramatic change in circumstances
• Paid internship or secondment - for Home students only*
• Employment related [part-time students only]
• Other circumstances approved by the Graduate School Board

How to apply If a student wishes to suspend study, they should consult their primary supervisor then submit their request through the UofG Helpdesk. Further details can be found under Forms & Request - Absence from the University.

Applications for suspension are dealt with on a case-by-case basis and are subject to satisfactory progress thus far. A single period of suspension will not be granted for a period of more than 12 months and medical evidence, if applicable, must be provided with the application. Beyond this original 12 month period, a second period of suspension (also only up to 12 months) will only be considered in exceptional circumstances. Students must provide appropriate documentation to support any such requests. Students whose registrations are suspended for a period in excess of 2 years (whether approved or not) will automatically be withdrawn from the Programme of Study and will be contacted informing them of this. They will also be informed of the process for re-admission.  

Retrospective suspensions will only be approved under the most exceptional circumstances. Students must also seek formal approval of their sponsors/funding council.

Implications for Tier 4 Students Tier 4 students who are granted a suspension of more than 60 days are required to return home for the duration of the suspension. The University is required to report this change of circumstance to the UKVI as their visa may need to be withdrawn. Students will be required to re-apply for a visa before resuming their studies.

*Due to tier 4 visa restrictions a suspension of study cannot be granted for paid internships or secondments in respect of students holding a tier 4 visa

Responsibilities of Students and Supervisors During the period of suspension, students and supervisors should maintain regular contact providing updated information on the status and intended return date. The student should advise the Graduate School when they resume their studies so that MyCampus can be updated.  Within the School, a progress review meeting should be arranged immediately on the student’s return, to agree plans for the way ahead.

If the student is not able to return to research study at the end of the approved period of suspension, the supervisor should consult with the Dean of Graduate Studies and the student may be withdrawn.

Monitoring of student progress

Supervisors and students should develop a plan for the research with agreed deadlines for written work or projects. Supervisors should keep a record of the completion and assessment of course work requirements in the first year of study. Students are required to provide a written record of each supervisory meeting to be signed by the supervisor. A Record of Supervision Report template for recording the meetings can be found on the web.

The Dean of Graduate Studies recommends monthly meetings either face to face or by Skype or email between supervisors and their students.

Annual Progress Review

All research students are required to attend an annual progress review. The purpose of the review is to:

• Provide you with an opportunity to present to a panel aspects of your work and achievements for the session.
• Highlight any problems experienced by either you or your supervisor during the session.
• Provide you with written and verbal feedback on your progress throughout the session and facilitate the completion of the progress review form.
• Confirm, or otherwise your ability to progress to the next year of study.
• Gauge your ability to complete within the timescale.

School PGR Directors are responsible for organising the reviews for their students within the following parameters:

• The supervisor (s), the student and at least one other member of staff not directly involved with the student should normally form the review panel.
• The convener should not be one the supervisors.
• Reviews are compulsory for each student and the principal supervisor is expected to attend.
• During, or immediately following the review, the Report of Progress form should be completed and signed by the student, supervisor(s) and the review convener.
• Students should be advised of their right to appeal or complain about any aspects of the review. Details of the procedures can be found on the Senate webpage Appeals, Conduct and Complaints  

Supervisors and students should keep a record or log of supervision which will contain at least the following:

• number and duration of supervisions in the academic session
• details of work completed by the student and commented upon by the supervisor
• presentations to Postgraduate Seminars/Workshops in the School, College or Institute
• attendance at conferences, presentations of papers and publications, graduate tutoring and skills training
• The record should be signed by both the supervisor and student as an accurate record. These details may be requested by the committee of examiners as part of the viva.

The  forms  will be reviewed by the School PGR Convenor who will make a report to the Graduate School Board. It is assumed that any significant difficulties will be identified either by a supervisor, student or Head of School directly to the School PGR Director before these reports are submitted. He or she may refer to the Graduate School Board and other relevant University Committees for any required action. Annual Progress Review Forms should not be released to the student until all parts of the form are signed.

Students will not be allowed to register for the forthcoming session until this report has been received by the Graduate School Office. It is therefore imperative they are completed in a timely fashion. Late submission of forms will delay registration for the following academic year. If a student is on suspension or leave of absence during the review period a completed progress review form will be required before the student is permitted to register on completion of the suspension/absence.

Thesis Pending

It is generally expected that a student will complete and submit the thesis by or close to the research period end date. However, by exception, degree submission time-limits allow the student to set a submission date beyond the end of the research period. If a student requires time additional to the research period for completion of the thesis, he/she will be registered at the University for a reduced fee with a thesis pending status. Transfer to thesis pending status is dependent on submission of a specific and time-bound plan for completion and must be agreed with the supervisory team and approved by the annual progress review panel. 

APR forms will be accessed by Students via a link on MyCampus and by Academics via a link on the Staff homepage. Information is available under Forms - Annual Progress 

Further details including training materials can be accessed via Annual Progress Review.

The following provides an overview and documentation for the submission and examination of a research thesis in the Graduate School for Social Sciences. You are advised to consult the Graduate School Office promptly of any changes or delays to the process of writing or submitting your thesis and we will be able to discuss the options if additional time is required.

Submitting your thesis for Examination
3 months before the expected submission of the thesis, you should complete the Intention to Submit form, have it countersigned by your supervisor and submit it to the Graduate School. This initiates the process for the appointment of the examination committee and avoids introducing an unnecessary delay in sending the copies of your thesis to your examiners.

You should submit your thesis via the University Transfer Service to the Graduate School as a PDF for examination. The thesis will be provided to each of the Examiners and to the Convener of the Examination Committee, with formal documentation from the graduate school.

It is not appropriate for the supervisor, or any other individual within the department, to send the thesis to any of the examiners.

A financial penalty is imposed if you fail to submit a thesis within the time specified on the Intention to submit form or your expected submission date whichever is earlier. Details of the financial penalty can be found under Additional fees for postgraduate students.

Submitting the Final Version
After addressing required corrections and having them signed off by the examiner(s), the examination process is complete. Submission of the final version can occur.

In order to upload your final version thesis, registration at the Glasgow Thesis Service is required. 

You should complete the access declaration form, have it counter-signed by the primary supervisor. Normally theses are made freely accessible after award of the degree and there may be valid reasons why such access should be restricted. More information on depositing your thesis and restricting access is available on the Glasgow Thesis Service website.

More information about the final examination

Information about the final examination can be found in the University Code of Practice and in the University Regulations

Useful documents (further information is available under Forms - Thesis Submission):

• Summary of Submission Procedure
• Submission of Thesis Guidelines - for Supervisors
• Thesis Formatting Guidelines

Please note that College of Social Sciences is currently processing electronic-only submissions.  Please use the University Transfer Service to send your thesis/dissertation (as a PDF file) to the Graduate School.

Extension to Thesis Submission Deadline 

Definition: If a student and supervisor perceive that the date set for submission of the thesis is not achievable, then they may apply for an extension to that date. If the extension is required for reasons of medical or other adverse circumstances a suspension of study* may be granted. This will be decided by the Dean of Graduate Studies if it is deemed there is good cause for the extension. Applications for a suspension request should be submitted as soon as possible and within 3 weeks of the good cause event at the latest. Requests for retrospective extensions/suspensions will only be approved under the most exceptional circumstances. Students must also seek formal approval of their sponsors/funding council.

Student ID cards will remain active during the extension period unless it is deemed to be a suspension of study in which case the ID card will be inactive for the period of suspension.

If the application for extension/suspension is submitted more than 2 weeks after the expected submission date a late fee will be applied.

The thesis submission deadline is the earliest of either 3 months from the date of receipt of the Intention to Submit Form by the College Office or the expected thesis submission date.

Good Cause: A student may apply for suspension in the thesis pending year in the following circumstances:

• Ill health
• Maternity/paternity/adoption leave
• Family emergency/bereavement
• Dramatic change in circumstances
• Other circumstances approved by the Graduate School Board

An extension/suspension will not normally be granted on the grounds of employment.

Important information: Short term extension requests (less than 3 months) without compelling evidence of adverse personal circumstances in the thesis pending period will be rejected. Adverse personal circumstances include:

• Ill health (accompanied by medical certification);
• Death of a person with whom a close relationship can be demonstrated (e.g., immediate family member; spouse);
• Dramatic change in circumstances (e.g., homelessness).

All students who request an extension not supported by significant adverse circumstances will be subject to a late submission fee.

How to apply: Applications must be made to the Graduate School using the Application for Extension to Thesis Submission Date‌‌ form including a Completion Plan. Applications for an extension will be considered on a case by case basis. Extensions are not normally granted for a period in excess of 12 months and only one extension will normally be granted, so students and supervisors should be realistic about the amount of additional time required when submitting their application. In the event of a second application being submitted the principal supervisor will be asked to submit a statement evidencing the rationale for the support of the application.‌

Implications for Tier 4 Students:  Tier 4 students whose visa is due to expire before the end of the period of extension must make arrangements to apply for an extension to their visa in good time (at least 10 working days before expiry). Please consult the International Student Support website for more information about extending your visa

*If you are granted a suspension of study for more than 60 days you will be required to leave the UK for the period of the suspension. The University is required to report this change of circumstance to the Home Office and to withdraw sponsorship of the visa. Students will be required to re-apply for a visa before returning to the UK to resume their studies.

Responsibility of Student and Supervisor: It is the responsibility of the student and supervisor to ensure that the thesis is submitted by the agreed deadline otherwise a late submission fee will be charged.

All forms are available under Forms - Thesis Submission 

If you do not make satisfactory progress, your supervisor may recommend to the College PGR Committee that you be withdrawn from further study. Before deciding that you will be withdrawn the College Graduate School Board will give you the opportunity to make representations (aided by another member of the University, if desired) concerning the circumstances which have affected your progress.

If you fail to register or otherwise contact the Graduate School Office by November of a session you will normally automatically be withdrawn from your research programme unless there are exceptional circumstances preventing you from doing so. Before this happens we will try to contact you.

The University Regulations for the Code of Procedure for Appeals are contained in the ‘University Fees and General Information for Students’ section of the University Regulations.