Policies and procedures

Policies and procedures

There are numerous policies and procedures given in the University Fees and General Information for Students section of the University Calendar, which also contains information on Hardship Funds, the Code of Procedure for Appeals and the Complaints Procedure.

It also sets out the University's policies on 'Sexual or Racial Harassment' and 'Plagiarism'.

The College of Medical, Veterinary and Life Sciences section of the Calendar provides the definitive regulations governing admission, award of degrees and degree regulations.

Additionally, the PGR Code of Practice (PDF)sets out the policy of the University of Glasgow with regard to good practice in all matters relating to postgraduate research students. 

Its aims are to ensure that consistent, high standards are set and achieved across the University and to define clearly the responsibility of all parties, including students and their supervisors.  

Further information about the Code of Practice can be viewed on the Research  Strategy and Innovation Office Postgraduate Research Service website.

Extension to submission deadline

If a student and his/her supervisor(s) perceive that the original submission date may not be achievable they may apply for an extension no later than 3 months prior to the planned submission date.

An extension to a student’s submission deadline can be granted subject to approval by the Graduate School Board and in compliance with any funder terms and conditions.  See the PGR Code of Practice (PDF) section 8.16 to 8.22.

Extensions are not normally granted for a period in excess of 12 months and are considered on a case by case basis.

Eligible reasons for granting an extension 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); delay to data gathering/analysis due to lack of operable equipment; dramatic change in circumstances.

The application should be written and submitted by the student and include:

  • an account of the reasons for the application
  • a plan and timetable for the revised submission
  • sufficient evidence to support the application (medical certificates, evidence of relationship)
  • letter of support from the principal supervisor.

The Graduate School shall inform the student in writing of the outcome of the application for extension with the reasons for the outcome with any revised submission dates if applicable.

Applications should be submitted at least two weeks prior to Graduate School Board Meetings.


Research furth of Glasgow

Doing research or fieldwork away from your University base.

Graduate students are expected to be based at the University throughout their studies unless there is a specific arrangement for locating at a recognised institution (listed below) or local NHS hospital. 

In cases where the location is not University premises, permission should be sought in advance. 

Special permission must also be obtained in advance for any work undertaken away from the usual location. 

This applies whether the remote work is in another academic or research institution, or industrial laboratory, where supervision levels and facilities and safety are at least equivalent to those here; or whether you are doing fieldwork. 

Permission is required, under the University’s guidelines, for any period of over a month away. 

Permission is not withheld unreasonably but we do have to ensure that students are appropriately supervised, are safe, and that facilities are adequate. 

Further Information

Research Furth of Glasgow

Research Furth Application Form (MS Word)

Research Furth Checklist (MS Word)


Absence policy

The University expects students to complete their study in a single continuous period. 

Absences from research degree studies may, however, be appropriate when a student needs to suspend or interrupt studies, for example, as a result of maternity leave. 

In such instances, application for a prospective suspension of study should be made, in writing, to the Graduate School.


Travel insurance

It is important that  the Finance Office is notified of staff and postgraduate student business travel for insurance purposes.

The travel insurance policy covers staff and postgraduate students travelling on University business if the journey is either (i) outside the UK or (ii) within the UK and involves either air travel or an overnight stay (in the case of an overnight stay the mode of travel is irrelevant). 

An online form must be completed for each journey at least seven days prior to departure.  An insurance cover note will be returned via e-mail.

Further information on travel insurance can be found here.


Late thesis submission

Under the Regulations for the various types of research degrees (PhD, MD, MSc), there are strict time limits for submission of theses. 

Some funding bodies have imposed penalties on institutions showing poor rates of timely thesis submission. 

Once such a time limit has passed, the student (or former student) loses the absolute right to submit a thesis and be examined. 

Graduate Schools do have discretion to allow late submission.  However there has to be a convincing case made.  

Applications for extension will be considered on a case by case basis.

Please see the Extension to Thesis Submission form (MS Word) application form for eligibility criteria.

In this Graduate School, applications for permission to submit a thesis late are considered by the Graduate School Board which meets 4 or 5 times annually. 

Applications should be lodged with the Graduate School Office a fortnight in advance of the relevant meeting. 

The Supervisor’s letter is particularly important in informing the Board’s decision.  The Board will not normally consider a second application if a degree candidate fails to meet an extended deadline. 

If permission is granted for a late submission, payment of the late fee is required.

 

Note:  In the specific case of international students who have not submitted a thesis on time and whose visa is approaching expiry, a very good case will need to be made in order to justify the University sponsoring a visa extension to enable thesis submission.


UKBA compliance

Guidance for Students:
As you are aware, as your sponsor, the University has to follow strict regulations as outlined by the UK Border Agency (UKBA) in relation to attendance monitoring of Tier 4 students whilst they complete their studies.

As outlined during registration, students also have specific responsibilities under the points based immigration system; please find further guidance at Tier 4 visa.

As you are aware, University Registry will conduct three central ‘check-in’ points during the academic year, at which students are required to attend. Please follow the guidance circulated from Registry regarding the arrangements for these check-in points.

Further information on Tier 4 Student Visa Holder Responsibilities can be found at‌ Your responsibilities.


Code of Practice student agreement

You will receive notification to login to the Code of Practice Student Agreement using your GUID and password to confirm that you have read and agree to abide by the Code of Practice. 

If you have not yet started at the University of Glasgow as a new student and informed the Graduate School of any delay in your start date you need take no further action at this stage, however you will be asked to complete the Code of Practice registration once you have taken up your position as a research student.

Any questions should be emailed to mvls-gradschool@glasgow.ac.uk in the first instance.


Appeal procedures

Before submitting an appeal students should be encouraged to consult their Supervisor, or School/College Administrator for advice and to explore whether there is a possible resolution without proceeding to a formal appeal.

The SRC Advice Centre is available to advise students. 

You should encourage students to consult the SRC, as they can provide invaluable independent advice on the grounds for appeal and on the appeals process.

If a student is considering appealing against their final award, they should be aware that if they graduate they are deemed to have accepted the award; if they wish to appeal they must therefore withdraw from graduation.

The first stage of the Appeals Procedure is to appeal to the College Appeals Committee.

The student must submit a letter intimating an intention to appeal within 10 working days of publication of the decision that they wish to appeal. This should be submitted to the College’s Head of Academic and Student Administration, Mrs Caroline Mallon.

The student then has a further 20 working days to submit full grounds for appeal and any necessary supporting documentation.

There are three permitted grounds for appeal:

i) unfair or defective procedure;
ii) a failure to take account of medical or other adverse personal circumstances;
iii) relevant medical or other adverse personal circumstances which for good reason have not previously been presented.

The College Appeals Committee Convener will decide whether to consider the appeal by full hearing (which the student may attend) or by preliminary disposal (which is held in private).

The College Appeals Committee will consider the grounds for appeal and will take account of a response from the School/Subject Area.

If you are asked to provide such a response, please bear in mind that this will become part of the appeal papers and will be made available to the student. The Committee may dismiss the appeal, uphold it or refer the case back to the Board of Examiners/Progress Committee for further consideration.

If the appeal has been considered by preliminary disposal and the student believes that some element of the appeal has been overlooked they may request reinstatement of the appeal for further consideration by a full hearing of the College Appeals Committee.

If they wish to seek reinstatement, they must do so within 10 working days of the Appeals Committee’s decision being issued, explaining what they believe has been overlooked.

A member of the College Appeals Committee who has not been involved in the case will decide whether there are grounds to permit reinstatement.

If the student is dissatisfied with the outcome from the College’s consideration of the appeal (whether or not they sought reinstatement) they may be able to proceed to the Senate Appeals Committee.


PhD Student Maternity, Paternity, Parental, Adoption Pay and Leave Policy

This policy should be read in conjunction with the University's Student Maternity Policy as outlined by the Senate Office.

Scope of the Policy

This policy covers any registered PhD student in the College of Medical, Veterinary and Life Sciences who is pregnant during the period of PhD study; whose partner is pregnant; and for those who become a parent through adoption, whilst receiving a stipend from the University.

Please note that some external funders (home/EU and International) will not provide funding for such leave.

There is no maternity, paternity, parental or adoption pay provision available for students who are self-funded or in a writing-up status after funding has ceased.

Eligibility

There is no qualifying period for maternity, paternity, or adoption leave e.g. a student can take leave regardless of when they commenced their studies.

Policy

Students should contact their supervisor initially, or where necessary the funding organisation, for advice and guidance.

It is recommended that students discuss this with their supervisor at the earliest opportunity so that provision can be made available.

Should funding not be found, students will be entitled to the following:

  • 52 weeks of maternity leave. The first 26 weeks are paid at the full stipend rate. The following 13 weeks are paid at a level equivalent to employee SMP. The final 13 weeks are unpaid. Current rates for employee SMP can be found on the GOV.UK website - Statutory Maternity Pay and Leave: Employer Guide.
  • Partners are entitled to up to 10 days paid ordinary paternity leave on full stipend.
  • Partners may be entitled to up to 50 weeks of shared parental leave which may include paid and unpaid leave depending on the individual circumstances; and any paid leave should be at full stipend.
  • Submission dates can be amended for periods of maternity, paternity, shared parental or adoption leave and if the student changes to part-time study; however, a formal request must be submitted in advance to the Higher Degrees Committee.
  • There is no limit to the number of periods of maternity, ordinary paternity, shared parental or adoption leave that can be taken during a studentship.
  • Students may opt to study part-time (at least 50%) following a change in their personal circumstances, a request for which must be submitted in advance to the Higher Degrees Committee.

To request funding please complete the Maternity, Paternity, Parental and Adoption Funding Form (Staff GUID and password required). Once this has been submitted a Funding Request email will be sent to the relevant Head of Administration and Post Graduate Convener.


Policy on student surveys

Approval for internal student surveys that form part of an externally funded research project should be sought before the funding bid is submitted.  Surveys that form part of either an undergraduate or postgraduate project should also be approved before the project is initiated. For surveys that will only involve students from within one School or College, permission for the survey should be obtained from the relevant Head of College.  For surveys that will involve a broader cross-section of the student population, permission should be sought from the Clerk of Senate who will make the decision whether or not to grant permission in consultation with the President of the Students Representative Council.  Approvals of this type should be sought prior to submission of the project for ethics approval.

All requests from external organisations to survey any group of students of the University should be referred to the Clerk of Senate who will make the decision whether or not to grant permission in consultation with the President of the Students Representative Council.

For further information click here

Note: “University Supported” projects (such as NSS), that include a student survey element, are exempt from this policy as appropriate mechanisms are already in place for their approval.  If there is any doubt whether a project is “University Supported”, the matter should be referred to the Vice-Principal (Learning and Teaching) for decision.