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 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 & Enterprise Postgraduate Research Service website.

Bench Fee Charges

A bench fee relates to PG student projects and is to cover specific additional costs associated with laboratory or field work and to determine an amount to reflect the funding required.

In order to provide a more structured and standardised approach to calculating bench fees, MVLS College has agreed a maximum charge for bench fees, these are:

Wet lab projects    £12K

Dry lab projects      £5K

An indication of allowable costs can be found on the Bench Fee Proforma.

This form should be used in all cases where a bench fee applies and is included with the admission instructions when a new student is made an offer. The completed form and admission instructions are returned to admissions (External Relations) to process. Your local admin support will be able to give further information regarding this process.

Please be aware that increasingly international sponsors request a breakdown of expenditure each year against the charged bench fee, therefore it is important to ensure that accurate recording and monitoring of spend is in place.

PGR Clinical Fees

This tuition fee pertains to a student who will be working on a clinical project. From the 1 September 2018 supervisors will be required to apply for clinical tuition fee.

To apply please complete  Clinical Tuition Fee Form and return it to Lesley Dinning. Your request will then be considered by the Dean of Graduate Studies.

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 Including Suspension of Study

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 a Suspension of Studies Form (MS Word) should be completed for a prospective suspension of study. Please return the completed form 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

Extension to submission deadline

If a student and their 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 may 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 , section 10.27-10.33.

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.

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 does have to be a convincing case made.  Criteria from the University’s Code of Practice are listed below:

Applications for extension will be considered on a case by case basis. Please see the Extension to Thesis Submission form (MS Word) 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 that, 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.

Plagarism Statement

You can find Plagarism Satement on the University Regulations web pages, in the section on Student Support and Conduct Matters.

This information is also outlined for students in Appendix 6 of the Postgraduate Research Student Handbook (PDF).

Appeal procedures

Before submitting an appeal students should be encouraged to consult their Adviser of Studies, Supervisor, Course Leader 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.

When a student is considering appealing against their final award, you should remind them 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.

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


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.


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:

  1. 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.
  2. Partners are entitled to up to 10 days paid ordinary paternity leave on full stipend.
  3. Submission dates can be amended for periods of maternity, paternity, 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.
  4. 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.
  5. Students may opt to study part-time (normally 50%) following a change in their personal circumstances, a request for which must be submitted in advance to the Higher Degrees Committee.

Where no funding is found local PGR administrators should be advised. They will then liaise with the MVLS Financial Aid tram to arrange payment.

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.

Visiting Researcher Policy

To find out more about the universities visiting researcher policy go here.

Please note MVLS has a slightly different application process which is explained in the visiting postgraduate researcher policy. Please contact your institute or school if you have any further enquiries.