Information for PGR Students and Supervisors

Funding Opportunities for Research Students

Forms & Requests

 Overview - what form or request to use

Absence from the University

Please submit requests through the UofG Helpdesk. Please see Guide to requesting an absence from the University via UofG Helpdesk.

You are advised to contact your supervisor and School PGR administrator before submitting the online form to discuss the best course of action if your request is of sensitive nature or if you are unsure about the appropriate length of your absence.

Please contact the Graduate School with any questions or concerns.

Requests can be submitted for:

  • Approved Leave of Absence for Annual Leave 
  • Medical Leave during Thesis Pending (thesis pending students only)
  • Research Furth of Glasgow*  
  • Suspension of Studies (full/part time students only) 

 Supplementary forms and information: 

*Research Furth Requests: Please note that any UK travel involving a flight or an overnight stay, and all international travel must also be registered with the insurance team via the University Travel Portal (GUID log in required). The Travel Process Flowchart helps to explain the process and please find further details via the Business & Study Travel Policy


Annual Progress

Annual Progress Review forms are accessed by Students via a link on MyCampus and by Academics via a link on the Staff homepage.   

Access to the APR online system will be available from March 2023 and APR reviews and outcomes should be completed by the end of May 2023.  

Each School will invite students to complete their assessment section according to their own timetable. Please look out for notices from your School Administrator. 

The Postgraduate Research Handbook provides information regarding Annual Progress and further system guidance including training materials can be accessed via Annual Progress Review.

Supplementary forms and information:

First year PGRs should ensure the following mandatory courses are completed ahead of the APR:  

Thesis Submission

Submission forms:

Extension to Thesis Submission Date Applications:

Committee of Examiners: 

Submission Procedure:  

Word Count and Formatting: 

Supplementary information:

Please allow ten working days for all forms to be processed by the Graduate School



Responsibilities for Supervisors of Students with a Tier 4 Visa

The University has been granted a licence to sponsor non-EEA/Swiss students under the Tier 4 immigration system. If the conditions relating to the University’s Sponsor Licence are breached, this licence is likely to be removed, resulting in an embargo of all International Students attending the University. It is important that all staff who are working with Tier 4 students understand how the University collectively needs to mitigate this risk.

Keep up to date with developments by reading the Tier 4 newsletter 

A moodle course on Tier 4 and Student Visas providing a background to the Points Based System and a overview of the key requirements from staff, students and sponsors can be accessed via Moodle enrolment key t4@2016

The Tier 4 visa conditions relating to Postgraduate Research Students are as follows:


  1. The student is actively engaged in study for the duration of the course including during the thesis pending period. The duration of a PhD course is considered to be up until the date of the viva.
  2. The student will reside in the UK for the duration of the course unless they have been granted an approved absence from the University. See Information about Approved Absence from the University

Responsibilities of Supervisors of PGR Students with a Tier 4 visa


  • Schedule a list of contact points which the student is required to attend. This is expected to be monthly supervision meetings and it is also feasible to assess attendance at research courses, annual progress reviews and seminars outwith the supervisory meetings. Your School admin support will confirm how this is managed in your School. 
  • Students engaged in full-time study are expected to attend at least 10 contact points each session.
  • During the thesis pending period and before thesis submission, contact with the supervisor is required at least once every 2 months.
  • During the period after submission of the thesis and before the viva, if the student is still in the UK, supervisors and school admin should maintain email contact at least once every 2 months confirming arrangements for the viva etc;
  • Provide formal written reports of each supervision meeting to the School admin contact – templates are available on the Graduate School web; 
  • Within 5 working days of a missed contact point, notify the School admin contact who will initiate the School attendance monitoring procedure.
  • Ensure applications for absence from the University are approved before the absence commences. Retrospective applications imply that the student is not being monitored correctly and will not normally be approved. This could lead to the sponsorship of the visa being withdrawn and the student being required to leave the UK and potentially be withdrawn from further study. It also places the University’s status as a sponsor of Tier 4 students in jeopardy.