Policy and guidance for attendance, engagement and change of circumstances for postgraduate researchers

Liverpool John Moores University (LJMU) is committed to providing an inclusive and accessible environment that enables all students to reach their potential. A wide range of provision is available to support students including specialist support, support through academic faculties, departments and schools, and appropriate policies and procedures.

The practice of recording attendance and monitoring engagement is an important element of our duty of care to our Postgraduate Researchers (PGRs). It allows us to intervene appropriately in supporting PGR retention, performance and success.

The university also has an obligation to ensure that it has accurate records of all student attendance for funding and other statutory returns, alongside its legal duty to report to UK Visas and Immigration.

International PGRs on a Student visa should be aware that the university has a duty to ensure students fully engage with their studies throughout the duration of their programme of study. Information regarding attendance for international students can be found at: https://www.ljmu.ac.uk/academic-registry/student/registry-services/further-information-for-international-students and https://www.ljmu.ac.uk/academic-registry/student/registry-services/further-information-for-international-students/your-visa-responsibilities

Students who are in receipt of bursaries, sponsorship or other funding should be aware that the university may be obliged to report any absences to the relevant funding authority, and this may affect their funding.

Attendance and engagement must be monitored and recorded throughout the registration on the research degree on eDoc. This includes, as a minimum, the recording of all formal supervisory meetings and formal monitoring points in line with the Policy for Reviewing the Progress of Postgraduate Research Students, and other appropriate events as defined by the School/Faculty.

Accurate attendance and progress records are required as part of any consideration and determination of student complaints and appeals.

Failure to attend, engage with and progress within the programme of study in a timely way and/or prolonged or unexplained absence without permission can result in the instigation of the Unsatisfactory Academic Progress Procedure, and potentially lead to a termination to the registration or the instigation of procedures as outlined in the Fitness to Study and Engage in the Student Experience Policy.

Scope of the policy

The policy sets out expectations and guidance for PGRs regarding minimum attendance throughout the duration of the programme, how engagement is formally monitored by the university and what PGRs should do if they need to take a break from their studies or change their mode of study.   It applies to full-time and part-time PGRs of the following degrees: 

• Doctor of Philosophy (PhD) 
• Master of Philosophy (MPhil)

PGRs are expected to engage with their research degree programme as follows:

• Full-time: A minimum of 35 hours per week over 45 weeks of the year.
• Part-time: A minimum of 17.5 hours per week over 45 weeks of the year.

The university recognises the additional responsibilities and challenges that are likely to be faced by students in its postgraduate cohort having regard to their personal commitments.

Where the need arises, reasonable adjustments to the minimum number of hours should be discussed and agreed with supervisory teams ahead of time.

Supervisory meetings

Ensuring that regular and frequent contact is maintained is the joint responsibility of supervisors and PGRs. Meetings between Supervisors and PGRs may vary according to discipline and local research culture. Nevertheless, ten meetings per annum are required as a minimum (pro rata for Part-Time PGRs) to take place normally once a month. The outcomes of meetings must be recorded on eDoc by the PGR and verified by the supervision team.

Monitoring of meetings with supervisory teams is a key metric used by the university to report to the Home Office under its UKVI monitoring requirements and to professional/statutory bodies where required.

Formal progression monitoring

The Research Degrees Regulations and specifically the policy and guidance for monitoring the progress of postgraduate researchers detail the formal progression monitoring points. Failure to engage with formal progression reviews may result in a recommendation for a termination to the registration of a PGR.

Annual re-registration

PGRs must remain registered on the research degree for the duration of their studies to the point of completion of the award. An invitation is sent to re-register on the anniversary of the start date and it is a requirement that this is completed.

The fee for the year will be charged at the re-registration point. If any monies from the previous year are owed, these will need to be paid before a PGR can re-register for the new academic year. Failure to pay fees within the required timescale may result in the PGR’s IT access being blocked or withdrawal from the university.

If re-registration remains incomplete for a period of over one month, a termination of the registration process will be initiated as follows:

• Reasonable attempts will be made to contact the PGR giving a deadline by which, if re-registration is still not completed, the next step will be for a recommendation to be made to terminate the registration to Faculty Research Degrees Committee.
• If re-registration remains incomplete, a recommendation will be made to the Faculty Research Degrees Committee to terminate the registration using the date last logged onto the IT Network, which is confirmed by IT Services. FRDC will be asked to endorse the recommendation for approval by Research Degrees Board.
• Research Degrees Board will consider the recommendation and will have final approval to terminate the registration on grounds of non-re-enrolment.

PGRs who miss their invitation to re-register due to a leave of absence will be required to complete this process upon their return to study. Any resulting fee adjustments will be calculated by Registry Services.

The university recognises that there are circumstances which mean that a PGR will need to request to have an approved period of leave away from their studies and in some cases pause their registration. 

Funded PGRs should also refer to the Funded Postgraduate Research Student Leave of Absence Policy which sets out entitlements to continued stipend payments where request for studies to be interrupted are approved.

PGRs who have entered the UK under the Student UK Visa and Immigration (UKVI) regulations align with the expectations in the university’s International Student Engagement Policy and report any period of absence and confirm their return.

Absence reporting

PGRs should discuss a period of absence with their supervisors in advance wherever possible and prior to making a request on eDoc. In instances where PGRs are not able to advise the supervisors or university of an absence in advance, for example where this is due to sudden and unforeseen circumstances, they must contact the university as soon as possible thereafter.

A student’s visa may impose additional restrictions upon their ability to take a leave of absence, which are beyond the control of the university. International students studying on a Student Visa should note that a leave of absence will be reported to the UKVI. International students may have to apply for a new visa prior to returning to the university to resume their studies.

International PGRs must also contact the International Advice Team for guidance about any appropriate forms/formal authorisation which may be required internationaladvice@ljmu.ac.uk

The university has processes for PGRs to request the following types of absences:

• A short-term absence (up to one month)
• A leave of absence (over one month in duration and up to two years).

The sections below provide guidance on the difference between the two processes and instances where either process should be used.

Short-term absence

Requests for a short-term absence (less than one month in duration) should be made on eDoc. Reasons for short term absence include short term sickness, holiday and annual leave, field work or study away from the university, paternity leave, bereavement and caring responsibilities or other personal reasons. PGRs will be asked to provide up-to-date contact details for the duration of the absence. A short-term absence does not pause or extend the registration or extend the expected thesis submission date.

Annual leave

Postgraduate research students are encouraged to take time out from their studies for a break to maintain an appropriate work/life balance (please see attendance section above for expectation regarding weeks per annum that a PGR should engage with their research degree). Periods of study for research degrees are calculated with an allowance for periods of annual leave during the registration period. As such, taking a period of annual leave does not alter the end date of research projects.

Research students are expected to manage their workload to ensure the satisfactory progress of their research and should ensure that any annual leave requests are approved by their lead supervisor.

Paternity leave

Postgraduate research student fathers may take up to 2 weeks’ (10 working days) leave at any time during a partner’s pregnancy or within 3 months of the birth (paternity leave). In line with the policy adopted by the Research Councils, this leave is not taken as a suspension of the registration and the submission date is not adjusted.

Sick leave (short-term)

PGRs must inform their lead supervisor of any period of absence due to illness, injury or accident. Absences of up to 7 days can be self-certified, but longer periods of absence must be supported by a medical certificate obtained from the student’s GP. Instances of sickness longer than 1 month in duration should be requested via as a leave of absence. PGRs will not normally be permitted to resume their studies before the date specified by the doctor on the medical certificate.

Leave of absence

PGRs can request to take a formal leave of absence that allows foran official and temporary period away from their research programme.  PGRs should note however that approval is not guaranteed and, for example, may be subject to the approval of external bodies such as the research council (or other sponsor/funding body) concerned.

A leave of absence pauses the registration and extends the thesis submission date.  The new expected submission date is calculated once a PGR has returned to study to reflect the period of leave.

All PGRs can request a leave of absence for any period of time between one month in duration and for a maximum period of two years throughout the duration of the research degree. The two-year time limit applies to both full and part time PGRs. Instances of maternity, paternity, parental or adoption leave are removed from this cap. In exceptional circumstances such as for medical reasons, applications for additional time for a leave of absence will be considered on a case-by-case basis and must be accompanied by evidence such as medical certificates.

A leave of absence will not normally be approved in a PGR’s first month of study but otherwise can be requested at any point during the registration period.

As stated above, funded PGRs should also refer to the Funded Postgraduate Research Student Leave of Absence Policy which sets out entitlements to continued stipend payments where request for a leave of absence are approved.

International PGRs who have entered the UK under the Student UK Visa and Immigration (UKVI) regulations must consult with International Advice before a leave of absence is requested.

Requests must be submitted via eDoc and supported by evidence wherever possible, such as documents from a health provider. Approval rests with Faculty Research Degrees Committee (FRDC). FRDCs will be responsible for ensuring that appropriate colleagues are advised where a leave of absence has been approved for a funded PGR entitled to continued stipend payments so that appropriate arrangements can be made.

PGRs considering a leave of absence should seek advice and guidance from their supervisory team in the first instance. In certain circumstances supervisors may raise the possibility of a leave of absence with a PGR. Agreement relating to the period of leave and a suitable date to resume studies should be agreed by both the PGR and the supervisory team once a decision has been made to request a leave of absence. The commencement date can vary and will depend upon the PGRs individual needs and the research.

A leave of absence that is entirely retrospective will not normally be approved unless in exceptional circumstances such as the PGR having been seriously ill. PGRs unable to return to study after a leave of absence must apply for a further leave of absence before the first period ends (within the maximum limits).

Whilst on a leave of absence, a PGR may not participate in any research-related activities. They may access support services offered by Student Advice and Wellbeing Services and may use other university facilities including IT facilities.

A leave of absence should be used for instances such as maternity, adoption or parental leave, longer term sickness, where necessary for employment needs or when significant personal or financial problems arise.

Maternity leave

The university Health and Safety Code of Practice for new and Expectant Mothers applies to all LJMU staff and students. The policy is available on the Policy Centre.

Students should notify their Lead Supervisor of their pregnancy as soon as possible, and preferably no later than the 15th week before the expected week of childbirth. Earlier notification may be required in certain cases, for example where a student works in a potentially hazardous environment. If this is the case, the department in question must ensure that it takes steps to draw students’ attention to the provisions of this policy.

Risk assessments must be made where the work environment (for example laboratory, clinic) might pose a threat to a pregnant student. The University Occupational Health Service can also assist with health queries relating to pregnancy and breastfeeding at work.

The student’s Lead Supervisor should consider drawing up a student support plan in conjunction with the student, to be reviewed at key stages during pregnancy and maternity. This could include scheduling contact, updates on departmental matters etc. and will help coordinate support and ensure students’ needs are met during pregnancy, following the birth and on their return to their studies.

PGRs who give birth during their period of registration for a postgraduate research degree are automatically entitled to suspend their studies and take up to 52 weeks of maternity leave. 

Whilst on maternity leave, postgraduate students will retain their LJMU ID cards and access to the University’s IT systems, email, online resources and libraries. However, for the period that their studies are suspended while on maternity leave, they have no entitlement to teaching, supervision or other academic resources.

It is important that students and their supervisors maintain contact during the period of maternity leave to ensure that the necessary arrangements can be made for a smooth resumption of the programme of study. Some limited academic guidance and preparation is to be expected in advance of a return to study, as appropriate to individual circumstances.

Timely arrangements should be made to facilitate students’ return to study after maternity leave, including a full assessment of their requirements in relation to, for example training, updating, monitoring and additional learning support. Typically this assessment would be carried out by supervisors or other relevant academic staff.

Adoption leave

Arrangements for adoption leave will usually mirror those for maternity and paternity leave; the main carer takes ‘maternity leave’, regardless of gender, and the carer’s partner takes ‘paternity’ leave.

The child’s main carer will be eligible to interrupt their studies in line with maternity leave provisions (see section above). Adoption leave may commence at any point after the PGR has been notified that they have been matched with a child.

A PGR who is the partner of an adopting parent will be eligible for leave in line with the extant model for paternity leave (see above). Blocks of adoption leave do not have to be taken consecutively when using additional parental leave (see section below), but do have to be taken within 12 months of the adoption and any unused blocks may not be taken at a later date.

Parental leave

Partners are entitled to an extended period of parental leave, up to a maximum of 50 weeks, with their registration extended accordingly. Parental leave must be completed within 12 months of the birth of the child. This leave may be taken in up to three blocks of leave or all at once.

Sick leave (longer-term)

PGRs must inform their lead supervisor of any period of longer-term absence (over 4 weeks) due to illness, injury or accident. Longer periods of absence must be supported by a medical certificate obtained from the PGR’s GP. PGRs will not normally be permitted to resume their studies before the date specified by the doctor on the medical certificate.

Where periods of absence are likely to exceed more than 4 weeks, the University may, at its discretion, require the PGR to interrupt their study and return to their programme of study at a future point more conducive to its successful completion.

Returning from a leave of absence

In the lead up to their return from a leave of absence, PGRs must inform their supervisor and the appropriate School or Faculty Office so that they may re-register and receive any additional support or guidance appropriate to their return.

PGRs must complete a return to study form on eDoc to formalise their return. This can be accessed via the Request a Change tab on eDoc.

Where a return from a leave of absence results in a request to change the mode of study (for example from full-time to part-time), the PGR must apply for the change using eDoc. This can be accessed via the Request a Change tab on eDoc.

PGRs returning from a leave of absence must have a meeting with their supervisor on their return to discuss their support needs and any academic progression requirements.

PGRs will be contacted by Registry Services one month before they are due to resume studies advising them of registration requirements. For some PGRs, additional requirements will need to be met prior to their return, for example, payment of outstanding fees accrued prior to the leave of absence.

If a PGR fails to return from a leave of absence, the following process will be initiated following one month from the expected return:

• The Doctoral Academy will contact the Lead Supervisor to check if they have had any contact from the PGR and determine if there are extenuating circumstances for the non-return.

• If it is determined that there has not been any contact from the PGR and there are no known extenuating circumstances, the Doctoral Academy will email the PGR with an intention to terminate the registration communication, giving a deadline by which if no response is received the next step will be for a recommendation to be made to terminate the registration to Faculty Research Degrees Committee.
• If a student does not return to study and there is no response to the communication, a recommendation will be made to the Faculty Research Degrees Committee to terminate the registration using the date that the leave of absence commenced. FRDC will be asked to endorse the recommendation for approval by Research Degrees Board.
• Research Degrees Board will consider the recommendation and will have final approval to terminate the registration on grounds of non-return from a leave of absence.

A PGR can request to change their mode of study from full-time to part-time, or vice versa. Normally only one change will be allowed for the duration of the programme.  Requests must be discussed with the supervisory team and endorsed by the Director of School (or named alternate).  Approval of a change in mode of study rests with Faculty Research Degrees Committee.

A change in the mode of study will result in the programme duration being altered.  This will take into consideration the length of time already studied at the mode of study prior to the change.

A change in the mode of study can only be applied within the current year of study and cannot be retrospectively applied.

A change in the mode of study when a PGR is in the completion year will not be approved.

PGRs are responsible for ensuring that funding implications have been considered and changes have been approved by the funder before making the request.

It is the responsibility of PGRs on a student visa to ensure that potential visa implications have been considered. It is strongly advised that they consult with the International Advice team before making an application to change their programme of study. 

The university expects that PGRs will submit their thesis for examination within the normal periods of registration (see section 4.6 of the Research Degrees Regulations). PGRs who do not submit their thesis for examination by their expected end date may request to re-register for an additional period of time though should note that approval of such requests is not an automatic right.

Requests can only be made in the completion year and should normally be made no later than 3 months ahead of the end of the registration period.

PGRs who need to request an extension to the registration should discuss this with their supervisors ahead of making the request. Requests are initially considered by Faculty Research Degrees Committees and approval rests with Research Degrees Board. The form for PGRs to complete can be accessed via the Request a Change tab on eDoc.

Extensions will normally be granted for a maximum period of up to two years for full-time PGRs and four years for part-time.  Instances of maternity, paternity or adoption leave are not included in this cap. Exceptional extensions will be considered only in certain circumstances (for example medical reasons) on a case-by-case basis and must be accompanied by supporting evidence.

PGRs who request to re-register should evidence the following:

• Formal progression reviews being completed satisfactorily.
• Regular meetings with supervisors.
• A plan for submission of the thesis within the extension period being requested

Examples of circumstances which would lead to the approval of an extension to the registration include illness, hospitalisation, accident (if significantly impacting on the writing-up process), maternity, paternity, death of close relative, or illness of close relative where the PGR is the carer, illness or death of partner, prolonged jury service, requirement for a student to undertake military service. The university would not normally grant an extension for PGRs in circumstances where they have taken up paid or voluntary employment during the completion year.

PGRs will still need to re-register annually on the anniversary of their start date to the point of completion where an extension to the registration is approved. A re-registration/writing up fee will be charged at the point of re-registration in line with details issued in offer letters. The fee is a flat annual fee.