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Covid-19 PGR extension requests


For postgraduate researchers whose progress has been impacted by Covid-19

We understand that many of you will have had your research impacted by the Covid-19 restrictions.  If you have been affected, please read below the different options available to you to help mitigate against this impact.

DClinPSy students have a separate extension request process from those outlined below.  Please contact your programme administrators for more details.

 

Covid-19 extension request workflow

 

Non-funded students who have not yet submitted

(including those who were funded but whose funding end date was before 1 March 2020)  

Your submission deadline is BEFORE 31 March 2021

Covid-19 submission deadline extension request form

You should complete this form if:

  • your current submission deadline is BEFORE 31 March 2021

AND

  • the progress on your thesis has been adversely affected by Covid-19 .  Reasons may include, for example:
    • Lack of experimental data
    • Caring responsibilities
    • Disruption to fieldwork
    • Cancellation of conferences
    • Disruption to lab work
    • Closure of libraries / archives

AND

  • you are only requesting an extension to your submission deadline.

Please note that you are able to apply for a maximum of 6 months extension.

 Fees

There will be no extension fee charged for Covid-19 related requests.

 Students holding Tier 4 visas

If an extension is granted which takes your period of study beyond your Tier 4 visa end date, you may be eligible to apply for a new Confirmation of Acceptance for Studies (CAS) to renew your student visa if there are appropriate reasons.  Where there are no such reasons you will be required to complete your studies in your home country, returning to the UK on a short-term study visa for your viva.  For advice on how your extension may affect your Tier 4 visa, please contact internationaladvice@royalholloway.ac.uk.

 Process

  • The form should be submitted to the Doctoral School by Friday 19 June
  • Section 1 should be completed by you in consultation with your supervisor
  • Once completed, the form should be forwarded to your supervisor for approval
  • The supervisor completes section 2 to confirm their support for the request
  • The completed form is forwarded to doctoralschool@royalholloway.ac.uk
  • The request is sent to the School Director of PGR Education for approval
  • You and your supervisor are informed of the outcome by the Doctoral School and your submission deadline is updated on your student record.

Your submission deadline is AFTER 31 March 2021

You have a couple of options available to you:

Interrupt your studies

  • If you are temporarily unable to continue with your studies due to Covid-19, you can interrupt your studies using the standard interruption request process
  • If you are studying on a Tier 4 visa, please note that it is not possible to request a retrospective interruption (and would need to request a submission extension instead)
  • Financial implications: your fee liability will be paused for the duration of your interruption (the fees you have already paid for 2019/20 will be rolled forward to 2020/21) so your liability will last until you submit your thesis.  Please note that you will end up paying very slightly more overall e.g. if you are currently in Year 3 and interrupt for 3 months, those 3 months Year 3 liability will be charged at the 2020/21 fee rate rather than at the 2019/20 fee rate.

 OR

Request an extension to your submission deadline later in the year

  • In the autumn term, the Covid-19 extension request form will be opened up to those of you with a submission deadline after 31 March 2021 whose research progress has been impacted by the pandemic
  • In the meantime, please continue to retain a log and documentary evidence, where possible, of the impact experienced
  • Please note that if you are in the first few years of your research programme, you will need to be able to demonstrate why you are not able to make up the affected time over the period of your programme
  • Financial implications: there is no extension fee for Covid-19 related cases.  You will continue to be liable for your fees throughout the period affected, up until your original submission deadline.

If you are on a Tier 4 visa, please contact internationaladvice@royalholloway.ac.uk for advice on how either of these options may affect your visa.

 

Funded students who have not yet submitted

Please note that any extension to your funding end date will include a commensurate extension to your submission deadline.  

Your funding end date is BETWEEN 1 March 2020 and 31 March 2021

If you are a Leverhulme funded student, please follow the College funded process.

If you are not sure which category you fall into, please contact doctoralschool@royalholloway.ac.uk for guidance. 

You are UKRI funded

You are eligible for a funding extension if:

  • You are a partially or fully UKRI funded (fees and/or stipend) postgraduate researcher and your funding period ends between 1 March 2020 and 31 March 2021

AND

  • The progress with your research has been significantly disrupted by Covid-19.  You are able to demonstrate clearly how your research has been impacted and your supervisor supports your request

 What support is available?

  • You can apply for a funding extension of up to 6 months
  • The extension will apply to your fees and/or stipend (depending on the conditions of your studentship) but not your RTSG (Research Training Support Grant)
  • If you are a fees-only student, you will only be able to apply for an extension to your fees

 How do I apply?

  • Your DTP/CDT will be in contact with you, if they haven’t already, to explain their application process
  • All UKRI funding extension requests must be sent directly to your DTP/CDT.  The deadline UKRI has set for the extension request is 9 June 2020 but your DTP will have set an earlier one so that they can process your application and submit the information before the UKRI deadline.
  • Once your DTP/CDT has approved the funding extension, Royal Holloway will be informed so that your record can be updated.
  • If you have any queries regarding the application process, please contact your DTP/CDT directly.

Will I also get an extension to my submission deadline?

  • Yes – once the DTP/CDT informs Royal Holloway that the funding extension has been granted, your submission deadline will be extended by the same duration as the funding extension.
  • If you submit during the period of the funding extension, your funding will continue to the end of the quarter in which you were paid and it will then cease.

You are College funded

Covid-19 funding and submission deadline extension request form for College funded students

You should complete this form if:

  • You are a partially or fully College funded (fees and/or stipend) postgraduate researcher and your funding period ends between 1 March 2020 and 31 March 2021.  This includes those who are Leverhulme funded.

AND

  • The progress with your research has been significantly disrupted by coronavirus (for two months or longer)

AND

  • You are clearly able to demonstrate how your research has been impacted by coronavirus and your supervisor supports your request

What support is available?

  • You can apply for a funding extension of between 2 – 6 months
  • The extension will be calculated pro rata based on the College’s contribution to the stipend you are currently receiving
  • Your submission deadline will be extended by the duration of the funding extension granted. The exception to this is if an external co-funder has a fixed deadline for the completion of the project.

 Students holding Tier 4 visas

If an extension is granted which takes your period of study beyond your Tier 4 visa end date, you may be eligible to apply for a new Confirmation of Acceptance for Studies (CAS) to renew your student visa if there are appropriate reasons.  Where there are no such reasons you will be required to complete your studies in your home country, returning to the UK on a short-term study visa for your viva.  For advice on how your extension may affect your Tier 4 visa, please contact internationaladvice@royalholloway.ac.uk.

Process

  • The form should be submitted to the Doctoral School by Friday 19 June.
  • You should complete section 1 in consultation with your supervisor
  • Once completed, the form should be forwarded to your supervisor for approval
  • Your supervisor completes section 2 to confirm their support for the request
  • The completed form is forwarded to doctoralschool@royalholloway.ac.uk
  • The request is sent to the Head of the Doctoral School and Doctoral School Director (Quality, Enhancement and Inclusion) for approval
  • You and your supervisor are informed of the outcome by the Doctoral School.
  • Your funding end date and your submission deadline is updated on your student record.

You are co-funded

Covid-19 funding and submission deadline extension request form for College funded students

You should complete this form if:

  • Your funding is provided by the College and an external organisation and your funding period ends between 1 March 2020 and 31 March 2021

AND

  • The progress with your research has been significantly disrupted by coronavirus (for two months or longer)

AND

  • You are clearly able to demonstrate how your research has been impacted by coronavirus and your supervisor supports your request

What support is available? 

  • You can apply for a funding extension of between 2 – 6 months
  • The extension will be calculated pro rata based on the College’s contribution to the stipend you are currently receiving
  • Your submission deadline will be extended by the duration of the funding extension granted. The exception to this is if an external co-funder has a fixed deadline for the completion of the project.

 

Students holding Tier 4 visas

If an extension is granted which takes your period of study beyond your Tier 4 visa end date, you may be eligible to apply for a new Confirmation of Acceptance for Studies (CAS) to renew your student visa if there are appropriate reasons.  Where there are no such reasons you will be required to complete your studies in your home country, returning to the UK on a short-term study visa for your viva.  For advice on how your extension may affect your Tier 4 visa, please contact internationaladvice@royalholloway.ac.uk.

Process

  • The form should be submitted to the Doctoral School by Friday 19 June.
  • You should complete section 1 in consultation with your supervisor.  Please check first that your supervisor has contacted the co-funder to discuss the possibility of them providing a pro-rata extension to your funding.
  • Once completed, the form should be forwarded to your supervisor for approval
  • Your supervisor completes section 2 to confirm their support for the request.  They should tick the relevant box to confirm whether the co-funder is able to provide their pro-rata share of any funding extension.
  • The completed form is forwarded to doctoralschool@royalholloway.ac.uk
  • The request is sent to the Head of the Doctoral School and Doctoral School Director (Quality, Enhancement and Inclusion) for approval
  • You and your supervisor are informed of the outcome by the Doctoral School.
  • Your funding end date and your submission deadline (if applicable) is updated on your student record.

 

Your funding end date is BEFORE 1 March 2020

Please refer to the guidance for non-funded students above

Your funding end date is AFTER 31 March 2021

 

You are UKRI funded

  • Please contact your DTP/CDT directly for guidance on applying for a funding extension.
  • It is recommended that you do not interrupt as your maintenance payments would be paused for the duration of your interruption.

You are College funded

  • The process and provision to support College funded students (including those on Leverhulme studentships) who are not in their final year of funding will be considered in due course, with the intention that the decision about this will be announced in the autumn term.  
  • In the meantime, please continue to retain a log and documentary evidence, where possible, of the impact experienced
  • It is recommended that you do not interrupt as your maintenance payments would be paused for the duration of your interruption.
  • If you are on a Tier 4 visa, for advice on how the extension may affect your visa, please contact internationaladvice@royalholloway.ac.uk.

 

 

Students who have submitted and wish to extend their corrections / resubmission deadline 

Your corrections / resubmission deadline is BEFORE 31 March 2021

Covid-19 submission deadline extension request form

 You should complete this form if:

  • your corrections / resubmission deadline is BEFORE 31 March 2021

AND

  • the progress on your thesis has been adversely affected by Covid-19. Reasons may include, for example:
    • Lack of experimental data
    • Caring responsibilities
    • Disruption to fieldwork
    • Cancellation of conferences
    • Disruption to lab work
    • Closure of libraries / archives

  Fees

There will be no extension fee charged for Covid-19 related requests.

 Process

  • Section 1 should be completed by you in consultation with your supervisor
  • Once completed, the form should be forwarded to your supervisor for approval
  • The supervisor completes section 2 to confirm their support for the request
  • The completed form is forwarded to doctoralschool@royalholloway.ac.uk
  • The request is sent to the School Director of PGR Education for approval
  • You and your supervisor are informed of the outcome by the Doctoral School and the your corrections / resubmission deadline is updated on your student record.

Your resubmission deadline is AFTER 31 March 2021

  • In the autumn term, the Covid-19 extension request form will be opened up to those of you with a resubmission deadline after 31 March 2021
  • In the meantime, please continue to retain documentary evidence, where possible, of the impact experienced

 

Contact us

For queries about the extensions process:

doctoralschool@rhul.ac.uk

For queries about the the effect of an extension on your Tier 4 visa:

internationaladvice@rhul.ac.uk

Quick links

Covid-19 submission deadline extension request form

Covid-19 funding and submission deadline extension request form - for College funded students

Covid-19 extension request workflow