PGR Support Structure: Stage 5 Funding Extensions
Please note that applications for Stage 5 Funding Extensions are now open from 31 January - 28 February 2022
Should I apply?
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Who should apply for Stage 5 Funding Extensions?
- Full or Part-time PhD or EngD students who are due to complete their ‘normal’ period of studies or have a funding end date on or before 30 September 2022 who are not on Thesis Only status.
If you have had approved leave of absence(s) or other programme changes (e.g. change to part-time study), you should apply for funding if your revised funding end date / end of normal period of studies is on or before 30 September 2022.
- Stage 5 is open to students funded by DfE, other funding sources that have not offered stipend extensions and students who are self-funding.
Students funded or part-funded by a UKRI Doctoral Training Partnership / Centre for Doctoral Training:
Please take advice from your DTP Co-ordinator or administrator. Students part of the following partnerships who meet eligibility criteria should ensure they are submitting applications for funding extension through the Queen’s process at the relevant time:
EPSRC DTP
NINE DTPIf you submitted an application for a funding extension as part of the Stage 4 process, and you were told that you were ineligible due to your funding end date / normal period of studies ending after 31 March 2022 please submit a new application and/or updated research plan for Stage 5 if your current funding end date is on or before 30 September 2022 and you satisfy the criteria.
All students, including research students, may also apply to the University’s student support or hardship funds, which provide financial support for students experiencing financial difficulties. Students can apply for this support at any time, and can apply multiple times. For support in making an application, contact Advice SU (studentadvice@qub.ac.uk).
- Full or Part-time PhD or EngD students who are due to complete their ‘normal’ period of studies or have a funding end date on or before 30 September 2022 who are not on Thesis Only status.
- Who is not eligible to apply for Stage 5 Funding Extensions?
- Students who had an initial funding end date / normal period of studies due to end on or before 30 September 2022, who took a Leave of Absence which means that the revised funding end date / end of normal period of studies is now after 30 September 2022.
- Students not registered on a PhD or EngD in the 2019-20 academic year.
- Students who have moved to Thesis Only status or Thesis Resubmit.
- Students who received (or receive at any point in the future) a funding extension from their funding body. If you do not have an outcome from your funding body for their funding extension process, you must make the PG Awards team aware when you have an outcome. Your application may be deemed ineligible at that point, even if the amount awarded by Queen’s was higher than the amount by your funding body. Case by case consideration will be given to students who make successful Needs Priority cases whose funding body has not taken these factors into account.
If you are funded by more than one funding body, please contact the PG Awards team and a determination of your eligibility will be made on the basis of the criteria set out by your funding body.
Students on the following DTPs / CDTs should speak to their Co-ordinator, as extension requests are being handled within the DTP / CDT.
Northern Bridge DTP
PIADS CDT
QUADRAT DTPExtension stipend / financial support cannot exceed the standard level of support established by UKRI / DfE (i.e. this funding cannot support ‘top ups’ or higher stipend payments), and will not include extension of Research Training and Support Grants.
Criteria to Prioritise and Assess Allocation of Funding
To maximize the number of students able to be supported with a limited resource, it is expected that the majority of students who make a successful case for impact due to Covid-19 will be allocated a maximum of 3 months’ stipend extension, and that stipend extensions beyond 3 months will be in very exceptional cases related to Needs Priority factors (see below). Applicants should be outlining time needed to complete research after putting in place mitigations in their research plan.
Allocation of additional stipend / funding support will be based on:
- the need for an extension has resulted from the Covid-19 disruption, either because the disruption has affected the project directly or the student’s ability to progress the project*
- mitigation is not possible or cannot be sufficient to allow a student to complete their studies to the required standard in the study period due to the disruption.
and
As the funding available is limited, applications will be assessed in relation to what is essential in order to successfully complete your research prior to going thesis only or submitting your thesis. Please ensure your research plan indicates whether you intend to be in a position to submit your thesis at the end of the requested extended period.
*This reference includes difficulties due to additional factors such as disability, long-term condition, neurodivergence, caring responsibilities.
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Impact of Covid-19 on your research
Must outline how impacts have contributed to very significant delays, multiple impacts
- Significant well-being impacts (physical or mental health, bereavement);
- Significant and/or sole carer with full-time caring responsibilities (e.g. children or vulnerable groups);
- Specific impacts on research/data gathering/fieldwork due to exceptional elements (e.g. research is seasonal or reliant on specific event or activity which did not happen)
- Indicate dates of disruption
- Identification of adaptations and opportunities to mitigate impact of delays
Demonstrate that mitigation/ adaptation not possible or sufficient to allow studies to be completed to the required standard
- Attempts to mitigate impact have been identified and implemented
- Focus on quality of outcome, not quantity
- Student demonstrates that they understand that additional funding request is not to replace ‘time lost’, but to complete research to a doctoral standard.
- Reasons for mitigations not being sufficient demonstrate exceptional occurrences / elements of their research project OR explanation is related to needs-priority (opportunity to provide further information in Needs Priority Form).
- Evidence of additional time requested as relates to revised research plan and extension time requested
Demonstrate that even with mitigation / adaptation, work to be undertaken cannot be completed in original study period
- Realistic and feasible plan for achieving outcomes, demonstrating use of time where further delays incurred to progress other elements of research.
- Highlighting ongoing delays as opposed to those which have been resolved
- Indicate when you anticipate being in a position to submit your thesis
- Demonstration that student has experienced additional disruptions that have made adapting research or mitigating Covid-19 impact more difficult
In order for this criteria to be applied, you must make a successful case through the Needs Priority process, using the Needs Priority application form in addition to a research impact application.
- In the Needs Priority Form, student outlined additional disruptions or challenges in adapting research which requires priority consideration for additional funding support; for example, disabled students, those with long-term illness, who are neurodivergent, or who have caring responsibilities.
- Impact of disability, condition or caring responsibilities on inability to adapt research to mitigate impact must be demonstrated.
- If all of the above criteria are demonstrated, the Institutional Assessment Panel may choose other factors or criteria to enable prioritisation of funds to those in greatest need
This may include:
- Prioritising those closest to their funding end date
- Duration of initial funding period
- Level of stipend support throughout the research degree
- Some funding is aimed at students in particular disciplines
Needs Priority Consideration
The funding extension due to CV19 is not to cover time lost but rather fund time needed to complete research prior to thesis submission or going Thesis Only. Where possible, the University has prioritised consideration of students facing additional factors which may make adaptation of research more difficult, such as students managing disabilities, long-term illnesses, who are neurodivergent or have caring responsibilities. This may include an exacerbation in their condition due to Covid-19 factors, or an inability to access usual supports or ways to manage their ongoing condition due to Covid-19. To make a successful needs priority case, you must demonstrate additional impact beyond those faced by the majority of students.
Queen's Students with a disability or long term condition are encouraged to register with the University's Disability Service to ensure their individual needs are assessed and relevant support recommendations are put in place for their chosen course of study and wider participation in University life – refer to here.
To be considered on the basis of Needs Priority, you will need to complete the additional application form linked below. This has been kept separate from the general application, to ensure that the personal and sensitive information is only accessible to a restricted group of staff within the Graduate School and Disability Services.
A case for consideration of a funding extension on the basis of Needs Priority must be in addition to completion of an application form for a funding extension. If you completed an application form for a funding extension in a previous stage (i.e. Stage 4), and have not moved to Thesis Only status, the Panel may consider an additional Needs Priority application in Stage 5. The Panel may also consider Needs Priority funding for students who have received a funding extension of 3 months or less from their funding body. This is subject to availability of funding, with the Institutional Panel prioritising an ability to provide support to as many students as possible.
Please note the below sample forms are for your reference only.
Samples of both the Funding Application Form and the Needs Priority Form can be downloaded here:
Sample Application Form
Sample Needs Priority Form
Below are SAMPLES of both application forms for reference and to help your preparation. Note the online application(s) cannot be edited and then saved for editing at a future date. It is recommended applicants prepare their answers in advance using the sample form(s) before completing the online form(s).
These samples include all possible questions. Please note that the question numbering on the samples may not correspond with the question numbering of the online form due to “branching”, ie. for the online form you will be directed to relevant questions based on answers given.
What you will need to complete your application form
- Ensure that you have discussed your revised research plan, and how you will articulate the impact of Covid-19 on your research project, with your supervisor.
- You will need to know your month and year that you first registered for your research degree programme, the month ando year that your current funding ends / normal period of studies ends, name of your funding body or sponsor, how much funding you receive annually, what your funding covers (e.g. fees, stipend or both).
- If you have had any periods of temporary withdrawal, you will need to give start and end dates (month and year) of these periods.
- You will be asked to answer two questions about impact of Covid-19 on your research and how you are mitigating the impact on your research, within 250 word maximum. It is recommended that you write these in a Word document first, and then copy them into the form. This will also ensure you have a copy of your statements.
- An updated research plan with timelines revised to reflect the amount of time you are requesting. This can be uploaded as a Word, Excel or Pdf document.
- If you are completing the Needs Priority form, you have an option of giving permission for the Panel to access your Student Support Agreement from Disability Services, or to upload any evidence that is concise and easy to understand, that may help the Panel in understanding the impact of your disability or long-term condition. You will also be asked to outline the impact of your situation or circumstances on your ability to adapt your project or put in place mitigations, within 250 word maximum. This will also ensure you have a copy of your statements. If you have indicated that you have impacts due to caring responsibilities, you will be asked to describe your caring responsibilities within 250 word maximum. It is recommended that you write these in a Word document first, and then copy them into the form.
Who will be making decisions?
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School Postgraduate Research Committee
This is an existing mechanism for considering and supporting student progress. As is normal practice, the SPRC determine if a request for a concession to maximum study time is required, and make updates to your student status / seek concessions to maximum study periods where relevant.
The SPRC will review the case for funding extensions, including your research plan and adaptations and mitigations in place, and will ensure that requests are reasonable, accurate, timely and complete. They may challenge the proposal and ask for amendments.
The SPRC must review a student’s application in order for a student’s application to be considered by the Institutional Assessment Panel for funding.
- Institutional Assessment Panel
This has been established for the purpose of overseeing allocation of funding allocated to support research students. It is Chaired by the Dean of Postgraduate Strategy, with one representative per Faculty as nominated by the Faculty Dean for Graduate Studies / Research, representation from Graduate School, Student Disability and Wellbeing services. The Institutional Assessment Panel will assess whether a student requiring additional study time that is agreed by SPRC is eligible for funding available, and allocate funding based on meeting criteria and other priority considerations. It will also report on research student impacts to other University bodies and Funders.
- Chair of Education Committee (Quality and Standards) or Nominee
The Chair of the Education Committee (Quality and Standards), or nominee, will consider applications for additional time beyond the initial FFP1 period (3 months FTE).
Stage 5 Funding: Timeline for decision-making
Applicants will be informed about any unanticipated delays to receiving their outcomes of extension requests.
31 January 2022 |
Dissemination of process, criteria and guidance by the Graduate School, Faculty Deans and School Postgraduate Research Directors. |
28 February 2022 |
Deadline for eligible students to submit Stage 5 PGR Application for Funding Extension due to Covid-19 Impact. |
1 March - 16 March 2022 |
School Postgraduate Research Committee (SPRC) to consider student applications for additional funding, seek further information or clarification as required, and put forward endorsements to the Institutional Panel.
SPRC submit their outcomes to the Institutional Assessment Panel by 16th March 2022. |
w/c 28 March 2022 |
Institutional Assessment Panel to consider all applications, apply additional prioritization criteria and determine source / duration of funding allocated. |
By 14 April 2022 |
Outcomes of the stipend allocation process communicated to applicants by Postgraduate Awards. |
By 28 April 2022 |
Deadline for Appeals or Complaints. |
Queries
For queries about articulating the impact of Covid-19 on your research, adapting your research or mitigating delays, please ensure you have had a conversation with your Supervisor.
For queries about time extensions to your study period, please contact your School Postgraduate Office.
For questions specific to funding extensions or your funding body’s terms and conditions, please contact the Postgraduate Awards team (pgawards@qub.ac.uk).
For information / support relating to managing the impact of a disability or long-term medical condition, please contact Disability Services (disability.office@qub.ac.uk).
Complaints or Appeals
How we will protect your information
Queen’s University holds any personal information which you provide to us in accordance with data protection regulations (GDPR). Your information will only be shared with those who require it in order to make a decision relating to your time or funding extension. If you are funded by a funding body, they may have requirements for the University to share information about students they fund.
Disclosure will only take place with your consent. You have the right to withdraw your consent to disclose information at any time. You can do this by informing us in writing or emailing pgawards@qub.ac.uk.
If you wish to view more details about how and when we will use your data, please refer to the University’s Student Privacy Notice.