Through our Campus Intentions we have committed to being on campus in September 2021 and planning for ‘near normal’. 

What we mean by that is that we are timetabling for normal teaching capacity but will have measures in place such as one way systems, increased ventilation, face masks in certain scenarios and increased hygiene measures. 

You may have some elements of your teaching delivered via our digital channels but this will be because your Schools have decided to retain what was useful about online delivery and use the face-to-face time with you in a different way.

We want to learn from what worked well last year to improve your learning opportunities and your Schools will be communicating with you over the summer months about what this will look like – but expect to be on campus.

We firmly believe that face to face teaching is essential for learning. The sharing of ideas, the development of new thinking, and testing ideas as you learn alongside other students. So while there will be some digital delivery we are looking forward to getting back to in person teaching.

No, unless you are on a Distance Learning Course you will be expected to be here not just for face to face teaching, including laboratory and group work, but also to enjoy all aspects of student life including study facilities, clubs and societies and the range of support services we have ability for you. 

We understand that with the global situation this is a question a number of students may have. For some students this may be due to visa delays, for others it may be challenges associated with booking managed isolation beds if you are travelling from a ‘red list’ country.

At this stage, although some countries are considered ‘red list’ by the UK government and therefore travellers arriving from these territories have to isolate in an isolation hotel for ten days prior to arrival, most students should be able to arrive in the UK without too many challenges. .

Even if you are not arriving from a country on the ‘red list’, you may find that you still need to isolate for 10 days in your accommodation We will however monitor the situation carefully and provide updates nearer the time.

Information on arriving in the UK can be found here.

Student visa holders who are not able to travel to the UK at the start of their programme can retain their visa and study online if your School is able to support this.  We will do all we can to help facilitate students who are temporarily delayed in getting to Belfast however the final decision will be made by your School of study.  The decision will depend on things like the potential length of your delay, the type of programme you are studying on, and for some students it will depend on your year of study.

Welcome emails for new students have been issued in late August. The email includes a link to a questionnaire where you can give us up to date details of your travel plans and potential delays. If you indicate that you cannot get here on time, your School will contact you to agree whether or not they can support you online until you are able to arrive in Belfast.

Even if you have already made arrangements with your School we would like you to fill out this form so that we have a record of your plans.

The Information for Students FAQ page sets out some questions and answers to the NI Vaccination Programme. 

The University's Study Regulations will apply for all programmes of study. As we continue on the route back to greater normality, and face to face teaching resumes, the University will also revert to more standard academic practice for assessments. This will mean:

• Tailored methods of assessment will remain in place, utilising the most appropriate methods to assess the relevant learning outcomes of each module, which may include remote examinations.
• Deadlines for coursework and continuous assessment will apply. If something unexpected happens that has a negative impact on progress and an extension beyond the set deadline is required, an application for exceptional circumstances should be submitted. For continuous assessment/coursework submitted beyond the set deadline, without an approved extension, a late penalty will be applied as per Study Regulation 3.2 Late Submission of Continuous Assessment/Coursework. Please note that this regulation has been updated to calculate the penalty based on calendar days from 2021-22 onwards.
• The COVID-19 related exceptional circumstances process will remain in place to ensure students impacted by COVID-19 have the opportunity to have this taken into account. The evidence requirements remain adjusted to enable students to submit existing documentation to verify their circumstances. Self-certification is permitted for short-illness and COVID-19 related personal circumstances, however, the permitted self-certification period has reverted to a maximum of seven calendar days (excluding University closure days).
• Boards of Examiners will continue to take robust decisions to ensure fair outcomes, which will include ensuring comparability of marks that reflect the achieved academic standard.

This will take effect from the start of the 2021-22 academic year (20 September 2021). However, for any assessments set before this date with a deadline on or before 30 September 2021, the University’s Six Key Commitments to Support Student Assessment (see below) and exceptional circumstances guidance in place in 2020-21 will apply.

Contingency plans are in place to enable the University to respond quickly to support students to complete assessment and progress with their studies, in the unfortunate event that the situation worsens and restrictions are once again brought back.

A wide range of assessments will be administered in 2021-22 and there are two distinct groups to be aware of:

(i) Continuous assessment/Coursework – essays, projects, reports, portfolios etc.

(ii) Examinations/Tests – remote examinations, timed take home assessments, in-person examinations/practicals, class tests etc.

Specific details of your assessments will be outlined in your module handbooks.  If they change as a result of public health restrictions, your School will be in touch to confirm the alternative assessment arrangements.   

Boards of Examiners confirm module marks and degree outcomes.  They play a vital role in protecting academic standards and upholding the integrity of the degrees awarded by Queen’s.   This is important to ensure that degree outcomes remain comparable over time and that your own degrees are held in equal value to those of past and future cohorts. 

Each Subject has a Board of Examiners, which is drawn from the academic staff teaching the subject, and also includes an external examiner. The external examiner is normally a senior academic from another University or, where relevant, a senior practitioner. External examiners play a particularly important role in assuring the Board that its assessment standards are comparable with those of other universities. External examiners provide formal feedback to the University via annual reports which are made available to students, usually via your School SharePoint site. 

Subject Boards of Examiners are responsible for agreeing final marks for all modules in their subject by ensuring that appropriate moderation procedures have been applied. Normally, these procedures include:

• The production of assessment criteria for each module.
• Internal procedures for marking and checking of marks.
• Internal procedures for ensuring consistency and equity of marking, both within a cohort and over time.

The University also uses a conceptual equivalents scale for the assessment of student work and the marking of all summative assessments should be in alignment with the relevant descriptors and criteria.  The use of this scale promotes accuracy, reliability and transparency in marking and fairness in the way all students are assessed which is crucial to maintaining academic standards and ensuring a high quality degree.

In light of the continuing impact of COVID-19, Subject Boards of Examiners will take additional measures to ensure the normal moderation procedures take this into account.  These measures include:

• Recalibration of the assessment criteria, where necessary, so that academic standards are maintained at the appropriate level while taking account of the potential impact of COVID-19.
• Analysis of the results of your cohort to ensure they remain comparable with previous cohorts, with further moderation applied if considered appropriate.

The exceptional circumstances process is open to all students, as the need arises.  It ensures that all students have the opportunity to have their circumstances taken into consideration and enables the University to take account of the needs of our students, on an individual basis, and provide nuanced support.

In recognition that the COVID-19 pandemic continues to present particular challenges for our students, the guidance on exceptional circumstances for 2021-22 provides a dedicated COVID-19 related exceptional circumstances process to ensure we support you in managing the impact of COVID-19 on the completion of your assessments. 

Students who have been impacted by COVID-19 related personal circumstances can apply for their exceptional circumstances to be taken into consideration.  This can result in additional time to complete coursework, or the opportunity to take a deferred examination at a later date for full marks.

COVID-19 related personal circumstances may include:

• Displaying symptoms of COVID-19.
• Caring responsibilities which have arisen as a result of the pandemic e.g. childcare, homeschooling, caring for someone with COVID-19.
• Unable to complete assessments remotely because of a lack of access to computer facilities.
• Experiencing technical issues while completing an assessment remotely.
• Mental health has been negatively impacted as a result of the COVID-19 pandemic.
• Personal or family financial circumstances have been recently negatively affected by COVID-19.
• Students who are self-isolating and, therefore, will miss an on-campus activity/assessment that cannot be conducted remotely or if they need to access specialist resources for a summative assessment that are only available on campus, which will have a negative impact on their academic progress.

(This is not an exhaustive list.)

You are permitted to self-certify for COVID-19 related personal circumstances, up to a maximum of seven calendar days (excluding University closure days). If you are impacted beyond this period, evidence of your circumstances will be required.  However, evidence requirements for exceptional circumstances have been relaxed for this year in acknowledgement that it may be difficult to obtain the medical evidence we normally require, at this time.  Students should submit documentation you already have to hand to verify your exceptional circumstances, if required.

Guidelines for Students on Exceptional Circumstances are available on our website.

The University is aware that the COVID-19 pandemic, and the public health measures in place, may have an impact on your ability to complete assessments in 2020-21.  We have, therefore, worked with the Students’ Union to put in place a range of additional measures which are designed to mitigate this impact and ensure all our students are supported in these challenging times.

We have made six key commitments to all students undertaking assessments in 2020-21, which are described in more detail below. In summary, these are:

1. Tailored methods of assessment – ensuring all students can demonstrate their knowledge and attainment of learning outcomes, in a safe, fair and secure way.
2. Flexibility with coursework deadlines – available to all students for coursework/continuous assessments, up to 48 hours beyond the specified deadline. No late penalty marks will be deducted from your assessment within a 48-hour window of the specified deadline. This flexibility will apply from Monday, 8 February 2021 for the remainder of the 2020-21 academic year. For postgraduate taught dissertations, the submission deadline has been extended by 14 calendar days.  For dissertations due in September 2021, the University deadline is now 29 September 2021.  
3. COVID-19 related exceptional circumstances process – open to all students, with self-certification accepted for up to a 14 day period. If you are unable to complete an assessment due to the impact of COVID-19, you can request an extension or deferral to enable you to complete your assessments when you feel best able to do so within this academic year.
4. Confirmation of fair outcomes – Boards of Examiners, the internal body in your School which ratifies student results, will take additional measures to confirm outcomes for students that are comparable with those in previous years.
5. Reduction in progression requirements – where appropriate, Boards of Examiners will permit undergraduate students to progress to the next year of study on the basis of passing four modules (80 credit points) this year; and postgraduate taught students to progress to their dissertation if all taught modules have not been completed. This will apply where it is permitted by your programme regulations and where it is believed this will not have a detrimental impact on your overall performance.
6. Fee-free resits – available to students who fail a module on first attempt.

In making these commitments, we recognise that we have come a long way from the emergency situation in March 2020.  A lot of work went into preparing for 2020-21, including making significant changes to our programmes to ensure that they can be delivered effectively regardless of the public health restrictions in place, so we were prepared for remote learning and assessment this year.  You were made aware of these changes in the summer and will have been kept up-to-date on local arrangements by your School, as the public health advice changed. 

The University will continue to use Canvas as its Virtual Learning Environment (VLE) to support teaching and learning across the University. This will continue to give students access to their tutors remotely. Student-teacher interaction as well as student-student interaction is a key part of our learning model. Canvas will continue to provide a full, interactive learning environment.

The campus remains open with all the same social distancing and hygiene measures that have been in place since the start of semester.  This currently includes the McClay Library, the Student Guidance Centre, the Graduate School and childcare services.  You are welcome to come and study in any of the facilities if you are not able to study from home. The University has also provided guidance for students on getting a device and getting online for your studies.  The University has also put in place a wide range of wellbeing and study support for our students, specifically to help you address issues arising as a result of COVID-19 and the move to digital based learning.  The option to pause rental contracts for university student accommodation has also been extended to the start of March as necessary to reflect the latest developments. 

The University also has a duty to protect the value of your degrees and ensure that they remain comparable over time.  Any measures that are implemented to mitigate the impact of the COVID-19 pandemic, must ensure that academic standards are upheld so the degree you are awarded is held in equal value to those of past and future cohorts. 

Your additional assessment opportunities provided under the Supplementary Regulations and Resit Addendum in 2019-20 still stand as communicated to you by the relevant Board of Examiners. These assessments must be completed in 2020-21. Your School will be in touch to confirm specific assessment arrangements.

• Second Opportunity for Full Marks
  
  Students undertaking second opportunity assessments for full marks will be required to complete a new piece of work. This applies to all assessments, including dissertations and research projects.
  
  

  In 2020-21, second opportunity assessments will be delivered in their original format, providing you with the assessment opportunity under ‘normal conditions’ as stipulated within the Supplementary Regulations.

  The highest mark will still be retained to contribute to the overall module mark. Students who fail to achieve a pass in a module, following their second opportunity for full marks, will be provided with a resit opportunity for the module.
  

• Resit Assessments
  
  For students undertaking resit assessments, the final module mark will remain capped at the pass mark for degree classification purposes. Students who fail to achieve a pass in a module, following their resit assessment, will have their progression considered by the relevant Board of Examiners, under the standard Study Regulations.

It has been agreed that the outstanding assessments for 2019-20 taught modules will be held when the modules are next delivered. Your School will be in touch to confirm specific assessment arrangements. These assessments must be completed in 2020-21.

Second opportunity PGT dissertations should be completed within the period 14 December 2020 - 3 May 2021 (a total of 15 weeks accounting for the Christmas and Easter holiday periods).  Students who do not wish to undertake their second opportunity for full marks within this discrete period for second opportunities may be permitted to defer to the next PGT dissertation period and complete their project alongside the 2020-21 cohort.  These students should not engage with their project or supervisor in advance of this next period commencing.

If your first PGT dissertation submission resulted in a failed module mark, you may have opted to resit the dissertation module for a capped mark by revising and resubmitting the original dissertation, rather than completing a new research project or dissertation to avail of the second assessment opportunity for full marks. Deadlines for resit dissertations were determined by the School, as normal.

As the University has returned to the standard Study Regulations, you are expected to engage with the assessment opportunity when it is next offered.  If an assessment is not submitted, you will be marked as absent for the assessment and any previous mark awarded will be retained.  No further opportunities at the assessment will be provided under the Supplementary Regulations/ Resit Supplementary Regulations Addendum and your progression will be considered in line with the Study Regulations.

However, if you experience exceptional circumstances that prevent you from engaging with the assessment, you may submit an exceptional circumstances application to your School.

All outstanding 2019-20 assessments must be completed in 2020-21.

If you fail to pass the module following a second opportunity assessment taken in 2020-21, you will be permitted a resit opportunity for capped module marks during the Examination Period in summer 2021. 

If you have specific questions which are not answered above, please contact your School Office. Your School will endeavour to respond promptly to your question but may not always be able to provide an immediate response. Reponses will be communicated as swiftly as possible.

Guidelines for Students on Exceptional Circumstances are available on our website.

We appreciate that the Covid-19 pandemic has caused significant disruption to students (and staff) this academic year and it has not been the experience any of us anticipated.  We made a commitment to do as much face to face as we could, as soon as we could, depending on the public health measures in place during the year.  You can read more about this in our Campus Commitment

https://www.qub.ac.uk/our-campus-commitment/

Teaching and learning has continued to be delivered to help students meet the learning outcomes of their programme.  Called ‘Connected Learning’, the University has invested in resources so that your teaching could still be delivered despite the restrictions.  This investment has included reorientating course content so that it can be delivered through online platforms, the purchase of software to help us teach on a range of online platforms, safety measures for those on campus as well as those delivering classes digitally but from campus, student engagement and community building initiatives, online practicals for labs and clinical skills programmes, and a range of other measures depending on your year of study and the nature of your programme.

Campus facilities have remained open all academic year, including the Library, support services, University accommodation and the Graduate School.  And for those not able to get to campus all support services have remained open and busy for those wanting to access support opportunities remotely.

The University will therefore not be offering fee refunds due to the covid-19 pandemic.  However if you have concerns about the quality of your learning experience through Connected Learning please see the Student Complaints Procedure.  You will note that in the first instance you will need to raise your complaint with your School. Follow the link for guidance on the complaints procedure, including support from Advice SU.

We understand that this year has been very unsettling for university students.  While we hope we have done all that we can to give you access to your programme in a very unusual year, we do know that it has been very different than what we all expected.  Our first piece of advice would be to talk to someone in your School as it could be that there are things that we could do to help you engage with your studies.  If you are not sure who to speak to, start with your School Office and they will point you in the right direction.  If you still want to take a temporary or permanent withdrawal please be aware that there may be implications for your fees.

Temporary Withdrawal

A temporary withdrawal is an approved absence from University for a set period of time (see Regulations for Students 1.20).   

Students may request a period of temporary withdrawal for a range of reasons including:

• Medical;
• Maternity;
• Personal circumstances.

If for any reason you feel that you may need or benefit from ‘time-out’ from your studies, you should discuss the situation first with your Adviser of Studies/supervisor who will be able to offer guidance and support.  You must receive approval from your School in advance of your period of temporary withdrawal, and your School will be responsible for initiating the relevant procedures, if deemed appropriate.

The University, in accordance with the relevant regulations and procedures, may require that a student withdraws temporarily in the following situations:

• If there are concerns over attendance and/or progress;
• If there are concerns over student’s fitness to study.

Please note that:  

• If you are on a period of temporary withdrawal, you retain your place on your course but you are not considered an active student and have no right to avail of University services. As such you will not normally be permitted to submit coursework or to sit examinations while on temporary withdrawal.  
• A period of temporary withdrawal cannot exceed one year and no student will be permitted more than two periods of temporary withdrawal.  
• Time out from your course will be counted towards any restrictions on total periods of registration for taught courses.  Such restrictions will be outlined in your Programme Specification, if applicable.
• A period of temporary withdrawal from a research degree programme will not be counted towards the total period of study (see Study Regulation for Research Degree Programmes 5).
• A period of temporary withdrawal may have tuition fee implications.  For further information, please see Section 5 Withdrawals and Refunds of the Student Finance Framework.
• Temporary withdrawal is also likely to affect your student funding, and you may be asked to repay any money you have received for the period you are withdrawn from the University.  Students on temporary withdrawal are not normally entitled to state benefits, however there are some exceptions to this.  It is your responsibility to find out the financial implications of your decision to take a temporary withdrawal. For advice, please contact Advice SU.
• If you are an international student on a Tier 4 / Student Route visa it may not be possible for you to take temporary withdrawal and remain in the UK.  You must seek advice from an International Student Support Officerbefore you make any changes to your studies. 

Permanent Withdrawal

The guidance below talks through the various withdrawal procedures and what they mean for you as a student:

Deciding to permanently withdraw

While it is hoped that all students will find their chosen course enjoyable and rewarding, it is accepted that not everyone will have made the right choice and/or your circumstances have changed to the point that you no longer wish to study at this point.  If you are thinking of withdrawing from the University, you should start the process by talking to your Adviser of Studies/supervisor.

It is important that you complete the formal procedure to withdraw including filling out a withdrawal form, available from your Adviser of Studies or School Office.   If you simply stop attending classes, you will continue to be held liable for fees.

Fee liability and refunds, if appropriate, depend on the date of withdrawal. Adjustments to tuition fees are calculated with reference to the date of a student's withdrawal from the University, not the last date of attendance.  Withdrawals cannot normally be implemented retrospectively.  For further information, please see Section 5 Withdrawals and Refunds of the Student Finance Framework.

Withdrawing from the University is also likely to affect your student funding, and you may be asked to repay any money you have received from the date you are withdrawn.  For advice, please contact Advice SU.

If you are a Tier 4 / Student Route visa holder and you decide to withdraw from your course, the University will be required to make a report to the Home Office.  You must seek advice from an International Student Support Officer before you make any changes to your studies. 

Further information is available at: https://www.qub.ac.uk/home/Graduation/BeforeGraduation/GraduationFAQs

Unfortunately, in order to reduce the risk of spread of the Covid-19 (coronavirus), we have taken the decision to postpone graduation ceremonies. We appreciate this is disappointing for many but the health and wellbeing of our staff and students is our priority. 

PGR students who were registered during the 2019-20 academic year (excluding students starting a research degree programme after 23 March 2020, but including those re-registering as a returning student or returning from a Leave of Absence and registering before 30 September 2020), in all years of study and including those on thesis only status, will be eligible to for up to 6 additional months of registration (12 months for part-time students). This additional time will not incur additional tuition fees or other charges

Some students will not need it because they will be ready for submission within the normal period of study, or their funding body may be providing funding for an extension, but for anyone who needs further time, you can make this request by:

• If only asking for 3 months without fees, requesting from your School Postgraduate Office when you are coming to the end of your normal period of studies, or Thesis Only period if you are already on Thesis Only status.
• If asking for more than 3 months’ extension without fees, completing a concession request with Covid impact, which needs to be endorsed by your School Postgraduate Research Committee and approved by a Pro Vice-Chancellor
• If applying for Stage 3 funding support, the request for additional time and information to consider a concession to maximum study time has been incorporated into the online application form.

If your funding is terminated before your original funding end date, the 3 month fee free period will not be applied until you have completed the normal period of studies (eg for a PhD normally 3 year full-time or equivalent). You should remain registered as a research student, and not be moved to Thesis Only status to avail of this time. Your School will contact pgr.records@qub.ac.uk to make them aware of any extensions in time requested.

• What if I was already on Thesis Only status at the point of lockdown?

If you were already on thesis-only status at the start of lockdown, or have changed to Thesis Only since then, you may have a 3 additional months of registration at the end of your 12 month period (15 months total) by requesting this from your School. You can make a case for up to 6 months total additional time (or 3 further months if you have already requested the 3 month fee-free period) by completing a concession request with Covid impact.

• What if I was registered at the point of lockdown (23 March), but have since taken a Temporary Withdrawal (Leave of Absence)?

If you were registered at the start of lockdown (including as a returning student), but have since that time taken a temporary withdrawal, then you are eligible for up to six months without fees when you reach the end of your funding or normal period of studies.

• What if I was on a Temporary Withdrawal (Leave of Absence) before lockdown?

If you registered for the 2019-20 academic year (including as a returning student), and have since that time taken a temporary withdrawal, you are eligible for up to six months without fees when you reach the end of your funding or normal period of studies.

You are also eligible for up to six months without fees when you reach the end of your funding or normal period of studies if you were on a temporary withdrawal (Leave of Absence) before the 2019-20 academic year, returned from that Leave of Absence and fully registered during the 2019-20 academic year (up to 30 September 2020). Please speak to your School Postgraduate Office to discuss when and how you request this fee free period.

• What if I am on a taught component of a professional / integrated doctorate?

If you were completing taught elements of professional / integrated doctorates at the point of lockdown (23 March), provisions to mitigate disruption are made within the taught regulations.

• What if I am making corrections to my dissertation following my viva examination?

The 6 month FTE extension also applies to students completing corrections post-viva from 23rd March, or who moved to that status during lockdown (up to 3 August). You need to notify your School if this is needed, so your internal examiner can be informed.

• What if I started my research degree after March 2020?

Students who started their research degree after the first lockdown are encouraged to use ongoing discussions with your Supervisor and formal progress points to highlight impacts and how you have adapted your research to address the challenges. This will provide an evidence base for ongoing discussions about impact, to look at support you need now and as you progress your research.

You may be in a situation not covered by any of the options below. If you get in touch with your School, they will work with Student Registry, Academic Affairs and Postgraduate Awards to determine how this applies to your situation.

For Tier 4 visa holders, in many cases you will have time on your visa to allow you to avail of the additional three months without a visa extension. However, if you find that you will need to seek an extension to your visa you can contact International Student Support (immigration@qub.ac.uk) within three months of the expiry date of your visa to discuss options for this. See more Frequently Asked Questions specific to International students here. 

The McClay and Biomedical Sciences Libraries details are available here.

 The Graduate School is open to provide study space to postgraduate students, with details available here.

 Information about other on campus study spaces is available here.

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 31 March 2022.

Information relating to ethical approval and changes in methodology to accommodate social distancing can be found on the Researchers and Funding FAQs page.

The Graduate School has ongoing opportunities for discussing your research and supporting its development, see information about support and development opportunities here.

As always, please contact your supervisors to discuss how best to approach your particular situation.

Stage 4 is for students whose funding is due to end by 31 March 2022. Further information about who is eligible, how to apply and timelines is available here.

DfE has been very positive about recognising the need to address impacts to further groups of students, and although we are not currently aware of the timeframe or extent, we are optimistic that further stipend extension support will be made available to students who started their research degree prior to lockdown in March 2020.

Institutional support for PGR students will continue to be reviewed in the light of continuing disruption, data collected from students about impact, and funding body positions.

All funded postgraduate researchers in receipt of a stipend will continue to be paid as normal, unless they take a temporary withdrawal (Leave of Absence) or change to part-time study.

Responses from a range of research funders (not specific to postgraduate research students) can be found on the University’s Researchers and Funding FAQs.

We are communicating with students as we hear from their funding bodies about availability of further funding extensions.

The University has also allocated funding to support research students impacted by Covid-19 who are self-funded or whose funding bodies have not provided extensions. We are continuing to seek further funds that can be used for this purpose. At this time, we are able to consider applications for funding support from research students whose funding is due to end up to 31 March 2022 and has not had an extension from their funding body, OR if they have been self-funding for their research degree programme, their normal period of studies is due to end by 31 March 2022.

For students who started their research degree after March 2020, use your ongoing discussions with your Supervisor and formal progress points to highlight impacts and how you have adapted your research to address the challenges. This will provide an evidence base for ongoing discussions about impact, to look at support you need now and as you progress your research.

The process, criteria for eligibility and prioritization of funding allocation has been set out in the Guidance.

For international students sponsored by government or other organisations in their home country, please stay in touch with the International Office (intl.office@qub.ac.uk), and we will continue to monitor the position for you.

For students who are experiencing financial hardship, the University’s Hardship Funds have been extended and you are encouraged to make an application. See the information here for more details about how to apply.

The University has ensured that all research students who were registered students in the 2019-20 academic year prior to lockdown have access to up to 6 months’ extension without charges or fees.

The University has also allocated funding to support research students impacted by Covid-19 who are self-funded or whose funding bodies have not provided extensions. We are continuing to seek further funds that can be used for this purpose. At this time, we are able to consider applications for funding support from research students whose funding is due to end up to 31 March 2022 and has not had an extension from their funding body, OR if they have been self-funding for their research degree programme, their normal period of studies is due to end by 31 March 2022.

The process, criteria for eligibility and prioritization of funding allocation has been set out in the Guidance.

Should you be facing immediate difficulties, you may wish to seek support from the Queen’s Hardship Fund.

UKRI have set out very specific guidance for the next stage of funding allocations, which will be based on flexibilities within individual research projects or Doctoral Training Partnerships.

UKRI has indicated that they expect that the majority of students will be allocated a maximum of 3 months’ stipend extension, and that stipend extensions beyond 3 months will be in very exceptional cases.

Students who are part of the NINE DTP and EPSRC DTP should still submit applications through the Queen’s funding process at the relevant stage for their funding end date. Other DTP students or those funded by a research grant should speak to the DTP Co-ordinator or Principal Investigator for the grant.

This is an option for any research degree student who is unable to make progress on their research at this time. We recognise that this may not be the best option for you, as it will stop your stipend payment if you are a funded student 

If you are a self-funded student who is unable to make any progress on your research at this time, then taking a temporary withdrawal is a way to pause the time and fee payments for your research degree. 

Discuss your situation with your supervisor, to determine whether there are different methodologies that can be used, or other preparations you can be undertaking at this time, such as preparing for annual programme review, writing and communicating your research, and building skills for your research. 

All postgraduate students, including those who are on a temporary withdrawal during this time, will continue to have access to wellbeing support through the University, and to personal development, employability and training support through the Graduate School.  

The University regulations establish a maximum cumulative period of temporary withdrawals (Leaves of Absence) of 2 years. Leaves of Absence taken between March and November 2020 will not contribute to this maximum. If a student takes a Leave of Absence after November 2020 due to ongoing Covid-19 impact, and then reaches the 2 year maximum, it is highly likely that a concession will be approved, following the normal process for extensions to LOA periods.

Temporarily changing to part-time study may be a way to manage the ongoing impact of Covid-19. This is already permitted by some funding bodies (e.g. UKRI). From 1 March 2021, DfE has made a temporary allowance under their Terms and Conditions to permit research students to temporarily change from full-time to part-time status due to Covid-19 impact. This temporary change in status will allow a student within their funded period to change to part-time study for a minimum of 2 months, until 1 September 2021 at the latest.

To request a change to temporary part-time status, you need to:

1. Contact your School Office and determine what they need to consider your request to change status, and submit this request by 1 March if you want it to take effect in March. This will be considered by the School Postgraduate Research Committee (SPRC). If approved, the effective date of the change in status would be from 1 March 2021.
2. If approved, SPRC to inform Postgraduate Awards and Student Records to reflect the change in status in your stipend payment and fees, and your School will update your student record to reflect the change in status.
3. Inform your School and Postgraduate Awards when the impact of Covid-19 is no longer relevant and you are in a position to return to return to full-time studies. This should be by the 26^th of the previous month for return from 1^st of the next month (e.g. by 26^th April to return to full-time on 1 May).
4. Postgraduate Awards will follow up with you in May 2021 to determine if the circumstances leading to change in status have continued and further part-time registration would be helpful, or if you are in a position to return to full-time study.
5. Under current DfE requirements to allow this temporary status change, you will be automatically returned to full-time status on 1 September 2021 if you have not requested a return before that time.

Please note:

• Other Terms and Conditions will remain in place. If you undertake full time work, your studentship must end.
• Part-time study can only be undertaken at 50% of full-time equivalent, which would mean a 50% reduction in your stipend payments and 50% reduction in ‘consumption’ of your maximum registration time (i.e. 2 months part-time study = 1 month full-time)
• The change must be for at least two months.
• The change in status cannot be back-dated, and to ensure you are not over-charged for fees or over-paid for your stipend, it must come into effect from the 1^st of each month.
• In order for your fee free period to be undertaken as a part-time student, you must have spent the majority of your research degree in a part-time status. If you are currently in your fee free period and have been full-time for the majority of your degree, you cannot change to part-time.
• If you are studying on a Tier 4 or Student Route visa, your visa conditions do not permit you to study part-time.
• If you are funded by another funding body in addition to DfE, you should check if they will permit part-time study. UKRI does permit a change to part-time status. Please contact your PI, DTP administrator or PG Awards if you are not sure.
• This will come into effect after the date for the £500 Covid disruption payment, which is using February registration data. If you are eligible for this payment, this change to part-time from 1 March will not affect your eligibility.
• If you are on Thesis Only status you are no longer in your funding period, and you no longer have a full or part-time status so this will not apply to you.

If you have any queries at this point, please contact PG Awards (pgawards@qub.ac.uk).

Department for the Economy (DfE) provide an annual RTSG amount (normally £900 for the full year) to their students to assist with incidental expenses related to their research e.g. travel and accommodation costs for a conference or to purchase a laptop.

In the light of the current Covid-19 situation, and with students now having to work from home, the restrictions on the use of RTSG have been eased (for the remainder of this current academic year in the first instance). Reasonable expenses incurred while facilitating home research can now be claimed. They include the following:

• Desks and chairs to assist comfortable working
• Printers, print cartridges, paper and other consumables required to undertake your research
• Registration costs associated with on-line conferences or training opportunities
• As a contribution towards undertaking the CMI Level 7 Certificate in Strategic Leadership and Management facilitated through the Graduate School (payments can be made now for units to be delivered in 2020-21)

This list is not exhaustive and normal school purchasing protocols continue. In some cases items above can be purchased less expensively through the university procurement system. If you have any queries surrounding RTSG then liaise with your School contact in the first instance or email: pgawards@qub.ac.uk.

Students who receive RTSG as part of a Doctoral Training partnership (DTP) or Centre for Doctoral Training (CDT) should contact the relevant administrator for any queries surrounding its use.

Queries have been raised regarding carrying forward RTSG to the next academic year in the light of conference cancellations and travel restrictions. The funding body sets funding conditions which require unspent funds to be returned at the end of the year, which remains the case at this point.

Research students who need access to securely stored data remotely through a VPN service can contact their Director of Graduate Studies / PGR to request access. Access to the service will be decided on a case by case basis.

The University realises that access to IT support and a suitable computing device is more important than ever at the moment. A web page has been set up to help with how to choose a suitable device for your studies, where to go to purchase at a discounted rate, and where to go within the University to ask for support if you do not have access to a device / suitable internet connection. https://www.qub.ac.uk/directorates/InformationServices/Student/StudentComputing/getting-a-device-and-getting-online-for-your-studies/

If you have equipment or specialist software needs, Discuss with your Supervisor / Director of Graduate Studies, who can raise with Information Services.

Your funding body may also allow you to use your RTSG to ensure you have appropriate equipment – speak to your DTP administrator or PG Office administrator

Academic milestones such as Annual Progress Reviews (APRs) and differentiation have been successfully carried out in a remote setting across the University and should continue to do so where possible. Where a milestone meeting is held remotely, the meeting should be conducted in compliance with the Study Regulations for Research Degree Programmes (6. Progress). 

Where it is not possible, the meeting should be postponed.  This should be rescheduled to the next available date, in agreement with the student. 

Students are encouraged to continue with their APR meeting (digitally) to have the opportunity to complete this academic milestone before deciding to take a temporary withdrawal if they cannot progress with their research remotely. The APR panel is the ideal place to discuss the impact of the current situation on your research, and panels are supportive of the fact that this has been a very challenging time for you.

Where possible, viva examinations will be conducted remotely. This should be arranged at School-level using video conferencing software such as Skype or Microsoft Teams. The written agreement of all participants of the viva should be obtained in advance.  These arrangements would also be contingent on there being appropriate resources available in the School to conduct the meeting digitally and that everyone involved is still available on the scheduled date. Where a viva is held remotely, the examination should be conducted in compliance with the Study Regulations for Research Degree Programmes (7. Assessment/Award).

Vivas can also be delayed at the student’s request, but please bear in mind that it is difficult to know at which point they will be able to take place in person. Guidance has been developed to support Schools who are organising remote vivas to consider elements which may be different to an in-person examination and to adapt accordingly in the best interests of the candidate. Guidance for Remote Vivas has been developed to support panellists and research students, and can be found here.

If you are concerned about having a reliable internet connection or quiet space to undertake your remote viva examination, McClay Library can arrange a private room for the day of the exam. Contact s.bridge@qub.ac.uk to request a space.

The Graduate School can arrange a private room for the day of the exam. Contact graduateschool@qub.ac.uk.

Yes, if you are continuing to work on your research degree you should still give at least 3 months’ notice to the SPRC of intention to submit your thesis via the Qsis Notice of Intention to Submit pagelet

Yes, your School will continue as normal to appoint internal examiners and nominate external examiners for approval by the Research and Postgraduate Committee. 

Given the evolving nature of this situation, and the affect that it may have on staff availability, this process may take a bit longer than usual.  It is, therefore, important that you submit your Intention to Submit well in advance to allow your School the appropriate time to complete this process. 

If you have any concerns, you should discuss with your supervisor in the first instance.

The final approved softbound version of a student’s thesis will be submitted electronically by the School on the student’s behalf. Students should liaise with their Supervisors or Postgraduate Office as appropriate to provide the thesis copy

The final approved hardbound thesis version should be uploaded electronically to Pure by the student upon completion of the Thesis Deposit Form by Supervisor and Examiner. The Deposit Form should be sent to  e-thesis@qub.ac.uk

Hardbounds can be submitted for completion of your degree to the Student Guidance Centre (Level 1, Examinations window).

 In cases where the student is unable to submit the hardcopies themselves, they can be submitted by proxy e.g. the School may arrange to submit the hardbound thesis copies on the student’s behalf or students arranging printing of their hard bound thesis through  a local binding service can arrange for it to be delivered to Student Registry by the binders

Full instructions can be found here: https://www.qub.ac.uk/directorates/sgc/srecords/Examinations/Postgraduate-Research/SubmissionProcess/

Many research students have a valuable skill set to contribute to efforts to deal with Covid-19. A number from across a range of disciplines have returned to clinical practice, or taken up roles with research laboratories. It has been agreed that a student wishing to undertake this work should continue to be registered as a student, and have access to latest research through Library systems. If you would prefer to take a temporary withdrawal, your School can process this through pgr.records@qub.ac.uk, and indicate the reason as Covid-19 related research.

If a student will be paid for this work (outside of the NHS, where an agreement is in place), to stop their stipend at this time, the School can email pgawards@qub.ac.uk. Otherwise fee and stipend payments will continue during this time. Your funding body may not allow you to work alongside your funded research, so do contact PG Awards to discuss your specific situation.