The Graduate School aims to help you navigate postgraduate research study from start to finish, the following pages provide all information on key milestones, and include information and links to resources that will support you in having the best possible experience whilst studying at Leeds. If you are unable to find the information your require, please contact the Graduate School Team with your query.
In this section:
You will be required to register within 4 weeks of your start date, anniversary of your start date, or from the date you are returning to study after a suspension. If you have not registered within the 4 week period and in the case of international students on Tier 4 visas, the Home Office will be notified. If there are any issue with registration you must contact the Graduate School team immediately.
Registration now takes place online and the Graduate School will contact you directly regarding this process about one month before your start date, or re-registration date. It is a University requirement that you meet with your Supervisors to discuss the progress of your research degree, following this meeting your Supervisors will confirm to the Graduate School that your registration can be activated.
If you have an outstanding debt from a previous session you will not be allowed to register for the next session until your debt is cleared.
Process for completing registration (continuing student):
- Postgraduate Research and Operations (PGRO) contact the Graduate School informing us that you are due to re-register
- The Graduate School contacts your supervisor/s to ask them to confirm your progress.
- Once progress confirmation is received the Graduate School will notify PGRO.
- PGRO will lift the hold on registration.
The Graduate School will e-mail you confirming that you are able to complete your registration online, and provide you with a link to the portal.
You must log on to the portal, pay your registration fees (if applicable) and complete your online registration.
If you are returning to study after a suspension the above process will apply, and your supervisor will arrange a meeting with you. If you have any difficulties registering online you will need to contact PGRO Office on 0113 343 4002.
PGRO and the Cash Services Desk are located in the Marjorie and Arnold Ziff Building, Level 9. Further information on Registration can be found via the Leeds Students website.
Postgraduate Research Forms
Induction, Progress and Monitoring
- Suspension or Extensions to study,
- Training Plan
- Transfer Documents
- Split Site Progress Reports
- Unsatisfactory Academic Progress Procedure
Thesis Submission and Examination
- Examination Entry Forms
- CD Form
- Video Conferencing Form
- Thesis Deposit Form
- Examiners Report Forms
- Programme Report Form
- eThesis – Index of Additional Forms
- Awarded Statement
Codes of Practice
- Code of practice for research degree candidatures 15/16
- Performance, Visual Arts and Communications protocol 15/16
- Performance, Visual Arts and Communications practice led protocol 15/16
Codes of practice and key regulations and policy documents, such as complaints appeals and disciplinary matters can be found here.
- School of Media and Communication Postgraduate Research Degree Handbook
- School of Design Postgraduate Research Degree Handbook
- School of Fine Art, History of Art and Cultural Studies Postgraduate Research Degree Handbook
- School of Music Postgraduate Research Degree Handbook
- School of Performance and Cultural Industries Postgraduate Research Degree Handbook
- How to use
- PDR user Guide
- Reporting an Issue
PhD Transfer Process and Annual Progress Monitoring
PhD Transfer Process
As a doctoral student, you are initially registered as a provisional doctoral student. You will be subject to a formal transfer process within a specified timescale. If your assessment is successful, you will be transferred to full registration for doctorial study.
Attendance: Transfer Interview to be held and decision taken within:
- PhD FTWithin 12 months of period of study
- PhD PTWithin 24 months of period of study
At the transfer stage, you will be assessed to see if both you and your project have the potential for research at doctoral level and if it’s reasonable to expect your thesis to be completed within the standard period of study for the programme (3 years for full-time students and 5 years for part-time students). All transfer assessments will be managed through the Postgraduate Development Record (PDR) system.
The following materials and documents must be uploaded to the PDR prior to the transfer viva:
- Transfer Report and AISDE (Statement of Academic Integrity, Safeguarding Data and Ethical Requirements) form – you must upload this to ‘Transfer Status’
- A planned schedule for completion of the thesis within the standard period of study (for example by using a Gannt chart) – you must upload this to ‘Uploaded Files’
- Training Plan and record of training undertaken – you must have this recorded/uploaded to ‘Uploaded Files’ or ‘Training Plan’
- First Formal Progress Report – supervisor to upload to ‘Uploaded Files’
- Progress Report: Pre-Transfer Sate – supervisor to upload to ‘Transfer Status’
The following document will be uploaded once the transfer viva has taken place:
- Joint Report of the Transfer Assessment Panel – PGRT/Graduate School to upload to ‘Transfer Status’
Once this has been uploaded the Graduate School will record this with PGRO and the transfer process will be complete.
Annual Progress Monitoring
You will also be required to go through formal annual progress monitoring (post transfer stage). This is to ensure that you are on track to complete within the standard period of study. This will be conducted in the same way as a formal supervision and can also be in place of one of you 10 supervision meetings (if you are full-time) and one of your five meetings (if you are part-time). Once the meeting has taken place the Graduate School will arrange for independent oversight by a sub group of the Faculty Graduate School Committee of the completed forms.
You must upload the following materials and documents to the PDR prior to the review meeting with your supervisor:
- Plan for completion
- Written Work (as agreed by supervisor)
- First section of web based form
After the review meeting your supervisor will complete:
- The web based form
Further information on the Transfer Process can be found here.
More information about formal assessment and monitoring can be found in section 6 of the Code of Practice for Research Degree Candidatures and the relevant Faculty Protocols.
If you have any further queries please contact the Graduate School team immediately.
The completed examination entry form should be sent to the PGR Tutor for signature and subsequent forwarding to the Research Degrees and Scholarships Office, no later than 3 months prior to the expected date of submission. It is the initial responsibility of the student to fill in the relevant sections and pass the form to the supervisor. The supervisor is subsequently responsible for the completion of the sections regarding recommendation of examiners and for sending the form to the PGR Tutor.
Requirements for the examination of research degree candidatures (including the appointment of examiners) are prescribed by Graduate Board. (General information about examination procedures is available in the University Research Student Handbook.) By accepting appointment, examiners agree on a maximum time scale for completion of the examination, including the oral examination and submission of the examiners’ report. An oral examination is required in all cases on the first occasion on which a research degree thesis is examined.
All Examiners’ Reports will be reviewed by the PGR Tutor with those regarding referral also being considered by the PGRSS. The PGR Tutor will report on all Examiners’ Reports to the School Research Committee. Any relevant matters will be reported to the Head of School.
The full Examination Process Overview and Forms can be found here.
Ethical Review Process
Guidelines on Ethical Research Practice have been drawn up by the University to promote research based on and supported by sound ethical principles. The guidelines are intended for use by students and staff who are engaged in projects that involve people as research subjects. They are not prescriptive, but rather provide a set of reference points for consideration in the design and implementation of such research. Students should discuss their project with their supervisor and obtain additional guidance before and during their research.
Researchers should note that it is essential that all research activities comply with the legal requirements of the Data Protection Act 1998 and the University’s Code of Practice on Data Protection. It is also essential to respect and comply with the ethical policies of any external agencies with which you may be working.
Research subjects contribute enormously to the progress and potential of much practical research in the performance and cultural industries sector. Their co-operation and active involvement is required to reach a meaningful research outcome. It is vital that researchers maintain awareness of the interests of these participants and ensure that their welfare remains a central element of the project or study.
Further information on the ethical review process, related policies and guidance can be found here.