The department monitors the attendance of students who are studying on campus or working away from Sheffield throughout the year. The department is required to indicate to the University on three occasions per year whether or not students are attending and engaging with their programmes of research.
It is most important that you regularly attend all scheduled sessions. This includes all supervisory meetings, departmental research presentations, DDP modules and other sessions listed in your timetable or that are communicated to you as the year proceeds.
PhD students are not entitled to the long vacation periods enjoyed by undergraduates, though students sponsored by the UK Research Councils may take reasonable holidays, not exceeding eight weeks in the year. This is subject to their supervisor’s approval and includes public holidays. Students must book holidays using this form. Up to a maximum of four weeks holiday may be taken at the end of the period of award. These Research Council rules may be used as a guide by all full-time PhD students not subject to the rules of other sponsoring bodies. Students need not apply for a leave of absence to cover a period of annual leave.
A leave of absence (LOA) enables a student to take an authorised break from their studies in order to overcome a difficulty that affects their ability to undertake their research without losing valuable time from their registration period, which will be suspended for the duration. Students must apply for permission from their department and Faculty to take an LOA, using the leave of absence request form. Details on this can be found on Research, Partnerships and Innovation webpages. Please read the information carefully for details of the circumstances under which it is possible to apply for a Leave of Absence, the supporting evidence required, and a number of other important issues to be taken into consideration when thinking about applying for a Leave of Absence, including issues affecting UKRI funding holders and international students.
Please be aware that once an application is received by Research Services, it will normally take up to two weeks for Faculty consideration and processing.
Students who are pregnant, or whose partners are pregnant, can apply for a period of leave of absence. Please see the Parental Leave for PGRs webpage for further information.
Research Students who are funded by a research council are in principle entitled to 6 months paid maternity leave and up to a further 6 months unpaid leave. Funded students should contact Research Services at pgr-scholarships@sheffield.ac.uk about their funding situation and for further information on Maternity Leave/Pay entitlements.
Ideally, you should let your supervisor know about your situation as soon as possible, and they will be able to support you through the process.
If you feel uneasy about talking to your supervisor, you can seek support and advice from the Departmental PGR Director or Deputy PGR Director, or the Departmental Director of EDI.
If you wish to seek support outside the Department, please contact Student Services (Student Support & Guidance) or the Women’s Officer in the Students’ Union.
The rules around access to maternity pay and the implications for funding are complex and are dependent upon your funder. In some cases you may be entitled to maternity pay but in some cases you will not.
International students with financial sponsors must contact their sponsors and agree a plan of action (such as deferring study/ when to resume study).
Parents who study
The University has a range of resources for parents who study.
The Students’ Union Nursery offers subsidised places for the children of students.
If you have parenting or caring responsibilities that are affecting your availability for meetings, attending training or carrying out your research studies, you should discuss these with your supervisor (or an appropriate member of staff) at the earliest opportunity.