Changing your registration
During your research degree, you may experience circumstances which mean that you need to adjust your registration in some way. On this page you will find information about the various options which may be available to you, depending on your circumstances.
Taking a break from your research
If, during your registration, you need to take a break from your research (e.g. due to medical or personal circumstances), you should apply for an intermission (sometimes referred to as 'temporary withdrawal'). If approved, this will give you an authorised break from your registration, and your maximum date of registration (i.e. your submission deadline) will be updated.
Intermissions are taken in period of whole months, commencing on the first date of month, and are normally capped at a total of two years for full-time PGRs, and four years for part-time PGRs*. Intermissions are not permitted in your first month of registration, and will not normally be considered in the final three months of your registration (during which an application for an extension is likely to be more appropriate - see below).
During an intermission you are required to take a break from your research, and access to University resources will be limited. Your fees will be suspended for the duration of your intermission.
*Intermissions on the basis of parental leave will not be counted towards this cap.
Applying for an intermission
If you think you need to apply for an intermission, you should consult your main supervisor in the first instance. You should then complete the application form, which is available on the Forms and letter requests page, and submit it via your School for consideration. You will be formally notified of the outcome of your application by Student Data and Records.
Please note:
- If you are a PGR sponsored on a Student Visa you should refer to the information for international students regarding the options for taking a break from your registration, before making an application. If you take an intermission, Sussex will cease to be your sponsor and you must return to your home country and apply for a new CAS and a new visa when you’re ready to resume your research. An Authorised Absence (detailed on the Student Hub pages), during which your Student Visa sponsorship continues, may be a suitable alternative, noting that this time-limited and will not stop your registration, nor change your maximum date of registration (i.e. your submission deadline).
- If your studies are funded, it is your responsibility to be aware of the terms and conditions of your funding award, and how these are affected by an intermission. If you are funded by a US Federal Direct Loan, advice must be taken from the Financial Aid Office before any changes to your registration are made: usfinancialaid@sussex.ac.uk
- Intermission is not a right and the University may set conditions for your return. If you take a period of intermission on health grounds, to ensure that there is support in place, your return will be subject to the university’s Fitness to Study policy.
Mode changes between full- and part-time
You can apply to change between full- and part-time (in either direction) if your circumstances change (e.g. for personal or employment reasons). If a medical or health condition arises, it may be more appropriate to take an intermission, unless your health issue indicates that a different rate of study is more suitable.
If you change between full- and part-time (in either direction), your maximum date of registration will be re-calculated. However, only one change between full-and part-time study will be considered, and changes during the last six months of your registration are not permitted. If there is a difference between your funding and University end-date, you may need to apply for an extension of registration.
Applying for a mode change
If you think you need to apply for a mode change, you should consult your main supervisor in the first instance. You should then complete the application form, which is available on the Forms and letter requests page, and submit it via your School for consideration. You will be formally notified of the outcome of your application by Student Data and Records.
Please note:
- The University does not allow PGRs who hold a Student Visa to transfer to part-time status. Part time study may be permitted on some other visa types but you should discuss the implications with an International Student Adviser before making any change to your visa status. Information can also be found on the Student Hub pages.
Changing your research degree
You can request a transfer to a different research degree at Sussex, where available, and provided that the transfer takes place before you have given notice of intention to submit your thesis (and subject to other factors - see below). You will be required to submit a coherent and realistic plan for the completion and submission of your thesis within the required period of registration as part of the approval process.
Transferring to a different degree at the same level
If you want to transfer to a different research degree at the same level as your original registration (i.e. from one PhD to another), you should speak to your main supervisor in the first instance. If you decide to proceed with a transfer, you should complete the application form, which is available on the Forms and letter requests page, and submit it via your School for consideration. You will be formally notified of the outcome of your application by Student Data and Records.
Transferring from an MPhil to a PhD
If you wish to transfer from an MPhil to a PhD (whether in the same discipline or including a change in discipline), the decision will normally be considered as part of a Formal Progression Review. In any case, the decision will lie with the Director(s) for PGRs in the relevant School(s), with input from the relevant Research Degree Convenors.
If your request to transfer from MPhil to PhD is not approved, and you consider that the decision was based on inadequate evidence or taken in an improper manner, you have the right to appeal against that decision in writing within 21 days of notification of the decision. Your right to appeal will be set out in the letter formally notifying you of the outcome of your request. You can also refer to the Appeals process on the Student Hub pages.
Transferring from a PhD to an MPhil
If you wish to transfer from a PhD to an MPhil* (whether in the same discipline or including a change in discipline), you should speak to your main supervisor in the first instance. If you decide to proceed with a transfer, you should complete the application form, which is available on the Forms and letter requests page, and submit it via your School for consideration. You will be formally notified of the outcome of your application by Student Data and Records.
*This refers to a decision you make to transfer outside the Formal Progression Review process; a possible outcome of the Formal Progression Review process is that you are transferred to a lower degree ('downgrade'). For more information, please see the Formal Progression Review pages.
Please note:
- If you are sponsored by the University on a Student Visa, you should consult the UKVI Compliance team (researchstudentvisas@sussex.ac.uk) before making any changes to your registration. Some changes will require you to make a new visa application before the course change, and, in some cases, this may require the you to leave the country and apply for a new visa from overseas. Where the programme of study is subject to ATAS requirements, you may also need to apply for a new Academic Technology Approval Scheme (ATAS) certificate. If necessary, the UKVI Compliance team will refer you to the International Advice team for further guidance.
Changing to pre-submission status (also referred to as 'writing-up' status)
You can apply to transfer to pre-submission status (sometimes referred to as ‘writing up status’) if you have completed your research work and collected all your data. During pre-submission, a reduced tuition fee is payable.
Your supervisor must approve a well-worked first draft of your thesis as well as a detailed timeline and plan to submission before you are eligible to transfer to pre-submission status. Please discuss your progress with your supervisor before you complete an application form for presubmission status.
Pre-submission status does not automatically occur; an application to transfer to presubmission status must be made. This is particularly important to note if you are a PGR with funding of three years or less. After your funding ends, if an application for pre-submission status has not been made, standard fees will be charged.
During pre-submission
During pre-submission you continue to be entitled to supervision as per the Policy on Research Degrees, or (where requirements are higher) as otherwise determined by your School. You will also continue to receive the same level of use of the Library and Computing Service up to your maximum date of registration (i.e. submission deadline). You will not be entitled to:
- use of work-rooms, laboratories or similar facilities
- University accommodation
- membership of, or election to, University Committees.
Applying for pre-submission status
Pre-submission can be applied for in blocks of three months (3, 6, 9 or 12 months) up to a maximum of one year and your tuition fees will be adjusted accordingly. Please note that if you are applying for less than one year, your timetable to submission must be realistic and must match the length of time requested on pre-submission status. If you do not submit your thesis before the end of your period of pre-submission, and you are within your maximum period of registration, you may apply to exten your pre-submission status. If you do not apply, or an extension to pre-submission is not approved, your tuition fee will revert to the full fee until the end of your maximum period of registration. For extension to your maximum period of registration, see below.
The application form for pre-submission status is available from the Forms and letter requests webpage. On completion, you should submit the form via your School for consideration. You will be formally notified of the outcome of your application by Student Data and Records.
Please note:
- Not all PGRs will transfer to pre-submission status and you may have any registration status (full-time, part-time or pre-submission) at the time you submit your thesis.
- Pre-submission status is not normally approved before the completion of three years full-time study or six years part-time registration, and cannot be applied retrospectively. As you cannot apply retrospectively, it is important that you discuss your transfer to pre-submission status with your supervisor ahead of time.
Extensions to registration
You may request an extension to your maximum period of registration (i.e. your submission deadline) where your progress has been hampered by exceptional medical or personal or, in the case of part-time PGRs, exceptional employment reasons.
Extensions will not normally be considered until the final three months of your registration. You can apply for an extension of three, six, nine or twelve months. Extensions are normally capped at a total of two years for full-time PGRs, and four years for part-time PGRs*. In addition to the relevant tuition fee, an extension fee is payable the first time an extension is granted; this fee is not charged for any subsequent extensions. The fee level is detailed on the Tuition fees webpage (see the table towards the bottom of the page).
*Extensions on the basis of parental leave will not be counted towards this cap.
Applying for an extension
Should it be necessary for you to request an extension, you should consult your main supervisor in the first instance. You should then complete the application form, which is available on the Forms and letter requests page, and submit it via your School for consideration. You will be formally notified of the outcome of your application by Student Data and Records.
When making your request for an extension, you should supply the following:
- a statement setting out the reason for the request for an extension
- a statement of the current progress of your research and writing-up
- a timetable for the completion and submission of your thesis
- any documentary evidence in support of the request.
Please note:
- Extensions will be considered only in exceptional circumstances. The magnitude of the research task, or failure to perceive or act upon the magnitude of the research task, is not a sufficient reason for an extension, nor is the need, in itself, to take employment.
- If you are funded and/or sponsored on a Student Visa, your funding or visa status may impose additional restrictions on your ability to extend your registration which are beyond the control of the University. If you are sponsored on a Student Visa, you should consult an International Student Advisor before applying for an extension.
- If your extension request is not approved, you will be required to submit by your current maximum date of registration. Failure to do so will result in failure of your research degree.
Withdrawing from your research degree
If you wish to withdraw from your reserach degree you should contact your supervisor in the first instance to discuss your decision. It is also recommended that you contact the Research Enterprise Co-ordinator in your School who will be able to advise whether there may be any alternative options available to you. You may also find it useful to contact the Student Life Centre for advice and support before making a decision.
Notifying of your withdrawal
If you decide to withdraw, you should notify Student Data and Records (researchstudentprogress@sussex.ac.uk) or your School’s Research and Enterprise Coordinator of your intention to withdraw. You will be provided with a withdrawal form that you should complete and return. Within the form, you will have the opportunity to provide feedback on your experience at the University of Sussex if you wish.
Please note:
- If you are a Student Visa sponsored PGR, your right to work in the UK will cease with effect from the first day of your withdrawal, and this will end the University’s sponsorship of your Student Visa. Further information can be found on the Student Hub pages.
- If your studies are funded, it is your responsibility to be aware of the terms and conditions of your funding award, and how these are affected by a withdrawal. If you are funded by a US Federal Direct Loan, advice must be taken from the Financial Aid Office before any changes to your registration are made: usfinancialaid@sussex.ac.uk.