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Regulations for Postgraduate Research Students approval and ownership

Document Sign-Off

DOCUMENT SIGN-OFF AND OWNERSHIP DETAILS
Document name:	Regulations and Procedures for Postgraduate Research students
Version Number:	V8.0
Equality Impact Assessment:	Yes
Privacy Impact Assessment;	Not applicable
Approved by:	The Senate
Effective from:	01 August 2026
Date for Review:	Annually
Author:	Head of Student Regulations and Casework
Owner (if different from above):	Registrar and Secretary
Document Location:	https://www.hud.ac.uk/policies/registry/regs-pgr/
Compliance Measures:	Completed

REVISION HISTORY
Version	Date	Revision description / summary of changes	Author
8.0	01 August 2026	Community Code of Conduct Added more examples of behaviour breaching code of conduct, including failure to meet mandatory requirements specified in the Course Materials or by PSRBs (for example, timely completion of required DBS checks, mandatory training, etc) Our Student Charter: A Partnership for Success Reference to previous University Mission removed and replaced with updated University Vision. Updated with new SU President’s signature Throughout the Regulations Insertion of missing words and small spelling or grammatical changes throughout. Updated references to ‘Graduate School’ to ‘Doctoral College’ Updated references to ‘Director of Registry and Academic Development’, to ‘Registrar and Secretary’. Updated references to ‘Registry and Academic Development’ to ‘The Registrar and Secretary’s Office’. Updated references to SkillsForge with references to the PGR Data Management System. Updated references to ‘School PGR Admin Team’ to ‘Doctoral College PGR Support Team’ Added advisory statements to the start of each procedural section, outlining where students can access guidance and advice from the Students’ Union Advice Centre. Changed ‘Dean’ of Doctoral College to ‘Director’. Changed name of the PGR Environment Team to Doctoral College Culture and Development Team. Section 1: Student Information Added s1.12.1 to explain the appeals process if students are withdrawn under more than one procedure including withdrawal under finance regulations Section 3: Student Finance Regulation Additional information included about the process when a sponsor defaults on payments. Information about payment of tuition fees in instalments added for Distance Learning students Added tuition fee liability info for students who do not follow process Clarity provided in s.3.12 on ineligibility for refunds where a thesis is submitted early. Section 4: PGR Attendance and Engagement Regulation Added a section to explain the appeals process where a student is withdrawn under more than one procedure. In such cases, where one of the withdrawals is under financial regulations, the outcome of the financial withdrawal will be considered first. Section 11: Student Disciplinary Clarification that failure to engage with the procedure or attend meetings will result in escalation to the next stage of investigation. Additional examples of misconduct which breach the Community Code of Conduct have been added to the Classification of misconduct table. Clarification that previously upheld allegations may be considered if they relate to a similar pattern or nature of behaviour currently under investigation Additional information provided on when closed cases can be reopened. Section 13: Precautionary Measures Additional information about campus suspension provided for international students Information added about how precautionary measures process will be implemented when the option for remote study is not available for international students Additional ‘Interruption’ option added to Precautionary Measures outcome	Registrar and Secretary's Office
7.0	01 August 2025	Throughout the Regulations Minor corrections throughout The change of reference to Schools in some places where this is now PGR Administration Team Change of terminology from ‘Extenuating Circumstances’ Procedure to Exceptional Circumstances’ Procedure. Change of terminology from ‘Evidence’ to ‘Documentation’ or ‘Information’ as appropriate Updated references to ‘Director of Registry’ to Director of Registry and Academic Development’ Removed any reference to ‘No Contact Order’ Some larger areas of re-wording providing additional clarity, which does not impact a regulatory or material change Change of terminology from ‘interim award’ to ‘exit award’ Student Charter Updated with new SU President’s signature Section 1: Student Information Late enrolment and Re-registration Withdrawal Appeal Procedure updated to clarify it is one stage appeal process Numbering of headings adjusted for clarity Clarification added on when a change of mode of study can be requested. Clarification on when in-person meetings can be facilitated Appeals decisions in relation to the Revocation of an award or credit will now be ratified by a nominee appointed by the Senate Section 2: International Student and Student Visa Information Clarity on the consequences of failing to engage with the ‘check point’ requirements Information added about ATAS clearances when courses/research topic changes Section 3: Student Finance Regulations Updates made to fees for additional time. Clarification added on when bench fees are due. Section 9: Research Misconduct Updated for consistency across procedures – right to appeal waived if students choose to not attend meeting/hearing. Section 10: Support to Study Further clarification provided on the impact on their visa status for international students facing withdrawal or interruption Bias or the reasonable perception of bias added as a ground for appeal. Change of circumstances removed as ground for appeal. Added reference to student consent requirement before sharing information with PAT Changes to Panel membership to ensure there is no conflict of interest Section 11: Student Disciplinary Clarification that the procedure is guided by principles of natural justice and is not a formal legal process Change of terminology from ‘Responding party’ to ‘Reported party’ Change of terminology from ‘restriction’ to ‘temporary suspension’ to reflect compassionate comms Included distinct indicative examples of ‘Major’ and ‘Gross’ misconduct Removed ‘No Contact Order’; replaced by No Contact Agreement (required) Clarification on making anonymous allegations Addition that the Reporting party will be informed of the outcome when the case is concluded and when the details of the outcome will be shared An additional Stage 1 penalty ‘Advisory warning’ added Clarification regarding allowing legal representation Updated for consistency across procedures – right to appeal waived if students choose to not attend meeting/hearing. Link to Harassment and Sexual Misconduct statement and guidance Clarity in order to meet Condition E6 compliance Section 12: Complaints Complaints procedure changes to reflect new terminology and process agreed with School Ops Managers Student Conciliators page updated Introduction of Complaint Directory Introduction of Student Concern form for Local Resolution Level Section 13: Precautionary Measures Section Heading in the Procedure section rephrased for clarity Clarification on external investigations and pausing of the University procedures Change of terminology from ‘partial restriction’ to ‘partial suspension’ Change of terminology from ‘partial prohibition’ to ‘campus suspension’ Change of terminology from ‘full prohibition’ to ‘full suspension’ Removed ‘No Contact Order’; replaced by No Contact Agreement (required) Minor addition for clarity to grounds for review. Document Sign-off, Ownership Details and Revision History ‘Approved by’ box amended to ‘Senate’ from ‘UTLC and URC’ to reflect practise.	Registry and Academic Development
6.0	01 August 2024	Throughout the Regulations Minor corrections throughout Removal of ‘School based investigations’ and renamed as appropriate Correction of mailboxes throughout Some larger areas of re-wording to address providing additional clarity, which does not impact a regulatory or material change. SU Introduction Updated with new SU President’s signature Our Student Charter Updated with new SU President’s signature Section 1: Student Information Removal of each individual policy and a link to the policy framework provided instead Updated information for DL PGRs Update procedure on enrolment and an introduction of an appeal procedure for late enrolment Section 2: International Information Introduction of ATAS clearance information Clarification that some home students may also be on a visa and that proof to study will be required Clarification that annual leave can’t be carried forward into the new A/Y Section 3: Student Finance Bench fee introduction Clarification of implications of non-fee payment Section 9: Research Misconduct Introduction of minor breach (stage 0) Clarification that previous UNRELATED allegations will not be disclosed during considerations of a new allegation but if a case is escalated, it will be considered open and information will be shared Titles of each stage have been slightly amended Expectations with referral paperwork now outlined Section 10: Support to Study Name changed from fitness to study to support to study to better suit the process Merging of stages 2 and 3 to decrease the anxiety of three separate meetings for students at what can be an already very distressing time Changed and provided more detail for the appeal procedure to bring in line with other procedures Expectations with allegation paperwork now outlined Section 11: Student Disciplinary Expectations with allegation paperwork now outlined Removal of stage 0 Section 12: Complaints Alteration to stages, changed from 4 to 3 in line with sector. Stage 1 – informal early resolution, stage 2 – formal resolution and stage 3 – review. Compliant with external regulatory requirements to have 3 stages – made clearer for students and put more of an emphasis on early resolution Clarification on evidential information sharing	Registry
5.0	1 August 2023	Throughout the Regulations Minor corrections throughout Removal of ‘rejection’ references and replaced with ‘not upheld’ or ‘not successful’ Introduction of support information in all investigative procedures Updated academic appeal and complaint regulations and procedures in line with latest OIA good practice framework guidance. Some larger areas of re-wording to address providing additional clarity, which does not impact a regulatory or material change. References to material irregularity changed to procedural irregularity in accordance with language recommended by the OIA SU Introduction Updated with new SU President’s signature Our Student Charter Updated with new SU President’s signature Glossary New definitions Section 1: Student Information Clarification of virtual panel and meetings Introduction of revocation of award and credit regulation (research misconduct or administrative errors) Introduction of fit to submit policy and clarification of existing fit to sit policy Section 3: Student Finance Updated with clarification on late or no fee payment past enrolment deadline and likely withdrawal Tuition fee refunds with interrupting and withdrawing students (PGR specific) Section 5: Interrupting, Withdrawing or Transferring Course Streamlining of withdrawal, interruption and transfer out procedures Section 8: Assessment Appeal Now available for students who have since left the University in accordance with OIA Good Practice Framework Section 9: Research Conduct Introduction of proof reading and the use of AI Tools information Updating of misconduct breach terminology Section 10: Fitness to Study Introduction of Return to Study meeting process Section 11: Student Disciplinary New table of misconduct classifications with further examples given Section 12: Student Complaints Clarity provided on when a complaint is out of time Grounds introduced for appeal of stage 2 outcome More emphasis on informal resolution Section 13: Precautionary Measures, Criminal Proceedings and University Investigation New section – taken information out of Student Disciplinary and kept in its own section for ease of access and lack of repetition throughout the regulations. Also included to be applicable for Fitness to Study. Included section on no contact agreements and orders
4.0	1 August 2022	Throughout the regulations Insertion of missing words and small spelling or grammatical changes throughout. Small clarification and formatting changes throughout. Some larger areas of re-wording to address providing additional clarity, which does not impact a regulatory or material change. Some areas of duplication have been deleted. Name change: restriction has been changed to the new definition of precautionary measures throughout. Insertion of hyperlinks. Welcome Inclusion of reference to the SU confidential peer listening service. Our Student Charter Updated with new SU President’s signature. Our PGR Charter Removal of paragraph relating to PGRs who are non-campus based, attending University for at least 10 days per year, as this has been removed from the Regulation for Awards (Research Degrees). Section 1 – Important information applicable to all students 1.6 Email correspondence Removal of advice to contact Computing and Library Services for support on how to forward University emails to an external account, as this is no longer permitted. 1.14 Student representation on panels Section added that Student Union Officers (or nominee) sit on some of our panels and will be provided with training and support for the role. Section 2 – International student information 2.19 Additional time and writing-up Further clarify added that a visa extension is not guaranteed if there are alternative study options Removal of the option that writing-up fees can be reduced if the thesis is submitted early, as this is no longer available. 2.9 Doctoral extension scheme Removal of this section as this is no longer available Section 3 – Student finance introduction 3.10 PGR interruption of studies Clarification that ‘in year’ short term periods of interruption will not reduce fees, but additional fees will not be charged as long as the extension period (at the end of study) corresponds to the period of interruption. Section 4 – PGR engagement and attendance Removal of requirement for home students to swipe their student ID card. Insertion of a new section relating to recording engagement and attendance, which sets out the requirement of regularly completing online supervision recording. Failure to comply will be dealt with under the non-engagement procedure. Section 9 – Research conduct 9.1 Introduction Additional section to include a degree may be revoked when an allegation is upheld after a University Research Misconduct Panel. Section 10 – Fitness to study 10.2 Interruption due to impaired Fitness to Study Additional point to confirm that when student’s return to study a re-convened Fitness to Study meeting will usually take place. Section 11 – Student disciplinary 11.1 Regulation introduction New section added to confirm that if a Students’ Union investigation finds a case to answer under their Students’ Union Constitution’s Disciplinary procedure, then it is likely to indicate a breach of our Code of Conduct. Section 12 – Student complaints 12.1 Regulations introduction Addition that we cannot accept complaint about the outcome to decisions reached in other regulations and procedures.	Registry