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This is our policy for medical leave, parental/family leave and other unavoidable absence and relates to all doctoral researchers at UCL.
For parental and medical leave over one month, you should consider applying for an interruption of studies. An interruption effectively ‘pauses the clock’ on your degree progress, as well as any pending tuition fees. You can apply for an interruption for up to one year in the first instance. However, if you are on a student visa, you must take advice from the visa team through askUCL on how the interruption may affect your visa before applying for an interruption.
For parental and medical leave for less than one month, you should ensure your supervisory team and PGR/Programme administrator are aware of your absence as they may be concerned about your welfare; they can also ensure you have the support you need. You should also record the leave days in your Research Log so there is a formal record of your absence in case you apply for an extension and/or extenuating circumstances in due course.
Records of leave taken are mandatory where students are funded and taking paid leave. Funded students should also visit our paid leave webpage.
Parental / Family Leave
All genders and family structures can consider applying for parental leave. During your leave, essential services like email and library access, along with training opportunities, will remain available.
Leave Duration
We recommend you consider taking parental leave in line with our paid leave policy. However, for unpaid family leave or those self-funding, interruptions can be taken for up to a year in the first instance.
How to apply for parental leave interruption
You will need to request an Interruption of Studies for periods of leave longer than one month. This is processed by the Research Degrees team. Your PGR administrator can help you with this.
If you have any funding in place, speak to your funder or the administrator managing your funding to understand what paid leave you are entitled to and/or if your studentship needs to be paused.
If you have a visa, speak to the visa team via askUCL about how an interruption may impact your visa or stay in the UK.
Support Upon Return
We want to ensure you can successfully return to your studies. Additional support is available:
Join the Students' Union's Parents and Carers network
PGR students can connect with the staff carers network, Parents and Carers Together (PACT)
Consider Keeping in Touch (KiT) days, phased return to work, and/or switching to part-time study if needed. Consult your PGR administrator initially on these options and how they may impact your studies and funding, if relevant.
Medical Leave
Illnesses are unfortunately a part of life and most hopefully won’t impact your studies.
Regardless, you should always notify your supervisory team if you are absent owing to illness as they may be concerned about your well-being. You should also note absences owing to illlness in your online Research Log as it is helpful to have a written record in case your leave ends up impacting the progression of your research. A formal record of absence is essential in cases where additional funding (via paid interruption or an extension) is being sought.
For those illnesses that are prolonged, you should consider taking an interruption for medical leave from your studies. During your leave, essential services like email and library access, along with training opportunities, will remain available.
Leave Duration
In cases of prolonged illness over one month, whether physical or mental, we recommend you consider taking medical leave in line with our paid leave policy. However, for unpaid medical leave or those self-funding, interruptions can be taken for up to a year in the first instance.
How to apply for medical leave interruption
You will need to request an Interruption of Studies for periods of leave longer than one month. This is processed by the Research Degrees team. Your PGR administrator can help you with this.
As part of this process, you may need to provide a certificate, letter or equivalent from a medical professional or mental health service. This evidence is kept strictly confidential to only those who need to know and would only be viewed by those external to UCL in the case of an audit.
If you have any funding in place, speak to your funder or the administrator managing your funding to understand what paid leave you are entitled to and/or if your studentship needs to be paused.
If you have a visa, speak to the visa team via askUCL about how an interruption may impact your visa or stay in the UK.
Support Upon Return
When you return from medical leave, you are able to seek support from Student Support and Wellbeing to ensure you are fit to study again and so they can provide any additional support you require for your return to studies. You can also discuss a phased return to study or switching to part-time study with your supervisory team.
Funding Considerations during leave
We recommend that all funded Doctoral Researchers at UCL take leave in line with UKRI’s paid leave policy wherever possible for medical, family, or other reasons for leave out of your control, e.g. bereavement, and jury service. However, please note that funders other than UKRI vary in what paid leave they support; some funders match UKRI in their paid leave policies while others provide a different policy or are unable to support any paid leave. Therefore, an interruption may be paid as leave or it may cause your stipend to pause.
In addition, for short-term leave (less than one month) where you do not interrupt, you may also be eligible for additional paid time. Please contact your PGR or Programme administrator or your funder directly, if you have previously had contact with them, to discuss available support during your leave.
If you are funded by UKRI, please see our UKRI paid leave webpage for a full explanation of your paid leave rights.
Visa Considerations during Interruptions
If you're on a visa, extended interruptions may necessitate leaving the UK and returning when you're ready to resume your studies.
See Visa and Immigration Requirements for Interrupting Students and reach out to the Immigration and Visas team for any enquiries.
Students who are also PGTAs or employees of UCL
If you also hold a PGTA or other employment contract at UCL, you should seek advice from your HR business partner about eligibility for paid leave via your employment contract.