7.3 Temporary suspension of period of registration

7.3.1 Where the candidate is prevented, by ill-health or exceptionally, for other reasons, from making progress with their research, the Research Degree Committee may suspend their registration for no more than 1 academic year at a time. 

Any student can apply during their studies for a maximum of 24 months in total.

Any suspension requests which start date after week 4 of any given Semester, then the student is liable for fees for the whole semester, please see Oxford Brookes University Semester Dates.

See Suspension request schedule for 2023/24 AY on table below.

7.3.2  All applications will be considered on an individual basis and a case must be made by the student, which will be judged on merit. It should be noted that approval will not automatically be granted.

The candidate’s enrolment as a student with the University shall be suspended for the period of the approved suspension and access to all University facilities will be put in abeyance for the approved period.

Please note that whilst on suspension they will still be able to access all services as a student (including Google suite and on-campus services except borrowing rights from Library Services).

Any student can make a request other than Year 1 students.

If a Year 1 student is unable to continue, they should withdraw and either defer their place where possible or re-apply in due course. 

7.3.3  There are two types of requests for suspension from registration which will be considered:

7.3.3.1  Standard request – a standard request is a ‘prospective’ application for suspension for the current semester and any future semesters. This is where a candidate is requesting a suspension from registration for this time period for the first time this academic year.  

Any standard request for suspension must include a full application and any documentation where appropriate to be submitted to the Research Degrees Committee, and relevant subject Sub-Committee for consideration. 

Please note this can include the ‘Events Log’ where appropriate, which details where any life events have impacted on the candidate’s ability to undertake their studies.

7.3.3.2   Exceptional request - this is where a candidate makes a request and meets any of the following criteria:

1. is applying for a suspension retrospectively, which can be up to a maximum of one previous academic year;
2. has gone above the 24 months maximum allowed for suspensions during their studies;
3. are applying for more than one request for a period of suspension from registration in any academic year;
4. the student is due to reach their Maximum Period of Registration; 
5. where there are significant concerns of engagement or progression;
6.  where the Director of Studies, Postgraduate Research Tutor or Research Degrees Team have concerns for the student to continue, including where it may be felt that the student should be supported and / or signposted for additional support e.g. Student Services including Mental Health support.

Please note that any applications after week 4 of each semester/fee paying period will be considered an exceptional application and will require evidence.

Any exceptional request for suspension from registration should be for no more than a maximum of 1 academic year at a time, in line with when a student’s enrolment (e.g. September- August, January- December or June- May)

7.3.4  Any exceptional request for suspension must include a full application and must include evidence to support the application to be submitted to the Research Degrees Committee, and subject Sub-Committee for consideration.

The approval of applications for exceptional requests for suspension cannot be guaranteed and if the Sub-Committee is unable to approve the application, the student will be required to enrol and pay the appropriate fees for that period of time.

The types of situations/ life events that may require evidence to be submitted for a standard or exceptional request include, but are not limited to:

• Pregnancy or new parenthood;
• Health reasons;
• Bereavement;
• Caring responsibilities;
• Financial commitments/work commitments (for part-time candidates only);
• Participation in a short-term professional placement/internship that directly correlates with the student’s research;
• Public duties (such as jury service);
• Competing in national or international sporting events, or other similarly high profile events, for a long period of time including training for an event in which the student is representing the University or their country;
• Religious events, such as a pilgrimage.

In addition any application can include the PGR Events Log. 

7.3.5  All candidates beginning their research degree are expected to have given due consideration to their personal and financial circumstances before accepting an offer of a place on the programme. Probationer Research Students may not apply for a formal suspension or take unapproved periods of suspension during the first full year of enrolment.

Any candidate who requires a visa to study in the UK should take note of their the Visa Responsibilities and adhere to the Student Visa Engagement Policy. Students in this situation should contact the International Student Advice Team for guidance on the visa implications of a suspension, before making their application.

7.3.6  Faculties should note that in the case of students in receipt of Research Council funded studentships, the process for being granted a suspension of registration may differ from those applied at Oxford Brookes. 

It is important that the Directors of Studies contact the Research Degrees Team for advice before the student begins the period of suspension as failure to follow their procedures may lead to the funding bodies imposing sanctions on the University as a whole for a substantial period of time.