Annual Leave

ARIES-funded PGRs are entitled to a maximum of eight weeks’ annual leave per academic year (pro rata if you have a non-October start date). This includes bank holidays and mandatory Institutional Closure dates. Please note we do not expect our PGRs to work on bank holidays or during institutional closures and these days may not be taken in lieu at other times.

It’s important that you clarify the expectation of your own institution and host organisation if appropriate.

Stamina is important to get the most out of your PhD and opportunities within the DTP – it’s easy to get caught up in you research and training, and forget that maintaining a healthy body and mind will bring you better results and give you a better experience while you are studying with us. For this reason ARIES encourages all of our PGRs to take up the full opportunity of annual leave.

Booking annual leave does not involve the DTP, however – please talk to your supervisor and follow local guidance from your Doctoral College (and host organisation where relevant).

Other Absences

ARIES Funded-PGRs are entitled to several additional forms of leave according to the following eligibility guidelines:

• PGRs fully-funded by ARIES are entitled to receive stipend payments during approved absences according to the policies given below.
• PGRs funded partially from ARIES and partially through contribution from an external organisation, including their host institution or University of Registration, must follow the regulations of their funder(s). If the funder does not provide additional money to fund periods absence, ARIES is not able to make up the shortfall.
• PGRs in receipt of ARIES awards covering tuition fees only are not eligible to receive any payment during approved periods of absence.
• PGRs in unfunded periods of study are not able to receive additional stipend payments due to approved absence.
• Part-time or part-funded PGRs should expect to receive any payments to which they are entitled on a pro-rata basis.
• PGRs with UKVI Tier 4 visas should seek advice as soon as possible from their University’s Immigration and Compliance team.

Medical Absence

ARIES-funded PGRs are entitled to up to 13 weeks paid Medical Absence, within any 12-month period in line with this policy can be found on the UKRI website.

Full details of this scheme are available in the Medical Absence Policy

To request Medical Absence and commensurate extension of your studentship, please review the policy guidance given, and complete the Medical Absence Request Form. You will also need to follow local guidance from your Doctoral College and host organisation – ARIES is able to provide you with confirmation of funding and commensurate extension to aid this.

If you are ill due to COVID, there are some specific guidelines:

• you may not need a medical certificate to prove sickness caused by the pandemic
• medical absence extensions aren’t limited to 13 weeks in length.

Find out more in the ‘student health and well-being’ section of UKRI’s guidance for doctoral students supported by UKRI (PDF, 147KB).

Shielding:

If you are shielding, and are not able to work from home, you can use your shielding letter to claim sick pay.

Emergency Absence

ARIES-funded PGRs are entitled to short periods of paid Emergency Absence. Within this policy, an emergency is defined as the death, serious illness, or serious injury of a close family member or dependant. However, definition of an emergency will not be the same for every student so if in doubt please contact the ARIES office and all requests will be considered on a case-by-case basis.

Full details of this scheme are available in the Emergency Absence Policy

Documentary proof is not required for an emergency, however if a request is later found to have been falsely made this will be considered misconduct and addressed by disciplinary procedures at your University of Registration.

In most cases paid periods of Emergency Absence will not exceed 5 days, and no extension will be added to the funded period of the studentship. However, all requests will be considered on a case-by-case basis.

Parental Leave

Although individuals funded under UKRI terms and conditions do not have a statutory entitlement to maternity, paternity or adoption leave, UKRI has undertaken to provide funding for leave entitlements which mirror the statutory schemes in force at the time. UKRI also provides an unpaid parental leave scheme.

Full details of this scheme are available in the Parental Leave Policy

ARIES-funded PGRs are entitled to 52 weeks of maternity-equivalent leave if the expected week of childbirth will occur during the period of their award. The earliest Maternity leave can commence is 11 weeks before the expected week of childbirth. The main adopter of a child placed during a studentship is also entitled to 52 weeks of leave.

To request Parental Leave and commensurate extension of your studentship, please review the policy guidance given, and complete the Parental Leave Form. You will also need to follow local guidance from your Doctoral College and host organisation.

Documentary proof is not required for Parental Leave, however if a request is later found to have been falsely made this will be considered misconduct and addressed by disciplinary procedures at your University of Registration.