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  1. Registry Services
  2. Research Degrees
  3. Research student information
  4. Forms and information

Forms and information

There are several forms you will need to complete before, during, and after your studies to ensure a smooth transition through to graduation. This page lists them all by category, please familiarise yourself at your leisure. 


Please see the headings below for the relevant processes, and if you have further queries regarding the individual processes, please email researchdegrees@qmul.ac.uk.  These forms should be read in conjunction with the QMUL Academic Regulations 2024/25 and the PGR Code of Practice 2022-23 [PDF 402KB] (please note that the Code of Practice will be updated shortly).

 

PGR Funding System User Guides (staff-only)

Please note that any funding arrangement starting from November 2024 is to be done through the new system.

PGR_Funding_System_Staff_User_Guides, including the latest QMUL Studentships Terms and Conditions.

 

 

Old PGR Funding Forms (to be used only for payments until October 2024)

Any payments starting from November 2024 must be in the new PGR Funding System, though MySIS (user guides in the section above).

I you required to process back-pay, before October 2024, please contact a research degrees officer, and they can advise you. The research degrees officer will have an old style form to share with you.

 

Timing of payments

  1. Ideally funding instructions for new students should be created and all approvals completed at least one month before the student is due to enrol and be paid. 
  2. Students must be fully enrolled in order for their stipend to be generated and posted to Agresso for payment. 
  3. The 10th of the month (5pm) is the cut-off point for a monthly stipend to be paid on the 24th of the month. Example: as stipend is paid in advance, for a student to receive the November stipend on 24th October, the funding needs to be fully approved, on the new system, by 10th October.
  4. Every Tuesday (5pm) is the cut-off point for payments to be disbursed on a weekly pay run (e.g., payments for students returning from interruption or those who missed the monthly run). If a student’s payment is processed on a weekly run (normally for back-pay), the student will get the funding into their bank account around the following Wednesday.

 

Research Students Bank Details Form 

Funded research degrees students are required to provide their bank details for the disbursement of stipend. Please follow the instructions below to complete the bank details form. This is the same form to be used for subsequent changes of bank details.

If you do not have access to the bank details task on MySIS, please contact the Research Degrees Officer for your school.

  1. First, login to your MySIS account and complete the online form with your UK bank details.
  2. Once logged in to MySIS, please click on the top tab ‘My Finances’, then navigate to the ‘Bank Account Details’ section. This is an encrypted system; only you and the Finance Accounts Payable team will have access to this information. 
  3. It is important to emphasise that it is a quicker process if a student arrives in the UK, opens a bank account, and then gets the payment disbursed directly into their UK bank account. Guidance on how to open a UK bank account is available on the Banking in the UK webpage.

If you require a letter to open an UK bank account, you must be fully enrolled and have a UK address. Please contact the Research Degrees Office.

 

Change of status and circumstances

Interruption of studies => the student starts an online form, which can be accessed through MySIS, under the Change of Circumstances tab, from the Research Student Profile. Once the online form is submitted, it will triggers an approval workflow (to the supervisor, the School Director for Graduate Studies, the School PGR Coordinator, until it reaches the Research Degrees Office - RDO).

Thesis Completion Timetable [DOC 68KB] - use this form when transferring to writing-up. Transfer to writing-up status must be applied for via the MySIS task. If you have any queries please contact your School's PGR administrator in the first instance.

PGR Extension of Thesis Submission Form [XLS 133KB] – use this form if you wish to extend your thesis submission date. 

PGR Change of Programme Form [XLS 112KB] – Change of programme (including calculator of new dates for Full-time and  Part-time).

Withdrawal form the University => the student starts an online form, which can be accessed through MySIS, under the Change of Circumstances tab, from the Research Student Profile. Once the online form is submitted, it will trigger an approval workflow (to the supervisor, the School Director for Graduate Studies, the School PGR Coordinator, until it reaches the Research Degrees Office - RDO).

Examinations

Examiner nomination for MD(Res) and PhD/MPhil is accessed via MySIS (including nomination of additional/alternative examiners).

Updated PGR Exam Guidance Notes August 2023 [DOC 67KB]

If an examination entry was made before August 2021 and an Outcome Form is needed please contact pgrexaminations@qmul.ac.uk

PGR Presentation of Thesis Notes Apr 23 [PDF 122KB] - please read it carefully, before submitting your thesis.

PGR Thesis Submission Form (RD02) [DOC 39KB] - to be completed and handed in at the time of thesis submission. This needs to be signed by student AND supervisor.

PGR Examination Re-Entry Form (RD04) [DOC 30KB] - for use by the candidate to re-enter their thesis after a referral.

PGR Re-entry Outcome Form (RD05) [DOC 39KB] - for use when re-entering for the examination after a referral.

Please note that during the COVID-19 situation the Research Degrees Office requires online submission only to be sent to researchdegrees@qmul.ac.uk

For examiners use only:

Personal Details Form (to be used by HR to process fees for undertaking a research degrees examination).

Please note: QMUL members of staff acting as internal examiners need to supply their QMUL payroll number to pgrexaminations@qmul.ac.uk

Expense Claim Form [XLS 157KB] (to be used by Finance to process expenses incurred whilst undertaking a research degrees examination - external examiners only).

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