Admin and finance
- Postgraduate handbook
- Registry Information for Research Students has a lot of useful information and forms
Interruption of studies
If you need to interrupt your studies for any reason e.g. illness, a summer internship, extenuating circumstances, then you may extend your PhD student status for the amount of time your studies were interrupted. For example, if you began in October 2008 and took a 3 month summer internship in summer 09 you may extend your studies until the end of December 2011 (i.e. you don’t become a 4th year student until January 2012).
NOTE: you must apply for the extension and submit an ‘interruption of studies form’ AT THE TIME your studies are interrupted. If you do it retrospectively you will not be granted an extension.
You can choose to suspend your payments in which case they will be continued during the extended period or continue the payments and then you will not be paid during the extended period.
For more information and the form see the Registry Information for Research Students page.
As a PhD student you are eligible for Imperial College travel insurance for fieldwork, conferences and other work-related travel. For more information and the travel insurance certificate you should print out see here (to log onto the ORACLE collaboration suite just use your IC username and password). To be covered you MUST email Sam Delamaine the dates of travel and where you will be travelling to.
Most students in ESE are funded by NERC, EPSRC and Science and Technology Facilities Council (formerly PPARC and CCLRC).
Find out more information on the College fees and funding section.
Payment and forms
Most bursaries are paid monthly and the payment is usually made in advance just after the start of the month. Completed pay forms (for bursary payments and demonstrating) should be delivered to the Departmental Finance pigeon hole in the Reception Office (G.21). You can find many forms here or see the demonstrating page.
Any queries should be directed to the Departmental Finance Officer - Sripriya Niranjan (G.22 from 10:00 until 13:30 weekdays).
Expenses come under the supervisor's jurisdiction, so enquiries should be directed there. You can find the necessary form and further information here. You’ll probably be asked for a grant code, so it's useful to ask your supervisor/line manager for t his in advance. Completed forms should be delivered to the Departmental Finance pigeon hole in the Reception Office (G.21).
Support and loans
The hardship fund is designed for students experiencing financial difficulty - either due to higher than expected costs or unexpected difficulties. Postgraduate applicants are expected, prior to applying, to explore the availability of other resources, e.g. overdrafts, assistance from family, Career Development and Professional Studies Loans. Annual applications deadline are normally in early December. Contact firstname.lastname@example.org, x48130, x48122
Postgraduate loans has information from the registry about getting a loan and is especially useful for international students.
Awards and bursaries
The department annually awards the Janet Watson Centenary Memorial Prize of £1000 to the best PhD student in the department. The student is selected on research excellence in any field and `best' refers to research achievement. To be eligible you must be an ESE PhD student who will be receiving your degree at the postgraduate ceremony in May. To apply supervisors must submit a 200 word citation and reference list to Mark Sephton by mid-April (check each year for exact date).
There are also many awards available from professional societies and most will offer a variety of awards for conferences, field work, lab work and so on. A good first place to look is in the student section of the society web page. If you're not sure apply anyway, you never know and often there is flexibility when awarding the money.
Many conferences will have funds to support student attendance, again have a look in the student section of the webpage.
Finally, always check in advance, awards are typically given once a year and so you need to know when the deadline is as most funds will not be given retrospectively.
For information about internships and work-placements see the work-related database.
List of other known or previously awarded awards etc:
If you know of any others please let us know and some of these require keeping your eyes peeled on the email front for when they are advertised in the department.
American Association of Petroleum Geologists Student Chapters has information about book gifts and some rebates for members.
Extractive Industry Geology Bursaries advertised by Extractive Industry Geology Conferences. In 2009 up to £5000 was available for one or more awards. Advertisment was made in February, with 31st March deadline.
Hilary Bauerman and the Frank Merrick's Associate Fund. Notification is sent around early in the Autumn term with deadlines in November, so keep your eyes peeled. Typically up to £500 is awarded.
Qatar Petroleum - Medal for PhD research excellence in Clean Fossil Fuels. In 2009 advertisment came via Chemical Engineering in February with 31st March deadline. Did not need to be working on a Qatar project.