The following tables give information on procedural matters and deadlines for research students and supervisors. The procedures cover full-time and part-time students (though the deadlines for part-time students may be different – check the memos), and the memos give more details on what is expected at each stage.

All paperwork will also be emailed out by the PG Office at the relevant time, and forms related to College procedures are also available from the Registry.

The timing of the exercises is given in months after initial registration; the month in brackets underneath assumes a nominal October start and should be adjusted for students who registered at other times, or who have been on interruptions of studies.

General Enquiries: Loli Sanchez (Postgraduate Administrator), Blackett 316. Tel: x47512. email: l.sanchez@imperial.ac.uk 

Schedule Summary

PhD Schedule Summary

Higher Degree - PhD

Minimum Period of attendance*

  • 24 months - Full Time
  • Part Time equivalent decided by College 
  • RA's and other members of staff depends on their contracts

The minimum is 24 months; however the standard period of full-time study for a research degree is 3 years.


Registration for Higher Degree

Registration must occur within one month of the beginning of the course.


Direct PhD Registration

3 month initial research plan: as part of the learning agreement between student and supervisor, the planned direction for the thesis work is drafted at this stage. 

Early Stage Review normally within 9 months of initial registration (for full-time students) and can take place at 9 months. 

Students who fail the Early stage review at the first attempt will normally be invited to repeat the process within 6 weeks.

Late Stage Review normally within 18 months of initial registration (for full-time students)

Further progress review at 24M36M and 42M (for full-time students)


PhD Thesis Entry for Examination

includes submission of thesis title and nomination of examiners

Entry to the examination must be made:

  • at least 12 weeks before the submission of thesis and
  • no later than 44 months after initial registration
  • (for full-time students) and
  • within 1 year of completion of the course.

Exam entry is valid for 18 months.


Thesis Submission 

Thesis cannot normally be submitted after 48 months after the date of initial registration for full time students and staff.

Thesis Regulations can be found athttp://www3.imperial.ac.uk/registry/researchdegrees

Part time students should submit their thesis no later than 72 months after the date of initial registration.

*If there are mitigating circumstances that prevent submission of the thesis within 48M these should normally be identified at the 42 month review or earlier

 

Procedural timetable tabs

Year 1

Month 1 (Oct)

Annual Registration
All students are required to complete registration formalities each year at the start of session. They will get a prompt email from Records. They will need to register through Student E-service at  http://www.imperial.ac.uk/studenteservice


Months 2-3 (Nov-Dec)

Research Proposal Confirmation (RPC)
Students are required to complete a research plan with their supervisor within 6-12 weeks of registration.. A memo and proforma are emailed to PG students and copied to supervisors.


Month 9 (June)

Early Stage Assessment Form
Students are required to complete an Early Stage Assessment form at the ninth month of registration.


ACADEMIC MENTOR

In addition to your supervisor*, all students must have an academic mentor. The main role of the academic mentor is a pastoral one. It is not intended that the academic mentor should act as a second supervisor or co-supervisor. Each research group has one academic member of staff assigned as an academic mentor for all the PGR students in the group.  A list of academic mentors is available hereYour academic mentor will be sending you an email (if they haven’t already done so) and you should feel free to contact them at any point during your time here.

* Note that some students will have more than one supervisor because their research area is interdisciplinary and requires more than one specialist to be involved with the project. In this case there usually is a primary supervisor and a secondary supervisor.

In addition there is the Departmental PG welfare advisor Dr Arnaud Czaja, whose role it is to resolve any welfare issues in confidence that cannot be dealt with at group level.

PGR Mentoring form

Year 2

Month 13 (Oct)

Annual Registration
All students are required to complete registration formalities each year at the start of session. They will get a prompt email from Records. They will need to register through Student E-service at  http://www.imperial.ac.uk/studenteservice


Month 18 (March)

18th Month Late Stage Review
This should be submitted by the end of the second year.


Academic Mentor

In addition to your supervisor*, all students must have an academic mentor. The main role of the academic mentor is a pastoral one. It is not intended that the academic mentor should act as a second supervisor or co-supervisor. Each research group has one academic member of staff assigned as an academic mentor for all the PGR students in the group.   A list of academic mentors is available hereYour academic mentor will be sending you an email (if they haven’t already done so) and you should feel free to contact them at any point during your time here.

* Note that some students will have more than one supervisor because their research area is interdisciplinary and requires more than one specialist to be involved with the project. In this case there usually is a primary supervisor and a secondary supervisor.

In addition there is the Departmental PG welfare advisor Dr Arnaud Czaja, whose role it is to resolve any welfare issues in confidence that cannot be dealt with at group level.

PGR Mentoring form

Year 3

General

PhD Exam Entry
Forms must be submitted at least 4 months before the thesis is submitted. Exam entry must be made within 44 months of initial registration (so that the thesis can be submitted within the 48 month research council deadline). Entry forms should be completed by the supervisor as a word document and emailed directly to Loli Sanchez Loli Sanchez, PG office for approval.  The forms can be found within the Research Degrees website at http://www3.imperial.ac.uk/registry/exams/thesisandvivas


Month 25 (Oct)

Annual Registration
All students are required to complete registration formalities each year at the start of session. They will get a prompt email from Records. They will need to register through Student E-service at  http://www.imperial.ac.uk/studenteservice


Month 31 (April)

Thesis Progress Review
This is your third-year progress report, and is due by the end of month 34 (July).


Month 35 (Aug)

Apply for Completing Research Status
If students will complete their registered period of research after 36 months, but wish to remain in College solely for the purpose of writing up their thesis, they may be categorised as Completing Research Status (CRS) students for a period not exceeding 12 months, as long as that is within the maximum 48 months registration period. A student who is categorised as 'CRS" is not charged fees but will have to pay a £200 writing up fee.  Note that students must enter for the PhD Exam before the CRS status will be given.  The supervisor will need to apply for it formally.

In order to be eligible to enter CRS a student must have completed three years of full-time (or equivalent part-time) study and must be able to demonstrate that they will be in a position to submit their thesis within 12 months (or within 48 months of their start date, whichever is sooner).  Students who still have experimental work to perform at this stage cannot move into CRS and should continue their registration at the full rate of fees. Students who do not need or wish to register for CRS at the end of their standard research period will enter into a writing-up phase but will not be required to pay a further registration fee.  It is called the Writing-Up away from College (WUAC).

If a student wishes to enter CRS or WUAC, they will need to complete the Writing Up Period Form before entering writing up, form below and submit it to the PG Office.

Complete Research Status


ACADEMIC MENTOR

In addition to your supervisor*, all students must have an academic mentor. The main role of the academic mentor is a pastoral one. It is not intended that the academic mentor should act as a second supervisor or co-supervisor. Each research group has one academic member of staff assigned as an academic mentor for all the PGR students in the group.   A list of academic mentors is available hereYour academic mentor will be sending you an email (if they haven’t already done so) and you should feel free to contact them at any point during your time here.

* Note that some students will have more than one supervisor because their research area is interdisciplinary and requires more than one specialist to be involved with the project. In this case there usually is a primary supervisor and a secondary supervisor.

In addition there is the Departmental PG welfare advisor Dr Arnaud Czaja, whose role it is to resolve any welfare issues in confidence that cannot be dealt with at group level.

PGR Mentoring form

Year 4

Month 37 (Oct)

Annual Registration
All students are required to complete registration formalities each year at the start of session. They will get a prompt email from Records. They will need to register through Student E-service athttp://www.imperial.ac.uk/studenteservice 


Month 42 (March)

Thesis Progress Review
Students who register for a fourth year are required to submit an additional thesis progress review. 


Month 44 (May) 

Deadline for PhD Exam Entry
PhD Exam entry must be made within 44 months of initial registration. Entry forms should be completed by the supervisor as a word document and emailed directly to Loli, PG office for approval. The forms can be found within the Research Degrees website at http://www3.imperial.ac.uk/registry/exams/thesisandvivas 


Month 46 (July)

Late Entry Case

A late case for late submission must be made using the relevant form.  The case should be sent to the Director of Postgraduate Studies for approval and then to be considered by the Graduate School.  Complete all the fields on the form.

Late Entry Case


Month 48 (Sep) 

DEADLINE FOR THESIS SUBMISSION
Full-time students should submit their thesis within 48 months of initial registration. Official interruptions of study are taken into account in calculating the 48 months. Part-time students should normally submit within 72 months. 


ACADEMIC MENTOR

In addition to your supervisor*, all students must have an academic mentor. The main role of the academic mentor is a pastoral one. It is not intended that the academic mentor should act as a second supervisor or co-supervisor. Each research group has one academic member of staff assigned as an academic mentor for all the PGR students in the group.   A list of academic mentors is available hereYour academic mentor will be sending you an email (if they haven’t already done so) and you should feel free to contact them at any point during your time here.

* Note that some students will have more than one supervisor because their research area is interdisciplinary and requires more than one specialist to be involved with the project. In this case there usually is a primary supervisor and a secondary supervisor.

In addition there is the Departmental PG welfare advisor Dr Arnaud Czaja, whose role it is to resolve any welfare issues in confidence that cannot be dealt with at group level.

PGR Mentoring form