1. The home of current students
  2. Postgraduate Research
  3. Regulations, Policy and Processes
  4. Sick Leave

Sick Leave

1. Sick Leave up to 7 days

Postgraduate researcher notifies their academic supervisor and a member of the Faculty PGR Professional Service Unit (PSU/CDT) staff on Day One of sick leave.  

Completes a Self Cert - PGR Sick Leave Appendix One - and sends to supervisor and the PGR PSU/CDT team the day they return to study 

Upon receipt, the supervisor uploads Self Cert to EVision RMS (Research Management System) under meeting title Sick Leave:   Self Cert. 

NB: Day One of Sick Leave

Day One of sick leave is the first complete day of absence.

If a postgraduate researcher becomes ill whilst undertaking their studies and is subsequently sent home, or absents themselves, that would not be deemed as the first day of sick leave unless they had not done any work/research that day. 

Medical certification must

  • Originate from a medical professional or service
  • Identify the student by name, be signed (electronic signatures are accepted) 
  • Be in English or Welsh 
  • State the identified student is unfit for study 
  • Cover the entire duration of the period of sick leave 
  • Explicitly state the start and duration of the absence 

2.  Sick Leave greater than 7 days

 If sick leave continues after 7 consecutive days (including weekends), the postgraduate researcher: 

  • Notifies their academic supervisor and a member of Faculty PGR PSU/CDT staff  

  • Obtains a fully completed and signed NHS Fit Note Med 3 form, previously known as a doctor’s certificate (seePGR Sick Leave Appendix Two for example of sample form) and sends to their academic supervisor and the faculty PGR PSU/CDT team from Day 7, or as soon as practicable afterwards

Upon receipt:

  • the supervisor uploads medical certificate to RMS under ad hoc meeting title Sick Leave: Fit Note  
  • PGR PSU/CDT staff also update their records as per faculty processes and forward a copy of the fit notes to the PGR Office Finance team PGR-finance@swansea.ac.uk 

If further fit notes are required, the supervisor and PGR PSU/CDT team should receive these before the previous certificate expires 

Postgraduate researchers are to refrain from undertaking activities related to their research/study whilst on sick leave 

3. Sick Leave 28 Days to 13 Weeks

Fit Notes are required for sick leave from 7 days to up to 13 weeks 

For periods of sick longer than 28 days, a Return to Study meeting is advised by supervisor, and recorded as an ad hoc meeting titled Sick Leave: Return to Study noting any recommendations advised in fit note 

4. Late Notification

Failure to notify the University of sickness absence and/or provide the necessary fit note in a timely manner, could lead to sick leave not being recorded/approved and a delay in payment of sick pay (if applicable).  

5. Candidature Implications of Sick Leave up to 13 weeks

Funded postgraduate researchers will continue to be paid their monthly stipend up to 13 weeks sick leave (per rolling 12-month period) but the corresponding amount of bursary will not be added onto the end of the funded period unless the funder covers paid sick leave (See Point 7.)  

6. Sick Leave Greater than 13 Weeks – Suspension of Studies

Postgraduate researchers apply for a suspension of studies (Guide to Suspensions and Extensions for Research Students - Swansea University). 

7. Paid Sick Leave

Full-time and part-time postgraduate researchers who receive a monthly maintenance stipend funded by UKRI (UK Research and Innovation), are entitled to receive stipend payments for up to 13 weeks paid sick leave in any rolling 12-month period. Evidential support (PGR Sick Leave Appendix One) and NHS Fit Note Med 3 form must be provided to Faculty PGR/CDT teams in order for payments to be authorised.     

Individuals should check the regulations of their funder and contact their Faculty PGR PSU/CDT team for more information.  

8. Student Visa and ATAS (Academic Technology Approval Scheme) Clearance

In all cases, advice should be sought from the Student Compliance Team as early as possible to ensure compliance with the student visa.