Research Degrees Regulations

The Research Degrees Regulations apply to the following LJMU research degrees:

• Doctor of Philosophy (PhD) 
• Master of Philosophy (MPhil)

The regulations align with OfS sector recognised standards and The Quality Assurance Agency Frameworks for Higher Education Qualifications of UK Degree Awarding Bodies.

These regulations form one element of the Research Degrees Framework of Liverpool John Moores University and should be read in conjunction with the relevant research degree policies and guidance:

• Policy and guidance for Dual PhD Awards
• Policy and guidance for PhD by Published Work
• Policy and guidance for the Supervision of Research Degrees
• Policy and guidance for Reviewing the Progress of Postgraduate Research Students
• Policy and guidance for the Presentation and deposit of Research Theses
• Policy and guidance for the Examination of Research Degrees
• Policy and guidance for PGR Attendance, Engagement and Change of Circumstances
• Policy on Leave of Absence for Funded PGRs

The purpose of the Research Degrees Framework is to uphold the quality and academic standards of the university’s PhD and MPhil programmes and to provide clear guidance for PGRs and staff on the requirements for these awards.

All those registered for a PhD or MPhil shall be known as a Postgraduate Research Student [PGR].

The Research Degrees Framework is updated annually so it is essential that PGRs and staff refer to the current edition. Only the current edition has regulatory status and supersedes all previous editions. Where changes to the previous edition apply to PGRs starting from the academic year 2025/26 only, this is stated.

The University’s Research Degrees Board on behalf of Academic Board manages Research Degrees. Research Degrees Board may delegate authority to relevant Faculty Research Degrees Committees as appropriate.

The LJMU Code of Practice for Research and Knowledge Exchange falls outside of the scope of these regulations but is applicable to all PGRs at the university.

Professional Doctorates are governed by the University’s Academic Framework for Postgraduate Taught Programmes

The university permits the following types of PhD:

Distance Learning PhD

The university permits distance learning study for international PGRs for the award of PhD. Applicants must be able to demonstrate that suitable arrangements are in place for support, supervision and training and that the necessary resources are available at the location of study. Applications are subject to the requirements, processes and procedures set out in the university admission policy.

In addition to meeting the standard academic and language eligibility requirements, applicants for distance learning PhDs must be able to demonstrate that they:

• can successfully conduct their research with the resources available at their off-campus study site;
• have access to appropriate IT facilities to conduct their research, access university online resources, access the online progression system, eDoc and suitable video conferencing software;
• have the necessary time, commitment and appropriate attitude toward studying off-campus.

The requirements of the Research Degree Framework and supporting policies and guidance apply to all PGRs studying at distance.

Dual PhD Awards

A Dual PhD Award can be awarded when both the university and a research degree-awarding partner institution grant the award on successful completion of the PhD. The arrangement will lead to separate awards and certificates being granted by both awarding bodies. The partner institution must be approved by the university’s approval process for collaborative provision and must have an agreed contract in place with the partner and a Cotutelle agreement for each PGR. See the policy and guidance for Dual PhD Awards for further information.

PhD by Published Work

A PhD by Published Work can be awarded for prior, retrospective research that has led to related publications which demonstrate a substantive body of work and satisfies the Level 8 qualifications descriptor for the award of PhD. The registration period is outlined in section RDR 4.6 of the research degrees regulations. Further information is provided in the policy and guidance for PhD by Published Work.

Requirements for admission to a research degree at LJMU are set out within the University’s Admissions Policy. There are normally three intake points in the academic year in October, February and June.

PGRs must register as a student of the university on the research degree before they begin their studies and remain registered through to final completion of the award.

PGRs must re-register annually on the anniversary of their start date each academic year. This is a requirement even after the thesis has been submitted for examination and PGRs and are in the examination stage.  Failure to re-register can lead to a PGR’s registration at the university being terminated.

Initial registration and re-registration is subject to agreement and acceptance of the university Conditions of Offer and Enrolment.

PGRs who are registered on a postgraduate research programme may not be registered for another award at LJMU or at another academic or professional institution without prior permission. Permission should normally only be granted in exceptional circumstances for example if a PGR is on a Dual PhD or is awaiting the formal outcome of a Master’s award and the new offer is not conditional on the result.

Modes of attendance  

PhD and MPhil degrees are available on both a full and part time basis. The length of time for these is detailed in the Registration Periods section of the regulations below.

Registration periods

The normal periods of study for the various research degrees and modes of attendance are outlined in the table below. The start date is classed as the Project start date that is listed in the PGRs eDoc record.

MPhil full time

• Registration Period 24 months 
• Earliest thesis submission 12 months 
• Expected thesis submission 20 months

MPhil part time

• Registration Period 36 months 
• Earliest thesis submission 24 months 
• Expected thesis submission 32 months

PhD full time

• Registration Period 48 months 
• Earliest thesis submission 33 months 
• Expected thesis submission 44 months

PhD part time

• Registration Period 84 months 
• Earliest thesis submission 48 months 
• Expected thesis submission 80 months

PhD by Published Work part time

• Registration Period 12 months 
• Earliest thesis submission 3 months 
• Expected thesis submission 12 months

Please note:
Submission of a thesis for examination ahead of these limits must be formally requested by the Lead Supervisor. Approval of such requests will rest with Faculty Research Degrees Committee.
PGRs should aim to submit their final thesis for examination by the expected thesis submission date and by the end of the registration period at the latest.

Completion year

PGRs move to their completion year in the final 12 months of the registration period. During the completion year, the expectation is that PGRs will submit their thesis for examination.

Re-registration

PGRs who do not submit their final thesis for examination by the end of the registration period can request an extension to their registration.  Requests for re-registration should normally be made no later than 3 months ahead of the end of the registration period.

Extensions will normally be granted for a maximum period of two years for full time PGRs and four years for part time.  Instances of maternity, paternity or adoption leave are not included in this cap. Exceptional extensions will be considered only in certain circumstances (for example medical reasons) on a case-by-case basis and must be accompanied by supporting evidence.

PGRs who request to re-register should evidence the following:

• Formal progression reviews being completed satisfactorily.
• Regular meetings with supervisors.

Faculty Research Degrees Committee will review and endorse extension to registration requests. Approval rests with the Research Degrees Board.

Maximum periods of registration

Taking into account the expected programme duration, allowances for a leave of absence and the maximum amount of time that a PGR can re-register, PGRs must normally submit their thesis for examination within the time periods detailed below:

• PhD full time - within 8 years from the start date
• PhD part time - within 13 years from the start date
• MPhil full time - within 6 years from the start date
• MPhil part time - within 9 years from the start date

These maximum periods of registration will apply to PGRs who started from the academic year 2025/26 only.

Induction

PGRs must undertake appropriate induction to their research degree. Faculties/Schools shall be responsible for providing a PGR Handbook, and an induction setting out local codes of conduct in laboratories/studios, Health and Safety etc. PGRs must be able to evidence attendance at a faculty induction as part of their programme approval application.

Throughout the research project, PGRs can expect to receive regular advice and guidance on academic matters and related training requirements. They will be reviewed regularly to ensure that progress is satisfactory, appropriate support is in place, and concerns are addressed in a timely and actionable fashion.

Research supervisors shall be appropriately experienced and have completed an induction facilitated by the Doctoral Academy. Eligibility to supervise and the roles and responsibilities are detailed in the Policy for the Supervision of Research Degrees.

PGRs shall be allocated to a supervisory team, which shall comprise a minimum of two supervisors and a maximum of four supervisors.

Approval of supervisory teams rests with Faculty Research Degrees Committee and require prior endorsement from the relevant Director of School (or named alternate).

The university cannot guarantee that a PGR will be supervised by a particular individual throughout the research degree or that they will have the same supervisors for the duration of the research degree. Changes to supervision will be approved by Faculty Research Degrees Committee with prior endorsement from the relevant Director of School (or alternate). Wherever possible PGRs will be consulted on changes, but this is not guaranteed.

Supervisory meetings shall take place regularly, normally on a monthly basis, with a minimum requirement of ten formally recorded meetings per academic year (five pro rata for part time PGRs).

PGRs are expected to submit their thesis for examination within the period of time outlined above (section RDR 4.6) which will depend on their degree and mode of study but the university recognises there are circumstances where a leave of absence, a change in the mode of attendance, a change in the research degree or an extension might be necessary. Further guidance is available in the Policy and guidance for Attendance, Engagement and Change of Circumstances for PGRs.

PGRs who are funded are responsible for ensuring that any change or leave of absence is permissible under the funder’s terms and conditions.

PGRs on a student visa are responsible for ensuring that any change or leave of absence is permissible under the terms of their visa and must consult with International Student Support.

Changes to mode of study

A PGR can request to change their mode of study from full-time to part-time, or vice versa. Approval of such requests is not an automatic right. Normally only one change will be allowed for the duration of the programme.  Requests must be agreed with the supervisory team and endorsed by the Director of School (or named alternate).  Approval of a change in mode of study rests with Faculty Research Degrees Committee.

A change in the mode of study will result in the programme duration being altered.  This will take into consideration the length of time already studied at the mode of study prior to the change.

A change in the mode of study cannot normally be retrospectively applied.

A change in the mode of study when a PGR is in the completion year will not be approved.

Transfer between PhD and MPhil

PhD to MPhil

PGRs registered on a PhD may request to transfer to MPhil. Requests must have support from the Lead Supervisor and relevant Director of School (or named alternate). Approval rests with Faculty Research Degrees Committee.  Faculty Research Degrees Committee will approve the date that the change is effective from and the new expected thesis submission date.

PGRs who are transferred from a PhD to MPhil as an outcome of Confirmation of Registration or the Unsatisfactory Academic Progress Procedure cannot request a subsequent transfer to PhD.

Fees already paid for the PhD will not be refunded.

MPhil to PhD

PGRs registered on a MPhil may request to transfer to PhD. Requests must have support from the Lead Supervisor and relevant Director of School (or named alternate). Approval rests with Faculty Research Degrees Committee. Faculty Research Degrees Committee will approve the date that the change is effective from and the new expected thesis submission date.  The time already studied on the MPhil will count towards the PhD.

PGRs will normally be allowed one opportunity to request a transfer between PhD and MPhil.

Transfers will not normally be retrospectively applied.

Short-term absence

PGRs can request a short-term absence from their study. This is for instances where the absence if for a period of less than one month. A short-term absence does not pause the registration or extend the thesis submission date. It should be used for instances such as short-term illness, holiday and annual leave, field work or study away from the university, bereavement and caring responsibilities or other personal reasons.

It is a university requirement that international PGRs who have entered the UK under the Student UK Visa and Immigration (UKVI) regulations align with the expectations in the university’s International Student Engagement Policy and report any period of absence and confirm their return.

Leave of absence

A leave of absence can be requested for any period of time between one month in duration and for a maximum period of two years.

A leave of absence will not normally be approved in a PGRs first month of study but otherwise can be requested at any point during the registration period.  The overall time limit throughout the duration of the programme that a PGR can request to take a leave of absence is normally a maximum of two years. The two-year time limit applies to both full and part time PGRs. In exceptional circumstances such as for medical reasons, applications for additional time for a leave of absence will be considered on a case-by-case basis and need to be accompanied by evidence such as medical certificates. Instances of maternity, paternity, parental or adoption leave are removed from the cap.

A leave of absence pauses the registration and extends the thesis submission date.  The new expected submission date is calculated once a PGR has returned to study to reflect the period of leave.

A leave of absence should be used for instances such as maternity, parental or adoption leave, longer term sickness, where necessary for employment needs or when significant personal or financial problems arise and should be supported by evidence, such as documents from a health provider.

PGRs unable to return to study after a leave of absence must apply for a further leave of absence before the first period ends (within the maximum limit).

The university will not normally backdate a leave of absence for more than one month unless there is an exceptional reason for the delay in the request.

Leaves of absence are considered and approved by Faculty Research Degrees Committee.

PGRs must meet with their supervisors as soon as possible after a return from a leave of absence and normally no later than two weeks from the date of return. Details of areas for discussion at the meeting are available in the Policy and guidance for Attendance, Engagement and Change of Circumstances.

PGRs in receipt of a stipend issued either by the university, faculty or externally are entitled to continued and additional stipends in line with the rights and obligations outlined in the Funded Postgraduate Research Student Leave of Absence Policy. The maximum two years can still be requested, but funding will only be provided as outlined in that policy.

International PGRs who have entered the UK under the Student UK Visa and Immigration (UKVI) regulations must consult with International Advice before a leave of absence is requested.

PGRs registered for a research degree longer than 12 months shall be subject to the following formal progression monitoring points detailed below and in line with the requirements detailed in the Policy for Reviewing the Progress of Postgraduate Research Students.

Programme Approval

Following admission to the research degree, PGRs will undergo Programme Approval to confirm the supervisory team, project direction and intended mode of presentation. Timescales for completion are three months from the start date for full time PGRs and six months for part time.

PGRs must evidence completion of the following mandatory requirements as part of their programme approval:

• Attendance at a faculty induction.
• Completion of the Research Ethics training module.
• A training plan for the academic year.

Directors of School (or named alternate) will endorse applications and Faculty Research Degrees Committee are responsible for oversight and the approval of applications for programme approval. Faculty Research Degrees Committees can agree the following outcomes:

• Approve the application.
• Request further information from the PGR, supervisors or the Director of School within a timeframe specified by FRDC.
• Not approve the application and recommend a change of registration to MPhil.
• Not approve the application and recommend a termination to the registration.

Confirmation of Registration

PhD PGRs are admitted to the research degree on a probationary basis and require a formal review to confirm their registration. Timescales for completion of Confirmation of Registration are 12 months for full time PGRs and 24 months for part time PGRs.

A review panel including an Independent Assessor will be appointed by Faculty Research Degrees Committee to conduct the review, supported by members of the supervisory team.

The review panel may recommend to the Research Degrees Board the following outcomes of Confirmation of Registration:

• Registration Confirmed
• Registration Deferred; Further assessment required within three months
• Progress Unsatisfactory: Termination of Registration
• Registration Not Confirmed; Transfer to award of MPhil

Where the PGR has resubmitted for Confirmation of Registration, the Independent Assessor may recommend to the Research Degrees Board the following outcomes:

• PhD Registration Confirmed
• Progress Unsatisfactory: Termination of Registration
• Registration Not Confirmed: Transfer to award of MPhil

Successful completion of confirmation of registration does not entitle a PGR to an award of MPhil.

Where the outcome of the confirmation of registration is transfer to award of MPhil, PGRs must still submit their thesis for the MPhil in accordance with the policy and guidance for the examination of research degrees.

Annual Progress Review

Prior to annual re-enrolment PGRs must undergo a formal review of their progress conducted by the supervisory team, to determine their eligibility to continue with their studies.

The supervisory team may recommend to the Faculty Research Degrees Committee the following outcomes of Annual Progress Review:

• Annual Review satisfactory: Continue PGR studies
• Annual Review not yet satisfactory: Further work required for review within one month from date of notification
• Annual Review Not Satisfactory: begin unsatisfactory academic progress procedure

Where the PGR has resubmitted for Annual Progress Review, the supervisory team may recommend to the Faculty Research Degrees Committee the following outcomes:

• Annual Review Satisfactory; Continue PGR studies
• Annual Review Not Satisfactory; begin unsatisfactory academic progress procedure

Submission planning

The supervisory team shall review the PGR’s work prior to submission, providing their view of its readiness for examination. This is a formal requirement and a PGR will not be able to submit their thesis for final examination until this process has been completed. This applies to PGRs registered for a PhD by Published Work also.

The opinion of the supervisory team is advisory and is not a guarantee of the final outcome of the examination. The decision to submit the thesis shall rest with the PGR once the process of submission planning has been completed.

Unsatisfactory academic progress concerns

Supervisors who have significant concerns regarding a PGRs progress which cannot be addressed within the scope of supervisory meetings or progress reviews can refer PGRs to the Unsatisfactory Academic Progress Procedure. Further details of the procedure and process are outlined in the policy and guidance for reviewing the progress of PGRs.

The procedure has three stages. In instances where a PGR has been referred to the unsatisfactory academic progress procedures as an outcome of Annual Progress Review and there is evidence that consideration has already been given to whether there are circumstances that require either signposting of additional support or whether a leave of absence or a change to the mode of study should be requested, the procedure can be initiated directly at Stage 2: Remediation Stage.

Stage 1
Exploratory stage

The initial stage of the procedure will be for the School PGR Coordinator to meet with the supervisors and the PGR (individually or together) to determine if there are circumstances that require either signposting of additional school/faculty or university support or if a request for a leave of absence or a change to the mode of study should be considered and submitted by the PGR. Where these are not viable or appropriate actions, the PGR can be referred to Faculty Research Degrees Committee for a formal period of remediation.

Stage 2
Remediation stage

PGRs will be required to meet with the supervisors and the PGR Coordinator (or appropriate alternate) to agree an action plan intended to get the research project back on track within an agreed time frame. Supervisors and the PGR Coordinator (or appropriate alternate) can agree at the end of this stage if engagement and progress is satisfactory or if the case should be referred to Stage 3.

Stage 3
Formal review stage

A panel convened by faculty research degrees committee will review progress against the agreed actions at Stage 2. The unsatisfactory progress review panels can make the following recommendations for consideration by Research Degrees Board:

• The actions are satisfactorily completed within the agreed timescale and no further action will be taken.
• Where the PGR has not made satisfactory progress against the agreed action plan but where there are mitigating circumstances, the decision will be deferred for a time frame agreed by the panel.
• The PGR’s registration be changed to that of an alternative degree.
• The PGR has not made satisfactory progress and a termination to the registration is recommended.

Failure of the PGR to engage with any stage of the process can lead to a termination to their registration in line with section RDR 11 of the regulations (withdrawal and termination to registration).  

PGRs for Research Degrees must produce a thesis or other appropriate form of submitted material which embodies their research for examination at the end of the degree. The term ‘thesis’ is used hereafter to describe all submitted material.

There are three formats in which the thesis may be presented for assessment:

• Monograph
• Thesis Incorporating Publications
• Thesis Incorporating Practice

The policy and guidance for the Presentation of Research Theses defines the modes of presentation.

For thesis requirements for a PhD by Published Work please refer to the policy and guidance for PhD by Published Work.

The thesis must be presented in English.

The thesis must be the result of the PGR’s own work, which has been completed and written whilst registered for the award at the university except PGRs registered for a PhD by Published Work. This requirement does not preclude a PGR obtaining limited assistance with proof reading. When such help is obtained, it should be with the prior approval, and to the satisfaction of the Lead Supervisor.

The text of the thesis should not normally exceed the following length (excluding footnotes, references, bibliography, and lists of figures/diagrams):

Standard Monograph in Science/Engineering

MPhil: 20,000

PhD: 40,000

Please note:
In some areas the norm is for a longer thesis. In these cases PGRs should consult their Supervisors on the usual length of theses in their subject area.

Standard Monograph in Arts, Humanities and Social Sciences

MPhil: 40,000

PhD: 80,000

Thesis Incorporating Publications

MPhil: 20,000

PhD: 40,000

Thesis Incorporating Practice

MPhil: 20,000

PhD: 40,000

Permission to exceed these limits will be granted only after a consideration by the relevant Faculty Research Degree Committee. The application must set out the reasons why an extension is being sought and the nature of the additional material,and must be supported by the lead supervisor. Applications to exceed the limit of the length of the thesis must be approved before thesis submission planning (when the appointment of examiners is made).

PGRs must submit a copy of the final approved thesis to the University’s E-theses repository in line with the requirements set out in the Policy and guidance for the Presentation and deposit of Research Theses.

The examination of a research degree involves two stages: first, the submission and preliminary assessment of the thesis, and second, the defence of the thesis by the PGR at a viva voce examination. Both stages are compulsory for a research degree to be awarded by the university.

The university permits reasonable adjustments to be made for a viva voce examination, usually where these are supported by an Individual Support Learning Plan.

To be awarded a PhD, PGRs must, through their thesis and their defence of this in the viva voce examination, meet the sector recognised standards as outlined in the Office for Students Regulatory Framework and The Quality Assurance Agency Frameworks for Higher Education Qualifications of UK Degree Awarding Bodies. They must demonstrate that they have:

• a broad knowledge and understanding of their discipline and associated research techniques – i.e. show that they understand the broader research context within which their work sits and can frame their work and their research question(s) with reference to that research context;
• applied in their work their knowledge of their discipline and associated research techniques – i.e., that they have chosen a research methodology that is sound, and which is relevant for their research question(s), applied this correctly, and analysed their results/findings appropriately and accurately
• made a distinct and original contribution to knowledge – this does not mean something that completely changes their field; it is likely to be something that adds to knowledge in their field;
• produced work which is considered to be worthy of publication – i.e. work which satisfies the scholarly and professional requirements associated with publication in a peer-reviewed academic format such as a journal

To be awarded a MPhil, PGRs must, through their thesis and their defence of this in the viva voce examination, meet the sector recognised standards as outlined in the Office for Students Regulatory Framework and The Quality Assurance Agency Frameworks for Higher Education Qualifications of UK Degree Awarding Bodies. They must demonstrate that they have:

• a systematic understanding of knowledge, and a critical awareness of current problems and/or new insights, much of which is at, or informed by, the forefront of their academic discipline, field of study or area of professional practice
• a comprehensive understanding of techniques applicable to their own research or advanced scholarship
• ·originality in the application of knowledge, together with a practical understanding of how established techniques of research and enquiry are used to create and interpret knowledge in the discipline
• conceptual understanding that enables the student:
• to evaluate critically current research and advanced scholarship in the discipline
• to evaluate methodologies and develop critiques of them and, where appropriate, to propose new hypotheses.

Examination panels

Every research thesis will be assessed by examiners who have appropriate academic qualifications, relevant expertise in the area of research being examined, and a suitable level of experience in examining research degree submissions. 

Lead Supervisors are responsible for nominating examination panels in line with criteria set out in the Policy for the Examination of Research Degrees. Nominations must be scrutinised and endorsed by Faculty Research Degrees Committee and Research Degrees Board shall be responsible for approving their appointment.

As a minimum there must be two appropriately qualified examiners appointed, at least one of whom is internal and one external to the university. In the case of PGRs who are members of staff of the university or for PGRs for the award of PhD by Published Works, two external examiners must be appointed, in addition to one Internal. In these cases. the proposed examiners must be considered and endorsed by the relevant School Director (or named alternate) prior to Faculty Research Degrees Committee consideration.

The examination panel must be able to reach an independent and authoritative judgement about the PGRs work, free from bias and conflict of interest and must be satisfied that the degree criteria have been met before recommending an award.

Examination outcomes

The examiners may recommend to the Research Degrees Board the following outcomes of examination following the first examination attempt.

Where the PGR has met the requirements to award the degree they are registered for:

• Award of degree for which the PGR is registered, OR
• Award of the degree subject to amendments to be completed within a period of up to six months

Where the PGR has not met the requirements to award the degree they are registered for:

• Re-examination: The PGR has not yet satisfied the academic requirements for the award. They are entitled to revise and resubmit the thesis and [if necessary] undertake further research. Re-examination shall be with or without a second viva voce within a period of up to 12 months.
• (in the case of PhD PGRs) Award of the degree of MPhil subject to amendments to be completed to the satisfaction of the examiners
• No degree awarded and no further examination opportunity be granted.

When a thesis has been re-submitted and a second viva voce has occurred (where requested by the examiners), the examiners may recommend to the Research Degrees Board the following outcomes of examination:

Where the PGR has met the requirements to award the degree they are registered for:

• Award of degree for which the PGR is registered, OR
• Award of the degree subject to amendments to be completed within a period of up to six months.

Where the PGR has not met the requirements to award the degree they are registered for:

• (in the case of PhD PGRs) Award of the degree of MPhil subject to amendments to be completed to the satisfaction of the examiners
• No degree awarded and no further examination opportunity be granted.

Examiner recommendations remain provisional until they have been considered and approved by the Research Degrees Board.

The start date for amendments or the re-examination period will be the date that notification is sent to the PGR following Research Degrees Board approval of the recommendation.

The power to confer the degree shall rest with the Academic Board of the university.

Applications for consideration of an aegrotat award of PhD or MPhil must be made to the Research Degrees Board to determine whether there is prima facie case for an aegrotat award.

Aegrotat awards can be considered at any stage of the programme or examination process where there has been a death, permanent incapacity, diagnosis of a terminal/debilitating illness of a PGR or other valid cause. Research Degrees Board will consider whether the case falls within the following conditions: 

1. The research degree award cannot be made under the university’s normal assessment regulations.
2. There is evidence that the PGR completed a sufficient body of work to demonstrate that they would have met the appropriate standard for the award and is likely to have gained an award if circumstances had permitted.

In the case of PhD where a PGR has not completed sufficient work to be considered for their registered target award, consideration will be given for an aegrotat MPhil degree.

If Research Degrees Board determines that there is a prima facie case it will approve the appointment of the examiner(s) to review the work in line with university requirements.  In instances where there is already an approved examination panel by Research Degrees Board, those examiners will be asked to consider the case for an aegrotat award.  In instances where there is no approved examination panel, as a minimum, one external examiner must be nominated by Faculty Research Degrees Committee for Research Degrees Board consideration and approval.

Examiners’ recommendations will be considered and approved by Research Degrees Board (at either PhD or MPhil level as deemed appropriate), notwithstanding that the research degree has not been completed, on the recommendation of the examiner(s) that the following requirements have been met:

1. Enough of the research project has been completed to allow a proper assessment of the scope of the thesis.
2. The completed work is at the standard normally required for the award of the degree in question and demonstrates their grasp of the subject.
3. The available written material demonstrates their ability to write a thesis at the required level.

Depending on the research completed and the stage of the examination process reached, the process will be as follows:

1. If the thesis has not been submitted and/or the oral examination has not been held, examiner(s) will assess the available research/work and make a recommendation on the award without an oral examination.
2. If the PGR has already had an outcome confirmed by the Research Degrees Board of award the degree subject to amendments and has not been able to submit the amended thesis, Research Degrees Board can recommend that the degree be awarded.
3. If the PGR has already had an outcome confirmed by the Research Degrees Board of re-examination or an alternative award of MPhil and has not been able to submit their revised thesis, the examiners must provide a joint report and recommendation based on the original examination.
4. If the PGR has already had an outcome confirmed by the Research Degrees Board of re-examination or an alternative award of MPhil and the PGR has submitted the revised thesis, the examiners must provide a joint report and recommendation based on the revised thesis.

The examiner(s) may make one of the following recommendations:

1. There is sufficient evidence that the relevant aegrotat award should be granted.
2. There is insufficient evidence to award the relevant aegrotat degree however, there is sufficient evidence to award an MPhil.
3. There is insufficient evidence to make an award.

In instances where there is a disagreement between the examiners, the process outlined in the policy for the examination of research degrees should be followed.

The award of an aegrotat removes the right of any further assessment opportunity for the registered final award. Other than in cases of death or permanent incapacity, the student must have signified that they are willing to accept the award under this condition.

Where the normal conditions of any award of the university have been satisfied, that award may be accepted posthumously on the student’s behalf by a parent, partner or other appropriate individual.

The requirement to deposit the final e-thesis is waived in these cases.

LJMU shall consider any claim of research and knowledge exchange misconduct and academic misconduct in research and is authorised to take disciplinary action against a PGR where misconduct is identified in line with the procedure in the Policy for Alleged Misconduct in Research and Knowledge Exchange.

Research and knowledge exchange misconduct

The University defines research and knowledge exchange misconduct as fabrication, falsification, plagiarism, or deception in proposing, carrying out or reporting results of research and deliberate, dangerous or negligent deviations from accepted practice in carrying out research or knowledge exchange activity. It includes failure to follow established protocols if this failure results in unreasonable risk or harm to humans, other vertebrates or the environment, failure to adhere to approved ethical practices where applicable, and facilitating of misconduct in research and knowledge exchange by collusion in, or concealment of, such actions by others”. Misconduct in research and knowledge exchange will not normally include honest and reasonable error, or honest and reasonable differences of interpretation or judgement in the collection, evaluation or reporting of research results. For further information please refer to the Code of Practice for Research and Knowledge Exchange.

Academic misconduct in research

When submitting work for a formal progression monitoring review PGRs agree to the university statements on academic misconduct as detailed here.

The university defines academic misconduct as all deliberate attempt(s) to gain an unfair advantage in assessments. This includes cheating, plagiarism, unauthorised collusion or any other deliberate attempt to gain an unfair advantage in summatively assessed work. Summative assessment includes all forms of written work (including in-class tests), e-assessments, presentations, demonstrations, viva voces, recognition of prior learning portfolios and all forms of examination.

For the purposes of the Research Degrees Regulations summative assessments are classed as any work submitted by the PGR for formal progression reviews as detailed in the Progression and Review section of the Research Degrees Regulations and for examination as detailed in the Examination section of the Research Degrees Regulation.

The university defines plagiarism as the representation of the work, artefacts or designs, written or otherwise, of any other person, from any source whatsoever, as the student's own. Examples of plagiarism may be:

• the verbatim copying of another's work without clear identification and acknowledgement including the downloading of materials from the Internet without proper referencing of materials
• the paraphrasing of another's work by simply changing a few words or altering the order of presentation, without clear identification and acknowledgement
• the unidentified and unacknowledged quotation of phrases from another's work
• the deliberate and detailed presentation of another's concept as one's own

Cheating includes:

• any form of communication with, or copying from, any other source during an in-person examination
• communicating during an in-person examination with any person other than an authorised member of staff
• introducing any written, printed or other material into an examination (including electronically stored information) other than that specified in the rubric of the examination paper
• gaining access to unauthorised material in any way during or before an assessment
• the unauthorised use of mobile phones or any other communication device during an assessment or examination
• the submission of false claims of previously gained qualifications, research or experience in order to gain credit for prior learning
• the falsification of research data, the presentation of another’s data as one’s own, and any other forms of misrepresentation in order to gain advantage
• the submission of work for assessment that has already been submitted as all or part of the assessment for another assessment without the prior knowledge and consent of the Lead Supervisor for the subsequent assessments
• the submission of material purchased or commissioned from a third party, such as an essay-writing service, as one’s own
• the use of artificial intelligence (AI) software to gain an unfair advantage in assessment

Collusion includes:

• the conscious collaboration, without official approval, between two or more students in the preparation and production of work which is ultimately submitted by each in an identical or substantially similar form and/or is represented by each to be the product of his or her individual efforts;
• where there is unauthorised co-operation between a student and another person in the preparation and production of work which is presented as the student's own

Withdrawal

Withdrawal from a programme of study refers to either:

The voluntary act of a PGR discontinuing their registration before completion of the research degree. This decision is typically made by the PGR and can be due to various reasons such as personal, academic, or professional factors. PGRs considering withdrawal from their studies should seek academic advice and student guidance as soon as possible from both their supervisors and Student Advice and Wellbeing before making the decision to withdraw. If following advice, a PGR wishes to proceed with withdrawal, they should confirm their decision with reasons either on eDoc or by emailing DoctoralAcademy@ljmu.ac.uk and should return their University ID card.

Or

Action taken by the university to end a PGRs registration on their programme of study due to violation of university policies including but not limited to:

• nonpayment of fees
• external noncompliance issues such as with UKVI regulations. International students studying on a student visa should note that their LJMU sponsorship will be cancelled, and their withdrawal will be reported to the UKVI.
• failure to arrive to study.
• provision of false information at the time of application or any point thereafter.
• expulsion as the outcome of a student disciplinary process, a criminal convictions panel or for academic misconduct.
• an outcome of the fitness to study process.

Termination of registration

Termination of registration refers to action taken by the university following consideration by Research Degrees Board to end a PGRs registration on their programme of study before completion of the research degree.   Reasons for terminating a registration include but are not limited to the following reasons:

• Failure to meet academic standards and/or failure to progress.
• Failure to engage with the supervisors or the programme of study in line with the research degrees framework expectations. i.e. persistent or ongoing unauthorised absence where the PGR has not contacted their supervisory team or appropriate administrator regarding their absence.
• Failure to re-enrol on the anniversary of the start date as required by the university.
• Failure to return to study after an authorised leave of absence.
• Recommendation of the Unsatisfactory Progress Review panel.
• Recommendation following Confirmation of Registration.
• Recommendation following final examination of MPhil or PhD.
• Recommendation following re-examination of MPhil or PhD.

Prior to withdrawal or a termination of registration and where appropriate the university will take reasonable steps to contact the PGR to confirm their intentions. Should the PGR fail to respond to such contact or fail to provide a satisfactory response, the university will proceed with the withdraw/termination of registration and the PGR will cease to be a student of the University. Once a PGR has been withdrawn or had their registration terminated, they do not normally have access to university systems and are not permitted to continue with the research.

If the student withdrawal or termination of registration date is disputed, then the last recorded date on which university resources or facilities were used will be taken as the date of withdrawal.  The university student withdrawal policy outlines charges associated with withdrawal/termination of registration.

Appeals

Appeal forms and further guidance on the Appeals procedure can be found on our Students appeals webpage. 

Students may appeal the decision of the Research Degrees Board or Faculty Research Degrees Committee regarding:

1. Programme Approval
2. Confirmation of Registration assessments or reassessments
3. Change of circumstances – leave of absence, extension to registration, change in mode of study, transfer between MPhil and PhD.
4. Final examination for the award of MPhil or PhD;
5. Final re-examination for the award of MPhil or PhD;
6. Recommendation for termination of a student’s research degree registration.

Students may also appeal the decision of an Academic Misconduct Panel.

Grounds for appeal

Students may appeal the decision of the Research Degrees Board or an Academic Misconduct Panel where it can be demonstrated that:

• there has been a material administrative error or;
• that any assessment, in whatever format, was not conducted in accordance with current regulations or;
• that some other material irregularity has occurred

Disagreement with the academic judgement of an assessor, examiner or group of examiners cannot in itself constitute grounds for an Academic Appeal or Academic Misconduct Appeal. Students must be aware that appeals will only be accepted under the circumstances outlined above.  Appeals that do not meet the criteria will be deemed ineligible.

Submission deadlines

There are strict deadlines for the submission of an Academic Appeal or Academic Misconduct Appeal. Students must lodge the appeal with the Student Governance office, using the current online form, within 10 working days of the notification of the Research Degrees Board or Academic Misconduct Panel. Students seeking a Stage 2 Final Internal Review must be submitted within 10 working days of the notification of the outcome of the Stage 1 appeal. The University reserves the right to reject appeals if they are submitted outside the specified deadline

Process summary

The university operates a two-stage appeal procedure.  Students will be formally notified of the outcome of each stage of the appeal process, the reason for the decision and any action to be taken, as appropriate. Where an appeal is upheld, the nominated respondent will recommend appropriate action to the Research Degrees Board, Faculty Research Degrees Committee or Academic Misconduct Panel depending on the nature of the appeal, such as:

• That the original decision be reconsidered;
• That the PGR be permitted to undertake a further oral assessment event;
• That new confirmation assessors be appointed; or
• That new examiners be appointed; or
• That a new Academic Misconduct Panel be convened.

Please note:
Any recommendations made must be formally approved by the University Research Degrees Board and will normally be implemented within 90 calendar days.1
Where the appeal is not upheld, students will be advised of the procedure to progress to the next stage.

Stage 1: Consideration of Appeal by a nominated respondent

A nominated respondent is responsible for ensuring that consideration of Stage 1 Academic Appeals is conducted fairly and within the appropriate timescales, normally within 15 working days of the receipt of the Appeal. The nominated respondent should not be substantially associated with the student and should not be a member of the Confirmation of Registration Review Panel, the Faculty Research Degrees Committee, Research Degrees Board, the Unsatisfactory Academic Progress Review Panel or Academic Misconduct Panel in which the original decision was made.

The response to the Stage 1 Appeal must include an explanation of the decision.

The nominated respondent will respond to the appeal with the outcome reported to the Student Governance Office within the timescale outlined above.

Final Internal Review Stage

Where an appeal about either a Research Degrees Board, Faculty Research Degrees Committee or Academic Misconduct Panel decision is not upheld at Stage 1 and the student believes that the appeals procedures have not been conducted properly then they have the right to proceed to Stage 2 of the procedure. 

Stage 2 is not a re-opening of the appeal and the student must provide evidence of procedural irregularity and/or a supporting statement detailing why they believe the decision is incorrect.

A Completion of Procedures letter will be issued to the student when all internal procedures are exhausted.  All internal procedures will normally be completed within 60 calendar days of the start of the formal stage (stage 1 appeal).

Students who are dissatisfied with the final outcome of their appeal and believe that the university has failed to follow this procedure correctly, may take their case to the Office of the Independent Adjudicator for Higher Education. Find further information about the OIA.

Appeals against Expulsion: Where a student has been notified of the decision to expel them from the University, the student has a right of appeal to the Board of Governors.  The request for such an appeal must be made in writing, giving full supporting evidence, to the Student Governance office within 10 working days of receipt of the decision and giving grounds for appeal - see our Guidance, policy and process webpage

Complaints

The university has a Student Complaints Procedure which applies to all students at Liverpool John Moores University.