Student support

Guidance on annual leave, extensions, expenses, sick leave etc.

Edinburgh University Students Association (EUSA)

Edinburgh University Students’ Association exists to represent and support a community of over 42,000 students at the University of Edinburgh. We’re an organisation run for and by students whose ambition is to be a high performing students’ union, valued by its members, and delivering outstanding support and services for a vibrant, well-rounded time at university.

https://www.eusa.ed.ac.uk/home

Postgraduate research can be stressful at times. To support students to manage their wellbeing, the University provides a variety of services. The fully accessible Health and Wellbeing Centre is based in Bristo Square and houses the Student Counselling and Disability & Learning Support Services, the University Medical Centre, and an independent Pharmacy. It offers professional one-to-one consultation rooms and a wellbeing lounge for students and staff. The Chaplaincy  offers a variety of wellbeing support options including mindfulness, tai chi, a PhD book club and the 24/7 Listening Service.  Each School or Deanery has a dedicated Wellbeing Adviser to support all cohorts of students (from the Code of Practice for supervisors and research students)

The University of Edinburgh Doctoral College coordinates information, training and support for postgraduate researchers from across the University: https://doctoral-college.ed.ac.uk/

The Wellbeing Thesis is an online resource for postgraduate researchers to support wellbeing, learning and research 

CMVM PG wiki has lots of information for students, including concessions, annual reporting, thesis & dissertation submission, the examination process etc.

https://www.wiki.ed.ac.uk/pages/viewpage.action?pageId=174612428

Extensions

All students should submit their thesis within the maximum period of study (normally 4 years). If a student needs time off during their PhD studies this should be dealt with as an interruption of studies wherever possible. Students can only have paid extensions of time in the lab after their stipend has run out if their supervisor has the funding for this, and with the approval of the Institute of Genetics and Cancer or HGU PG Director.

Annual leave for PhD students

Due to the nature of PhD study, with no fixed working hours or pattern and very different types of commitment, the University of Edinburgh does not stipulate a fixed period of annual leave allowance for postgraduate students.

The amount of leave taken at any one time, the period of the academic year when it is taken, and the stage of PhD study at which it is taken must be agreed with your supervisor and will take into consideration progress on the PhD and the student’s personal circumstances where relevant. 

The total amount of annual leave taken by any PhD student, regardless of funding source, would normally be expected to be no more than 8 weeks. There is no formal leave allowance, so holidays can’t be carried forward into successive years.

Students following the 4 year Graduate School program should arrange holidays in the first 6 month rotation period only in exceptional circumstances (apart from the Christmas break) and after consulting with Dr Ian Adams.

Sick Leave

You must contact your supervisor if you are unwell.

Computational biology/bioinformatics students

There is a firm expectation that students whose projects largely involve working at a computer will spend most if not all of the working day in the Institute. Short periods of time spent working at home must be negotiated with the supervisor team with ultimate approval being given by the Institute of Genetics and Cancer PGSC.

What to do if things go wrong

If you have a problem with your project and/or supervisor, you should first try to resolve it between yourselves – it is important to keep lines of communication open where possible and not let things degenerate. If there is still a problem, then please seek advice – you should feel free to speak to your second supervisor, your thesis committee Chair, the Directors of the Graduate School or the PG Convenor for your building.

Student Expenses

This form can be used for Student, Non-Staff and Interview Expense claims. Before completing this form, please refer to the conditions on page 3. For further advice on the conditions of claiming expenses, please contact finance.helpline@ed.ac.uk.

The Finance Department will review claims for compliance with these conditions. The responsibility of the claimant and the authoriser is to ensure that, to the best of their knowledge, the claim is compliant with the conditions listed.  Any unusual or significant items will be referred by Finance to Internal Audit for investigation. Claimant: Please complete sections 1 to 4 and return to sender with the appropriate expenditure receipts.

For information about our privacy policy and how we use your information please go to Finance Privacy Notice

Edinburgh University Students’ Association exists to represent and support a community of over 42,000 students at the University of Edinburgh. We’re an organisation run for and by students whose ambition is to be a high performing students’ union, valued by its members, and delivering outstanding support and services for a vibrant, well-rounded time at university.

https://www.eusa.ed.ac.uk/home



Student Counselling Service

The Student Counselling Service is a confidential service, offering a range of support options to help you work through mental health concerns, personal issues and difficult circumstances. All students (on campus and online) can use this free, confidential service. They offer counselling in-person, and by video (MS Teams), phone and email counselling.

Student Counselling | The University of Edinburgh

The Chaplaincy

The Chaplaincy is for students of all faiths and none, offering free and inexpensive relaxation methods during term time.

The Chaplaincy team offer a range of wellbeing services and practices, including:

  • pastoral support
  • free mindfulness sessions
  • the University Listening Service
  • yoga drop-ins

Chaplaincy website

The Listening Service

The University Listening Service offers pastoral support for students and staff on all manner of subjects. It provides you with:

  • A safe place to talk and non-judgemental listening
  • Help in times of crisis
  • Links with specialist sources of help

The Listening Service offers appointments 9-5pm on weekdays, please email listening.service@ed.ac.uk to arrange an appointment, or drop by the Chaplaincy Centre at 1 Bristo Square.

To contact the Listening Service for emergency or urgent matters out of hours, please phone University Security on 0131 650 2257 The Listening Service

Disability & Learning Support Service

Our Disability & Learning Support Service supports students with a range of disabilities, neurodiverse conditions, physical and mental health issues. The team offers support based on your individual needs and how your disability, learning difference or health condition affects your studies.

What support is offered?

  • Teaching and learning adjustments, including extra time on short loan or reserve books or no penalties for poor spelling, grammar or structure in exams
  • 1:1 specialist support such as proofreading, mental health mentoring and notetaking
  • Provision of assistive technology and training in its use

You can learn more about the learning support that the Service offers on their site.

Support we provide 

The Advice Place

At the University you can find a range of support and guidance if you are looking to speak to someone about any mental health issues you may be experiencing.

Part of the Edinburgh University Students’ Association, the Advice Place is a professional, independent and confidential advisory service.

They advise on:

  • health and wellbeing
  • accommodation
  • finances
  • anything related to your studies

Get in touch online, by phone or in person at Potterrow and King’s Buildings House.

The Advice Place website

SELF-HELP

Self Care and wellbeing: A Guide

Self Care and Wellbeing: A Practical Guide for Health and Social Care (futurelearn.com)

Togetherall (Formerly Big White Wall)

Togetherall is an online support network, available 24/7 for students.

The network includes community, group and 1:1 support, with professionally trained Wall Guides ensuring the safety and anonymity of all members.

You can also access clinical tests and a broad range of self-care resources.

Togetherall

SilverCloud

SilverCloud offers mental health treatment programmes based around Cognitive Behavioural Therapy.

Students have free access to complete interactive courses focused on depression, anxiety, stress and positive body image.

SilverCloud

The Feeling Good App

The Feeling Good App can reduce stress, depression and anxiety, and calm the body and mind.

The app is free for all students and provides positive mental training through a self-help programme.

Feeling Good App

Help with common student concerns

Resources to help you with common wellbeing challenges, including money, stress, depression and homesickness.

https://www.ed.ac.uk/students/health-wellbeing/wellbeing-services/common-concerns-help

iThrive Edinburgh

iThrive Edinburgh is your online space for mental health and wellbeing information in Edinburgh.

iThrive Edinburgh

We aim to:

  • provide information about local mental health and wellbeing services and support
  • provide a platform to promote positive mental health and wellbeing through connecting citizens to local activities, spaces, and places
  • provide resources to support self-help and self-management
  • provide a resource to support the new Edinburgh Thrive Welcome Teams, Thrive Collective, Thrive Network and the wider Thrive community across Edinburgh
  • promote and connect with the delivery of Edinburgh Thrive  Mental Health strategy and the related workstreams
  • link to the Edinburgh Thrive website to promote and connect with the delivery of Edinburgh Thrive Mental Health strategy across the city.

iThrive Edinburgh is managed by Health in Mind, a Scottish mental health and Wellbeing charity based in Edinburgh.



To provide University level support for teaching, learning and researcher development; through leadership, innovation, collaboration and direct provision that benefits students, staff and the University’s international reputation.

This remit includes a mixture of direct support for students and staff (e.g. workshops, online resources, networks and advice), much of it delivered in partnership with Schools and other Services, alongside support for curriculum innovation and enhancement.

Postgraduates – information on workshops, resources and advice for taught and research postgraduates, see: https://www.ed.ac.uk/institute-academic-development/postgraduate



Can provide information and support on:

  • Applying for a visa
  • Travelling to the UK
  • Working in the UK
  • Bringing your family
  • While you are here
  • At the end of your studies
  • Information for EU/EEA/Swiss student
  • Conditions of service

Further information can be accessed on their website:  https://www.ed.ac.uk/student-administration/immigration


International Flags

· University Complaint handling procedure: https://www.ed.ac.uk/university-secretary-group/complaint-handling-procedure

· Anonymous Reporting: https://www.eusa.ed.ac.uk/adviceplace/harassmentsafetyandcrime/bullyingharassmentanddiscrimination/anonymousreporting

· Guidance for Students on sexual assault and harassment: https://www.ed.ac.uk/students/health-wellbeing/crisis-support

· Guidance for Students who have experienced racial harassment or hate crime: https://www.ed.ac.uk/students/health-wellbeing/crisis-support/racial-harassment-and-hate-crime



The University has a zero tolerance stance towards any form of bullying and harassment. The Respect at Edinburgh web hub has been created to bring together information and guidance on the Dignity & Respect policy, the processes for raising and addressing concerns, and the support and training available.

Respect at Edinburgh website: https://www.ed.ac.uk/equality-diversity/respect

The University’s Dignity and Respect Policy can be found at the bottom of the above link.


Man thinking

The University of Edinburgh’s complaints guidance states that “If you are considering making a complaint to the University, you should first try to sort out the problem with those who are directly involved if you feel able to do so. Generally complaints are resolved more easily and effectively at an early stage and by those who have a direct influence on the situation. We call this "Frontline Resolution". Below is a summary of all contacts that you can find locally to the Usher Institute as well as more widely to help with frontline resolution. The full complaint procedure can be found here: https://www.ed.ac.uk/university-secretary-group/complaint-handling-procedure

Local support

Locally to the IGC and Usher Institutes, there are different levels of support from and various contacts that you can approach if you want to address a concern. It is best to address concerns as early as possible and if you do not want to raise this directly with someone, there are many people who can help you:

Within your PhD committee:

You may find it most helpful to seek support from the following contacts in the order listed below

1. Your supervisors – your first port of call and the first persons to consider speaking to if you have any concerns – see Student-Supervisor relationship: https://www.ed.ac.uk/academic-services/students/code-of-practice/student-supervisor-relationship

2. Your Thesis Committee Chairperson (should be appointed when you submit your 10 -week report). This is an additional member of Academic staff who will be familiar with your PhD and can provide an additional layer of support within the context of your PhD.

Academic staff external to your supervisory team who can also provide support 

3. Your Postgraduate Research Advisor (Director of Studies) – you can contact this person if you feel that you need support from outside of your PhD committee.

The other local contacts listed below do not need to be contacted in any specific order and can be contacted at any time.

Other staff outside of the Academic body that you can contact for support or to raise any concern are: 

IGC – student-admin@igc.ed.ac.uk


Woman at desk needing help

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