Postgraduate Research Parental Entitlement Policy

1.1

This document sets out the University’s approach to supporting current and prospective postgraduate researchers who are pregnant, postgraduate researchers whose partner becomes pregnant, and postgraduate researchers becoming parents through alternative pathways such as adoption or surrogacy.

1.2

Throughout this policy, ‘postgraduate researcher’ refers to the student who is enrolled on a postgraduate research degree programme at Swansea University.

1.3

It applies to full-time and part-time, funded, and non-funded postgraduate researchers pursuing Doctoral and Master’s level research degree programmes.

1.4

Eligibility includes postgraduate researchers regardless of age, disability, race, ethnicity, religion or belief, sex, gender identity or gender expression, sexual orientation, marriage or civil partnership, pregnancy or maternity or any other equality characteristic. It is inclusive of trans and non-binary postgraduate researchers.

1.5

Any reference to ‘partner’ should be read as including same-sex partners and same-sex spouses or same-gender or non-heterosexual couples.

1.6

The policy outlines Swansea University's commitment to ensuring that students are treated equitably under the Equality Act 2010 (the Act) regarding protected characteristics: Age, Disability, Gender Reassignment, Pregnancy and Maternity, Race, Religion and belief, Sex and Sexual orientation, Marriage, and Civil partnership (in respect of the requirement to have due regard to the need to eliminate discrimination). Further information is detailed here in the Strategic Equality Plan.

1.7

This policy is developed following UKRI guidance on Maternity, Paternity, Adoption and Parental Leave. Should any differences exist between the Swansea University policy and any external policy, the Swansea University policy detailed below will take precedence, unless the student is registered on a joint/double/collaborative research degree with a partner institution and the policy of the partner institution is in direct conflict with this one. If you are registered on a joint/double/collaborative degree, please check to see which policy applies.

1.8

This policy does not cover students studying undergraduate and postgraduate taught programmes. 

1.9

This policy applies from 1st July 2023 and will be reviewed annually at Postgraduate Research Committee or earlier if UKRI and/or HR release updates relevant to this policy.

2.1 Maternity and Adoption/Surrogacy

2.1.1

All postgraduate researchers enrolled at Swansea University are eligible to take up to 52 weeks of Maternity-equivalent leave or Adoption/Surrogacy leave by suspending their studies if they are:

• The person who will give birth; or
• The main adopter being matched with a child; or
• The primary intended parent through a surrogacy arrangement; or
• The main adopter who is fostering a child under the “Fostering for Adoption” scheme.

2.1.2

If you are a couple jointly adopting or becoming parents via a surrogacy arrangement, you must decide who will take the Adoption/Surrogacy leave. The other partner (regardless of gender) may be eligible to Paternity/Partner leave.

2.2 Ordinary Paternity/Partner Leave

2.2.1

All postgraduate researchers registered at Swansea University are eligible to up to two weeks of Ordinary Paternity/Partner leave, if they are:

• The spouse, partner, or civil partner of the person who will give birth; or
• The spouse, partner, or civil partner of the main adopter; or
• The spouse, partner, or civil partner of the main adopter fostering a child under the "Fostering for adoption" scheme; or
• The spouse, partner, or civil partner of the primary intended parent through a surrogacy arrangement; and
• Also have or expect to share responsibility for the child’s upbringing.

See Section 9 for more information covering Ordinary Paternity/Partner Leave.

2.3 Unpaid Parental Leave

2.3.1

Partners are entitled to an extended period of Unpaid Parental Leave up to a maximum of 50 weeks suspension of study, with their candidature extended accordingly. Unpaid Parental Leave must be completed within 12 months of the child's birth. Unpaid Parental Leave is available to those who meet the following eligibility criteria:

• They must share responsibility for the child with the child’s other parent and provide confirmation they will be caring for the child e.g., a written statement from the child’s other parent; and
• They must be taking leave to look after the child. Furthermore:
• The terms and conditions of their studentship must not specifically exclude the taking of such leave; and
• They must not be registered on a joint research programme with another institution where the rules of the partner institution do not allow the taking of such leave.

See Section 11.0 covering Unpaid Parental Leave.

2.4 Shared Parental Leave

2.4.1

Postgraduate researchers are not eligible for Shared Parental Leave as they are not classed as employees (see UKRI excerpt in italics below). However, PGR students who are also employees or working at the University or an external organisation/company, should refer to Section 2.5.

Shared Parental Leave (SPL) is not available to funded PGRs. SPL and Statutory Shared Parental Pay (ShPP) are defined in law and operated by HMRC. For a parent to benefit from either SPL or ShPP, they must meet the legal eligibility criteria which includes a requirement that they are an employee. Doctoral students funded by UKRI are not employees and so are not able to give HMRC the information required to process an application. See the UKRI statement here.

2.5 Postgraduate researchers who are employees or workers at Swansea University or an external organisation.

2.5.1

Differences exist between PGR and staff (HR) policies for Maternity, Adoption/Surrogacy and Paternity/Partner Leave, notably in areas of rates and level of pay, qualifying period, and entitlement to Shared Parental Leave. The PGR policy is based upon UKRI guidance as far as practicable.

2.5.2

The following section gives recommendations on which policy an individual should follow if they are a postgraduate researcher and an employee of the University, or an external company/organisation.

• Full-time employee of Swansea University and a part-time Postgraduate Researcher. As the individual’s primary status is that of a staff member (i.e., an employee), they would be bound by contractual obligations and, therefore, be expected to follow the principles of the Swansea University staff (HR) policies for Maternity, Adoption/Surrogacy and Paternity/Partner Leave. https://staff.swansea.ac.uk/human-resources/leave-flexible-working-and-absence/family-friendly-leave-arrangements/ 

NB: Full-time employees of Swansea University who are also part-time postgraduate researchers would still be required to apply for Maternity, Adoption/Surrogacy, Paternity/Partner, or Unpaid leave via the processes in this policy, so the leave can be reflected on their student record.

• Full-time employee of a company/organisation external to Swansea University and a part-time Postgraduate Researcher. As the individual's primary status is that of a staff member in the external company/organisation, they would be bound by contractual obligations and, therefore, expected to follow their employer’s HR policies for Maternity, Adoption/Surrogacy and Paternity/Partner Leave.

NB: Full-time employees of a company/organisation external to Swansea University who are also part time postgraduate researchers would still be required to apply for Maternity, Adoption/Surrogacy, Paternity/Partner, or Unpaid Leave via the processes in this policy, so the period of leave can be reflected on their student record.

• Full-time Postgraduate Researcher and part-time worker at Swansea or an external organisation, including Learning Demonstrators and Senior Teaching Assistants. As the individual's primary status is that of a Postgraduate Researcher, they are expected to follow Swansea University’s PGR policy.

• Full-time Research Assistants (RAs) at Swansea pursuing a full-time PGR degree. Individuals would follow the principles of Swansea University staff (HR) policies for Maternity, Adoption/Surrogacy and Paternity/Partner Leave.

• Part-time Postgraduate Researcher, part-time employee at Swansea or an external organisation. This would be considered on a case-by-case basis, depending on the nature of the employment contract and hours worked.

• Full-time Postgraduate Researcher on a joint research programme with another institution. This would be considered on a case-by-case basis, depending on where the student is based, how they are funded and what the rules of the partner institution are. For example, some joint research students are classed as employees of the partner institution and would, therefore, be bound by contractual obligations to the Partner and expected to follow their employer’s HR policies for Maternity, Adoption/Surrogacy and Paternity/Partner Leave.

3. Entitlement to Paid Leave

Where a postgraduate researcher is in receipt of a stipend, entitlement to paid leave is determined by the conditions of their funding and whether the expected week of childbirth/child placement will occur during the period of the award, as follows:

3.1

UK Research and Innovation (UKRI) funded doctoral researchers will be entitled to payment for Maternity, Adoption/Surrogacy, and Paternity/Partner Leave as outlined in this policy and in line with UKRI terms and conditions. This also applies to doctoral students partially funded by UKRI, whereupon the UKRI policy will apply.

3.2

Postgraduate researchers funded by Swansea University, or their faculty/school will be entitled to payment for Maternity, Adoption/Surrogacy and Paternity/Partner Leave as outlined in this policy.

3.3

Postgraduate researchers in receipt of a scholarship fully funded by an external organisation or an external award administered through the University must consult with their supervisor and faculty PGR Team to determine whether payments can be made during periods resulting from Maternity, Adoption/Surrogacy and Paternity/Partner leave. If the external funder does not provide funding to cover these periods of leave, or does not provide cover at the UKRI levels stated in this policy, the student’s faculty will fully or partially fund the period of Maternity, Adoption/Surrogacy or Paternity/Partner leave as required.

3.4

Postgraduate researchers who are part-funded by the University will be subject to a pro rata adjustment in line with the percentage of funding received. For any externally funded element (if applicable), if the external funder does not provide funding to cover these periods of leave, or does not provide cover at the UKRI levels stated in this policy, the student’s faculty will fully or partially fund the period of Maternity, Adoption/Surrogacy or Paternity/Partner Leave as required.

3.5

Postgraduate researchers who are part-funded by the University/Faculty and part-self-funded will receive a pro rata adjustment in line with the percentage of funding they receive from the University/Faculty. There will be no payment from the University/Faculty to cover the self-funded element.

3.6

Postgraduate researchers who are self-funded (including those entitled to tuition fee-only awards) are entitled to the periods of leave detailed within this policy but will not be eligible for Maternity, Adoption/Surrogacy or Paternity/Partner payments from the University.

3.7

Part-time postgraduate researchers will be subject to a pro rata adjustment in line with the percentage of funding received.

3.8

Members of staff who are also postgraduate researchers should refer to Section 2.5 and contact HR for further advice.

4.1

Full-time and part-time postgraduate researchers who receive a full or partially funded scholarship/stipend are entitled to a maximum period of 52 weeks of Maternity-equivalent or Adoption/Surrogacy leave if the expected week of childbirth/child placement will occur during the period of their award.

4.2

There is no minimum qualifying period for paid Maternity equivalent or Adoption/Surrogacy
Leave. Postgraduate researchers can take up to 52 weeks regardless of when they commenced their studies, although funding will not be provided to students once their period has ended or during a resubmission period.

4.3

The first 26 weeks should be paid at the full stipend rate, pro rata, for part-time students.

4.4

The following 13 weeks should be paid at az level commensurate with Statutory Maternity Pay (SMP) https://www.gov.uk/maternity-pay-leave or Statutory Adoption Pay (SAP) https://www.gov.uk/adoption-pay-leave/pay 

4.5

The final 13 weeks are not paid.

4.6

The Postgraduate Researcher should decide how much of the 52 weeks’ Maternity or Adoption/Surrogacy Leave they intend to take; however, they must take a minimum of two weeks from the date of birth.

4.7

During the period of Maternity and Adoption/Surrogacy Leave, tuition fees are not payable to the University, and scholarship end dates and expected submission dates will be amended on the student’s record to reflect periods of Maternity-equivalent or Adoption/Surrogacy Leave or changes in study patterns.

4.8

There is no limit to the number of times a Postgraduate Researcher can take Maternity or Adoption/Surrogacy Leave throughout the duration of their degree, but students are only entitled to take one of either Maternity/Adoption-equivalent Leave or Unpaid Parental Leave per birth/placement of a child.

Table 1: The following table outlines a Postgraduate Researcher’s entitlement to stipend payments during Maternity or Adoption/Surrogacy Leave, dependent upon the source of funding and if the expected week of childbirth/child placement will occur during the period of the award.

*The rate commensurate with SMP or SAP refers to an equivalent payment available to staff entitled to Statutory Maternity Pay or Statutory Adoption Pay. The statutory maternity pay and statutory adoption pay are set by the government each year (see https://www.gov.uk/maternity-pay-leave and https://www.gov.uk/adoption-pay-leave/pay 

** Postgraduate researchers who are registered at less than 100% Full Time Equivalent (FTE) will receive their standard pro rata stipend payments (for the initial 26-week period as above) followed by 13 weeks of the reduced payment, with the appropriate pro rata percentage applied.

4.9

Regarding Adoption/Surrogacy Leave, postgraduate researchers who are planning to or have become parents due to Adoption/Surrogacy are entitled to the same support and advice as other students who become parents during their studies. The leave allowances and stipend payments outlined in the table above and elsewhere in this policy apply equally.

4.10

Where two postgraduate researchers are jointly adopting, only one member of the couple can be considered the primary caregiver, who will be entitled to be considered for Maternity equivalent absence. The other partner will be afforded the same entitlements as outlined for partners entitled to Paternity/Partner Leave and Unpaid Parental Leave.

5.1 Maternity Leave

5.1.1

Postgraduate researchers must discuss their forthcoming Maternity Leave with their supervisor and the appropriate faculty PGR Team as early as possible and should confirm the start date of the Maternity Leave not later than the 15th week before the date of the expected date of birth.

5.1.2

The earliest Maternity Leave can commence is 11 weeks before the expected week of childbirth.

5.1.3

The Maternity Leave period will be automatically triggered if a postgraduate researcher is absent from their programme wholly or partly because of a pregnancy related illness during the four weeks before the expected week of childbirth.

5.1.4

The latest date Maternity Leave can start is the date of childbirth.

5.1.5

Postgraduate researchers registered on joint research programmes with a partner institute will need to check with the partner what the process is for applying for leave within the partner institution.

5.2 Adoption/Surrogacy Leave

5.2.1

It is acknowledged that the timeframe for adoption arrangements may not allow as much time for planning compared to a pregnant student, and where this is the case, the postgraduate researcher will follow the principles and processes stated below as far as they can.

5.2.2

Postgraduate researchers wishing to take Adoption Leave should inform their supervisor and faculty no later than 28 days before they wish their leave to start.

5.2.3

Adoption Leave is not available in circumstances where you adopt a family member or stepchild, become a special guardian or kinship carer or arrange a private adoption.

5.2.4

If you are a couple jointly adopting, you must decide who will take the paid Adoption/Surrogacy Leave. The other partner may be eligible to paid Paternity/Partner Leave.

5.2.5

For UK adoptions, Adoption Leave can start up to 14 days before the child starts living with you but no later than the date of placement. For overseas adoptions, Adoption Leave can start when the child arrives in the UK or within 28 days of this date.

5.2.6

For Surrogacy, the leave can start the day the child is born or the day after, and postgraduate researchers should inform their supervisor and faculty no later than the end of the 15th week before the expected week of childbirth.

5.2.7

Adoption Leave will normally finish eight weeks after the end of the week in which any of the following disruptions take place:

i. Adoption Leave began before the expected date of placement, and you are then informed that the child will not be placed;

ii. The child stops living with the adopter.

5.3 Unpaid Parental Leave

5.3.1

Postgraduate researchers should discuss their intention to take Unpaid Parental Leave with their supervisor and the appropriate faculty PGR administrative team as early as possible and confirm the expected length of leave and start date no later than 28 days before they wish the leave to start.

5.3.2

This leave, of up to a maximum of 50 weeks, must be used within 12 months of the birth/placement of the child. It can be taken all at once, or in smaller 3-month blocks which can run consecutively, or with periods of return to study in-between specific 3-month blocks. Please note splitting the Unpaid Parental Leave into discrete 3-month blocks may mean the individual is not able to take the full 50-week allocation if the timeframe goes beyond the 12 months permitted.

5.3.3

It is essential that international non-UK/Irish students check the engagement and attendance conditions of their visa and course if they intend to take Unpaid Parental Leave, particularly if they wish to take intermittent blocks of Unpaid Parental Leave around periods of study.

5.4. Suspension of Studies for Maternity, Adoption/Surrogacy and Unpaid Parental Leave

5.4.1

Once Maternity, Adoption/Surrogacy, or Unpaid Parental Leave dates have been agreed, postgraduate researchers must complete a Suspension form and return to their faculty no later than the end of the 15th week before the expected week of childbirth (in the case of Maternity and Surrogacy) and no later than 28 days (for Adoption and Unpaid Parental Leave).

5.4.2

The postgraduate researcher must also supply evidence to support the application to suspend studies. This could include:

i. Maternity: Original MAT B1 form (the earliest a MAT B1 can be issued by the doctor or midwife is 20 weeks before the expected week of childbirth);

ii. Adoption: Evidence of placement of a child for adoption from the appropriate adoption agency or a letter confirming adoption is being sought;

iii. Surrogacy: The birth parent’s MAT B1 form and Parental Order within 6 months of the child’s birth.

iv. Unpaid Parental Leave: Evidence as above, plus provide confirmation they will be caring for the child e.g. a written statement from the child’s other parent.

5.4.3

Where a postgraduate researcher fails to inform or apply to the appropriate faculty PGR Teams for the Maternity/Adoption/Unpaid Parental Leave provision before the stipulated dates in this policy, the leave must be approved by the faculty PGR Academic Lead.

5.4.4

Any student who is pregnant or due to become a parent should ensure the University has up-to-date contact details and next of kin details via the Intranet or by contacting MyUniHub to update the details.

5.4.5

Please note that students registered on joint research programmes with a partner institute will need to check with the partner what the process is within the partner institution.

6.1 General Support and Confidentiality

6.1.1

Information on a student's pregnancy needs to be treated confidentially. With the student's consent, information will be shared with others who need to be aware of the situation or with support teams.

6.1.2

Guidance about Data Protection can be found in the University’s Data Protection policy and further advice about sharing information can be sought from the Data Compliance team via DataProtection@swansea.ac.uk

6.2 General Support and Advice

6.2.1

Faculty PGR Teams in conjunction with Welfare@CampusLife, can offer information and signposting to relevant services for the postgraduate researcher to explore, including whether they intend to continue with their pregnancy, seek to terminate their pregnancy, or have experienced a loss of pregnancy.

6.2.2

Pregnant postgraduate researchers and their partners are still encouraged to access support whether the pregnancy continues or not.

6.2.3

Postgraduate researchers who are pregnant before the start of their course should contact their prospective supervisor to discuss any implications for their programme of study. Each case will need to be considered individually as programme requirements vary greatly.

6.3 Still Births or Miscarriages:

6.3.1

The University recognises that the effects of miscarriage, stillbirth or neonatal death can be extremely distressing and that, to many individuals, a miscarriage is the loss of a baby regardless of how early in pregnancy it occurs. For the purposes of this policy, there is no distinction between live, stillbirth and neonatal death (when the baby dies within the first 28 days of life) after 24 completed weeks of any pregnancy.

6.3.2

If the pregnancy does not continue, there is no need for any staff or students at the University to know unless the postgraduate researcher wishes them to know. However, there may still be circumstances where it is important to inform the University in the interests of the health and safety of the pregnant individual for the time they remain pregnant.

6.3.3

In the event of a stillbirth from the 25th week of pregnancy onwards, postgraduate researchers will be eligible for Maternity Leave (and stipend if the student is in receipt of funding that covers Maternity pay).

6.3.4

Postgraduate researchers who experience a miscarriage before 24 completed weeks of pregnancy will not qualify for Maternity Leave, but they may need time off from their studies to recover physically and emotionally. It is appreciated that the amount of time off needed will vary by individual. Faculties and supervisors should work sensitively with postgraduate researchers to provide this time off. If the student wishes to have four weeks or longer off, this should be handled as a Leave of Absence or period of Compassionate Leave.

6.4 Sickness during pregnancy

6.4.1

If during the pregnancy, a postgraduate researcher is unable to continue their research due to illness, the normal procedures for sickness absence reporting should be followed. However, any period of pregnancy-related sick leave beyond the 36th week of pregnancy will automatically trigger the commencement of the Maternity Leave. The faculty may require confirmation from the postgraduate researcher’s doctor that they are fit to return to study.

6.5 Antenatal Care and Adoption Appointments

6.5.1

Pregnant postgraduate researchers are entitled to reasonable time off for antenatal care, which may include relaxation classes and parentcraft classes. Postgraduate researchers are also entitled to take time off to accompany partners or surrogate birth parents to attend antenatal appointments.

6.5.2

If a postgraduate researcher is adopting a child, they are entitled to take time off to attend adoption appointments after being matched with a child. Postgraduate researchers must provide their faculty with notice of these appointments and may be asked to provide evidence of the appointment.

6.6 Annual Leave

6.6.1

Postgraduate researchers may accrue annual leave whilst on Maternity or Adoption/Surrogacy Leave, however, taking accrued annual leave upon return to study will not be classed as grounds for an extension of candidature.

6.6.2

If a postgraduate researcher is unable to take all of their annual leave for their academic session prior to going on Maternity or Adoption/Surrogacy Leave, they may be able to carry forward a proportional amount into the next academic session. It is the responsibility of the Postgraduate Researcher to track their annual leave.

6.7 Keeping in Touch (KIT) days

6.7.1

Postgraduate researchers may, by agreement with their faculty, undertake up to ten days of ‘Keeping in Touch days' during their Maternity or Adoption/Surrogacy Leave.

6.7.2

KiT days may be undertaken at any stage during the Maternity, Adoption/Surrogacy Leave period, except during the first two weeks.

6.7.3

KIT days are optional and are used for informal contact with the supervisor or research team. Payment for KiT days should be made at the student’s basic daily rate (regardless of the hours worked) less  any appropriate Maternity/Adoptive support they are receiving.  

NB: It is important to note that payment is only permissible if the KiT Days are taken during the 13-week period of Maternity/Adoption leave where the stipend is commensurate with SMP/SAP, or during the final 13 weeks of unpaid leave. Claims for payment of KiT days taken during the first 26 weeks (i.e. during the period of full Maternity/Adoption pay, or pro-rata equivalent) will not be considered.

6.7.4

It is the responsibility of the postgraduate researcher to get agreement from their supervisor to take a KIT Day and keep track of the number taken. The number of KiT days will be aggregated and paid to the postgraduate researcher as a one-off payment at the end of their Maternity/Adoption Leave.  

6.8 Health and Safety

6.8.1

The University has dedicated respite/well-being rooms which are suitably equipped for expectant/nursing parents. Postgraduate researchers and staff can access these facilities and book slots as needed. Postgraduate researchers should contact their faculty PGR administrative team to find out more.

6.8.2

The faculty in which a pregnant postgraduate researcher is enrolled is responsible for risk assessments in relation to their work and environment.

6.8.3

The study environment must be assessed for risk while postgraduate researchers are pregnant, within 6 months of the birth (if the postgraduate researcher has returned to study) and for as long as the postgraduate researcher continues to breastfeed. Both the University and the postgraduate researcher have an obligation to ensure that research and study are not carried out in an unsafe environment. This is particularly important where the postgraduate researcher may be in close proximity to complex apparatus, chemicals, etc.

6.8.4

The supervisor must arrange for an assessment to be carried out and complete a Pregnancy Risk Assessment with their postgraduate researcher. If the research environment is deemed low risk to pregnancy, the supervisor may feel able to conduct the Pregnancy Risk Assessment with no additional support. The supervisor can, however, request assistance from their faculty Health & Safety Advisor, particularly if the research environment is deemed to be higher risk to pregnancy. This may also apply if health/medical/other issues are identified concerning the pregnant individual, in which case a referral to Occupational Health may be made, or to Student Services e.g. Disability (the faculty H&S Advisor would advise the correct course of action). A referral to Occupational Health may also be offered if the student is an employee of the University or is on a regulated medical programme.

6.8.5

The student and supervisor should sign the Pregnancy Risk Assessment and a copy held with the supervisor. The Pregnancy Risk Assessment should be reviewed again in the second and third trimester of pregnancy. An additional risk assessment should be carried out within six months of the birth (if the postgraduate researcher has returned to study) and for as long as the postgraduate researcher continues to breastfeed. This should also include any KIT days whilst the postgraduate researcher is on Maternity-equivalent Leave. Any health and safety concerns should be raised immediately with the appropriate faculty.

6.8.6

There may be some circumstances where the University will require a postgraduate researcher to suspend study, but the individual will always be consulted on this decision. An example of where an enforced suspension may be necessary would be if a core element of the research degree is considered a high-level risk to the health and safety of the pregnant postgraduate researcher and/or the foetus/unborn child.

7.1

Postgraduate researchers will not be permitted to return to study during the first two weeks of the date of childbirth.

7.2

For Adoption Leave, the Postgraduate Researcher must take a minimum of two weeks, which can start up to 14 days before the child is placed for adoption or, for a surrogacy agreement, immediately following the birth.

7.3

If a postgraduate researcher does not return to their programme of study after Maternity or Adoption/Surrogacy Leave, they will be required to reimburse the University for any Maternity, Adoption/Surrogacy Leave stipend made to date.

7.4

If a postgraduate researcher withdraws from the University within 12 weeks of their return to study after Maternity, Adoption/Surrogacy Leave, the University has the right to recover any payment made.

7.5

Postgraduate researchers may discuss with their supervisor any potential implications of the childbirth/child placement upon the future mode of study. Faculties along with funders/external partners should give consideration to any requests to transfer to part-time study as long as it is at least 50% FTE*. If a student is in their maximum candidature period, transfers to part-time are not permitted, however an extension to the maximum candidature period could be considered, should it be necessary.

*Please note that due to visa restrictions, it is unlikely that a student holding a Student Route visa would be permitted to continue their course on a part-time basis.

7.6

Faculties should consider requests to return to studies earlier (except within the first two weeks) or later than originally agreed.

7.7

The research environment should be re-assessed for risk if the postgraduate researcher returns to study within six months of the birth and for as long as the postgraduate researcher continues to breastfeed. This should also include any KIT days whilst the postgraduate researcher is on Maternity-equivalent Leave.

7.8

All postgraduate researchers should discuss and agree with their supervisors on the working patterns and arrangements that best suit their personal circumstances. Supervisors should be sympathetic to each individual’s circumstances and, giving consideration to the ability of the postgraduate researcher to complete within their funded period, should be open to flexible arrangements, e.g. a compressed working week, flexitime, or staggered hours.

7.9

Childcare

The Swansea University Student Union has a Nursery based on Singleton Campus that provides daycare facilities for students' children aged three months to eight years. Further information and details of fees are available on request. Early application is advisable. Further information can be sought here: https://www.swansea-union.co.uk/support/nursery/ 

7.10

The City and County of Swansea Council also has a Child Care information resource here: https://www.swansea.gov.uk/childcareinswansea?lang=en 

8.1 

Pregnant international postgraduate researchers, or those due to become parents, are strongly encouraged to contact their supervisor and faculty PGR Administrative Team at the earliest opportunity.

8.2

International postgraduate researchers should carefully read the Student Pregnancy and Maternity: A guide for international students and their family members Pregnancy and Maternity: International Students - Swansea University.

8.3

At present, postgraduate researchers who have a Student Route visa to study in the UK cannot extend their visa in the UK for reasons relating to pregnancy or maternity. After the birth of their baby, if a postgraduate researcher wishes to take a short temporary leave of absence beyond the mandatory two weeks, they may be able to do so with the approval of their faculty and with due consideration and agreement provided by any funding bodies or visa requirements. However, under UKVI (UK Visa and Immigration) regulations, this period of absence should not exceed 60 days, and the student must still be able to complete their studies within the period of their existing visa.

8.4

If the requested temporary leave of absence is longer than 60 days, postgraduate researchers with a Student Route visa will need to suspend their studies and return to their home country until they are ready to resume their studies. This will mean that the University will be required to report to the UKVI (UK Visa and Immigration) that the student has suspended their studies, and the UKVI (UK Visa and Immigration) will then curtail (cancel) their current visa. This will mean that the postgraduate researcher will need to apply for a new Student Route visa in their home country before returning to resume their studies.

8.5

All requests to suspend studies for parental leave must be made in good time to permit time for approval of the request and to ensure travel to their home county can be made following the report of the suspension to the UKVI.

8.6

In all cases, advice should be sought from the Student Compliance Services Team via tier4attendance@swansea.ac.uk as early as possible (especially in the case of pregnancy) to ensure compliance with the student visa (formerly known as Tier 4) can be maintained.

Related Policies

Engagement Monitoring Policy for Research Students

Children on University Premises Policy

Pregnant Persons, New & Breastfeeding Parent Hazard Guidance and Risk Assessment Policy Arrangements

Guide to Suspensions and Extensions for Research Students - Swansea University

9.1 Introduction - Paternity/Partner Leave

Paternity/Partner Leave applications are open to all eligible postgraduate researchers regardless of age, disability, race, ethnicity, religion or belief, sex, gender identity or gender expression, sexual orientation, marriage or civil partnership, or any other equality characteristic. It is inclusive of trans and non-binary postgraduate researchers. Any reference to ‘partner’ should be read as including same-sex partners and same-sex spouses or same-gender or non-heterosexual couples.

9.2 Ordinary Paternity/Partner Leave

9.2.1

All postgraduate researchers registered at Swansea University are eligible for up to two weeks Paternity/Partner Leave if they are:

i. The spouse, partner, or civil partner of the person who will give birth; or
ii. The spouse, partner, or civil partner of the main adopter; or
iii. The spouse, partner, or civil partner of the main adopter fostering a child under the "Fostering for adoption" scheme; or
iv. The spouse, partner, or civil partner of the primary intended parent through a surrogacy arrangement;

and

v. Also have or expect to share responsibility for the child’s upbringing.

9.2.2

In the case of couples who are adopting a child or having a child through a surrogacy arrangement, Adoption/Surrogacy Leave and pay are available to only one member of the couple. The other person can take Paternity/Partner Leave.

9.2.3

There is no minimum qualifying period for Paternity/Partner Leave.

9.2.4

The leave must be taken in one block. A week is the same number of days a student would normally study in a week; for example, a week is two days if they only study on Mondays and Tuesdays.

9.2.5

Paternity/Partner Leave cannot start before the birth and must end within 56 days (eight weeks) of the birth or placement. In the event of a stillbirth from the 25th week of pregnancy onwards, partners would be eligible for Paternity/Partner Leave in the normal way.

9.2.6

There is no limit to the number of Paternity/Partner Leave periods an individual can take during their degree, aligned to the expected arrival of each child(ren). However, partners can only take one period of Paternity/Partner Leave at a time, even if more than one baby is born as a result of the same pregnancy or if more than one child is being adopted at the same time.

9.3 Stipend Payments during Ordinary Paternity/Partner Leave

9.3.1

Where the postgraduate researcher is in receipt of funding, they may be entitled to paid Paternity/Partner Leave if the birth/placement of the child falls within the period of the funded award.

9.3.2

If the Paternity/Partner Leave period falls after the student's award has ended, the Paternity/Partner Leave will be unpaid. The maximum candidature date will be extended to reflect the period of leave unless the student is registered on a joint/double/collaborative degree with a partner institution whose regulations do not allow the maximum candidature period to be extended automatically. If this is the case, the student should follow the rules of the partner institution for extension of candidature.

9.3.3

Members of staff who are also postgraduate researchers should refer to Section 2.5 and contact HR for further advice.

9.3.4

Entitlement to paid Paternity/Partner Leave and an extension to the funded period is determined by the conditions of the postgraduate researcher’s funding and if the expected week of childbirth/child placement will occur during the period of the award, see Table 2 below.

Table 2: Postgraduate Researcher’s entitlement to stipend payments during Paternity/Partner Leave

9.4  How to Apply for Paternity/Partner Leave

9.4.1

Postgraduate researchers wishing to take Paternity/Partner Leave should inform their supervisor of the expected date of commencement. As the length of time for this leave is a maximum of two weeks, a suspension of studies is not required, but individuals must submit their application for Paternity/Partner Leave to their Supervisor (via the form in Appendix 1 at the end of this document).

9.4.2

The student must also supply the following as evidence to support the application:

In the case of births: Copy of MAT B1, or if the baby has been born – the child’s birth certificate.
In the case of adoptions, documentary evidence to show the expected/actual date of placement.
In the case of Surrogacy: The birth parent’s MAT B1 form and Parental Order within six months of the child’s birth.

9.4.3

Please note that students registered on joint research programmes with a partner institute will need to check with the Partner what the process is within the partner institution.

10.1

Postgraduate researchers are entitled to take paid time off to accompany their partner (or surrogate birth parent) to attend two antenatal appointments. If individuals are adopting a child, they are entitled to take paid time off to attend two adoption appointments after they have been matched with a child. Postgraduate researchers should provide their supervisor with as much notice of these appointments as possible and may be asked to provide evidence of the appointment. 

11.1

Partners are also entitled to an extended period of Unpaid Parental Leave, up to a maximum of 50 weeks. Unpaid Parental Leave must be completed within 12 months of the child's birth. This leave may be taken all at once or in smaller blocks of three-month suspensions (or multiples thereof).

NB: Please note that if a postgraduate researcher wishes to recommence studies in between blocks of Unpaid Parental Leave, this may mean the person will not get the full 50 weeks allowance if the timeframe goes beyond the 12 months permitted.

11.2

It is up to the Postgraduate Researcher to decide how much of the Unpaid Parental Leave they intend to take and can choose to stay on Leave for the full 12 months or end it early. The following options are available:

• From the date of birth, take two weeks of paid Paternity/Parental Leave only.
• From the date of birth, suspend studies for three, six or nine months (the first two weeks may comprise paid Paternity/Partner Leave if eligible, and the remainder will be unpaid leave). At the end of the suspension, you may extend your suspension up to 12 months in total.
• From the date of birth, suspend studies for one year of parental leave (the first two weeks may comprise paid leave if eligible, and the remainder will be unpaid leave).
• From the date of birth, suspend for successive/intermittent blocks of three months of Unpaid Parental Leave.

11.3

Examples could include:

• Student suspends for Unpaid Parental Leave three months from the date of birth (the first two
  weeks may comprise paid leave), returns to studies for six months, and then suspends Unpaid Parental Leave for the final three months of the 12-month period.
• Student suspends for Unpaid Parental Leave for six months after the date of birth (the first two weeks may comprise paid leave), returns for four months and then suspends for Unpaid Parental Leave for a further two months of the 12-month period.

11.4

Please note that students registered on joint research programmes with a partner institute will need to check with the Partner whether their programme allows the taking of Unpaid Parental Leave and what the process is within the partner institution.

11.5

It is essential that international non-UK/Irish students check the engagement and attendance conditions of their visa and course if they intend to take Unpaid Parental Leave, particularly if they wish to take intermittent blocks of Unpaid Parental Leave around periods of study.

11.6

If international students have any queries, they should contact their faculty PGR Professional Service staff and Student Compliance Services via tier4attendance@swansea.ac.uk prior to requesting a period of Unpaid Parental Leave in case it affects their visa.

11.7

To be eligible to suspend studies for Unpaid Parental Leave:

• You must share responsibility for the child with the partner of the person who has given birth, become a co-parent or partner through a surrogacy arrangement, or be a co-adopter or partner matched with a child; and
• You must be taking the leave to look after the child; and
• The terms and conditions of their studentship (and visa if applicable) must not specifically exclude the taking of such leave.

11.8

How to Apply for Unpaid Parental Leave

11.8.1

You will need to inform your faculty as soon as possible of your intention to take Unpaid Parental Leave and follow the process for applying for a suspension as stated in Section 5.0 Applying for Maternity, Adoption/Surrogacy, and Unpaid Parental Leave.

11.8.2

Scholarship/Studentship end dates and expected submission dates will be amended on the Postgraduate Researcher’s record to reflect the suspension for Unpaid Parental Leave.

In line with UKRI policy, postgraduate researchers are not eligible for government Shared Parental Leave (SPL) and Statutory Shared Parental Pay (ShPP) schemes as these are aimed at employees under statutory employment law. Postgraduate researchers who are also employees/workers at Swansea University or an external organisation should refer to Section 2.5.

Application for Ordinary Paternity/Partner Leave for Postgraduate Researchers