Staff Fees Waiver – Administration Procedure

The following provides step-by-step instructions to support Research Degree Administrators manage the process for members of staff who wish to undertake a research degree through the HR Policy for Postgraduate Research Degree Support for Staff in Established Postsdeveloped by HR in 2013.

Please note: The Policy is only applicable to staff who are permanent employees of the University.

Application Form (Admissions)
Application Form submitted /
  1. Follow the normal application process for staff who wish to undertake a research degree
  2. The link to the Admissions process is :

Acceptance on a Research Degree / Responsible
Completion of the Fees Waiver Form (RDFW) by the staff member /
  1. Completion of RDFW Form by staff member
  2. Staff member to obtain proposed DoS and Line Manager’s signature
  3. Submission to Head of Department for approval (staff are allocated a time allowance for the degree under the policy, this needs to be managed by the HoD within the workload model)
  4. Submission to the Dean for approval, who needs to ensure there is a strategic fit for the research project.
  5. Submission of RDFW Form to Research Administrator
  6. Research Administrator add in the start date and proposed end date for HR on the form.
  7. Add the details of the submission of the RDFW Form to the Faculty Summary Report for RDC. Indicating what degree has been applied for and a short description (if traditional PhD has been approved instead of by Publication).
  8. Email a copy of the signed RDFW Form to Finance.
  9. Email a copy of the signed RDFW Form to your HR Advisor for the Staff Record
/ Staff member
Staff member
Staff member
Staff member
Staff member
FRDA
FRDA
FRDA
FRDA
QLS / Responsible
In the Unconfirmed Fee File (UFF) /
  1. Insert full fee and special funding code16229 Staff Fee Waiver (Research Student)
/ FRDA
Withdrawal from the Research Degree
Completion of the RDW Form /
  1. Follow standard Withdrawal procedures
  2. Notify HR via email that the member of staff has withdrawn from their research cc in Finance
  3. Include on the Faculty Summary Report for RDC under RDW indicating that it is a Staff Fee Waiver
/ DoS/FRDA
FRDA
FRDA
Member of Staff Leaves MMU during their Research Degree
  1. If the member of staff withdraws from their degree when they leave the University follow the standard withdrawal procedure and notify your HR Advisor.
  2. If the member of staff leaves MMU but continues to undertake their research degree. Notify Finance via email and CC in your HR Advisor.
/ FRDA
FRDA
Member of Staff Leaves MMU after the Completion of their Research Degree
To be monitored by HR and payroll.
NB:
Staff who leave within the first year of their conferment will be required to reimburse 100% of their fees
Staff who leave within two years of their conferment will be required to reimburse the University 70% of their fees.
For information: If someone leaves owing MMU for anything HR notifies payroll. A deduction is madefrom their final salary where possible and/or payroll/accounts payable make a repayment arrangement with the leaver. / HR
Staff member who takes longer than the 2 or 5 years to submission or has a resubmission
  1. NB: Under the HR Policy staff have their fees covered for 2 years for a Level 7 award or 5 years for a Level 8 Award.
  2. If a member of staff goes beyond these timescales then they will be liable for the payment of their own fees.
  3. Notify Finance, CC in your HR Advisor via email informing them of the position if they fail to submit their thesis within the 2/5 year period.
  4. If the member of staff has a resubmission following their viva he/she will be responsible for the payment of the tuition fees themselves on pro-rata basis until the thesis is resubmitted. Notify Finance via email of the position
/ FRDA
FRDA
Author: (Name, Dept) / Clare Holdcroft / Version / 1.1
Approved by:(Role/Committee) / Graduate School Manager / Approved Date / 02.09.15
Published: / Graduate School Website / Intranet (delete as appropriate)
Fees Waiver for Staff undertaking Research Degrees
TEMPLATE EMAIL: Notification to HR of staff withdrawal
Subject :Staff withdrawal from a Research Degree
From: Faculty Research Degree Administrator
To:HR Advisor (cc Director of Studies and Finance)
Importance: High

Dear XX

This is toinform you that name of staff has withdrawn from their Research Degree with effect from date.

Under the HR Policyfor Postgraduate Research Degree Support for Staff in Established Postsdeveloped by HR in 2013, staff who withdraw from their research degree are required to repay their fees.

Please contact me if you require any further information.

Kind regards

Registration for Research Degree Students
TEMPLATE EMAIL: OUTCOME – REVISIONS
Subject :Registration application - Outcome
TEMPLATE EMAIL: Notification to Finance of member of staff leaving MMU
Subject: Financial Status of Research Degree Student
From: Faculty Research Degree Administrator
To: Finance, (cc DoS, HR Advisor)
Importance: High

Dear XX

This is to confirm that name of staff who is undertaking a research degree under the HR Policyfor Postgraduate Research Degree Support for Staff in Established Postsis no longera member of staff at the University.

As they wish to remain a research degree student at the University they will continue to pay their own fees with effect from date. Please could you amend your records and invoice him/her accordingly.

Please contact HR Advisor name in HR with regards to the invoicing for the reimbursement of the fees under the policy.

Kind Regards

Fees Waiver for Staff undertaking Research Degrees
Registration for Research Degree Students
Registration for Research Degree Students
Fees Waiver for Staff undertaking Research Degrees
TEMPLATE EMAIL: Staff require longer registration period to submit their thesis
Subject :Financial Status of Research Degree Student
From: Faculty Research Degree Administrator
To: Finance, (cc HR Advisor and DoS)
Importance: High

Dear XX

This is to inform you that name of staff will require additional time to submit their thesis for their Research Degree.

Under the HR Policyfor Postgraduate Research Degree Support for Staff in Established Postsdeveloped by HR in 2013, staff are provided with 2 years fees for level 7 awards or 5 years fees for Level 8 awards. Therefore, the remaining fees until the submission of the thesis will be the responsibility of the member of staff to cover.

Please could you amend your records and invoice him/her accordingly.

Kind regards

Registration for Research Degree Students

Dear XX

This is to inform you that name of staff following their viva held on the viva date was given a resubmission.

Under the HR Policyfor Postgraduate Research Degree Support for Staff in Established Postsdeveloped by HR in 2013, staff who are given a resubmission post-viva are responsible for the payment of their own tuition fees up to the point of resubmission of their thesis.

You may have been notified separately of the resubmission by the Graduate School.

Please could you amend your records and invoice him/her accordingly.

Kind regards

Fees Waiver for Staff undertaking Research Degrees
TEMPLATE LETTER: OUTCOME OF VIVA – Resubmission
Subject :Staff Fees Waiver
From: Faculty Research Degree Administrator
To: Finance, (cc DoS and HR Advisor)
Importance: High

Fees Waiver Administrative Procedure; v1.1; 02.09.15