Student parents

In cases that do not fall under arrangements for adoption leave, if you give birth to the child you will be eligible to take maternity leave. If your partner is giving birth you will be eligible to take paternity or extended paternity leave (the term ‘father’ used in the Policy and in this guidance refers to the member of the couple who takes paternity leave).

The arrangements for adoption leave are parallel to those made for maternity and paternity leave, in that the main carer takes ‘maternity leave’, regardless of gender, and the carer’s partner takes ‘paternity’ leave. Timings for adoption leave are based around the date of placement of the child and not the birth of the child.

You should notify your college, department, supervisor or Director of Graduate Studies of your pregnancy as soon as possible, and preferably no later than the 15^th week before the expected date of childbirth. You can obtain a maternity certificate (MATB1) from a doctor or midwife from the 20^th week of your pregnancy.

Earlier notification may be necessary, for example if you work in a potential hazardous environment. Work environments that involve the following are more likely to present greater risks: physical activity including lifting and carrying, use of chemicals, including paints and pesticides; radiation, compressed air environments, exposure to infectious disease.

Leave for antenatal and medical appointments

You are permitted leave to attend antenatal and medical appointments. With your input, your college and department should draw up a student support plan to be reviewed at key stages during pregnancy and maternity. The support plan should accommodate for any absences due to antenatal and medical appointments. This will help coordinate support and ensure that your needs are met during pregnancy, following birth and on your return to studies.

Undergraduate or postgraduate student maternity leave

As a student giving birth you can choose to suspend your status before recommencing your studies. This will normally last one full year so that you can return to study at the same point at which you suspended. Your maternity leave cannot start later than the date of the child’s birth and you are advised and expected to take a minimum of two weeks leave immediately after the birth.

Postgraduate research student maternity leave

You are entitled to suspend your status for up to 3 terms (1 year) of maternity leave. The period of leave is calculated separately from the 6 terms of ordinary suspension of status faculty or departmental boards may permit. Your department/faculty does not need to make a special application to Education Committee.

The terms of maternity leave do not have to be taken consecutively but do have to be taken within 12 months of the birth and any unused terms cannot be taken at a later date.

You should apply for maternity leave on the GSO.17b form (Application for suspension of status for maternity, extended paternity or adoption leave). The earliest maternity leave can commence is 11 weeks before the expected week of childbirth. The latest your leave period can start is on the day of the baby’s birth and you are advised and expected not to return to study earlier that two weeks after giving birth.

Leave for antenatal and medical appointments

Undergraduate and postgraduate taught students

You are permitted leave from teaching to attend antenatal and medical appointments with your pregnant partner. Your faculty or department and college should try to assist you to make up for time off from teaching. If your leave for a medical appointment affects your assessment, you should refer to Problems completing your assessment | University of Oxford for further information on the options available.

Postgraduate research students

You are permitted leave to attend antenatal and medical appointments with your pregnant partners. If you hold Research Council funding you are permitted to attend a minimum of two antenatal appointments for a maximum of 6.5 hours per appointment.

Ordinary paternity leave

You may take up to 2 weeks’ (10 working days) ordinary paternity leave. Ordinary paternity leave cannot start before the birth and must end within 56 days of the birth.

For postgraduate research students, in line with policy adopted by Research Councils, this leave is not taken as a suspension of status and your submission date is not adjusted.

Extended paternity leave

Undergraduate and postgraduate taught students

You are eligible for a longer period of suspension, in line with arrangements made for student mothers. This will normally last one full year so that you may recommence your studies at the same point at which you extended. This is known as extended paternity leave.

Postgraduate research students

You are eligible for a longer period of suspension of up to 3 terms (1 year). Terms of extended paternity leave do not have to be taken consecutively but do have to be taken within 12 months of the birth and any unused terms may not be taken at a later date. The period of leave is calculated separately from the 6 terms of ordinary suspension of status faculty or departmental boards may permit. Your department/faculty does not need to make a special application to Education Committee.

Extended paternity leave must be permitted by your funding body, where there is a conflict of interest between the two policies, the sponsoring body’s policy will be followed in relation to the area(s) of conflict.

Applications for extended paternity leave should be made on the GSO.17b form (Application for suspension of status for maternity, extended paternity or adoption leave).

Funding for postgraduate research students on maternity leave 

If you hold Research Council or other sponsoring body awards you must align your periods of University and funding body leave. Where there is a conflict of interest between the two policies, you should follow the sponsoring body’s policy in relation to the area(s) of conflict.

The University aims to provide a limited period of funded maternity leave for holders of some scholarships funded by the University; currently this provision is available to all holders of Clarendon Awards. You should contact the Student Fees and Funding Team ([email protected]) and your departmental Graduate Studies Assistant to discuss your options.

Research Council funded students are entitled to receive funded maternity leave. The first 26 weeks are normally paid at full stipend, the following 13 weeks at a level equal to statutory maternity pay and the final weeks unpaid. More details can be sought from your departmental Graduate Studies Assistant.

If you are funded by a Research Council ordinary paternity leave is paid on full stipend.

Access to University facilities

If you are an undergraduate or postgraduate student on maternity, extended paternity or adoption leave you will retain your university card and Single Sign-on (SSO), access to online resources, including email and to university libraries. Suspended students are not normally expected to be studying and are not entitled to teaching, supervision and other provision, or access to laboratories.

Planning a return to study from maternity leave

Undergraduate or postgraduate students

You will be encouraged by your college and/or department to maintain occasional contact with your tutor and/or supervisor so that arrangements can be made for your return to study. This is likely to involve a level of academic guidance and preparation as deemed necessary in each case.

Postgraduate Research Students

You are permitted a maximum of 10 ‘Keeping in Touch’ (KIT) days across the maternity leave period to participate in activities related to your research project. Such instances should be agreed in advance with your supervisor.

Instances where you cannot return to full-time study after birth or adoption

Undergraduate students

If after the birth or adoption of your child you are finding it difficult to pursue your course at a normal pace it may be possible to extend the duration of your studies. Typically, this is by studying the Final Honour School over one additional year. This will require the support of your college and faculty or department. Your college can apply to Education Committee to request a dispensation to allow appropriate arrangements to be made.

Postgraduate taught students

It is not usually possible for you to study for a full-time postgraduate taught course on a part-time basis (unless your programme is offered on both a full-time and part-time basis). If you are struggling to pursue your studies your faculty or department should consider what alternative measure of support might be appropriate, i.e. extensions to submission deadlines.

If it is agreed that outstanding elements of the course can successfully be studied on a part-time basis, with the support of your college and faculty or department, an application can be made to Education Committee.

Postgraduate research students

If your programme is not normally available part-time, but it is agreed that it can successfully be studied on a part-time basis, your faculty or department with the support of your college can apply to Education Committee for a dispensation from the relevant examination regulations. Where necessary approval must also be granted by your funding body.

 If you can study at greater than a part-time rate (i.e. 50% rate) but are unable to study full-time, your faculty or department may apply to Education Committee for dispensation to reset your deadlines for transfer and confirmation of status and thesis submission in advance.

Breastfeeding

You should inform your department in writing of your plans so that a Risk Assessment for Expectant and Nursing Individuals can be reviewed. A suitable private space and opportunity to express breast milk can then be planned. A secure, clean fridge, in which to store milk, work breaks at appropriate times or flexibility of start and or finish times whilst breastfeeding will be considered.

Maternity, extended paternity and adoption leave and student visas

If you are suspending studies for maternity, extended paternity or adoption leave, please email [email protected] to check whether you can remain in the UK without your student visa being affected, depending on the length of your leave.

Changing from full time to part time study 

International students on a student visa applying to change their mode of study from full-time to part-time must meet the visa requirements. Please email [email protected] for clarification on the visa requirements.