Exemption and Allowance of terms

Exemption of Terms of Research

Under University regulations, full-time PhD students have between 3-4 years, which is 9-12 terms, (or part-time equivalent) in which to submit their thesis. Students must complete the minimum number of terms of research relevant for the degree for which they are registered and their pattern of study (full-time or part-time).

In limited circumstances, students can apply for an exemption of one or more terms which, if approved, would mean that they could submit their thesis prior to the end of their minimum term of study. The maximum number of terms of research a student may be exempt from is three full-time terms or five part-time terms. This option is not currently available to students on the following programmes: Bus.D., Eng.D., M.D.

Applications can be made in the following circumstances:

1. Doctoral students transferring to the University with their supervisor if they have completed at least one term of relevant research for the same or equivalent degree.
2. PhD (Doctor of Philosophy), EdD (Doctor of Education), MSc (Master of Science), or MLitt (Master of Letters) students who have undertaken relevant postgraduate level research (study or work) at any institution or organisation, provided:
   1. the prior research is of clear relevance to the student’s research project; and
   2. the prior research will be incorporated into the thesis with its status clearly acknowledged AND sufficient additional work at an appropriate level will be included to meet the requirements for award of the degree; and
   3. the terms of exemption requested is proportionate to the contribution the earlier research makes to the current degree; and
   4. the student is able to articulate how their prior research has:
      1. developed specific skills and/or satisfied training needs relevant to the programme of study;
      2. equipped the student with sufficient foundational knowledge to complete a research degree in fewer than expected terms.
3. Students registered for an M.Phil. or M.Res. degree and successfully apply for a change of course to a higher (doctoral) degree can in that application request that the terms already kept be exempted from the requirements of the higher degree. 
4. Exceptionally on account of illness or other grave cause, limited as follows:
   1. one or two terms of research to a candidate for the Ph.D. Degree who would otherwise be required to complete nine terms of research;
   2. up to three terms of research to a candidate for the Ph.D. Degree who would otherwise be required to complete fifteen terms of research;
   3. one term of research to a candidate for a degree who would otherwise be required to complete three terms of research;
   4. one or two terms of research to a candidate for a degree who would otherwise be required to complete six or ten or fifteen terms of research.

Students applying under option 2 above are reminded that they are required to submit a signed declaration confirming that the thesis they submit is not substantially the same as any that they have submitted for a degree or diploma or other qualification at the University of Cambridge or any other university or similar institution. Work already submitted for a degree, diploma or other qualification cannot be considered again for award of a further qualification. However, students may include discrete elements of previously examined work in their thesis, e.g. tables, or diagrams, provided they are clearly identified as such and form a connected part of the arguement within the new thesis. Further information on including material in a thesis can be found on the Research Best Practice page.    

How to apply

If transferring from another institution with a supervisor taking up a post in the University of Cambridge (option 1 above), you should apply for exemption of terms during the process of applying for the PhD. In this case your prospective Department and the Postgraduate Admissions Office will process the request for exemption. In all other cases, applications should be made at the time that the need for the exemption becomes apparent. Instructions on how to submit an application can be found on the 'Applying for a change in your student status' page.  If your application is approved, your End of Registration Date will be brought forward by the number of terms you have applied for.

Allowance of Terms of Residence

Full-time postgraduate students are expected to live and study in Cambridge for the duration of their degree, except for approved periods away from Cambridge (for the purposes of research, fieldwork or internship) or holiday.  

In restricted circumstances it is possible for a student to be granted an allowance of terms of residence.  This option is not currently available to students on the following programmes:  Bus.D., Ed.D., M.D.

These circumstances are:

1. Doctoral students transferring to the University with their supervisors where an agreed substantial period of research outside of Cambridge prevents the residence requirement from being met may be granted an allowance of up to three terms of residence as part of the admissions process.
2. MPhil by Thesis, MPhil by Advanced Study, and MRes students who are granted periods to work away which are integral to or necessary for their course but which would mean that students would not meet the residence requirement may be granted an allowance of up to one term of residence. This will be considered as part of the review of the application to work away.
3. Students whose adjusted submission deadline following a period of intermission means that they would not meet the residence requirement may be granted an allowance of one term of residence as part of the review of the application to intermit. 
4. Very exceptionally, the Postgraduate Committee will consider an allowance of up to three terms of residence on the grounds of illness or other grave cause where the Committee is of the view that neither intermission nor residing outside the University precincts is appropriate.   

Students who wish to apply for an allowance of terms of residence on the grounds of d) above should provide details of the reason for their application here: University of Cambridge Student Registry Office (zendesk.com). Allowances made on the grounds of a-c above will automatically be added to the student’s record.   

Fee implications

The full University Composition fee for the course will continue to apply even if an allowance of terms of residence or exemption of terms of research is granted.  You should not rely on an application for an allowance or exemption of terms as a way of reducing fee liability.

The only exception to this is a candidate transferring with a supervisor and who has paid fees at the other institution will not normally be expected to pay fees for a period exempted at Cambridge. 

Exemption from the University composition fee | Cambridge students