Administrative Matters

Programme Administration

The Programme Administration Team are here to provide help and support on a range of administrative issues relating to the HDR UK PhD programme. The Administration Team co-ordinate the administrative functions of the PhD Programme and we are often your first point of contact. Whether you have a question about expenses, training administration or anything else, we are here to help you through your PhD journey.

Publications

We look forward to students publishing their work. As your research is supported by HDR UK and Wellcome, you are obliged to appropriately acknowledge the source of your PhD funding with the following statement:

[INSERT STUDENT NAME] acknowledges the receipt of studentship awards from the Health Data Research UK-The Alan Turing Institute Wellcome PhD Programme in Health Data Science (Grant Ref: 218529/Z/19/Z).

HDRUK will check annually about any accepted or planned publications. Information about publications can be submitted to HDR UK via the Research Paper Submission form.

Financial queries

Stipends

Your stipend is paid to you by your university. If you have questions about the frequency of these payments, please contact your department.

If you or your university have any questions or queries relating to the payment of fees or stipend for your studentship, please contact the Administration Team in the first instance at phd@hdruk.ac.uk

As part of your studentship you can claim for all reasonable travel and subsistence expenses incurred from attending HDR UK training events and activities. The amounts are indicated in your award letter.

Support funds are provided to your university by HDR UK and you should seek to reclaim costs from your university in the first instance.

You should verify with your university that any expenditure is eligible for a claim before making any non-refundable bookings or incurring any costs. As Wellcome-funded students you should also check that expenditure complies with Wellcome expenditure rules.

How to claim for Research expenses

As part of your research, you may be required to pay for access to data, equipment or travel to conferences. Students have access to a substantial research fund which is administered by your universities on behalf of HDR UK. The amounts are indicated in your award letter.

Research expenses over £3,000 require HDR UK approval

For research expenses (over £3,000) and any other claims that need to be made direct to HDR UK, students should obtain the HDR UK PhD Programme Director’s approval by completing the HDRUK Expenses form before making any claim and ideally before incurring any expenses.

You should verify with your university that any research expenditure is eligible for a claim before making any non-refundable purchases or incurring any costs. As Wellcome-funded students you should also check that expenditure complies with Wellcome expenditure rules.

Absence & Sickness

In the event of sickness or if you are unable to attend any HDR UK training activities, please notify the Administration Team at the earliest opportunity. The absence and sickness policy is available via Box.

Leave of absence

Students wishing to take a leave of absence (defined as being greater than 6 weeks) from their studies for any reason, including to take up paid work experience opportunities during their studies, should seek permission in parallel from both their university and HDRUK. A leave of absence form is available on Box.

Visa enquiries

All students must provide acceptable proof of legal right to study in the UK and satisfy the current requirements of UK Visa and Immigration. It is the responsibility of the Student to obtain the correct documents and provide the Administration Team with copies.

Information regarding visas are found on the following Gov.uk website: https://www.gov.uk/government/organisations/uk-visas-and-immigration

Get the latest tweets by following, posting, and sharing information on Twitter:

@HDR_UK

@wellcometrust

You should also join our dedicated Slack channel, for HDR UK PhD students, to discuss your research, share ideas and connect with other students on the Programme. Join https://hdruk-phd.slack.com/

HDR UK Branding & Style Guides

Brand guidelines and HDR UK logo are available for download here. A template for PowerPoint is available for download on Box using your HDR UK credentials here.

PhD Student Privacy Notice

This privacy notice provides you with information about how Health Data Research UK collects and processes your personal data as a student participating in the HDRUK-Turing Wellcome PhD Programme in Health Data Science.

Please familiarise yourself with the PhD Student Privacy Statement available in the Student Area in Box.

Our commitment to Equality and Diversity

The HDR UK/Turing PhD Programme is fully committed to creating a diverse and inclusive research culture.

In all aspects of the PhD programme, we will:

seek to understand the challenges and barriers to equality in order to eliminate discrimination, creating an environment where differences are valued;
promote a culture of inclusion, recognising and celebrating difference and acknowledging the benefits achieved by diversity of thought and experience;
create a safe, non-judgemental space where we can discuss arising issues relating to equality, diversity and inclusion and support one another to understand and acknowledge a range of perspectives;
embed equality, diversity and inclusion across all levels of the programme and in everything that we do;
educate our community and raise awareness in all areas relating to equality, diversity and inclusion ensuring our commitment to EDI is understood by all.

Read HDR UK’s commitment to Diversity and Inclusion here.