1. Purpose

This policy establishes clear expectations for working hours, annual leave, and related working practices for DPhil students in the Medical Sciences Division (MSD). It is intended to promote consistency, well-being, and productivity, while recognising the diversity of research disciplines and individual working styles.

2. Scope

This policy applies to all full-time and part-time DPhil students enrolled in the Medical Sciences Division. It provides guidance for students and supervisors in managing working hours, taking annual leave, and balancing academic progress with health and well-being.

All guidance is given according to the expectations of a full-time student. Working hours and annual leave should be pro-rated according to a student’s FTE if they are part-time (not less than 50% FTE).

3. Guiding Principles

Most DPhil students are not paid employees and therefore do not have contractual working hours. However, clear expectations help ensure fairness and sustainability in research work.

The overarching principle of this policy is that DPhil students should work conscientiously and productively during their agreed working hours to achieve their objectives. Supervisors and students should establish clear goals and expectations, which are regularly reviewed and adapted as necessary.

Students are encouraged to:

- Maintain a regular working pattern that balances personal preferences, research requirements, and workload flow.
- Take regular periods of annual leave throughout the academic year.
- Avoid excessive working hours that could negatively affect health, well-being, or productivity.
- Report unexpected leave (e.g. due to illness) promptly to their supervisor, indicating how long they expect to be absent.

Research has shown that consistently long working hours with few breaks are detrimental to productivity, health, and innovation.

4. Working Hours

1. Standard Working Week:

- The standard DPhil working week in MSD is 40 hours on average.
- Only time spent engaged in focused, conscientious research-related activity counts towards these hours.

2. Maximum Working Hours:

- In line with the UK Government Working Time Directive, full-time students should not work more than 48 hours per week, averaged over a 17-week period.
- Short-term periods of longer working hours may be necessary to meet specific research demands, but this should not be the norm.
- No student should be expected to regularly work in excess of 48 hours per week and actively advised against doing so.

3. Supervisor-Student Discussion:

- Supervisors and students must discuss expected working patterns and locations, core hours for presence in the lab or office, and flexibility around research demands and personal circumstances.

4. Paid work:

- Any additional paid work/external employment undertaken by students should not adversely impact the work committed to their academic programme (including clinical duties).
- Employment opportunities should be discussed between the student and supervisor/DGS
- Students are advised to familiarise themselves with the University’s Paid Work Guidelines for Graduate Students.

5. Individual Considerations

Supervisors should take into account the following when discussing working arrangements:

Availability of equipment and resources – Students should manage their time around resource availability while balancing expectations of attendance during core hours.
Religious or cultural obligations – Reasonable adjustments should be made to accommodate religious and cultural needs.
Caring responsibilities – Students with caring duties should be supported through flexible working patterns.
Lone working – Departments must assess risks associated with out-of-hours or solitary work in accordance with local safety policies.
Disability or long-term health conditions – Students should be supported in maintaining a working pattern that enables them to manage their health needs effectively.
Building networks and cohorts – Students are encouraged to participate in research group activities, seminars, and networking opportunities.

6. Annual Leave and Bank Holidays

1. Entitlement:

- DPhil students are entitled to 30 personal days of annual leave, in addition to Bank Holidays.
- Where Bank Holidays are worked, time off in lieu (TOIL) should be taken.
- This allocation of annual leave is aligned with standard University employee entitlement.

2. Planning Leave:

- The timing of holidays must be discussed and agreed in advance between the student and supervisor.
- Both research requirements and student well-being should be considered.
- Religious, cultural, or family commitments should be accommodated where reasonable.
- Supervisors or departmental administrators are encouraged to maintain internal records of leave taken (template available on Canvas).

7. Broadening Activity

Throughout their DPhil studies, students are expected to engage in a range of broadening activities, including skills training, outreach, and career development.

These activities are a legitimate part of the DPhil and should be included within standard working hours. Usually, 10 days or more per annum should be permitted for students to attend training courses as well as any training and events required or organised by their funding agency.

8. Concerns and Dispute Resolution

If a student feels that their workload has become excessive, or there is an expectation to work excessively long hours or forego holidays, they should:

Discuss the issue with their supervisor in the first instance.
If this is not possible or effective, contact their College Advisor or the Departmental Director of Graduate Studies (DGS).

Concerns should be addressed promptly, respectfully, and confidentially.

Version 1.0, November 2025