Scottish Graduate School for Arts & Humanities

AHRC DTP Carers Policy

Updated July 2026

1. Introduction

This Policy provides advice and guidance for:   

  • SGSAH-funded doctoral researchers who, at any point during their PhD programme, provide emotional or practical support, either through sole or shared responsibility to partners, children and other family members, friends, neighbours or others because they are ill, have a disability, are experiencing mental distress or affected by substance abuse
  • Supervisory staff and/or those who have a role in advising or supporting doctoral researchers who already are or who anticipate having carer responsibilities. 

We recognise that the need for care can often be short or long term, and that the responsibility for emotional or practical support may occur at any point and may not be predictable or have a set timescale.  

2. Policy Statement

SGSAH believes that caring should not prevent doctoral researchers from succeeding in their studies.  Through our values of respect, integrity, creativity and collaboration, we enrich the many contributions made to our culture and society by doctoral researchers across our member HEIs.  We are committed to providing support and flexibility to facilitate their success, ensuring that no one is disadvantaged whilst safeguarding academic standards.   

3. Terminology 

Carers are defined as those who provide support to children and family members, other relatives, partners, friends and neighbours of any age affected by physical or mental illness (long and short term), disability, frailty or substance misuse.  The cared-for person may have more than one condition.  Some carers care for shorter periods or are life-long carers.  Carers do not need to be living with the cared-for person to be a carer.  Anybody can become a carer at any time, sometimes for more than one person.1

4. Scope of the Policy

This policy applies to all Arts & Humanities doctoral researchers who engage in SGSAH training.  

A range of university policies can be used to help students and staff who need support with caring responsibilities either on a short- or longer-term basis.  We would ask doctoral researchers to consult with their own HEI in the first instance about what support may be available. 

There is no qualifying period for carers support.  We will ensure that our training provisions and opportunities provide protection from discrimination for carers. The degree of flexibility that may be offered may vary according to each doctoral researcher’s home HEI, however all SGSAH member HEIs will endeavour follow the approach outlined below. 

The policy focuses primarily on the responsibility of caring and the impact on study-related matters.  

In Scope
  • Out of pocket caring costs beyond that required to meet the normal contracted requirements of your PhD. This includes expenses incurred by attending activities offered by SGSAH that impact usual caring responsibilities. 
  • Childcare costs over and above normal childcare costs, i.e. for evening, residential or weekend events. 
  • For compulsory SGSAH activities (i.e. the Research Leadership Training Programme) full additional costs will be covered.
  • For optional activities offered by SGSAH, where these are delivered and therefore fully funded by SGSAH, the contribution method is appropriate up to a defined limit (approx. £100). 
Out of Scope
  • Costs associated with on-going day to day parental responsibilities, unless for a disabled child, or any caring responsibilities as part of a voluntary placement or where payment is received. 
  • Costs associated with normal or flexible working patterns.  
  • Costs associated with extended periods of fieldwork.  
  • SGSAH cannot pay friends or family members to care for your dependents in your absence. The key aspect is that there is a payment to a registered third party. 

5. Applying for Carer Support

Please send an email request using your academic email address with ‘CARER APPLICATION’ in the subject header to admin@sgsah.ac.uk.  We recommend at least one month’s notice if possible.  The SGSAH team will aim to inform you of the outcome of your request within two working weeks. Applications will be accepted throughout the year. 

In order to apply we will require the following information:-  

  • Details of the event/s you wish to attend: what, where, when, why 
  • Details of the support you require, and your proposed provider of that support 
  • Details of additional carer costs associated with attending the event/s.  

Costs will be reimbursed following the event or SGSAH activity in line with SGSAH’s expense reimbursement policy. Itemised receipts must be provided to support your expense claim.  

Please note that we will not be able to make the specific care arrangement for you. 

6. Carer’s Absence Entitlements 

Please consult UKRI’s Standard Terms and Conditions of Training Grant for full details of the absence entitlements offered to PhD researchers with caring responsibilities. These include:  

  • Parental leave – You may take up to one month of unpaid Parental Leave each year to care for a child for whom you are a parent or carer. Your studentship may be suspended or your submission date adjusted, depending on the arrangements agreed. 
  • Carer’s leave - A stipend of up to five days per year pro rata may be drawn if you need to give or arrange care for a dependant with a long-term care need. By this, we mean a dependant with a disability under the Equality Act 2010, care need related to old age, or an illness or injury likely to need care for more than 3 months. Your studentship will be extended to account for periods taken as carers leave. 

7. Confidentiality

SGSAH will protect all personal information and treat it in the strictest confidence.  Information will only be shared if a person consents to disclosure or there is a statutory or other legal requirement.    

Principals of Confidentiality 

  • Justify the purpose(s) for asking for and using confidential information 
  • We will not use confidential information unless it is absolutely necessary 
  • We will use minimum necessary personal identifiable information 
  • Access to confidential information should be on a strict need-to-know basis 
  • Everyone with access to confidential information should be aware of their responsibilities
  • We will comply with the law 

8. Relevant Links

1As described in Caring Together: The Carers Strategy for Scotland 2010 - 2015