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Student Desk Allocation

Allocation Guidelines

Every postgraduate research student is entitled to their own desk during the prescribed period of study (this period is set by College and is generally 36 months for a full time PhD student) + an extra 12 months to write up. Any authorised periods of interruption (by College) should be added to this period. However, periods of extension cannot always be taken into account.


Students will be allocated to a specific room and desk.  This allocation cannot be altered or amended without the agreement of the appropriate students and principal supervisors, although the Graduate School may impose allocations where agreement cannot be reached.  In turn, students are asked to stay in the desk they have been allocated to, or contact the Graduate School to request a relocation.

  • students that fall outside of periods noted above will be allocated to hotdesking space elsewhere in the Informatics Forum.
  • students are expected to vacate their desk after submitting their thesis and use the hotdesking space if they are subsequently required to make corrections to their thesis.
  • students that are paid as staff are in principle considered to be a student, not an RA.  Their PI can make an academic case for the need for RA workspace in the Forum, justified by benefits for the School. The decision whether or not a workspace as RA is required will be made by the Head of School.
  • students whose principal supervisor is not based in Informatics (either in the Forum or in Appleton Tower) should be housed with their principal supervisor and may use the hotdesking space in the Forum. However, if an academic case can be made to supply them with a workspace in the Forum, this will be considered by the Head of School.


If you require any further information about the allocation policy, or if you have any questions, please contact the Graduate School.

New Students

The Graduate School will allocate each student to a specified desk space on their arrival in the School of Informatics. Students are expected to remain in this desk during their prescribed period of study.  All relocation requests will be considered, although for many reasons we cannot commit to resolving every suggested change. 

Note that new students are not expected to arrive prior to the start date shown in their formal offer of admission. Students who do arrive early may use the hotdesking space provided on levels 2, 3 and 4 of the Informatics Forum.

Reporting Problems

Relocations (desk swaps) may be requested by either students or supervisors, or may be required when the School needs to accommodate incoming students or to resolve other difficulties.  Please contact Graduate School with any relocation request, providing detailed information where possible. Problems relating to the furniture or layout of the room should be reported to the Graduate School Office in the first instance.

Any computing related problems should be reported directly to the Computing Support team.

Computing Support Contact Form

Hotdesking Areas

Students who are no longer entitled to a personal desk space may use the hotdesking area, please contact your Institute admin office for up to date information on current hotdesking spaces.

Students and their principal supervisor will be notified shortly before entitlement to a personal desk space ends. The notification will state the date from which entitlement to a desk will end and provide instructions for vacating the desk.

Where there are academic reasons for a student to have a personal desk space beyond the normal entitlement period the principal supervisor should contact the School Office to discuss this further.

The School will try to accommodate requests to extend entitlement but as desk space needs to be allocated to incoming students this may not always be possible.