UKRI’s Disabled Students’ Allowance framework (DSA) allows research organisations (ROs) to reclaim certain costs for disabled students funded through our grants.
Introduction
UKRI’s councils operate a harmonised process for DSA, which is outlined in this framework. UKRI funded students are not eligible for other DSA schemes.
Unlike undergraduate DSA schemes, ROs are required to arrange the needs assessment, to source equipment or services, and to purchase these for the student. ROs can claim back eligible costs from UKRI at the end of the academic year. It is the RO’s responsibility to ensure that the costs claimed are eligible for UKRI funding.
All disabled postgraduate research students should be encouraged by their RO, informed where to go for advice, and receive appropriate support.
Who should read this framework
This framework provides information for finance officers, postgraduate officers, disability advisers, supervisors and UKRI staff. In this document, “you” means the research organisation.
Students may also find it helpful to read this framework to inform their discussions with their university or provider.
Eligibility
Where the studentship is funded by a UKRI grant to which our training grant conditions (TGCs) apply (and, by exception, other grant conditions), the RO can reclaim additional costs required to support students where these are allowed in this framework. UKRI includes all of our councils.
All disabled students funded by UKRI training grants are eligible for UKRI DSA, irrespective of whether they are a home student or an international student.
See also the Period of eligibility section.
Definition of disability
In this framework, disability has the same meaning as in the Equality Act 2010 (in England, Wales and Scotland) and the Disability Discrimination Act 1995 (in Northern Ireland).
The acts state that a person has a disability if they have a physical or mental impairment, and the impairment has a substantial and long-term adverse effect on the person’s ability to carry out normal day-to-day activities.
A simple guide to the meaning of disability is available from the Equalities Advisory and Support Service. The UK government has published more extensive guidance on GOV.UK. It is worth noting that the definition is broad and can cover impairments caused by a very wide range of health conditions.
Accountability
ROs in receipt of DSA funds from UKRI are expected to ensure that there are reliable systems and processes in place for controlling the receipt and disbursement of those funds in accordance with established guidelines for the care of public funds.
Reviewing evidence
UKRI reserves the right to have reasonable access to inspect the records and financial procedures associated with the use of funds, including DSA funds.
You should be aware that where you collect evidence from the student about their health or medical condition, there may be circumstances where it is necessary for UKRI to review this for assurance purposes. In those circumstances, ROs should provide information to UKRI through a secure mechanism, such as encrypted file, and not upload the documents to Je-S, the UKRI Studentship Data System or the Funding Service.
UKRI handles all personal data in accordance with current UK data protection legislation including the UK General Data Protection Regulation.
Duty to make reasonable adjustments
Reasonable adjustments must be made in a timely fashion and students must be provided with a process to highlight any adjustments that are not fully implemented and issue a formal complaint if necessary. If a student makes a formal complaint, it is important that all staff at the RO continue to support the student.
UKRI requires education providers in receipt of UKRI studentships to have a policy on reasonable adjustments. You should review the TGCs and training grant guidance for more information on our expectations of ROs in making reasonable adjustments.
This framework does not seek to identify all reasonable adjustments that may be available to a student, nor does it identify all cases where extra costs may be incurred in studying because of a disability. ROs and their partners should be mindful of their own legal duties in respect of disabled students.
What is not covered by UKRI DSA
UKRI DSA is designed to fund the additional study related costs incurred by disabled UKRI-funded students. This may assist ROs in meeting the legal obligation on them to provide reasonable adjustments to disabled students.
It is the responsibility of the RO and partner providers to ensure that buildings, facilities and scientific equipment are accessible. UKRI funding is awarded to an RO on the understanding that it will provide the necessary equipment and facilities to enable students to undertake and complete their studentship project and training programme.
DSA funding will not cover the cost of:
- buildings
- facilities
- scientific equipment
- any expenses the student would incur irrespective of whether or not they were undertaking postgraduate study
- any expenses that apply to all students undertaking the course or particular research programme
- funding for equipment or resources that are already being provided, or should be provided through another route
Disability advisers
A disability adviser, disability officer or a named contact (all referred to ‘disability advisers’ in this framework) should be available at all ROs to advise on disability matters. UKRI values the expertise of disability advisers, their understanding of the research environment, and of the nature of the postgraduate study that students will be undertaking.
UKRI expects disability advisers to have a key advisory role in the DSA process and in providing assurance that DSA funds are being used appropriately. The role of disability advisers may vary between ROs. Generally, they may:
- offer disabled students advice on other sources of funding and support that may be available and advise students on all aspects of DSA funding
- arrange assessment of needs appointments on behalf of students
- advise on particular needs that may arise from specific studentship programmes
- help put in place the support that is recommended in the needs assessment report
- work with accommodation services, social services, local authorities and academic departments
- coordinate training for support workers
- make recommendations for the academic department in relation to students, for example, special exam arrangements
- research, develop and help implement the RO’s policy for reasonable adjustments
- contribute to the development and implementation of the RO’s disability strategies
Evidence of a disability
We have no specific conditions on whether or what medical evidence we expect you to review to be eligible to claim the costs of DSA from UKRI. We do however expect ROs to have a policy on reasonable adjustments in place and to satisfy themselves that a students’ need for DSA is genuine.
The RO’s policy should reflect contemporary guidance on what proportionate measures you require to verify what a student says about their health condition or requirements, or where you require expert evidence or recommendations to make well informed decisions. A degree of procedural formality will generally be appropriate. This may include one or more of the following:
- evidence previously provided to the RO for other purposes (where the student’s consent also covered these purposes)
- a previous needs assessment
- a letter from a suitable healthcare professional
- evidence of a diagnosis
- other evidence you deem appropriate
- agreement from the RO that it is otherwise satisfied that the student is disabled (in which case no evidence is required)
Medical evidence
You should be mindful of the impact of your requirements on students and that any requirements you impose are not unduly burdensome on the student, nor should they make it unnecessarily difficult to receive a needs assessment.
Note that a General Practice (GP) may charge for a medical letter. Caution should be exercised if relying on a diagnosis, as a diagnosis can be difficult for the student to obtain (for example, because a condition is not easy to diagnose, or because there are significant waiting lists for medical tests) but you might still be legally obliged to provide reasonable adjustments.
Provided your approach is consistent with your policy, and your policy is consistent with regulatory guidance, we will accept the RO’s judgement that the student is disabled and qualifies for a needs assessment.
Needs assessment
Once the RO is satisfied that the student is disabled and is likely to require support provided by this framework, the student will normally have to undergo an impartial needs assessment. This will identify the additional support required to undertake postgraduate study, taking into account the nature and profile of the student’s project.
A needs assessment should be arranged as soon as reasonably possible. It can take place at any point during a studentship. Where appropriate and the student is amenable, the needs assessment can happen before the studentship has started.
If a student’s needs change, they may have another needs assessment at a later date.
Recent graduates
Recent graduates (for example from an undergraduate or a masters degree programme) proceeding directly to a UKRI studentship may be able to use their previous DSA needs assessment as a basis for seeking UKRI DSA. For example, a student can continue to receive non-medical assistance without a new needs assessment.
If the student undergoes a new assessment, whether because their circumstances have changed or the requirements of the postgraduate study are substantially different from their previous degree, the costs of the new needs assessment can be met from DSA funds.
Period of eligibility for DSA funds
Before the studentship starts
DSA costs are eligible from the point at which a studentship is offered. This allows needs assessments to be organised before the start of their studentship and adjustments put in place for the start.
Where a student does not start their course, and wherever reasonable, providers should return any unused equipment to the supplier and not claim the cost from UKRI. If equipment is provided to a student after they have informed the provider or RO that they will not take up their studentship, these costs are not eligible for recovery.
If equipment is provided to a student, and the student subsequently informs the RO or provider that they will not take up their studentship, these costs are only recoverable from UKRI if both of these apply:
- the RO or provider recovers the equipment from the student
- the RO or provider cannot get a refund from the supplier
The aim of this requirement is to ensure that students have equipment ready and available for the start of their course, while incentivising ROs to put controls in place so that the system is not abused.
Early termination
If, after the student has started their course, the student withdraws from the studentship or the studentship is terminated, no further funds will be payable. Where a student leaves part way through a course, the RO may submit a claim only for those eligible costs incurred while the student was registered and funded by UKRI.
If a student who has started a programme of postgraduate study receives DSA equipment and subsequently leaves postgraduate study, there is no provision for recovery of the equipment regardless of the length of time the student spent on the course. This is because the award is made with statutory authority and the purpose for which the equipment is supplied has already materialised.
DSA support requested in the final stages of a course
Some students may apply for DSA support in the latter stages of the final year of their studies. Many of the students who apply later for DSA support do so because they may have been reluctant to disclose their disability before. It is important that the student receives the appropriate support even if it is only for a short period.
If a need for disability related support is identified in the latter stages of study, a claim may be made in the normal way though hiring equipment (rather than purchasing new equipment) should be considered.
DSA claims cannot be backdated to cover costs incurred prior to the academic year in which the student is deemed eligible for this support.
After the studentship ends
UKRI expects ROs to support students to submit their thesis or equivalent within their funded studentship. However, many ROs allow a grace period after the funded studentship has ended. DSA can continue after the end of the studentship provided both of these apply:
- the adjustment was in place before the end of studentship
- the student remains registered at the RO
The arrangement may last up to whatever is the earlier of the following:
- 18 months after the end of the studentship
- until the student has had their viva and submitted any corrections
If DSA will be claimed after the current grant end date, you should contact the awarding council in reasonable time before the end of the grant. You may need to request an extension to the grant or transfer the student to an alternative grant.
Claiming DSA
Once a needs assessment has been completed, the disability adviser should identify the DSA funds that are claimable from UKRI and should arrange with the RO for the support to be provided to the student.
Claims must be submitted for DSA costs incurred in the previous academic year by 31 October each year.
Record keeping
A record should be retained of all payments that are eligible for UKRI DSA funding to allow costs to be reclaimed.
Receipts must be retained for any items or resource purchased through DSA support as this expenditure will be included in the final reconciliation on the grant. DSA may also be covered under UKRI’s funding assurance visits.
Completing the claim form
Use the latest DSA claim form.
Complete only one form per student per year. Claims for more than one student from the same grant should be submitted as a single, multi-page document.
Costs need to be claimed against the grant on which the student is primarily supported, that is from which 50% or more of their costs were provided. Claims can be made against a different grant in subsequent years if the student support moves to another grant.
For continuing students, claims should be submitted on an annual basis at the end of each academic year.
Where there is six months or less remaining on the training grant the claim should be included as a claim within the final expenditure statement rather than as a separate claim.
Include all relevant information on your claim form as UKRI reserves the right to request further information or to decline to provide costs if you do not provide enough information. Ensure you include:
- contact details for the disability advisor or disability support officer
- confirmation that the first £200 has been deducted from the cost of an eligible laptop
Submitting the claim form
Ensure that the student’s details have been entered on the UKRI Studentship Data System against the correct grant, otherwise the claim will be rejected.
How you submit the claim form depends on how the grant or award is managed.
For grants managed through Je-S, this should be via a Je-S grant maintenance request.
For awards managed on the Funding Service you will need to email the form to grantspostaward@funding.ukri.org. The subject line of your email must follow this format: DSA claim – [award reference UKRIXXXX] – [research organisation’s name]
Claims relating to the 2024 to 2025 academic year
Studentships registered before July 2025 have been migrated from Je-S to the new Studentship Data System. However, as the UKRI’s Studentship Data System will open for users on 28 October, it will not be possible to update or record new studentships until that date.
It is possible to claim DSA for new students where the costs were incurred in the previous academic year, for example, for a needs assessment that took place before the student start date.
For your claim to be successful for new students you will need to ensure that the studentship record is created by 25 November 2025.
Outcome of the claim
The RO’s finance services team will be notified of the outcome of the claim.
UKRI reserves the right to decline to provide funding for costs which we deem to be ineligible.
Payment of funds
The payment will be included in the next scheduled grant payment as an additional funding stream to the specified grant.
DSA funds will be paid to the RO and it is the responsibility of the RO to have systems in place for reimbursement of these funds to third parties (for example, a partner education provider where the student is based), within the RO (for example to their disability services department) or to the student, as appropriate.
Management of funds
DSA funds are for use in meeting the costs of supporting disabled students and must not be used for any other purpose.
Types of funds available
These are the resources eligible under the DSA. Where a disability adviser believes there is a resource which falls outside of these areas but which may be eligible because of the student’s particular requirements, or if it is not clear whether or not a cost is eligible, they are advised to contact the awarding council’s DSA contact [email: redevelopmentfund@re.ukri.org] to discuss this before costs are incurred. UKRI will not reimburse costs that we deem to be ineligible.
UKRI does not have set rates for DSA but the disability adviser must ensure that all costs requested are justifiable and reasonable. It is the RO’s responsibility to ensure that value for money principles are followed when spending public funds and they must ensure that costs are appropriate for the student’s needs and the course or programme of study or research.
Where there is a choice of options, the disability adviser should recommend the cheapest option or the lowest specification of item that meets the student’s needs.
Where a student is continuing from a previous course of higher education, the disability adviser should consider whether the equipment the student received for their previous course meets the student’s requirements for postgraduate research.
Needs assessment
The cost of the needs assessment will be met from DSA funding. It enables the RO to determine how much additional support the student will require. You cannot claim costs that were not recommended in the needs assessment.
Specialist equipment and insurance
This may cover items of equipment (hardware and software) for which the need arises from the student’s disability and which are necessary if the student is to undertake the programme of postgraduate studies. For example, assistive technology equipment or specially adapted furniture that is required for study purposes.
Assistive software
Assistive software can be provided where it is required solely due to the student’s disability and is not available through any standard software provision the RO may have. Standard software costs can only be covered where this is needed to enable use of the assistive software.
Training for assistive software or specialist equipment
Where training is required in the use of the specialist equipment or software that is provided, these costs will be met from DSA funds. Various options for delivery of the training should be considered, for example, the availability of online training which, provided it meets the student’s needs, might be cheaper.
Higher specification computers
We are unable to cover the cost of a higher specification computer where this is linked to a requirement for the course or programme of study. For example, where any student on the course or programme would require this specification.
Where the need for a higher specification arises solely from the disability (that is, in order to run disability-related software) then it will be possible for costs, minus a £200 contribution, to be claimed.
This is because entry-level computers, costing £200 or less, are considered to be products that most students would own. DSA provides the difference between the mainstream costs (£200) and the higher specification.
Specially adapted furniture
Specially adapted furniture can be claimed for either the student’s own residence (where it is necessary for the student to study from their own residence) or for the office, library, laboratory or elsewhere at the provider. Before purchasing new furniture for the office, library, laboratory or elsewhere at the provider, the disability adviser should ascertain that suitable and freely available equipment is not already available.
Insurance
Students should be advised to make sure that any equipment purchased is covered by insurance. Insurance or extended warranty costs for any repair and modification costs arising from the ownership of equipment purchased under DSA may be met from DSA funds within the duration of the studentship.
Where students do not take out insurance or extended warranty, or the insurance or warranty becomes invalid, and equipment is subsequently lost, stolen or damaged, any replacement or repair of the equipment will be at the student’s expense.
Equipment at the conclusion of the studentship
All equipment purchased with the help of DSA is and remains the property of the student. It is open to the student, at the end of the studentship, to offer the equipment to their RO for the use of other students.
Non-medical assistance
Non-medical assistance covers readers, lip-speakers, note-takers, campus specific mobility trainers and any non-medical assistance where the RO is satisfied that the disabled student requires help to undertake postgraduate study. Non-medical assistance costs may also include specialist study skills support where the support is provided by a specialist tutor. These funds must not be used as a means of supporting extra subject tuition.
Provision for non-medical assistance does not remove the duty of the local authority to provide for care costs that would have been incurred irrespective of a student’s attendance on a studentship programme. However, in some circumstances a personal assistant may also provide course-related help for a student. In such cases it might be agreed to share the cost of the course-related help provided by the personal assistant with the local authority.
Extra travel costs
DSA is not intended to cover everyday travel costs that any student undertaking postgraduate study would incur. DSA will meet only the additional travel costs that arise as a direct result of a disability and that a disabled student has to incur in order to undertake postgraduate study.
An example would be the extra costs incurred by a disabled student with mobility who may need to use taxis rather than public transport. In this case, we will only provide the difference in the cost between the taxi and public transport, not the full cost of the taxi fare.
General disabled students’ allowance
These funds may be used to contribute towards other disability-related needs, for example specific consumables such as tapes and Braille paper. Funds are not provided to cover general items such as printer cartridges, paper or books or to cover internet access.
UKRI is unable to cover costs which are not associated with the student’s postgraduate study such as dietary needs.
Examples of eligible and ineligible costs
This is a summary of eligible and ineligible costs. This is intended as a guide to support disability advisors in determining whether a cost can be claimed from UKRI.
In exceptional circumstances, the disability advisor should contact the awarding council contact to discuss specific cases (see Council contacts for DSA section).
Eligible costs
The following are examples of costs that can be claimed from UKRI.
Needs assessment
The cost of the needs assessment to identify the study-related support required.
Specialist equipment
This includes:
- items of hardware or software for which the need arises from the student’s disability and which are necessary if the student is to undertake the programme of postgraduate studies, for example assistive technology equipment
- specially adapted furniture that is required for study purposes in the student’s own residence (because it is necessary for the student to study there as a result of their disability) or for the research organisation (for example, office) where suitable equipment is not already freely available
- assistive software required solely due to the student’s disability
- standard software costs if needed to enable use of assistive software
- costs of training in the use of the specialist equipment or software that is provided
- insurance or extended warranty costs for any repair and modification costs arising from the ownership of equipment purchased under DSA within the duration of the studentship
- computers of a higher specification that are considered essential because of the disability (minus a £200 contribution)
Non-medical personal support
This includes:
- readers, lip-speakers, note-takers, campus specific mobility trainers and any non-medical assistance where the research organisation is satisfied that the disabled student requires help to undertake postgraduate study
- specialist study skills support where the support is provided by a specialist tutor
Miscellaneous
This includes:
- additional travel costs that arise as a direct result of a disability and that a disabled student has to incur in order to undertake postgraduate study (for example, difference in the cost between a taxi and public transport can be claimed)
- other disability-related needs, for example specific consumables such as tapes and Braille paper
Ineligible costs
The following are examples of costs that cannot be claimed from UKRI.
Costs not recommended in needs assessment
You cannot claim costs that were not recommended in the impartial needs assessment.
Costs claimed in advance
All costs must be paid for first and claimed in arrears, with a receipt as proof. Claims for costs that are to be incurred in the future will be rejected.
Equipment
Equipment costs are not eligible in some cases. This includes:
- items of hardware or software that almost all students would be expected to own, for example entry-level specification computers, standard software, smartphones, tablets and portable media players
- the replacement or repair of equipment where insurance or an extended warranty was not taken out or where the insurance or warranty becomes invalid and equipment is subsequently lost, stolen or damaged
- the cost of a higher specification computer where this is linked to a requirement for the course or programme of study, including the purchase of products such as MacBooks rather than standard PCs or laptops
- items which the student requires for general use, such as tinted spectacles
Non-medical personal support
This includes:
- funds to support extra subject tuition
- non-medical assistance that would have been incurred irrespective of a student’s attendance on a studentship programme
Miscellaneous
This includes:
- everyday travel costs that any student undertaking postgraduate study would incur
- general items such as printer cartridges, paper, books and internet access
- costs which are not associated with the student’s postgraduate study, for example dietary needs
Council contacts for DSA
Disability advisers seeking to check eligibility for a claim should use the following contacts:
- Arts and Humanities Research Council (AHRC): pso@ahrc.ukri.org
- Biotechnology and Biological Sciences Research Council (BBSRC): gfmt@bbsrc.ukri.org
- Economic and Social Research Council (ESRC): rtdenquiries@esrc.ukri.org
- Engineering and Physical Sciences Research Council (EPSRC): dsaclaims@epsrc.ukri.org
- Medical Research Council (MRC): researchfundingpolicyanddelivery@mrc.ukri.org
- Natural Environment Research Council (NERC): researchcareers@nerc.ukri.org
- Science and Technology Facilities Council (STFC): studentships@stfc.ukri.org
- Research England: redevelopmentfund@re.ukri.org
Further information
National disability organisations provide valuable specialist support and advice upon which ROs can draw. These include:
- RNIB (Royal National Institute of the Blind)
- RNID (Royal National Institute for Deaf People)
- Advance HE
- Disability Rights UK
- LEAD Scotland
Supporting students who make a complaint
The Office for the Independent Adjudicator (OIA) good practice framework provides advice for ROs in England and Wales on supporting disabled students if things go wrong.
ROs are required to have a policy to support the efficient and satisfactory identification and resolution of complaints from students. ROs must ensure that all students funded by UKRI and their supervisors are aware of mechanisms to provide feedback and resolve complaints. Where a student is not satisfied with their provider’s response to a complaint, they may wish to take their complaint to the relevant student ombudsman, or to take forward legal action.
UKRI has also published a guide for students on giving feedback or making a complaint.
Support for equality issues
The Equality Advisory and Support Service (EASS) advises and assists individuals on issues relating to equality and human rights, across England, Scotland and Wales, and can provide advice to students on their rights. It can be contacted by:
- phone: 0808 800 0082
- writing a letter to: FREEPOST EASS HELPLINE FPN6521
- submitting the online form on the EASS helpline’s website