APPLICATION FOR EXTENSION TO TIME LIMIT
This form should be used to apply for an extension to a research degree submission deadline. All sections of the form must be completed and relevant documentary evidence provided. Applications should normally be made by the student (Section 1) in collaboration with their supervisor(s) (Section 2) and submitted to the Head of School(or nominee), who will consider the application and all supporting documentation and decide whether to support or reject the request for an extension (Section 3).
Applications that are supported by the School should be submitted with all documentary evidence to the PGR Quality and Operations team in the Registry for consideration by the Chair of Academic Standards and Quality Committee (or nominee) (Section 4). Applications that are not supported by the School do not need to be submitted to the Registry, and it is the responsibility of the Head of School/nominee to ensure that the student receives written notification of the outcome of their application and the reasons for the decision. A copy of the letter sent to the student should be forwarded to the PGR Quality and Operations team, who will update the student’s record accordingly.
Applications should normally be received by the Registry no later than one month before the current submission deadline. Retrospective applications will not normally be considered. Please refer to the Guidance Notes for further information, including details of evidence that should be provided, before completing this form.
The Extension to Time Limit Procedure is available in the Academic Regulations Handbook:
SECTION 1: FOR COMPLETION BY STUDENT1A. PERSONAL DETAILS
Full name: / Student number:
School: / Programme (PhD/MD etc.):
Mode of study
(part/full time): / Current year of study
(Year 1, 2 etc.):
Submission deadline: / RequestedREVISED submission deadline
(agreed with supervisor):
Length of requested extension: / Name of Research Council funder (if relevant):
Previous extension(s)? / YES / ☐ / NO ☐ / Previous interruption(s) of study? / YES / ☐ / NO / ☐ /
If yes, please provide further information, including the date(s) and reason(s) for the previous extension(s)/interruption(s) of study.
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1B. REASON FOR EXTENSION REQUEST (PLEASE TICK RELEVANT BOXES BELOW)
Compassionate grounds☐ / Ill health☐ / Unavoidable practical/logistical difficulties ☐ / Exceptional professional commitments ☐ / Maternity, Paternity, Adoption or Parental Leave☐ / Financial hardship ☐
Please list the supporting documentation included with the application to verify the circumstances identified.Note that Progress Reports are required in some cases (see Guidance Notes).
1C. STUDENT STATEMENT
Please explain the reason(s) for the extension request. Include relevant dates and describe clearly the impact of the circumstances on your ability to submit your thesis by the submission deadline.
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1D. TIMETABLE FOR COMPLETION
Please provide a revised timetable for completion. This should be agreed with your supervisor(s) and must give a clear indication of the amount of work already completed and outstanding. Include details of scheduled supervisory meetings. Any diagrams/charts may be included on a separate sheet if necessary, but a written account must also be provided.
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1E. DECLARATION
I accept that I must submit all information and evidence before my thesis submission deadline. I understand that I must provide evidence of my circumstances and I accept that my request may not be considered if I have not included appropriate evidence. I declare that the information that I have provided is factually correct and complete and I agree that it may be disclosed to appropriate University staff to enable formal consideration of the impact of the circumstances on my ability to submit my thesis by my submission deadline.
Signature
[by typing your name, you are providing your electronic signature] / Date
SECTION 2: FOR COMPLETION BY SUPERVISOR
Please confirm if you support this application for an extension to the student’s submission deadline.
If you supportthe application, please confirm whether:
- the reason for the extension is justified;
- notwithstanding the reason for the extension request, the student’s progress to date has been satisfactory;
- the revised timetable for completion provided by the student is reasonable and whether you are confident, as far as is possible, that the student will submit their thesis by the requested deadline;
- you are able to support and monitor the student’s progress through planned supervisory meetings and formal contact throughout the extended period.
Once completed, the form should be passed to the Head of School (or nominee), who will assess the application and supporting evidence and take action as appropriate. Please be aware that any information included on this form may be viewed by the student and/or considered as part of any appeal process.
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Signature
[by typing your name, you are providing your electronic signature] / Date
SECTION 3: FOR COMPLETION BY HEAD OF SCHOOL/NOMINEE
If you supportthis application for an extension to the student’s submission deadline, please provide a brief summary justifying the reason(s) for this decision. If you wish to support an extension that differs in length to the period requested, or if the request is subject to any conditions being met by the student, please confirm the length of time that is supported and provide a justification for this decision. Any information that you wish to bring to the attention of the Chair of ASQC/nominee when considering the application should also be included.
If you DO NOT SUPPORTthe application, please ensure that the student receives written notification detailing the reason(s) for the decision. A copy of the letter sent to the student should be forwarded to the PGR Quality and Operations team, who will update the student’s record accordingly. In such cases, this form does not need to be returned to the Registry.
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Signature
[by typing your name, you are providing your electronic signature] / Date
SECTION 4: FOR COMPLETION BY CHAIR OF ACADEMIC STANDARDS AND QUALITY COMMITTEE/NOMINEE
This application for an extension is APPROVED/RECOMMENDED FOR APPROVAL / ☐ / This application for an extension is NOT APPROVED/
NOT RECOMMENDED FOR APPROVAL / ☐ /
If the application is APPROVED/RECOMMENDED FOR APPROVAL,but the length of the extension awarded differs in length to the period requested by the student and/or supported by the School, please outline the reason(s) below. Please also confirm if approval of the extension is subject to any conditions being met by the student or School.
If the application is NOT APPROVED/NOT RECOMMENDED FOR APPROVAL, please provide the reason(s) below. This statement will form the basis of the formal notification sent to the student and may be viewed by the student and/or considered as part of any appeal process.
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Signature
[by typing your name, you are providing your electronic signature] / Date
SECTION 5: FOR COMPLETION BY PGR QUALITY AND OPERATIONS TEAM
Application APPROVED / ☐ / Application APPROVED FOR ALTERNATIVE DURATION / ☐ / Application NOT APPROVED / ☐ /
School informed of outcome / ☐ / Student informed of outcome / ☐ / Student record updated / ☐ /
Notes
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