1.
EXTENSION TO SUBMISSION DATE OR DATE FOR SUBMISSION OF CORRECTED/ REVISED
THESIS: GUIDANCE NOTES FOR POSTGRADUATE RESEARCHERS AND SCHOOLS
What is an Extension?
It is an extension of time beyond the maximum period of study or to the deadline for submitting a revised or corrected thesis.
An extension is not the same as a leave of absence. The latter relates to a period of time when a postgraduate researcher temporarily withdraws from their study. Further details about leave of absence are available at:
2. http://www.graduateschool.bham.ac.uk/rsa/absence.shtml
Background
2.1 University Regulation 6.2.3 sets out minimum and maximum periods of study as:
Qualification
PERIODS OF STUDY
Full Time
Minimum Maximum Minimum
Part Time
Maximum
1 year
1 year
2 years
2 years
2 years
2 years
4 years
4 years
One year MRes
One year MPhil/MMus
Two year MPhil/MLitt
Professional Doctorate (eg
ClinPsyD, ThD. EdD)
PhD
PhD with Integrated Study
EngD
MD/DDS
2 years
3 years
3 years
4 years
4 years
3 years
4 years
4 years
5 years
5 years
4 years
6 years
6 years
8 years
2 years
6 years
8 years
8 years
10 years
4 years
DBA 4 years 6 years
The minimum period of study is used to calculate the earliest date on which postgraduate researchers may submit their theses for examination. The maximum period of study is used to calculate the latest date by which postgraduate researchers must submit their theses for examination.
2.2 It is expected that postgraduate researchers will submit their theses within the time constraints set out in Regulation 6.2.3.
Regulation 7.4.3 (c) states:
Where a Registered Student does not submit the thesis within the prescribed maximum period of study he or she will be deemed to have withdrawn due to lapse of time. A Registered Student may apply to the Senate or delegated authority for an extension of the maximum period of study.
Applications from the Registered Student to allow submission of the thesis after this time shall be granted only in exceptional circumstances. If an extension is granted, the Senate or delegated authority [*] will also decide whether the Registered Student should be normally registered or in writing up status. If an extension is not granted the Registered Student must submit his or her or her thesis within the prescribed maximum period of time or be judged to have voluntarily withdrawn.
[* The delegated authority being the Research Progress and Awards Sub-Panel].
2.3 Applications for extensions are considered by the University’s Research Progress and Awards
Sub-Panel and should be made in exceptional circumstances only.
Approval is not automatic and retrospective requests for extensions will not normally be considered.
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If a request for an extension is not approved and the thesis is not submitted by the end of the maximum period of study (or by the deadline for a corrected or revised thesis), the postgraduate researcher will be deemed to have withdrawn.
3. How to apply for an Extension
3.1 All requests should normally be made at least two months
before the end of the maximum
3.2
3.3 period of study and as soon as possible for corrected or revised theses, using the extension request form available at: http://www.graduateschool.bham.ac.uk/rsa/extensions.shtml
.
Evidence/documentation to support the request must be attached to the request form.
If the postgraduate researcher is an international student they are also required to submit a copy of their current passport and visa. If they extended their visa in the UK they will have a pink biometric resident permit and will be required to submit a copy of both sides of this card. The extension request will not be processed unless these supporting documents are provided with the request form.
3.3 A work plan showing how a postgraduate researcher intends to complete their outstanding work in the requested time frame must be attached to the request form. This is required in order to demonstrate that the request is reasonable and that the work is achievable within the new deadlines. Applications submitted without a work plan will be returned.
3.4 The postgraduate researcher should complete Part A of the form and then pass the whole form to their supervisor(s) with the supporting evidence/documents. The supervisor(s) should complete
Part B and pass the whole form to the Head of School (or their nominee). Where the Head of
School (or nominee) is the postgraduate researcher ’s supervisor, an alternative person of equal standing should complete Part C.
Once fully completed, the whole form, together with supporting documentation, should be returned to Lyn Hipwood, Assistant Manager, Research Student Administration, Registry. Incomplete forms will cause delays in the approval process.
3.5 The Research Student Administration Team will notify you of the outcome of your application by e-mail. If the application is approved, notification will include the new date for submission of the thesis, the postgraduate researcher’s status and any tuition fee liability.
4. What are the Criteria for granting Extensions?
4.1 Each case will be considered on it merits. The following are examples of acceptable/unacceptable circumstances for granting extensions:
Acceptable
Major unforeseen computer problems (eg failure of University IT systems, such as network or server failure)
Unacceptable
Minor computer problems (eg lost or damaged disks, printer breakdown)
Desired books not in Library
English Language difficulties
Compassionate (eg, family bereavement)
Difficult personal circumstances (eg divorce, illness of partner)
Participating in sporting fixtures of national or international significance
Paternity (Maternity would normally be taken as a leave of absence)
Prolonged jury service
Unavailability of supervisor (In cases of prolonged absence alternative arrangements should be made)
Lost work
Not realising deadline imminent
Unverifiable travel difficulties
Voluntary service overseas
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Major Unforeseen disruption to research programme (eg unavailability of resources to undertake research, equipment malfunction)
Work commitments/taking up employment
(Research Councils have indicated that delays in submission due to the demands of employment are not accepted as a reason not to submit within deadline.)
Exceptional and unforeseen financial hardship
Note
: This document is published for information only and does not form part of any contract; the
University reserves the right to make alterations without notice.
August 2013