Extensions

If unexpected circumstances are affecting your ability to work, you may be permitted to extend your progression or confirmation of enrolment deadline, or your submission deadline.

There is no guarantee that you will be able to extend your programme, especially if the unexpected circumstances could have been remedied with a Leave of Absence at an earlier stage. Full details of permissible circumstances for extensions can be found in the Policy on Research Degrees.

Type of extension	Extension period	Application window
Extensions to progression or confirmation of enrolment	Maximum two months (four months in exceptional circumstances)	Apply within two months of your existing deadline
Extensions to submission	Maximum six months (up to one year in exceptional circumstances)	Apply within three months of your submission deadline*

*Your submission deadline is your original submission deadline or your deadline for re-submitting your thesis where you receive a revise and resubmit outcome at the first attempt, or your corrections' deadline.

Multiple extensions exceeding a total period of two years will not normally be granted.

Applying for an extension

Applications for extensions should be made before your current progression, confirmation of enrolment or submission deadline.

If you need to apply for an extension to a progression, confirmation of enrolment or submission deadline, you should speak to your supervisor. If you decide an extension is appropriate, you should agree a proposed extension date. This date should be justified by the circumstances and approved by your departmental Graduate Chair.

All extensions over 3 months will require a Continuation Fee to be paid.

You should then complete a PGR Special Cases 'Change of Plan' request form:

PGR Special Cases 'Change of Plan' request form

The forms ask you to provide:

a detailed account of the present state of the thesis or dissertation (submission only)
detailed reasons for completion being delayed
a detailed timetable for the completion of outstanding work agreed with the supervisor (submission only)
the proposed extended progression, confirmation or submission date agreed with the supervisor
supporting evidence (see below); your request will not be considered without this.

You may need the agreement of your funding body before an extension request can be approved.

Supporting information

You must provide supporting evidence with your extension request. You should submit copies of any evidence along with the extension of submission form.

Evidence may include:

A medical certificate or doctor’s or counsellor’s letter detailing your medical circumstances. This should include the duration and expected duration.
A medical certificate or doctor’s or counsellor’s letter detailing a dependant's medical circumstances.
A death certificate or other dated evidence of bereavement.
Confirmation of maternity (MAT B1 form).
A letter from an employer giving details of exceptional or unexpected employment commitments.

Sensitive information

Whilst it is encouraged that students share as much as they can with their department wherever possible, sometimes a student will not want to make their particular personal circumstances known to their department.

If this is the case then the student should submit their request in the normal way (i.e. submitting the form to their supervisor for approval and then the departmental Graduate Chair for departmental approval) but declare in their statement that they have submitted a separate statement and evidence directly to the Special Cases Officer in PGR Administration.

Sensitive information should be sent directly via email to pgr-special-cases@york.ac.uk.

What next?

Your request will be reviewed by PGR Special Cases. They may:

Grant an extension outright;
Grant an extension shorter than requested;
Grant an extension with no possibility of further extension;
Grant an extension subject to special conditions;
Reject an extension outright.

PGR Special Cases will then inform you of their decision via email. This will confirm your new progression, confirmation of enrolment or submission date. This will also define any conditions attached to the extension, and detail any fees payable.

Computing and library access

For extensions to submission, you will have access to computing and library facilities for the period of the extension. Your access will end after your thesis has been submitted for examination.

Fees

An extension will move your submission date to beyond your formal period of enrolment, utilising your Continuation Year. Use of the Continuation Year requires payment of the continuation fee. You are not formally enrolled at the University during this time; however, you will retain access to the Library and IT facilities. You will be contacted via email to advise when payment should be made (this is usually around the fourth month of your continuation period). Payment is made via the University of York Online Store.

The University offers a three-month grace period; if you submit your thesis within this period then you will not be liable to pay the Continuation Fee.