Programme extensions

Programme extensions (taught students)

A programme extension can be recommended where a student cannot complete the programme within the normal timescale (by their enrolment end-date).

Programme extensions of up to 12 months beyond the student’s original programme end date can be approved by Boards of Studies.

Programme extensions of more than 12 months beyond the student’s original programme end require Special Cases Committee approval.

If a programme extension is recommended then a recommendation for an aegrotat degree can only subsequently be made if there are continuing medical or compassionate circumstances, which will prevent the student from completing the required assessments within a reasonable time frame. The student will otherwise pass or fail the classified degree on the basis of their academic position at the end of the programme extension. (This paragraph only applies to Undergraduate degrees.)

Extensions are usually taken 'out of residence' unless attendance at teaching is a requirement.

Application process for students

ALL extension requests should come about as a result of either:

1. A student submitting an exceptional circumstances claim which is then upheld and the remedy for the claim includes a submission deadline extension which goes beyond the student’s current programme end date.
2. OR as an adjustment approved by a Student Support Plan, a departmental disability officer approves a submission deadline extension which goes beyond a student’s current programme end date.

Students should not therefore be required to complete any programme extension application paperwork - this should be completed by their academic department.

How to apply

How to apply 

All recommendations for extension of enrolment must be on the appropriate form.  Forms can be found below.

Short extensions of 12 months or less

Where a student's new programme end date is less than 12 months beyond their original programme end date, the student's Board of Studies can approve a programme extension. Boards of Studies should ensure that the correct process has been followed to approve any new submission deadlines - either via the exceptional circumstances process or the SSP-approved extension process. Once a Board of Studies is satisfied that this has taken place, the following form should be completed: 

Programme Extension Form - Short (MS Word , 11kb)

Before the form is submitted please ensure that all fields are completed and that the new proposed programme end date is correct.

This form should be sent to Student Records (student-records@york.ac.uk) who will then process the request.

Longer extensions of more than 12 months

Where a student's new programme end date is more than 12 months beyond their original programme end date, the Board of Studies needs to request Special Cases Committee approval for the programme extension. As with shorter extensions, Boards of Studies should ensure that the correct process has been followed to approve any new submission deadlines - either via the exceptional circumstances process or the SSP-approved extension process. Once a Board of Studies is satisfied that this has taken place, the following form should be completed: 

Programme Extension form - more than 12 months (MS Word , 12kb)

Before the form is submitted please ensure that all fields are completed and that the new proposed programme end date is correct.

Once all the necessary signatures have been obtained, the completed form along with the required evidence and a copy of the ECA claim form should be emailed from the Chair of Board of Studies/Executive Committee/Graduate Schools Board email address (or the Chair Board of Studies must be copied into the email address for the extension to be processed) to Special Cases (scc@york.ac.uk) who will then process the request.

How to decide which form to complete?

When counting the length of a programme extension, academic departments should count from the original programme end date. If a student has taken leave of absence and returned to study, the programme end date approved after that leave of absence should be taken as the "original" programme end date for the purposes of this process.

The total length of cumulative extensions should be measured - a student who has had a series of short extensions will only need Special Cases Committee approval once the total of those extensions exceeds 12 months.

Further guidance for departments is available in this document: Guidance on Programme extensions for academic departments (PDF , 60kb)

Evidence

Relevant supporting documentation must be attached to the extension of enrolment request, as specified on the application form.

Please note: Taught students should first submit any extension requests to the Exceptional Circumstances Affecting Assessment (ECA) Committee by completing an Exceptional Circumstances claim form. These claims must be evidenced (see EC4.1 for details). Students should be made aware that any decision by the ECA to offer a deadline extension which takes the student more than 12 months beyond their programme end-date is only provisional pending SCC approval. SCC approval is not automatic.