End Extension Procedure

Section 7: End Extension Procedure

The following offers guidance on how to apply for an end extension and the implications that it will have on your studies. We also advise that you read the End Extension Regulations in full.

If you instead require more time at the end of your final year of study (i.e. whilst you are still in active research) you can consider applying for additional time or a writing-up period. 

 

7.4 Procedural Introduction

7.4.1 It is important that you let us know as soon as you are experiencing any difficulties that are affecting your progress. If you apply for an extension due to circumstances that happened earlier in your studies and you failed to let us know at the time, we will not approve your request.

7.4.2 You can apply for an end extension for the following assessment points:

  • Submission of your thesis after a period of writing-up;
  • Submission of your thesis during the final exam phase (when you have been working on corrections). 

 

7.5 Grounds for an end extension

7.5.1 Examples of where a short end extension may be appropriate, but are not limited to, include:

  • Sudden and significant illness.
  • Sudden worsening of symptoms related to a chronic condition.
  • Significant personal difficulties.

7.5.2 The following are not appropriate reasons for requesting an extension at the end of writing-up or during the exam phase:

  • Not having finished.
  • A chronic condition for which we have already put in place reasonable adjustments or which you only tell us about a few weeks before your submission date.
  • Circumstances that happened earlier in your studies that should have been dealt with via an interruption of studies or extension at the time. 

 

7.6 How to apply

7.6.1 You will need to complete an Application for An End Extension and ask your supervisor to fill in the relevant section to confirm their support of your request. You should email the completed form and independent supporting evidence to pgrinterruptions@hud.ac.uk. Please see our Supporting Evidence Guidance for PGRs for information about appropriate standards of evidence.

7.6.2 Please be aware that when considering your extension request, we may also look at your past extension applications (if applicable), look at your student file and/or liaise with your supervisor. 

7.6.3 We will treat all extension requests and supporting evidence as confidentially as possible. However, your application and evidence may be shared with your School PGR Admin Team. This is to allow them to carry out administrative tasks connected with updating your student record and to ensure that they are aware of any support needs or issues arising from the application. Your School and Main Supervisor will receive a copy of the letter that confirms the outcome of the extension application.

 

7.7 Short Self-Certified End Extensions

7.7.1 We recognise that there may be times when adverse circumstances beyond your direct control prevent you from completing work to a deadline, and you may be unable to provide corroborating evidence for these. In such circumstances, students can apply for a short self-certified end extension. This extension will compensate the PGR for the short-term extenuating circumstances experienced and provide them with additional time in which to complete their work.

7.7.2 Students who are experiencing long-term extenuating circumstances should follow the usual end extension procedure.

7.7.3 Self-certificated end extensions can only be applied for when submitting your final thesis or corrections. It cannot be used for an extension to the Research Support Plan or to a Progression Monitoring point, for which a Progression Extension can be sought.

7.7.4 The extension request must be due to an unforeseen situation (such as a short-term/minor illness, a sudden bereavement or an unexpected medical emergency) which will only require an extension to your deadline of 10 working days or less.

7.7.5 You may request a short extension by completing the Application for a Short Self-certified End Extension and submitting it to PGRInterruptions@hud.ac.uk.

7.7.6 When submitting the form you will automatically be applying for the full 10 working days, but you can chose to submit earlier than this if you are able to do so. However, if you submit earlier, you cannot later withdraw your submission and use up the remaining days of your extension.

7.7.7 You will need to provide details of the reason for the request but will not be required to provide a medical evidence form, letter from a GP or any other type of evidence. However, it is highly recommended that you discuss this with your supervisor to confirm if this is the right course of action for you.

7.7.8 Self-certified extension requests may not be submitted earlier than ten working days prior to the assessment submission deadline, inclusive of the day the form is submitted and the day thesis is due.

7.7.9 Requests for self-certification will not be accepted after the thesis submission deadline has passed.

7.7.10 Self-certified end extensions do not relate to absence and, as such, you are permitted to work during the extension period, including coming onto campus.

7.7.11 You may only self-certify once per submission. For instance;

  • You cannot self-certify for ten days and then self-certify again for the same submission point.
  • You cannot self-certify and then apply for an end extension for the same submission point

However, you may self-certify for the initial submission and again for the re-submission of the same thesis, should you experience extenuating circumstances in the lead up to both submissions.

7.7.12 You cannot keep any unused extension days in credit to be used against a future submission.

7.7.13 If approved you will be given a new submission deadline by which to submit your thesis.

7.7.14 An extension to a deadline may impact on or delay examination points, eligibility to attend graduation, etc.

 

7.8 Information for international students

7.8.1 If you are an international student with a Student Visa then you must discuss any extension with the International Office before you submit your application, to ensure you are fully aware of all the implications an extension will have on your visa. To contact the International Office, please email: immigration@hud.ac.uk. 

 

7.9 UKRI funded studentships

7.9.1 UKRI rarely allow extensions of study. If you are studying with us under a UKRI funded studentship and wish to extend your studies, you will need to check the terms of your contract. For further advice, please contact your School PGR Admin Team.

 

7.10 Additional Support

7.10.1 Depending upon the nature of the circumstances that have resulted in your interruption request, you may wish to seek some help or advice from the University’s various support services. Options available to you include:

  • Registering with Disability Services – depending upon your needs, Disability Services can put a range of support in place to help you throughout your studies, including the implementation of a Personal Learning Support Plan. Every student registered with the service is assigned a dedicated disability adviser who will support you through to graduation.
  • Wellbeing appointments and counselling – PGRs can book one-to-one appointments with a Wellbeing Adviser to discuss any difficulties impacting your mental health and wellbeing. All students are also able to access Counselling, a talking therapy that helps you understand yourself and any problems you are experiencing in greater detail.
  • Accessing online resources – there are a host of online services and resources – there are a host of online services and resources that you can access 24/7, which may be of benefit to you.

7.10.2 There are also a wide range of external organisations who may be able to provide you with support or advice, please see the University’s Support Services Directory for more details. 

 

7.11 Submitting a fraudulent request

7.11.1 The submission of a fraudulent extension request or fraudulent supporting evidence would breach the University's Community Code of Conduct, which specifies that fraud, deceit, deception and dishonesty are unacceptable behaviours within our community. 

7.11.2 Should you be found to have submitted a fraudulent application or evidence then we will instigate our Student Disciplinary Procedure. 

 

7.12 Appealing an End Extension Decision

7.12.1 If you are dissatisfied with the decision that has been made about your application for an end extension, you may decide to submit an appeal. We would strongly recommend that you seek impartial advice and support from the Students’ Union Advice Centre.

 

7.13 Grounds for an End Extension Appeal

7.13.1 For your appeal to be successful, you must provide independent evidence to demonstrate at least one of the following grounds:

  • There was an irregularity in the way your original claim was handled and it materially affected the outcome; and/or
  • You have submitted new evidence that - for a good reason - could not have been provided for your original claim and it would have materially affected the outcome. Please see our Supporting Evidence Guidance for PGRs for information about appropriate standards of evidence.

7.13.2 The burden of proof in substantiating your appeal arguments rests with you.  

 

7.14 How to submit an appeal

7.14.1 If you wish to appeal, you must complete the PGR Interruption and Extension Appeal Form and submit it to pgrinterruptions@hud.ac.uk no later than 10 working the outcome.

7.14.2 You must also submit independent evidence to support your appeal. If there is a delay in obtaining the evidence, you should still submit the appeal form no later than 10 working days from the date of the outcome and tell us what your evidence will consist of and when you expect to provide it to us.

7.14.3 If you submit your appeal later than 10 working days after the date your outcome was sent to you, you will need to provide independent evidence to explain why you could not have submitted your appeal to us any sooner. This is in addition to the evidence required to support your case for an appeal. If you do not send us appropriate independent evidence to corroborate why your late appeal should be considered then, your appeal will be rejected on the basis that it was submitted late. No further details of your appeal will be considered.

7.14.4 A member of Registry staff who was not involved in the consideration of your end extension application will consider your appeal. We will issue a Completion of Procedures letter to you within 20 working days of the date you submitted the appeal. You should read the content of the letter carefully and discuss the outcome with your School.

7.14.5 If your appeal is successful, we will confirm details of the approved end extension.

7.14.6 If your appeal is not successful, you may wish to discuss the outcome with the Students’ Union Advice Centre who can independently guide you through the decision. You may request an independent review of the decision (please see below). This decision will be final and will bring to an end the University’s internal procedure. 

 

7.15 OIA: Independent review of the appeal decision

7.15.1 Our appeal decision is final and there are no further appeal stages within the University. If you wish to request an external, independent review of our final decision, you should contact the Office of the Independent Adjudicator (OIA) within 12 months of the date of the Completion of Procedures letter.