Time limits and extensions
Students are required to register and pay tuition fees annually until the required period of registration for full fee paying purposes is completed. It is important to ensure that projects are undertaken which can be fully completed in the registration period. This includes necessary training, preparatory work, actual research and writing of a thesis and submission.
The problems encountered by students who attempt to write up their theses while coping with the demands of full-time employment are well known, and it should be noted that the UK research councils exert considerable pressure on universities whose PhD students fail to submit within four years (in some cases where the submission rate is particularly poor, studentships have been withheld). Students are therefore expected to submit their theses before completion of the registration period, or as soon as possible thereafter.
On occasions, a further period of registration may be required if the student is still making significant use of University facilities. Full fees will be charged in such circumstances.
Extension of a student's registration period (time limit)
All students should aim to complete their research and write and submit their thesis within their registration period, e.g. within 4 years of their initial registration for a full-time PhD student. When a student reaches the end of their registration period, their registration status will automatically lapse unless they apply for an extension to their time limit. Students must apply for permission from their department and faculty to extend their registration period using the Time Limit Extension (PGR) form (see downloads box).
Extensions to a student's time limit should be considered exceptional, rather than the norm. Therefore students should be aware that there is no guarantee that a request for an extension to a time limit will be approved. Students should consult their supervisor when applying for an extension and the supervisor will normally provide a supporting statement. If a department decides not to support a student’s request for an extension, this should be indicated clearly on the form, along with the reasons why the request is not supported. The student may still request an extension to their registration period without departmental support and the case will be considered by the faculty (and, where the case is rejected by the faculty, by the Pro-Vice-Chancellor for Research & Innovation). If an extension request is ultimately rejected, the student will not be permitted to extend their registration status. S/he will no longer be a student and will be deemed withdrawn from the University.
When applying for a time limit extension, students must demonstrate how they will use the requested extension period effectively in order to complete the writing of their thesis, so that they may submit by the revised deadline. Students should provide a Gantt chart to illustrate the schedule of work to be undertaken within the extension period and extension requests that do not provide sufficient detail, or that are considered unrealistic, or are incomplete, are unlikely to be approved. A request for an extension of time limit, beyond the time limit for the research degree programme, should not be made if the request is only to allow the student more time to improve the standard of written English in the thesis.
Students must apply to extend their time limit before the end of their period of registration and in sufficient time for a request to be considered by the Department and the Faculty. Students whose registration is about to expire, or has already expired, run the risk of their registration status lapsing. This will result in loss of access to computing and library facilities and, in some departments, loss of access to the department building itself and it may also result in the student being withdrawn from the University.
Students should be aware that requests for lengthy extensions will not be considered. It is unlikely that a request for more than 6 months at a time will be approved, other than in exceptional circumstances, and requests for further extensions will be carefully reviewed and may be rejected. In addition, the programme regulations for some research degrees may not permit the granting of more than a certain number of months of extension in total. Students should make themselves aware of any additional professional, disciplinary, or sponsor-related requirements relating to the timely submission of their thesis. Students who receive financial support to undertake their research degree, i.e. those funded by Research Councils or by an employer or overseas government, should notify their sponsor when applying for an extension.
A fee is payable for any period of extension beyond a student’s initial period of registration. The level of this fee is increased annually and details of the current year’s fee are available here. Extension fees will be loaded on a student’s record when the extension request is approved and will then become immediately due for payment. If a student submits earlier than anticipated they may be eligible for a partial refund equal to the length of extension which was applied for but not used. It is not University policy to waive fees that have been incurred as a result of an extension to a student’s registration period.
Extensions for International Students
In addition to the above guidance, international students who are studying in the UK subject to immigration regulations (e.g. those on a Tier 4 student visa) should consider whether they will also need to extend their visa in line with any extension to their time limit and whether there are any ATAS implications (see below).
Academic Technology Approval Scheme (ATAS)
Non-EU/EEA students who wish to extend their Leave to Remain as a student in the UK for some research degrees will require ATAS clearance before they apply to extend their visa. Visa applications made without valid ATAS clearance will be refused. Students who require ATAS clearance will need to ask their supervisor to provide an official letter with details of their area of research. A template letter is available for this purpose from here.
Students should contact International Student Support and Guidance for further information and guidance on the implications of applying for an extension, or refer to the aforementioned SSiD web pages for international students.
Further information on ATAS, including a list of the subject areas for which it is required, is available here.