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 time limits
Each research degree has a minimum, a normal and a maximum period of registration. The maximum period of registration is the student's time limit for submission of their thesis. Students are strongly encouraged to submit their theses within the normal period of registration (i.e. by the end of year 3 for a PhD) and should certainly aim to do so before their time limit expires (end of year 4 for a PhD student). If a student is unable to submit their thesis within their time limit, they may request a time limit extension. Students should be aware that there is no guarantee that an extension will be granted, particularly if the case for extension is not supported by the student's Department. Requests for extensions should normally be limited to a maximum of 6 months at a time. However, University Regulations do permit the granting of an extension for up to 12 months at a time, in exceptional circumstances. This may include instances where a student would incur further financial penalties if only 6 months' extension were granted at a time (e.g. due to the costs of having to apply for more than one visa extension during a year). In very exceptional circumstances, extensions may be granted for a further period by the Senate on the recommendation of the Faculty. The Pro-Vice-Chancellor for Research & Innovation is the Senate´s delegated representative for this purpose.
The regulations for some research degree programmes may not permit the granting of more than 12 months' extension in total (e.g. DClinPsy). Students should make themselves aware of any additional professional or disciplinary requirements relating to the timely submission of their thesis.
Students who are registered initially for MPhil with the intention of upgrading to PhD (or MD/DDSc, etc) should be aware that they will need to upgrade before their MPhil time limit expires. It is highly unlikely that any request to extend a time limit will be granted where a student is still registered for an MPhil, but is expected to upgrade and has not yet done so.
Students should be aware that there is no guarantee that a request for a time limit extension will be granted, particularly if the case for extension is not supported by the student's department. Unless an extension is granted, a student's candidature will automatically lapse if the thesis is not submitted before the time limit expires. This will result in loss of access to computing and library facilities, and may result in the student being withdrawn from the University. A student wishing to apply for an extension should consult his/her supervisor at an early stage (and certainly before the end of their time limit) and will be required to complete a form (available from Research & Innovation Services) indicating the reasons for failure to submit within the time limit. Requests should be supported by copies of departmental progress reports and action plans for the completion of the thesis. Inclusion of a Gantt chart to illustrate the schedule of work to be completed is highly recommended. A supporting statement from the supervisor or Head of Department will also be required. If the extension is approved by Faculty, the student will receive a certified copy of their extension form, along with an information sheet, which will be emailed to their University of Sheffield email account.
It is essential that all parts of the form are completed and that a substantial case is presented, together with detailed supporting information and a revised timetable. Partial or brief applications will not be considered by the Faculty, which will result in delays and may mean that a student´s time limit expires.
In considering requests for extensions of the time limit, Faculties will wish to ascertain that submission of the thesis can reasonably be expected within the period of the extension requested. A fee will be levied during any period of extension. The level of this fee is reviewed annually and details of the current fee can be obtained from Research & Innovation Services. There will be no fee waivers in respect of any fees due as a result of the granting of an extension.
Students who are in the UK studying on a student visa will also have to consider extending their Leave to Remain. For further information or guidance on immigration issues, please contact International Student Support and Guidance: international.students@sheffield.ac.uk, or refer to the Student Services Information Desk pages for International Students.
Academic Technology Approval Scheme (ATAS)
Non-EU/EEA students wishing to extend Leave to Remain as a student in the UK for some Taught Masters programmes and some research degrees (MPhil, PhD, etc) will require ATAS clearance BEFORE applying for an extension.
ATAS may also apply to students who wish to change the area of their research to one of the subject areas affected. The areas affected are generally within the science, engineering and technology disciplines and will be identified by JACs codes.
For further details on ATAS and to find out if ATAS clearance will be required, please contact Student Support and Guidance: international.students@sheffield.ac.uk, or refer to the Student Services Information Desk pages for International Students.
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 the SSiD website.