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General Information:

Whilst registered as a graduate student at Cambridge, you are expected to be in continuous attendance in Cambridge, unless the Student Registry – Board of Graduate Studies as has given you written permission - normally in the form of an email, to work away from Cambridge or to reside outside of the University precincts.  As a graduate student, the University's standard vacation periods do not apply to you. You are expected to be studying full-time throughout your course, until submission of your thesis/dissertation.  You may take breaks for holidays at such times as agreed with your supervisor.  These should not exceed 8 weeks in total each year.

 

The academic year for a graduate student runs from 1 October to 30 September - the long vacation applies to undergraduates only

See also Information on:

Working away from Cambridge: http://www.cambridgestudents.cam.ac.uk/your-course/graduate-study/your-student-status/leave-work-away-cambridge

Residing outside the 20 mile limit: http://www.cambridgestudents.cam.ac.uk/new-students/manage-your-student-information/personal-information/residing-outside-universitys

Students whose disability or illness is likely to affect their progress and performance should contact their College Tutor to discuss in the first instance

 

Extensions for PhD, MSc, MLitt or MPhil by dissertation students:

As a PhD, MSc, MLitt or MPhil by thesis/dissertation student you have been given a deadline by which to submit your thesis/dissertation for examination

For PhD, MSc and MLitt this is set as four years (the last day of your fourth year) if you are a full-time student and seven years (the last day of the seventh year) if you are part-time

For MPhil by dissertation students, your deadline is set within one year if you are a full-time student and within two years if you are a part-time student

You should make every effort to meet your deadline.  Extensions are not automatically agreed.

As a PhD, MSc, or MLitt student your submission date can be found on your CamSIS self-service pages under ‘Other Information’/’Thesis Submission Details’

If your Masters programme requires for the submission of a dissertation for examination, information on the submission date may be found on the following website: http://www.cambridgestudents.cam.ac.uk/your-course/examinations/graduate-exam-information/submitting-and-examination

If you are not able to submit your thesis/dissertation by your deadline you must apply in good time to extend your submission deadline

If you do not submit before your deadline and have not applied and had an application to extend agreed by the Student Registry - Board of Graduate Studies you will be automatically removed [temporarily] from the Register of Graduate Students.  A temporary withdrawal does not prevent you from submitting at a later stage

 

Extensions for students on a one or two year programme:

If you are on a one or two year programme you have a deadline by which to complete and submit all elements of your course 

If on a one year programme you are expected to have completed all elements of your course within one year 

If on a two year programme you are expected to have completed all elements of your course within two years 

Short extensions can be agreed locally by your Faculty as long as the extension does not delay consideration of your result at the Examiners Meeting with the rest of your cohort 

If you wish to extend beyond the one year/two years, you must formally apply to extend your ‘submission’ date.  Extensions are not automatically agreed

If you programme requires for the submission of a thesis for examination, information on the submission date may be found on the following website: http://www.cambridgestudents.cam.ac.uk/your-course/examinations/graduate-exam-information/submitting-and-examination

If you do not complete all elements of your course within one year if on a one year programme or two years if on a two year programme and you have not applied and  had an application to extend agreed by the Student Registry - Board of Graduate Studies you will be seeking to automatically removed [temporarily] from the Register of Graduate Students

 

What is an Extension?

An extension to your submission deadline gives you additional time to complete your thesis/dissertation prior to submission and/or gives you additional time to complete any outstanding work prior to submission

 

When should I apply for an Extension?

You should submit your application for an extension at least 3 months but no more than 6 months before your submission deadline 

If you submit an application after your submission deadline this will automatically be denied

 

What is the length of extension I can ask for?

It is not expected for you to be applying to extend for more than 1 term extension at any time

 

How many times can I apply for an extension?

There are no restrictions

 

Do I need to consult my funding body?

You may need permission from your funding body for an extension.  It is your responsibility to check with them what they require from you and if they set any penalties

 

Is there a maximum time beyond which no further extension can be considered?

For a PhD/MSc/MLitt student it is not normally agreed for you to extend beyond the end of a fifth year with absolutely no extensions considered beyond the end of your sixth year

If you are studying for one or two year programme of study there will be restrictions to the amount of time you may be granted for an extension.  This would not normally be no longer than 1 term for a one year programme or 2 terms for a two year programme

 

What constitutes a reason to extend?

  • Unavoidable delays:  such as lab moves, equipment failure.
  • Academic: where there is a strong academic case that you are actively working on your writing up and need a short extension to complete to enable you to submit  You will need to make clear as to why it is essential for you to remain registered as a graduate student at this stage (Please note: a temporary removal from the Register of Graduate Students will not prevent you from applying to be reinstated to enable you to submit and complete the examination process at a later stage.)
  • Short delays of no more than 1 month due to medical issues:  We expect that you will have intermitted for any medical related absences of over one month
  •  

What does not constitute a reason to extend?

  • Visa issues
  • Medical: where an intermission should have previously been requested
  • Attending conferences
  • Writing papers
  • To complete further experiments, unless your Supervisor, Department and Degree Committee make a very strong academic case for you to be doing this beyond your fourth year
  • Employment or undertakign work outside of your study
  • You do not wish to leave Cambridge
  • You have continued funding
  •  

I have been unwell – can an extension be considered in this case?

If you have been unwell a short extension, of not more than 1 month can be considered if there is supporting medical documents from your Cambridge GP or from the University’s Counselling Service

During your registration at Cambridge we expect for you to have intermitted for medical reasons at the time required.  Applications cannot be considered retrospectively

See also:
Intermission: http://www.cambridgestudents.cam.ac.uk/your-course/graduate-study/your-student-status/intermission

Students whose disability or illness is likely to affect their progress and performance should contact their College Tutor to discuss in the first instance

 

How do I begin the application process?

  • Go to your CamSIS Self-Service Page/Apply for Things/Application Forms
  • Select the date you wish to extend your submission date to: It is important to use the drop down/calendar look up (you may apply for a maximum of 1term at any one time).
  • In the Text box, state the actual dates of your proposed extension
  • Provide a detailed statement of reasons for your application
  • If applicable, provide a statement to confirm that your sponsor/loan provider has agreed to the extension
  • Advise of where you will be based (Country/City/Region) if an extension were to be agreed.  If you are not planning to stay in Cambridge, you would need to justify this.
  • You may also wish to upload additional material in support of your applicationHow do I track my application?
  • You can track your application via your CamSIS self-service and will be able to see who has next to decide on your application
  • It is for you to ensure your application progresses in a timely manner
  • The process of application runs linear from you as the student initiating an application, to your Supervisor then to Department, College, and Degree Committee and finally to the Student Registry who reviews applications on behalf of the Board of Graduate Studies
  • When a final decision has been made, you will receive notification from the Student Registry by email. This email will be copied to other interested parties (your Degree Committee and College)
  • You should not consider an extension as being agreed without having received notification by email from the Student Registry that this has been approved

 

Will my application be agreed as a matter of routine?

No.  You should not assume that your application will be approved.  It is for you to provide a full statement of reasons and open for any party, that is your Supervisor, Department, College and Degree Committee to comment and advise if they wish to support your application.  The final decision rests with the Student Registry– Board of Graduate Studies

 

What happens if my application for an extension is denied?

If your application to extend is denied , and you have passed your submission deadline, you will be temporarily withdrawn from the Register of Graduate Students 

If your application to extend is denied , and you have not reached your current submission deadline, you will be temporarily withdrawn from the Register of Graduate Students if you do not submit by your existing deadline  

See also:
Removal from register: http://www.cambridgestudents.cam.ac.uk/your-course/graduate-study/your-student-status/withdrawing-university

If my application is denied and I am removed from the Register of Graduate Students, how do I later submit and/or complete my programme of study?

If you wish to resume study or submit a thesis for examination you will need to apply to be reinstated.

See also:
Reinstatement http://www.cambridgestudents.cam.ac.uk/your-course/graduate-study/your-student-status/reinstatement-register

 

 I am on a student visa: if my application is denied, what will happen?

The International Student Team will contact you directly to advise how this will affect you. 

For further information please contact the International Student Team international.students@admin.cam.ac.uk

Am I expected to be in Cambridge during the period of extension?

Yes, if you are a full time student, you are expected to be in Cambridge continuously and working on your thesis  full time until your submission or completion of any outstanding elements, unless you have been granted permission to work away or to reside outside of the University precincts

See also:
Work Away: http://www.cambridgestudents.cam.ac.uk/your-course/graduate-study/your-student-status/leave-work-away-cambridge
Residing outside of the University precincts: http://www.cambridgestudents.cam.ac.uk/new-students/manage-your-student-information/personal-information/residing-outside-universitys

 

If your application to extend your submission deadline is approved, but you will still be able to submit your thesis and complete your examination within the validity of your current visa, there will be no further implications. 

If your application to extend your submission deadline is approved and your new submission deadline means you need to extend your Tier 4 visa, you must contact the International Student Team for guidance on the application process and requirements as soon as possible.

If your application to extend your submission deadline is not approved, and you submit your thesis before your submission deadline, there are no implications for your Tier 4 visa. If however you do not submit your thesis by your submission deadline and are removed from the Register of Graduate students, this will have implications for your Tier 4 visa.  You should contact the International Student Team to discuss this.

It is advisable to contact the International Student Team to check the implications of any change of circumstances on your visa status: (International.Students@admin.cam.ac.uk)

 

If I have any further queries who should I contact?

Please contact the Student Registry: student.registry@admin.cam.ac.uk
All queries regarding visa sponsorship should be sent to:  international.students@admin.cam.ac.uk