Extensions for PGR students

Extensions to Maximum Period of Study

An Extension to a student’s period of study is exceptional and a strong case is required before an extension will be considered. 

Students who are within their maximum period of study and are unable to study should apply for an Authorised Interruption of Study (AIS).

Only if a student is approaching their thesis submission deadline, but their progress has been hampered by unforeseen difficulties and hence more time is needed for completion of the thesis, an Extension may be appropriate. If you are unsure what type of concession might apply, please contact your Principal Supervisor or the College Postgraduate Research Student Office

The principal supervisor is expected to submit a request prior no less than 2 months before the completion of the maximum period of study, or as soon as the problem has been disclosed or discussed.

These circumstances include:

• Where progress has been hampered by unforeseen difficulties with facilities or equipment and hence completion of the thesis has been delayed
• Where progress has been hampered by unforeseen difficulties in obtaining or analysing data
• Where long-term illness has hampered progress but not sufficiently to cause an interruption of study
• Where the outcome of a thesis examination requires an extension for corrections.

The College committee will not consider requests for extensions based solely on the need for more time to complete. Extensions of study should not be used to manage circumstances which would be better addressed with transfer to part-time study, to reflect a learning adjustment already agreed through the Student Disability Service or with better time-management. Please note students can only transfer to part-time in the prescribed period of study - International students must seek visa advice before requesting any change of status. Second or further applications for extensions for a student will be subjected to greater scrutiny and a higher level of supportive documentation will be required.

Retrospective requests will be subject to greater scrutiny and the supervisor would be required to make a special request for consideration. The College committee reserves the right not to grant such requests, and begin exclusion process.

The supporting documentation MUST include a plan for project completion and thesis submission and clear evidence for expecting completion within the period of the requested extension.

All Extensions must begin from 1st of the month for full months only. The minimum period of extension of extension is 1 month and the maximum total period of extension is 24 months, however a max of 12 months only can be requested at any one time.

PLEASE NOTE ANY ADDITIONAL EXTENSION PERIOD WILL ATTRACT A FURTHER FEE

From 01/08/2024  all students who continue to be matriculated beyond their prescribed period of study are required to pay one matriculation fee. No additional matriculation fees will be charged.

An extension does not offer additional funding. If financial hardship is a possibility, supervisors may be asked for advice. The University has limited additional assistance in the form of a Hardship Fund. Further details on this and instructions on how to apply can be found here Hardship Fund for EU and Overseas Students

Applying for an extension

An application for extension must be made by the student following discussion with their Principal Supervisor. 

• Student requests for Extension of Study should be made on the prescribed College Concession Request Form below to the Principal Supervisor or personal Tutor
• Concession requests should be processed as soon as possible following request by the student.
• If supported, Supervisors or personal tutors should submit the request on the Online Concession System found on the College Sharepoint page: PG Research Student Office (sharepoint.com)
• This online process will then be submitted to the School PG Director and PGR Student Office for processing.

All applications are subject to the approval of the College Postgraduate Education Committee, who will advise the student on whether the request has been approved. The student and Supervisor will receive an email confirmation that their application has been considered and the outcome recorded on MyEd soon afterwards.

EXTENSION TO STUDY FORM

International students

Students who have received an extension of studies may need an extension to their visa. Students should seek advice regarding this from Student Immigration Service or the EUSA Advice Place.

Continuation fees

PLEASE NOTE ANY ADDITIONAL PERIOD WILL ATTRACT A FURTHER FEE

The student is responsible for paying the fee associated with an authorised extension.

Full-time candidates for the degree of MPhil pay a total of two full-time annual fees, irrespective of the period of prescribed study under supervision. Students who submit their thesis early are required to pay the remaining years’ fees on submission. Any student continuing study beyond the period for which annual fees are payable is required to pay one matriculation fee in the following academic year and then a continuation fee for every authorised extension until they submit their thesis. Continuation fees are charged pro rata for the full period of an approved extension.

Full-time candidates for the degree of PhD pay a total of three or four full-time annual fees (as appropriate) for the period of prescribed study under supervision. Students who submit their thesis early are required to pay the remaining years’ fees on submission. Any student continuing study beyond the period for which annual fees are payable is required to pay one matriculation fee in the following academic year and then a continuation fee for every authorised extension until they submit their thesis. Continuation fees are charged pro rata for the full period of an approved extension.

Any Masters by Research student continuing study beyond the period for which annual fees are payable is required to pay one matriculation fee in the following academic year.

Full details: https://www.ed.ac.uk/tuition-fees/policy From 01/08/2024  all students who continue to be matriculated beyond their prescribed period of study are required to pay one matriculation fee. No additional matriculation fees will be charged.