Overview

Overview

A programme extension can be recommended where a student cannot complete the programme within the normal timescale (by their enrolment end-date), and there is no teaching outstanding. 

Not every programme extension request will be considered by Special Cases. Please see section below.

Programme extension requests must be submitted in advance of the assessment deadline(s) the student is requesting to extend. 

Special Cases Approval Criteria - Programme Extensions

Programme extensions of up to 12 months beyond the student’s original programme end date can be approved by Boards of Studies.

Programme extensions of more than 12 months beyond the student’s original programme end require Special Cases approval.

When counting the length of a programme extension, academic departments should count from the original programme end date. If a student has taken leave of absence and returned to study, the programme end date approved after that leave of absence should be taken as the "original" programme end date for the purposes of this process.

The total length of cumulative extensions should be measured - a student who has had a series of short extensions will only need Special Cases approval once the total of those extensions exceeds 12 months.

Exceptional Circumstances Committees may refer, via the Board of Studies, any extension cases to Special Cases that would not ordinarily need Special Cases approval, but which they have concerns about. They are normally expected to have taken a provision decision on these, however, even if the decision has not been communicated to the student at the point that they approach Special Cases. 

Requirements for Programme Extension Requests 

All programme extension requests must come about as a result of either:

1. A student submitting an exceptional circumstances claim which is then upheld and the remedy for the claim includes a submission deadline extension which goes beyond the student’s current programme end date;
2. As an adjustment approved by a Student Support Plan, a departmental disability officer approves a submission deadline extension which goes beyond a student’s current programme end date; or
3. Marginal fails in line with university policies.

Any exceptions to this require Special Cases approval. 

Apply

Apply 

All recommendations for extension of enrolment must be on the appropriate form. Forms can be found below.

How to decide which form to complete?

When counting the length of a programme extension, academic departments should count from the original programme end date. If a student has taken leave of absence and returned to study, the programme end date approved after that leave of absence should be taken as the "original" programme end date for the purposes of this process.

The total length of cumulative extensions should be measured - a student who has had a series of short extensions will only need Special Cases Committee approval once the total of those extensions exceeds 12 months.

Short extensions of 12 months or less

Where a student's new programme end date is less than 12 months beyond their original programme end date, the student's Board of Studies can approve a programme extension. Boards of Studies should ensure that the correct process has been followed to approve any new submission deadlines - either via the exceptional circumstances process or the SSP-approved extension process. Once a Board of Studies is satisfied that this has taken place, the following form should be completed: 

Programme Extension Form - Short (MS Word , 13kb)

Before the form is submitted please ensure that all fields are completed and that the new proposed programme end date is correct.

This form should be sent to Student Records (student-records@york.ac.uk) who will then process the request.

Longer extensions of more than 12 months

Where Special Cases approval is required, as with shorter extensions, Boards of Studies should ensure that the correct process has been followed to approve any new submission deadlines - either via the exceptional circumstances process or the SSP-approved extension process.

Once a Board of Studies is satisfied that this has taken place, the relevant form should be completed.

Programme Extension Form (MS Word , 27kb)

Before the form is submitted please ensure that all fields are completed and that the new proposed programme end date is correct. 

Students must be made aware that any decision by the ECA to offer a deadline extension which takes the student more than 12 months beyond their programme end-date is only provisional pending Special Cases approval. Special Cases approval is not guaranteed.

The fully completed application form, alongside any relevant supporting documentation/evidence should be sent to Special Cases (scc@york.ac.uk). 

The programme extension application form has multiple sections: 

• Part A & B should be completed by the department.
• Part C should be completed by the student’s supervisor.
• Part D should be completed by the Chair of the Board of Studies.
• Part E explains the process of submitting the form.
• Part F is for Special Cases team use only.

The application should either be emailed from a member of the departmental teaching leadership team (e.g. the Chair of Board of Studies or the Student Services Manager) or should be copied into the email to Special Cases (scc@york.ac.uk).

Evidence

Relevant supporting documentation must be attached to the extension of enrolment request, as specified on the application form. 

The evidence must provide an independent confirmation of the student’s circumstances and indicate the duration of the impact. This evidence should come from a relevant independent  professional, eg a GP or psychotherapist.

Please note: Taught students should first submit any extension requests to the Exceptional Circumstances Affecting Assessment (ECA) Committee by completing an Exceptional Circumstances claim form. These claims must be evidenced (see EC4.1 for details). Students should be made aware that any decision by the ECA to offer a deadline extension which takes the student more than 12 months beyond their programme end-date is only provisional pending SCC approval. SCC approval is not automatic.

Further guidance for departments is available on the Progress Case Policy webpage.