Extensions and late penalty waivers
The University has a range of processes in place to support you if your academic capacity is impacted by unforeseen circumstances. In the first instance, please see the University’s Problems completing your assessment page.
It is your responsibility to manage balancing your studies with your social life, work commitments, and competing academic deadlines. However, if you experience extenuating circumstances like illness or a bereavement, you are able to apply for an extension to your deadlines. The Academic Office can offer advice on your circumstances and your options.
For taught course students
If you are on a taught course, then there are two pathways for applying for an extension should you need one.
You can apply for an extension of one week twice during the academic year, via your self-service account. These are to account for unexpected short-term illnesses, or flares in a chronic condition. You do not need to provide any medical evidence for these extensions, and you can apply via your self-service account. You can apply from two weeks in advance of your deadline, and no later than 24 hours after your deadline.
If you are able to get evidence and apply for an evidence-based extension (detailed below), we would recommend you take that route before using your self-certified extensions.
Evidence-based extensions must be applied for through college and are for applications for extensions of longer than a week, or where you have used both self-certified extensions. As the name suggests, you must provide evidence of your circumstances to apply for an extension. The vast majority of evidence-based extensions we apply for are for medical reasons, but these can also be granted for bereavement, or for other complications outside of your control.
Circumstances that the Proctors’ Office will not consider as valid reasons for extensions include technical issues with submission due to computer malfunctions, job interviews, social obligations, normal work or voluntary commitments, poor time management, or failure to take note of course information.
The Academic Office will work with you to advise on the most appropriate evidence for your circumstances, and will submit an application to the Proctors’ Office on your behalf. The Proctors’ Office will review your application and evidence, and make a decision on whether to grant the extension. The Proctors’ Office can grant up to 12 weeks’ extension on any assignment, providing there is supporting evidence. The Academic Office are happy to discuss what length of deadline is most appropriate for your circumstances.
If you suspect you will need to apply for an evidence-based extension, please contact the Academic Office as soon as possible, so we have time to prepare your application. We can apply for an extension from four weeks before your deadline, and no later than 14 days afterwards.
Please be aware that it is the student’s responsibility to contact the Academic Office in good time, and to be proactive about producing the appropriate evidence. The Academic Office requests 5 working days to make an application (2 working days for an acute illness with evidence).
Our typical advice for medical evidence is:
- You will need to supply a doctor’s note, signed by the doctor, that confirms:
- You are unwell (or are experiencing a flare up of symptoms linked to a chronic condition), detailing your symptoms and their impact on your academic work
- The amount of time lost due to your illness
- The new deadline that you are requesting
Whilst we will always do our best to put in a well-written and well-evidenced application, please be aware that we cannot guarantee whether an evidence-based extension will be granted. The Proctors’ Office can take up to five days to respond to extension requests.
If you have an exceptional circumstance that means you believe you will need an extension longer than 12 weeks, please contact the Academic Office to discuss this further.
If you do decide to apply for an extension, you need to also be aware of the impact this will have on your future deadlines. Having a previous deadline approved is not valid reason for an extension to be granted for an assignment. If you have extensions approved towards the end of your course, please note that this could impact your ability to graduate when expected, as it could delay the release of your marks.
If you have a Student Support Plan from the Disability Advisory Service (DAS) that includes flexible deadlines as an adjustment, you can contact the Academic Office to apply for a 2 week (14 day) extension.
If you have a disability or chronic condition and feel that you would benefit from flexible deadlines, please register with the University’s Disability Advisory Service (DAS). You can then discuss this with your DAS advisor.
For research students
For DPhil students, the process for extending your degree is managed via your self-service account, and needs support from your supervisor, the College, and your Director of Graduate Studies. Depending on your progress through your studies, you will either apply to defer your transfer of status, defer your confirmation of status, or extend your submission deadline.
Research students always extend their milestones by a duration of one term.
You can apply for these extensions via your self-service account.