Program Extension Form

Extension Request

All requests must be discussed and supported by the academic unit

1. Student Information Section

Name

First Last

Student ID(Required)

Email(Required)

Degree Level(Required)

Masters

PhD

Requirements For an Approved Extension (Masters Level):

A completed request for an extension must be submitted to the student’s Department at least one month before the student’s deadline to complete their program.
All extension requests must be reviewed and approved by the Department before review by Graduate Studies.
Graduate Studies will consider extensions for multiple consecutive terms for full-time master’s students for up to 3 terms after their program time limit.
Extension requests beyond three years will only be approved for one term at a time, with a research plan that includes specific and enforceable research goals within that term.
For consideration of any further extension requests beyond 3 terms of extension, the student must have completed the specific milestones that were listed on the previous extension request (see 4).
(a) If the student fails to meet these previous milestones, they will be put on academic probation and will need to meet with the Associate Vice-Provost (Graduate Student Affairs) and their supervisor to discuss their progress before a further extension request will be considered.
(b) The second time a student fails to meet these specific milestones, they will be withdrawn from the program.

For full-time PhD students at Carleton University, applications for extensions are only required after 6 years of study. Given that this exceeds the student’s time-to-completion, extension requests will be carefully reviewed by both the departmental graduate program and Graduate Studies to ensure that the student has a detailed, feasible, and enforceable plan for completion in a timely manner. If this plan is not provided or adhered to, the student will be withdrawn from the program.

Requirements For an Approved PhD Extension:

A PhD student must have completed all required program elements other than their thesis, including their proposal and/or comprehensive exam, to be considered for an extension. If a student has not completed these elements by the end of their sixth year they will be withdrawn from the PhD program. If this criteria is met, an extension request must be submitted at least one month before the student’s deadline to complete their program
Extension requests will only be approved for one term at a time. That said, the student’s extension request must include both:
(a) A detailed and specific timeline including all milestones and deliverables up until the anticipated defense date. This plan should be feasible and enforceable and can be multiple terms in duration if needed.
(b) The specific milestones and deliverables (e.g. – completion and/or revisions of specific research chapter drafts) that will be achieved within the requested one-term extension.
For consideration of any further extension requests, the student must have completed the specific milestones that were listed on the previous extension request (see 2b).
(a) If the student fails to meet these previous milestones, they will be put on academic probation and will need to meet with the Associate Vice-Provost (Graduate Student Affairs) and their supervisor to discuss their progress before a further extension request will be considered.
(b) The second time a student fails to meet these specific milestones, they will be withdrawn from the PhD program.

Department(Required)

Program(Required)

Program Type(Required)

Term of Admission

Program Type(Required)

Funded(Required)

Yes

Please indicate whether you are in receipt of funding for your program

2. Student Request Details

Department/Graduate Administrator's Email(Required)

The request will be emailed to the department for their review/consideration upon submission

Research/Thesis Supervisor Email(Required)

Please include the email address for your Research/Thesis Supervisor. They will be sent a copy of the request to review and approve your academic plan/schedule for completion.

Have you previously been approved for an extension?(Required)

Yes

If yes, did you meet the specific milestones and deliverables outlined for your last extension term?(Required)

Yes

If yes, please indicate which term(s)(Required)

Term of Requested Extension(Required)

Please indicate which term you are applying to be on extension in your program. Extensions will only be approved one term at a time.

Please provide a research plan with a detailed and specific timeline for all relevant terms, including all milestones and deliverables up until the anticipated defense date(Required)

Time limits are strictly enforced (Section 13.5 of the Graduate Regulations). Prior to considering an extension, Graduate Studies requires a specific timeline/schedule indicating how you intend to complete your program requirements within the requested extension term(s), up until the defence. This needs to be reviewed and approved by your Research/Thesis Supervisor to guarantee that it meets with their schedule. Please enter your statement in the space provided.

Please describe the specific milestones and deliverables that will be completed within the requested one-term extension(Required)

Time limits are strictly enforced (Section 13.5 of the Graduate Regulations). Please list the specific research deliverables, such as draft, revised, or finalized thesis research chapters, that will be accomplished within the upcoming term of extension. This needs to be reviewed and approved by your Research/Thesis Supervisor to guarantee that it meets with their schedule. Failure to meet these stated research deliverables will lead to academic probation following the first occurrence and removal from the program after the second occurrence, according to Graduate Studies’ Extension Policy and Procedures. Please enter your statement in the space provided.

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Course Number

File Upload

Drop files here or

Max. file size: 15 MB.

Please upload any relevant documents for your Supervisor(s) and/or Department to review (if applicable)

Status Change to:

Full Time

Part Time

3. Student Acknowledgement

Please confirm:(Required)

I have reviewed the requirements for an approved extension request and will satisfy those requirements

I acknowledge that I will be responsible for timely registration, by the registration deadline, if approved

I acknowledge that there is an extension fee associated with approved extension requests per the Student Accounts fee schedule

4. Supervisor(s) Review

The supervisor(s) will review this request and confirm with the department whether they approve the extension.

5. Departmental Review

The Department will review this request and will receive confirmation from the Supervisor(s) whether they approve the extension. If approved, confirmation of approval from the Supervisor(s) and department will be forwarded to Graduate Studies.

4. Departmental Review

The Department will review this request. If approved, they will forward their approval to Graduate Studies.

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