Students pursuing a certificate may request an extension for completion via a request for an exception to policy submitted to the Graduate School through the GRM. Students pursuing degrees must follow the processes below.

1. First Extension

A one-year extension may be requested by the advisory committee chair as an exception to Graduate School policy in the following circumstances:

  • Students who have not completed their master’s degree within the 6-year time limit.
  • Students who have not completed their doctoral degree within four years of the semester when they passed their preliminary exam or within ten years from the beginning date of the earliest course applied toward the degree. (Student must meet both deadlines.)

The student must make a formal request in writing to the student’s advisory committee chair. The advisory committee chair must discuss this situation with the student, and they should mutually outline a plan for completion within one year. The advisory committee chair must then consult with the student’s advisory committee and, if all parties agree, forward a memorandum through the program’s graduate coordinator, using the GRM, for review by the dean of the Graduate School and vice provost for graduate education, requesting a one-year extension. The advisory committee chair must explain why this exception is requested, and the advisory committee chair should indicate the support of this request by the student’s advisory committee. The decision on this exception to policy will be communicated to the student and advisory committee chair and recorded in the student’s file. Note: Students must be enrolled for at least two research credits during either the fall or the spring semester of a First Extension (enrollment is required in the semester of degree completion).

2. Second Extension

After being granted a first extension, a second one-year extension may be requested by following the procedure outlined below. The second extension is a serious matter and should be considered the final stage of the process to complete the degree.

The student must submit a request for a second extension to the student’s advisory committee chair. The student must explain, in writing, why the thesis/dissertation was unable to be completed after the first extension. If granted a second extension, the student must also develop a detailed timeline for completing the thesis/dissertation.

The advisory committee chair must evaluate and approve the rationale and timeline for the requested second extension. The student must also schedule and complete a thesis/dissertation advisory committee meeting, during which the timeline for completion is discussed.

A faculty meeting must be held where the student’s request for a second extension is discussed by the entire faculty of that graduate program. Once the thesis/dissertation advisor presents the circumstances for this request, the chair or graduate program director must ballot the entire graduate faculty to determine their support of the request. The results of this balloting must be reported to the Graduate School (routed through the GRM) as part of the request for a second extension.

If the faculty vote supports the action, the advisory committee chair must submit a memo through the program’s graduate coordinator, using the GRM, for review by the dean of the Graduate School and vice provost for graduate education, requesting a second extension. This memo must explain the rationale for this extension, provide the timeline details, verify the date of the thesis/dissertation meeting, and indicate that the advisory committee concurs with the decision to request a second extension. This memorandum must be copied to the chair of the degree-granting unit.

The dean of the Graduate School and vice provost for graduate education will make the decision to extend a second request. If the extension is granted, a letter will be sent to the student (and copied to the department or school chair or director, the graduate program director, as well as the chair of the advisory committee) explaining that this second extension is essentially a final opportunity to complete the thesis/dissertation by following the timeline developed by the student and advisory committee. The letter will indicate that third extensions are exceedingly rare. Note: Students must enroll for at least two research credits during both the fall and spring semesters of a second extension or until degree completion.

3. Third Extension

A third extension is only possible under exceptional circumstances (e.g., personal or family medical issues) and is absolutely final. The following process will be used to request a third and final extension.

The student must submit a request for a third extension to the student’s advisory committee chair. The student must explain, in writing, why the thesis/dissertation was unable to be completed after a second extension. If granted a third extension, the student must also develop a detailed timeline for completing the thesis/dissertation.

The advisory committee chair must evaluate and approve the rationale and timeline for the requested third extension. The student must schedule and complete an advisory committee meeting during which the timeline for completion is discussed.

A graduate program faculty meeting must be held during which the student’s request for a third extension is discussed. Once the thesis/dissertation advisor presents the circumstances for this request, the chair or director of the degree-granting unit must ballot the graduate program faculty for their support of the request. The results of this balloting must be reported to the Graduate School as part of the request for a third extension.

If the faculty supports the request, the chair or director of the degree-granting unit must write a memo to the dean of the Graduate School and vice provost for graduate education explaining the rationale for the request, providing a detailed timeline for completion of the thesis/dissertation within one year, and including any extenuating circumstances that need to be considered. The memo, supported by the materials listed above, should be forwarded to the Graduate School by the program’s graduate coordinator using the GRM.

If approved, the dean of the Graduate School and vice provost for graduate education will write a letter to the student explaining that this is a third and final extension. The student must acknowledge receipt of this letter in writing to the dean of the Graduate School and vice provost for graduate education and the chair, explaining that they understand this is their final opportunity to complete the thesis/dissertation degree. Note: Students must be enrolled for at least two research credits during both the fall and spring semesters of a third extension or until degree completion.

4. Denial of Extension

If the student is denied an extension, the student may appeal against the decision of the dean of the Graduate School and vice provost for graduate education using the Graduate School’s grievance procedures in Chapter 12.E.3.

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