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Changes in Circumstances

Intermission

 

General Information:

Whilst registered as a graduate student at Cambridge, you are expected to be in continuous attendance in Cambridge, unless the Student Registry has given you permission to work away from Cambridge, to reside outside of the University precincts or to intermit your studies.  As a graduate student, the University's standard vacation periods do not apply to you. You are expected to be studying full-time throughout your course, until submission of your thesis/dissertation, with short breaks for holiday (up to 8 weeks per year) as agreed with your supervisor.  

See also:

Work away: http://www.cambridgestudents.cam.ac.uk/your-course/graduate-study/your-student-status/leave-work-away-cambridge 

Reside outside the 20 mile limit: http://www.cambridgestudents.cam.ac.uk/new-students/manage-your-student-information/personal-information/residing-outside-universitys
 

What is an Intermission?

An intermission is a break from study for a defined period.  Intermission is otherwise known as a suspension of status and a disregard of terms. 

You can intermit for a period when you are unable to work on your research or study but not for periods where you have studied and have undertaken an assessment but have not performed well. In these cases if you are on a taught graduate course you may be able to apply for an examination allowance.

The following reasons would be considered for a period of intermission:

Medical Intermission:

  • Illness

Non-Medical Intermission:

  • Maternity leave
  • Paternity leave
  • Adoption leave
  • Family circumstances (such as nurse/support a sick relative)
  • Deal with an emergency situation – you will need to specify what this is
  • Language course that is not intrinsic to your research
  • Research fellowship that is not intrinsic to your research
  • Internships/placements which are not intrinsic to your research but may be for your career development.  This includes both paid and unpaid internships or placements, such as those opportunities offered by (but not required by) funding bodies, e.g. the Research Councils policy internships schemes.

The following reasons would not be considered for an intermission:

  • Taking up employment (unless this is in the form of a paid internship or placement)
  • Running out of money
  • Visa issues
  • Failing an assessment
  • Language course that is intrinsic to your research - you should apply to work away for such absences
  • Research fellowship or internship or placements which are intrinsic to your research.  In these cases you would normally apply to work away from Cambridge for the period of internship/placement.  This includes the BBSRC Professional Internships for PhD students (PIPS) scheme (See http://www.cambridgestudents.cam.ac.uk/your-course/graduate-study/your-student-status/leave-work-away-cambridge)
  • Holiday - As a graduate research student you are expected to be in residence in Cambridge working on your research throughout the year, with short breaks for holidays. You are entitled to take holiday (for which permission to work away is also not required), at times agreed with your supervisor, provided that these do not exceed 8 weeks in a given year.

 

When should I apply for an Intermission?

If you need to take a break from study (other than for a holiday) for more than 2 weeks you will need to make an application to intermit or to temporarily withdraw.  The option you choose will depend on the reason for your absence.  

See also: Work away: http://www.cambridgestudents.cam.ac.uk/your-course/graduate-study/your-student-status/leave-work-away-cambridge

Temporary withdrawal: http://www.cambridgestudents.cam.ac.uk/your-course/graduate-study/your-student-status/withdrawing-university 

Students whose disability or illness is likely to affect their progress and performance should contact their College Tutor to discuss in the first instance.

 

When can I apply for an Intermission?

You should apply for a period of intermission as soon as you know that you will need a break from your study.  It is possible to intermit for a maximum of thirty days retrospectively from the date you initiate an application in your CamSIS self- service pages. Applications to intermit retrospectively for a period more than 30 days from the date of application will be approved only in very exceptional circumstances.

Intermission in the first term of study would only be agreed in exceptional circumstances.  It cannot be used as a way of deferring admission. 

Similarly, it is not expected that you apply to intermit towards the end of your course.  For a PhD/MSc/MLitt/EdD student it is not expected for an application to intermit to start after the end of your final year; if you are studying for one or two year programme of study it is not expected for an application to intermit to start after the end of one year if on a one year programme or the end of the second year if on a two year programme.  Exemptions can be made for applications for medical intermission during this period.

What happens when I intermit?

If you are on a research programme, your submission date will be extended to take account of a period of intermission.  You will be notified of any change to your submission date in the email you receive approving an intermission. Depending on your period of intermission, it is possible that will not ‘keep’ a term.  If you are registered as a full time student, you are required to 'keep' term.  This means that for every term you are required to be in Cambridge for at least three-fourths of each term. If the term of research is recorded for you as ‘kept’, and if you are liable for fees, you will be charged fees for this term.

University Terms:

  • The Michaelmas Term begins on 1 October and consists of eighty days, ending on 19 December
  • The Lent Term begins on 5 January and consists of eighty days, ending on 25 March or in any leap year on 24 March
  • The Easter Term begins on 10 April and consists of seventy days ending on 18 June, or, and,  depending on when Easter falls, The Easter Term begins on 17 April and consists of seventy days ending on 25 June

How to keep term:

  • To keep Michaelmas, a student must spend fifty-nine nights in Cambridge between the 1st October and the 19th December (inclusive)
  • To keep Lent, a student must spend fifty-nine nights in Cambridge between 5th January and 25th March (24th March)
  • To keep Easter, a student must spend fifty-two nights in Cambridge between 10th April and 18th June (unless Full Term begins after 22nd April, in which case between 17th April and 25th June)
     

What can I do when I am on intermission?

You can remain in Cambridge during a period of intermission and may choose to visit your Department during this period of intermission and to talk occasionally with your Supervisor and other members of staff with regards to your research, but you are not expected to be actively engaged in your research or to be accessing laboratories or other facilities.  You should not use College facilities during intermission, nor engage in social activities within College, without the express permission of the College. 

Intermission means that you are not permitted to undertake work, either related or unrelated to your studies.  If you do wish to take up employment – you will need to email the Student Registry to let them know this is your intention.  In most cases you will be temporarily withdrawn as a student and will need to apply for reinstatement when ready to resume study.

How long can I intermit for?

The minimum length of intermission is 2 weeks.

  • Full-time students can apply for up to a maximum of three consecutive terms at any one time.
  • Part-time students can apply for up to a maximum of five consecutive terms at any one time.

For a PhD/MSc/MLitt student it is not normally agreed for you to intermit for more than six full time terms/ten part-time terms in total. In addition you cannot have agreed more than three consecutive full time terms/five consecutive part time terms.
If you are studying for one or two year programme of study there will be restrictions to the number of terms intermission that can be agreed. For a Masters or any other one year programme it is not normally agreed for you to intermit for more than three full time terms/five part time terms in total. 
If you apply for more than this, or, it is determined this is required, your temporary withdrawal will be actioned automatically by the Student Registry. You will get an email to advise if this has/will be happening to you.

How might intermission affect me financially? 

If you are funded by a Research Council you must inform the administrator of your funds immediately if it is likely that you will need to intermit, or if you have had an intermission agreed.  Depending on the reason for your intermission, your award may continue or be suspended for your period of intermission.  It is your responsibility to discuss this matter with your funding administrator and find out the exact arrangements for your funding. If you are intermitting to take maternity or paternity leave, on the grounds of ill health, or to complete an internship or placement organised by a Research Council (such as policy internships), you may be eligible for continued funding during your period of intermission.   

Similarly, funders such as Gates and the Cambridge Trust may continue to fund students during periods of intermission in certain circumstances.  You should contact your funding body to confirm eligibility for continued payment of maintenance during a period of intermission.

If you are not eligible for continued funding, it is possible that any maintenance payments received during a period of intermission may be considered an 'overpayment' which will have to be repaid.

Hardship Funds 

If you are not in receipt of funding for a period of intermission, and are experiencing financial hardship because of this, you may be eligible to apply for hardship funding.  You should talk to your College Tutor about any college hardship funds for which you may be eligible. You may also be eligible for support from the Postgraduate Hardship Fund

The Students’ Unions’ Advice Service Advisors can also signpost to other relevant sources of funding (see also Turn2Us).

I have a UK student loan, will intermission affect this?

If you are in receipt of an SLC loan you may be able to apply for a Student Finance England discretionary payment.  The Students’ Unions’ Advice Service Advisors are money advice trained and can also provide expertise in relation to eligibility for an applying for these funds.
 

I have a US/Canadian Federal loan, will intermission affect this?

If you have taken federal loans or have federal loans in deferment they will be affected if you have any intermission agreed.
US regulations require that you inform your lender of any changes in enrolment so if you have had an intermission approved you must also inform your lender that you have taken a 'Leave of Absence'.

If you have a federal loan for the current year please refer to: http://www.cambridgestudents.cam.ac.uk/fees-and-funding/fees-and-graduate-funding/student-loans/us-loans/leave-absence

If you are planning on applying or have been granted intermission whilst in receipt of a current federal loan or hold one that is in deferment or require further information please contact: Student.Loans@admin.cam.ac.uk

Eligibility for benefits

The Students’ Unions’ Advice Service can advise as to eligibility for government benefits.

How might intermission affect me as a Tier 4 visa holder?

A Tier 4 visa is granted for the purpose of full-time study in the UK. If a student is not engaged in full-time study for a period of time, the terms of Tier 4 sponsorship no longer apply and the Home Office expects the student to leave the UK.

If an intermission - medical or non-medical - is granted, the University is required to cease Tier 4 sponsorship and report the change of circumstances to the Home Office. The Home Office act on this change by curtailing the Tier 4 visa to sixty days and the student is advised to leave the UK.

In certain circumstances the University is able to continue sponsorship for a Tier 4 visa for a period of intermission up to a maximum of sixty days. This would only be considered where the student can still complete their course within their existing visa expiry and would not include intermission for the purpose of either internship or course which does not contribute to studies at Cambridge. If sponsorship is continued but the sponsored student does not return to studies after this intermission, the University is required to cease sponsorship in line with the above.

In exceptional circumstances, such as serious illness or injury, Tier 4 sponsorship can be continued for an intermission providing the student can still complete their course within their existing visa expiry. The maximum period of continued sponsorship would be four months. Applications where there may be grounds for continued Tier 4 sponsorship during an intermission period greater than 60 day should be referred to the International Student Office for approval unless it is for maternity or paternity leave which can be granted for a maximum of 4 months.

Any previous intermission will be taken into account when considering whether Tier 4 sponsorship can be continued.

In cases where Tier 4 sponsorship is ceased, the University will be able to issue a new Confirmation of Acceptance for Studies (CAS) for a new visa application once return to study is approved; please contact the International Student Office to request this CAS.

For further information please contact the International Student Office:  international.students@admin.cam.ac.uk

How do I apply?

Go to your CamSIS Self-Service Page/Apply for Things/Application Forms and Select the term(s) you will be taking the intermission. [Please note, Easter Term runs from April to the end of September] It is important to use the drop down/calendar look up. 

In the Text box, state the actual dates that you require the intermission to start and end, and provide a detailed statement of reasons for your application.  If applicable, provide a statement to confirm that your sponsor/loan provider has agreed to you intermitting.  Advise of where you will be based (Country/City/Region) whilst intermitting.  Upload a copy of your supporting documents (this is required in all cases). Detailed letter from a medical practitioner on headed paper, signed and recently dated.  The following will be accepted as supporting documents:

  • Detailed letter from a Counsellor on headed paper, signed and recently dated
  • Confirmation from the Supervisor/Dept/DC regarding disruption of laboratory facilities) specifying the nature of the difficulty and the timing and duration of the delay to study
  • Confirmation from your sponsor/funding body that an intermission is permitted

All supporting documents must be supplied in English. Any documents not originally in English should be translated by a professional translating service and certified. Where appropriate, it is acceptable for documents to be translated by a member of the Student's College. The University is not able to cover the cost of supporting documents.
 

How do I track my application?

You must track your application via your CamSIS self-service.  You will be able to see who has next to decide on your application and it is for you to ensure your application progresses in a timely manner.  The process of application runs linear from you as the student initiating an application, to your Supervisor then to Department, College and Degree Committee. Once received at the Student Registry, if all the information is provided, the Student Registry can consider your application and make a decision.

How will I know the outcome of my application?

When a final decision has been made by the Student Registry you will receive an email notification. This email will be copied to other interested parties, such as your Degree Committee and College.  Your CamSIS record will be updated shortly afterwards.

If I am not satisfied with the outcome of my application, what should I do?

When you receive the email from the Student Registry advising that your application has been denied, you will be notified of why this decision has been made and what this will mean for you.  You can request a review of this decision by emailingstudent.registry@admin.cam.ac.uk.  Please mark your email: Request for Review of Graduate Application Decision.
 

What do I need to do to return from intermission?

If you have intermitted on non-medical grounds you will be expected to return into residence as expected on the date agreed by the Student Registry for your return – you can see this date in your CamSIS record and the email sent by Student Registry approving your intermission.

If you have intermitted for medical reasons you must provide evidence of your fitness to return to study before you can resume study and should not resume your study without first receiving an email from the Student Registry agreeing to your return.  This means that in advance of your return, you will need to complete the required forms and return them to the Student Registry together with a detailed letter from your medical practitioner and/or counsellor for consideration. Either you or your College can submit the forms, but they should be submitted in good time. 

The Student Registry refer to independent medical advisers for confirmation that your supporting documents are sufficient to allow for your return to study.  Depending on the time of year, this can take 2-3 weeks.

Forms:

Once your return to study has been agreed, the Student Registry will write to inform you and copy your College, Department, Degree Committee, the Disability Resource Centre and if applicable, the International Student Office, for information.

Medical practitioners who you have asked to support your request for your return to study should be provided with the University's specific Guidelines for medical practitioners

Please note that a temporary withdrawal will be actioned automatically by the Student Registry in the event that your return is not agreed by the date your intermission ended in your CamSIS record. A temporary withdrawal does not prevent your application to return to study progressing through the process in the normal way, and, should your return be agreed, and you have been temporarily withdrawn, reinstatement will be actioned automatically by the Student Registry at this point.

What should I do if my plans change?

If you are unable to resume your study after your planned period of intermission, you may be eligible to apply for further intermission.  You should email the Student Registry as soon as possible to let us know if you will not be returning and advise of your plans:student.registry@admin.cam.ac.uk.

If you wish to return earlier than planned intermission please email student.registry@admin.cam.ac.uk  to request permission to return earlier than planned, giving the date you plan to return to study and why this is the case.  If you have intermitted for medical reasons you will have received a condition of your fitness to return to study before you can resume. Evidence of this condition having been met is required prior to you returning to your course of study. You are not authorised to resume your study without first receiving an email from the Student Registry agreeing to your return. 
 

If I have any further queries who should I contact?

Please contact the Student Registry: student.registry@admin.cam.ac.uk

For visa related queries, please contact the International Student Office:  international.students@admin.cam.ac.uk

 

Changing your Mode of Study

You will need to apply to change your mode of study on an application form which can be downloaded from your Self-Service pages (under Apply for things/ Application forms). You will need to explain in your application why you wish to change mode and from what date. Your application will have to be approved by your supervisor, department/faculty, college and the Board of Graduate Studies. You will also need to be interviewed by your department. The interviewing panel will include at least one person who will not be your supervisor.

Each party has to be satisfied that the change makes good sense in the context of your progress towards the degree, that you and your supervisor will be able to manage the change in workload, and, that your funding is secure for the whole course.

You will need to demonstrate that you can financially support yourself or can be supported by another party for the duration of your programme. To do this, you will need to complete a Financial Undertaking Form, which must be uploaded and attached to the application you will make via your CamSIS self-service.  If you are funded by a funding body or other party, you should attach a evidence of their commitment to fund you for the remainder of your course.

Important Information

  • You will not be able to change your mode of study once you have completed your required terms of study
  • You will not be able to change your mode of study more than once in each direction unless there are exceptional circumstances
  • Please note that some departments and colleges do not offer membership to part-time students
  • If you wish to change to part-time study because you are entering employment, you should ask your employer to write to the department stating that you will be granted time off as necessary to fulfil the attendance requirements laid down by the department for the remainder of your period of study
  • It is not possible to transfer to part-time study for financial reasons. All approval parties must agree that part-time study is desirable for educational reasons
  • Please note that colleges are under no obligation to provide accommodation for part-time students
  • If your college does not currently take part time research students and is not interested in doing so then you will have to be accepted by a different college before you can proceed. It is your responsibility to arrange to change your college membership

Please note: if you have previously been classified or are currently classified as an overseas student and have previously or currently require entry clearance to remain in the UK, under any Tier, and you are registered as a student at the University of Cambridge, please ensure you comply with the conditions of your visa. As a registered student at the University of Cambridge please also ensure you discuss any change to your immigration circumstance with the International Student Office. For example for you to have obtained your Tier 4 visa, the University confirmed that you were studying full-time at Cambridge. The UKBA granted your visa on that basis. If your circumstances change, including change to your study pattern, the University is normally required to inform the UKBA.

International Student Office (international.students@admin.cam.ac.uk)

Please contact the Student Registry if you need further information about changing your mode of study.

(student.registry@admin.cam.ac.uk)

Withdrawing from the University

It is important that the University know if you are withdrawing. Therefore if you decide that you need to leave the University for whatever reason, you must let us know by applying to withdraw either permanently or temporarily via your CamSIS Self-Service pages. Go to your CamSIS Self-Service Page/Apply for Things/Application Forms

If you have difficulty applying to withdraw, or, you wish to simply send us an email to let us know, please email with your reasons and the date of your withdrawal to: student.registry@admin.cam.ac.uk

If you initiate an application to withdraw within 21 days of the start of 'full term', you will not be charged fees for that term.  If you initiate an application to withdraw after the first 21 days of 'full term', you will be charged fees for that term. 

A withdrawal agreed by the Student Registry means that you will no longer be recorded as a student at the University of Cambridge, and are therefore no longer entitled to the use of University resources –including your University email address.

The University Information Service (UIS) will email you in due course giving notice of approximately four weeks before your access to resources and your email address is deactivated.  At this point you may opt to retain access for a further two months – or for a longer period if your Department is in agreement and they wish to make a case directly to the UIS. Please discuss with your Departmental Graduate Administrator if this applies to you.

Although you may also retain certain access with departmental support, many of the University's e-resources will become unavailable .  In most cases, the University's license agreements prevent access to those who are not currently students or members of staff.  You are advised to contact the University Library or other parties directly about specific databases if this may affect you.

If you have been withdrawn and require continued access to University resources please talk to your Departmental Graduate Administrator as a case will also need to be made to the Student Registry as to why a withdrawal should not be actioned or will need to be reconsidered.   Please note that students who are no longer on the Register will not be able to retain access to any ejournals, ebooks or online databases for which a licence or subscription is required.

Please note; if you are not self-funded, for example you are Research Council funded, University funded or in receipt of a UK or Overseas Loan or are in receipt of any other funding you also need to contact your award/Loan administrator regarding any decision to withdraw. The funding body may have different terms and conditions attached to your funding and therefore there may be funding implications set by your funder/loan provider that will automatically apply when a withdrawal is actioned on your University record.

If you are studying with a Tier 4 visa, the University is required to cease sponsorship for this visa with effect from the date of your withdrawal. The International Student Office will confirm the implications of this by e-mail:   Please contact the International Student Office directly should you have any concerns with this: international.students@admin.cam.ac.uk

You may wish to leave on a permanent basis or on a temporary basis.  Please note that if you are registered as a graduate student, immaterial of the number of terms completed, you are expected to be studying in Cambridge, or have had agreed by the Student Registry terms of working away or intermission, or you have withdrawn from the Register of Graduate Students and have received written confirmation from the Board that this has been actioned.

You might wish to leave on a temporary basis if you have undertaken 9 or more terms for a research degree and, for example, want to write up away from Cambridge. You could then apply to be reinstated when you were ready to submit a thesis for examination.

Please see Reinstatement to the Register for Graduate Students for details on how to apply for reinstatement.

You may find it useful to discuss leaving the University with your college tutor before finalising your decision. We may, on occasion, have to seek comments from your supervisor and degree committee to finalise arrangements.

If you have difficulty applying to withdraw either permanently or temporarily via your Self-Service page,, please email student.registry@admin.cam.ac.uk

Extending your Submission Date

 

General Information:

You are expected to manage your time so that you are able to submit your thesis or other assessed work within your period of candidature.  You can apply for an extension to your submission date in certain circumstances, although you should be aware that each case is considered on its merits and there is no guarantee that your application will be successful.

 

Extensions for PhD, MSc, MLitt or MPhil by dissertation students:

As a PhD, MSc, MLitt or MPhil by dissertation student you have been given a deadline by which to submit your thesis/dissertation for examination

For PhD, MSc and MLitt this is set as four years if you are a full-time student and seven years if you are part-time.  Your submission date can be found on your CamSIS self-service pages under ‘Other Information’/’Thesis Submission Details’

For MPhil by dissertation students, your deadline is set within one year if you are a full-time student and within two years if you are a part-time student.  Your submission date can be found on the following website: http://www.cambridgestudents.cam.ac.uk/your-course/examinations/graduate-exam-information/submitting-and-examination

You should make every effort to meet your deadline.  Extensions are not automatically agreed.

If you are not able to submit your thesis/dissertation by your deadline you must apply in good time to extend your submission deadline

If you do not submit by your deadline and have not applied and had an application to extend agreed by the Student Registry you may be removed [temporarily] from the Register of Graduate Students.  This does not prevent you from submitting at a later stage.

 

Extensions for students on taught programmes:

If you are on a taught programme you have deadlines by which to complete and submit all elements of your course.   Details of submission deadlines and arrangements for dissertations can be found at: http://www.cambridgestudents.cam.ac.uk/your-course/examinations/graduate-exam-information/submitting-and-examination. Other submission deadlines will be included in your course handbook or available from your course administrator. 

Short extensions can be agreed locally by your Faculty as long as the extension does not delay consideration of your result at the Examiners Meeting with the rest of your cohort 

If you wish to extend beyond the one year/two years, you must formally apply to extend your ‘submission’ date. 

If you do not submit work by the deadline given and you have not applied and  had an application to extend agreed by the Student Registry you may be deemed to have failed the course or be removed from the Register of Graduate Students.

 

What is an Extension?

An extension to a submission deadline gives you additional time to complete your thesis/dissertation or other assessed work prior to submission.

 

When should I apply for an Extension?

Where possible, you should submit your application for an extension at least 3 months but no more than 6 months before your submission deadline.  If you submit an application after your submission deadline this will automatically be denied.

 

What is the length of extension I can ask for?

It is not expected for you to apply to extend for more than 1 term at any time.

 

How many times can I apply for an extension?

There are no restrictions.

 

Do I need to consult my funding body?

You may need permission from your funding body for an extension.  It is your responsibility to check with them what they require from you and if they set any penalties for late submission.

 

Is there a maximum time beyond which no further extension can be considered?

For a PhD/MSc/MLitt student it is not normally agreed for you to extend beyond the end of a fifth year with absolutely no extensions considered beyond the end of your sixth year

If you are studying for one or two year programme of study there will be restrictions to the amount of time you may be granted for an extension.  This would not normally be no longer than 1 term for a one year programme or 2 terms for a two year programme

 

What constitutes a reason to extend?

  • Unavoidable delays:  such as lab moves, equipment failure. It is expected for your Department and/or Degree Committee to advise of the details if they wish to support your application.
  • Academic: where there is a strong academic case that you are actively working on your writing up and need a short extension to complete to enable you to submit.  You must also make clear as to why it is essential for you to remain registered as a graduate student at this stage, and why a withdrawal will be detrimental.  It is expected for your Department and/or Degree Committee to make a detailed case if they wish to support your application, giving reasons why it is essential for you to remain registered as a student at this stage.  (Please note: a temporary removal from the Register of Graduate Students will not prevent you from applying to be reinstated.  If agreed, this will enable you to submit and complete the examination process at a later stage)
  • Short delays of no more than 1 month due to medical issues or grave cause:  We expect that you will have intermitted for any medical related absences of over one month.

 

What does not constitute a reason to extend?

  • Visa issues
  • Medical: where an intermission should have previously been requested
  • Attending conferences
  • Writing papers
  • Undertaking further research, unless your Supervisor, Department or Degree Committee make a very strong academic case for this
  • Employment
  • Not wishing to leave Cambridge
  • Continued funding

 

I have been unwell – can an extension be considered in this case?

If you have been unwell a short extension, of not more than 1 month,  can be considered if there are supporting medical documents from your medical practitioner or from the University’s Counselling Service.

During your registration at Cambridge we expect for you to have intermitted for medical reasons at the time required.  Applications cannot be considered retrospectively.

See also:
Intermission: http://www.cambridgestudents.cam.ac.uk/your-course/graduate-study/your-student-status/intermission

 

 

How do I begin the application process?

  • Go to your CamSIS Self-Service Page/Apply for Things/Application Forms
  • Select the date you wish to extend your submission date to: It is important to use the drop down/calendar look up (you may apply for a maximum of 1term at any one time).
  • In the Text box, state the actual dates of your proposed extension
  • Provide a detailed statement of reasons for your application
  • If applicable, provide a statement to confirm that your sponsor/loan provider has agreed to the extension
  • Advise of where you will be based (Country/City/Region) if an extension were to be agreed.  If you are not planning to stay in Cambridge, you would need to justify this and also apply for permission to work away.
  • You may also wish to upload additional material in support of your application

 

  • How do I track my application?

  • You can track your application via your CamSIS self-service and will be able to see who has next to decide on your application
  • It is for you to ensure your application progresses in a timely manner
  • The process of application runs linear from you as the student initiating an application, to your Supervisor then to Department, College, and Degree Committee and finally to the Student Registry who reviews applications on behalf of the Board of Graduate Studies
  • When a final decision has been made, you will receive notification from the Student Registry by email. This email will be copied to other interested parties (your Degree Committee and College)
  • You should not consider an extension as being agreed without having received notification by email from the Student Registry that this has been approved

 

Will my application be agreed as a matter of routine?

No.  You should not assume that your application will be approved.  It is for you to provide a full statement of reasons and it is then open for any party, that is your Supervisor, Department, College and Degree Committee to comment and advise if they wish to support your application.  The final decision rests with the Student Registry.

 

What happens if my application for an extension is denied?

If your application to extend is denied , and you have passed your submission deadline, you will be temporarily withdrawn from the Register of Graduate Students 

If your application to extend is denied , and you have not reached your current submission deadline, you will remain registered up until the orginal submission deadline.  If you do  not meet this deadline, you may be withdrawn from the Register of Graduate Students.

See also:
Removal from register: http://www.cambridgestudents.cam.ac.uk/your-course/graduate-study/your-student-status/withdrawing-university

If my application is denied and I am removed from the Register of Graduate Students, how do I later submit and/or complete my programme of study?

If you wish to resume study or submit a thesis for examination you will need to apply to be reinstated.

See also:
Reinstatement http://www.cambridgestudents.cam.ac.uk/your-course/graduate-study/your-student-status/reinstatement-register

 

 I am on a student visa: if my application is denied, what will happen?

The International Student Office will contact you directly to advise how this will affect you. 

For further information please contact the International Student Office international.students@admin.cam.ac.uk

Am I expected to be in Cambridge during the period of extension?

Yes, if you are a full time student, you are expected to be in Cambridge continuously and working on your thesis or other assessed work on a full time basis until your submission or completion of any outstanding elements, unless you have been granted permission to work away or to reside outside of the University precincts

See also:
Work Away: http://www.cambridgestudents.cam.ac.uk/your-course/graduate-study/your-student-status/leave-work-away-cambridge
Residing outside of the University precincts: http://www.cambridgestudents.cam.ac.uk/new-students/manage-your-student-information/personal-information/residing-outside-universitys

 

I am on a Tier 4 sponsored visa.  What are the implications for me?

If your application to extend your submission deadline is approved, but you will still be able to submit your thesis and complete your examination within the validity of your current visa, there will be no further implications. 

If your application to extend your submission deadline is approved and your new submission deadline means you need to extend your Tier 4 visa, you must contact the International Student Office for guidance on the application process and requirements as soon as possible.

If your application to extend your submission deadline is not approved, and you submit your thesis before your submission deadline, there are no implications for your Tier 4 visa. If however you do not submit your thesis by your submission deadline and are removed from the Register of Graduate students, this will have implications for your Tier 4 visa.  You should contact the International Student Office to discuss this.

It is advisable to contact the International Student Office to check the implications of any change of circumstances on your visa status: (International.Students@admin.cam.ac.uk)

 

If I have any further queries who should I contact?

Please contact the Student Registry: student.registry@admin.cam.ac.uk
All queries regarding visa sponsorship should be sent to:  international.students@admin.cam.ac.uk

Removal from the Register

In most cases where a student has overrun the four-year or seven-year deadline, the degree committee will normally recommend that the candidate is taken off the register until such time as he or she is ready to submit the dissertation.

Students can also apply to be removed from the register.

The Effect of Removal From the Register

The candidate pays no further University fee and has no further right to:

  • Receive supervision
  • Use the University's facilities
  • He or she may also be denied use of college facilities.

He or she also loses student status and will:

  • No longer be eligible for a student visa (if relevant)
  • Be liable to start repayments on any educational loans.

Where a candidate is very near to submitting the thesis, or would suffer disproportionately from these changes, a supervisor or college graduate tutor may make a case to keep the student on the register for a further short extension.

Candidates taking up full-time employment should normally come off the register.

Faculties and departments should note that removal from the register does not "stop the clock" for the submission deadline, but leaves the time-frame open. It cannot therefore be used to avoid a penalty for non-submission by a Research Council deadline.

Students should note that reinstatement to the register does not happen as a matter of course. Please see the page on reinstatement for further information.

Reinstatement to the Register

Students who have temporarily withdrawn or been temporarily removed from the Register will need to apply for reinstatement in order to continue with their studies or submit their thesis.  Reinstatement to the register does not happen as a matter of course; each application is judged on its own merits.

A link to the reinstatement application form can be found at: Reinstatement to the Register of Graduate Students Application Form

If you have completed the minimum number of terms required for the degree and wish to apply for reinstatement in order to submit your dissertation, or to submit a revised dissertation for examination, you should complete the form.  It is often not possible to obtain further supervision or scrutiny of work prior to submission. If you wish to apply for further supervision, you will need to make a case to your Degree Committee for their consideration. 

If you are submitting your thesis for examination after being temporarily removed from the Register of Graduate Students, the steps you will need to follow will depend on the length of time you have been off the register. Students who have been off the register for less than six months will be reinstated upon submission of their thesis, following correspondence between the Student Registry and the relevant Degree Committee. Students submitting their thesis after having been off the register for more than six months will need to complete the reinstatement to the Register of Graduate Students application form

If you have not completed the minimum number of terms required for the degree and wish to apply to reinstatement in order to resume your studies, you should complete and submit the form.  You should provide details as to why you wish to resume your studies and what you have been doing since the time you were withdrawn from the University. In addition, if you were withdrawn as you were not well enough to continue with your studies, you should attach current medical evidence to your application to indicate that you are now well enough to resume your studies.

You may be required to submit work for scrutiny before being allowed to resume your study.   It is possible that, if the time that has elapsed since you deregistered is so great and/or the progress you made before deregistering is so slight, it is agreed that you should not be reinstated but given leave to reapply for admission instead (that is, to apply in competition with other first-time applicants to begin the course afresh).

Completed applications should be submitted to your Degree Committee, together with any accompanying documents. The Degree Committee will make a recommendation to the Student Registry who, (on behalf of the Board of Graduate Studies) will communicate its final decision to you and all interested parties. For information, you will receive an acknowledgement of receipt of your application by the Student Registry, but normally you will be advised that reinstatement is not actioned until you have submitted your final dissertation for examination to the Student Registry.

For further information please contact the Student Registry  (student.registry@admin.cam.ac.uk).

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