This policy aims to ensure a consistent and equitable approach across all Boards of Studies (BoS) within the Faculty of Media and Knowledge Sciences regarding student requests for an extension of studies. It acknowledges the importance of facilitating genuine student needs while upholding academic integrity and fairness to those who adhere to dissertation timelines.

Purpose

To provide clear and fair guidelines for evaluating extension requests, ensuring that all students are treated equitably, regardless of their programme of study.

Justifications for Extension

Requests for an extension of studies may be considered under the following broad categories:

• Personal Reasons: Including, but not limited to, unexpected personal difficulties that significantly hinder academic progress.
• Academic Reasons: Circumstances requiring additional time due to justified academic challenges.
• Medical Reasons: Conditions that demonstrably affect the student’s ability to work effectively over a sustained period. Medical justifications must be supported by official documentation, preferably a report issued by a medical specialist.
• Other Justifiable Reasons: Any other serious and substantiated reason which the BoS considers valid. 

To formally submit an extension request, students must complete the official request form for undergraduate or postgraduate Master courses, as applicable. The supervisor should be asked to complete, date, and sign the ‘Supervisor Details’ section. The completed form should then be submitted as a signed scanned copy to the Faculty Manager via email.

Request forms must be submitted to the Faculty Manager at least seven days prior to an upcoming Faculty Board meeting. A complete schedule of Faculty Board meetings can be accessed here. 

Role of the Supervisor

The supervisor’s recommendation is a crucial part of the evaluation process and must accompany all requests submitted by the student. This recommendation should include a detailed report outlining the student’s progress, the validity of the justification, and the feasibility of completing the work within the proposed extended timeframe. The report should be submitted to the Faculty Manager, who will relay it to the respective BoS and the Faculty Board for consideration alongside the official request form. 

Evaluation Process

 Each BoS shall assess extension requests in line with this Faculty-wide policy to ensure consistency across programmes. Boards may request additional documentation or clarification from the student as needed. Where appropriate, the BoS may defer its recommendation and refer complex cases to the Faculty Board for further consideration.

Upon receipt of the BoS recommendation, the Faculty Manager shall forward the request to the Faculty Board for consideration. Based on the submitted extension request form, recent progress report (and any previous reports, if applicable), BoS recommendation, and supporting documentation, the Faculty Board will deliberate on the request and either approve or reject it. 

Decision

Undergraduate Dissertations

The Faculty Board shall communicate its decision to the student via email within one week of the meeting date.

Postgraduate Master Dissertations

Requests for the first six months of the extended period are handled entirely by the Faculty Board. In such cases, the Faculty Board shall communicate its decision to the student via email within one week of the meeting date.

Requests for further extensions of studies (up to two years) are initially considered by the Faculty Board, which will then pass on its recommendation to the Senate Subcommittee for Students’ Requests. The Senate will communicate its official and final decision a few days following its meeting. This decision shall be immediately forwarded to the student by the Faculty Manager.