Extenuating Circumstances and Extension to Time Limit

Last Updated: April 2024

If you experience significant disruption to your studies and you are unable to make up the time lost within the remainder of your candidature, you may be able to apply for an extension to your time limit, under the University’s Interruption of Study and Extension to Time Limit Policy and Procedure (Research Students):

• Thesis Completion Stage If you experience unforeseen circumstances during the ‘thesis completion’ stage of your studies that have a significant adverse impact on your progress and it is not possible to adjust to your Completion Plan to enable timely submission, you can apply to extend your time limit by a period commensurate with the time affected. You may also apply during the resubmission and corrections period.
• Fees Payable Period In exceptional cases, you may apply for an extension when you are in the fees-payable period in accordance with the Extenuating Circumstances Policy and Procedure (Research Students). An application will be considered only where there is clear evidence at the 9-Month/Annual Review stage that adjustment to your Research Plan to enable submission by your current deadline is not feasible. The University will only deem your circumstances as Extenuating if you can show that they are serious and are having/have had a significant adverse impact on your academic progress or performance.

If an application for an interruption of study has been previously approved by the University, the deadline for the submission of your thesis should have been adjusted by a period commensurate with the length of the interruption (if 28 days or more in length). You will not be required to make a separate application to extend your deadline.  If this has not happened, then contact your PGR Office.

Consider your funding

If you are a funded student before applying for an extension of time limit, you should check with your funder the potential impact of an extended deadline. 

Visas

If you are an international student and are considering applying for an extension, you are strongly advised to seek guidance from Student Visa Support on potential visa implications before making an application. You can contact them via studentconnect@cardiff.ac.uk / 029 22 518 888.

When to apply

An application for an extension should be made 2 to 4 months before your submission deadline. Applications received less than 2 months before the deadline will not be considered, unless there are clear reasons which justify the late application. Applications will not be considered where the deadline for thesis submission has passed, unless there are compelling reasons.

Grounds for an Extension to Time Limit

Extensions are not granted as of right but will need to be applied for with at least one valid ground and with appropriate evidence.

The grounds stated in the Interruption of Study and Extension of Time Limit Policy and Procedure for submitting an application for an extension are as follows:

• Ill health – a serious time-limited illness or a long-term health condition or disability that has worsened or is fluctuating, and adjustments (such as a previous extension) have not or cannot be put in place.
• Compassionate grounds – a change in your personal, domestic or family circumstances, such as the death of a close family member or significant person, an unanticipated change in caring responsibilities (ill health of a dependent, for example), financial hardship, or being a victim of a serious crime.
• Exceptional professional commitments (part-time students in fees payable period only) – if you are a part-time student working alongside your studies and your work commitments change unexpectedly and unavoidably. Taking up employment is considered a normal outcome of doctoral study and is not grounds for an interruption or extension when a student is in their thesis completion stage.
• Professional placements/internships/work experience – if you undertake a placement/internship or period of work experience supported by your supervisor during the fees-payable period of your studies and this is not considered to be integral to your programme and within its planned timeframe.
• Unavoidable practical/logistical difficulties – if you encounter unavoidable and disruptive difficulties beyond your control that affect your progress for a discrete period of your candidature (the unanticipated unavailability of your supervisor at a key stage in your studies, for example). Any particular concerns or issues around supervision should be reported to your School at the time that they occur as they will not be permitted as retrospective grounds for an extension.
• Maternity/Shared Parental/Adoption Leave - Maternity/Parental/Adoption Leave – please see the University’s Policy on Maternity, Adoption, Paternity/Partner and Parental Leave for Research Students
• Jury service or compulsory military service.
• Sabbatical office.

How to apply for an extension

You should discuss your circumstances with your supervisor(s) as soon as possible in order to determine the most suitable course of action. If you would prefer not to disclose the circumstances to your supervisor(s), you should notify another member of the School’s academic or professional services staff, such as the Director of Postgraduate Research or a member of the School Office. You can also contact Student Advice for independent and confidential information.Advice@cardiff.ac.uk +44(0)2920 781 410.

If this conversation determines that an extension is appropriate, you will need to do two things:

1. You should complete an Adjustment to Study (Extenuating Circumstances) Form - Section 1 and provide appropriate contemporaneous supporting documentation in English or Welsh.

This might include medical certificates, a Student Life Services letter, or evidence from a third party. In the case of maternity or adoption leave, suitable evidence may include a MATB1 form, the child’s birth certificate, or evidence of the placement of a child for adoption. Where the request is for shared parental leave, applications must include a statement from your partner regarding their entitlement to maternity or adoption parental leave.

All documents must be authentic and unaltered, and signed and dated by the relevant authority. You are responsible for covering the costs of providing the documents, including the translation, if relevant.

This form and supporting documentation should be submitted to your School’s Extenuating Circumstances Group via your PGR School Office.

2. You and your supervisor should complete an Adjustment to Study (Extenuating Circumstances) Form - Section 2 and submit this directly to the Director of Postgraduate Research.

Writing your form

The University’s rules are very clear that only serious circumstances will be accepted as Extenuating Circumstances. Before you write you form we strongly advise that you read through the Extenuating Circumstances Policy and Procedure (Research Students) and the Guidance notes on completing the form.

When writing your form, it is important to explain how your particular circumstances meet the definition above of being serious and having a significant adverse impact on your academic progress or performance. You will need to explain not only what has happened but also when it happened and spell out the effect it had on you and your ability to study as normal, e.g. lost study time, difficulty concentrating and/or retaining information.

When explaining your circumstances, Student Advice recommend the following structure:

• Explain what the issues are, when they started and if they are ongoing. It is very important to be clear about how much time has been lost. We also recommend that you state if your progress will be impeded going forward and why.
• Explain how the circumstances have affected you (emotionally, physically and otherwise);
• Explain exactly how this has affected your academic performance.

You should submit your application with any supporting evidence to your PGR School Office. 

Your application may be considered by School’s Extenuating Circumstances Group but will be reviewed by your School’s Director of Postgraduate Research in the first instance. The application will be forwarded to Education Governance (PGR Quality and Operations) who will notify you of the decision.

Unsuccessful Applications

If your application is not approved, your student record will remain unchanged. Any unauthorised period of absence will be dealt with under the Unsatisfactory Progress or Engagement Policy and Procedure (Research Students). If you do not submit your thesis by your deadline, your candidature will lapse and you will be withdrawn from your programme of study.

The University also has a policy on the Late Submission of a Research Degree Thesis and a Procedure for the Registration of Former Research Degree Students for Examination.

Appeals

If your application for an extension is not approved, or if it is approved for a different duration to the period requested, you may request a review of the decision under the University Review Procedure. A request for review must be made on one or more of the grounds set out in the Procedure and must be received by the Student Cases team in the Registry within 14 days of the notification being sent.

Contact Student Advice

Advice@cardiff.ac.uk
+44 (0)2920 781410

Cymraeg

Amgylchiadau Esgusodol ac Estyniadau i Derfynau Amser

Diweddarwyd Ebrill 2024

Os byddwch yn profi tarfu sylweddol ar eich astudiaethau ac ni allwch wneud yn iawn am yr amser a gollwyd yn ystod weddill eich cwrs, efallai y gallwch wneud cais am estyniad i'ch terfynau amser, o dan Bolisi a Gweithdrefn Tarfu ar Astudiaethau ac Estyn Terfynau Amser (Myfyrwyr Ymchwil) y Brifysgol:

• Cyfnod Cwblhau Traethawd Ymchwil Os oes amgylchiadau na wnaethoch eu rhagweld yn codi yn ystod cyfnod ‘cwblhau traethawd ymchwil’ eich astudiaethau, sy'n cael effaith andwyol sylweddol ar eich cynnydd, ac nid yw'n bosibl addasu eich Cynllun Cwblhau i allu cyflwyno'n amserol, gallwch wneud cais i ymestyn eich dyddiad cau am gyfnod sy'n adlewyrchu'r amser a effeithiwyd. Gallwch hefyd wneud cais yn ystod y cyfnod ailgyflwyno a chywiro.
• Cyfnod Ffioedd yn Daladwy Mewn amgylchiadau eithriadol, gallwch wneud cais am estyniad pan ydych yn y cyfnod ffioedd yn daladwy gyda’r Polisi a Gweithdrefn Amgylchiadau Esgusodol (Myfyrwyr Ymchwil). Bydd cais ond yn cael ei ystyried pan fydd tystiolaeth glir yn yr adolygiad 9-Mis/Blynyddol nad yw addasiad i’ch Cynllun Ymchwil yn ddigonol er mwyn eich galluogi i gyflwyno ar amser.  Bydd y Brifysgol ond yn ystyried eich amgylchiadau’n Esgusodol os allwch ddangos eu bod yn ddifrifol a’u bod yn cael/wedi cael effaith andwyol sylweddol ar eich cynnydd neu berfformiad academaidd.

Os yw cais am doriad i astudiaethau wedi’i gymeradwyo’n flaenorol gan y Brifysgol, dylai’r dyddiad cau ar gyfer cyflwyno’ch traethawd ymchwil fod wedi’i addasu gan gyfnod sy’n gymesur â hyd y toriad (os yw’n 28 diwrnod neu fwy). Ni fydd yn ofynnol i chi wneud cais ar wahân er mwyn ymestyn eich dyddiad cau.  Os nad yw hyn wedi digwydd, yna cysylltwch â'ch Swyddfa Ymchwil Ôl-raddedig.

Ystyriwch eich cyllid

Os ydych yn fyfyriwr a ariennir cyn gwneud cais am estyniad i'r terfyn amser, dylech wirio effaith bosibl dyddiad cau estynedig gyda'ch cyllidwr. 

Fisâu

Os ydych yn fyfyriwr rhyngwladol ac yn ystyried gwneud cais am estyniad, fe'ch cynghorir yn gryf i ofyn am arweiniad gan Gymorth Visa Myfyrwyr ar oblygiadau fisa posibl cyn gwneud cais. Gallwch gysylltu â nhw drwy studentconnect@caerdydd.ac.uk / 029 22 518 888.

Pryd i wneud cais

Dylid gwneud cais am estyniad 2 i 4 mis cyn eich dyddiad cau ar gyfer cyflwyno. Ni chaiff ceisiadau wedi’u cyflwyno llai na 2 fis cyn y dyddiad cau eu hystyried, heblaw bod amgylchiadau argyhoeddiadol dros gyfiawnhau gwneud y cais yn hwyr. Ni fydd ceisiadau yn cael eu hystyried pan fydd y dyddiad cau ar gyfer cyflwyno traethawd ymchwil wedi mynd heibio, oni bai bod rhesymau cymhellol.

Sail dros Ymestyn Terfynau Amser

Nid yw estyniadau yn hawl, rhaid gwneud cais amdanynt gydag o leiaf un sail ddilys a chyda thystiolaeth briodol.

Mae’r seiliau a nodir yn y Polisi a’r Weithdrefn Gohirio Astudiaethau ac Estyn Terfynau Amser ar gyfer cyflwyno cais am estyniad fel a ganlyn:

• Salwch – cyflwr iechyd difrifol cyfnod byr, neu anabledd tymor hir sydd wedi gwaethygu neu sy'n ansefydlog, ac nid yw addasiadau (fel estyniad blaenorol) wedi cael eu gwneud neu’n gallu cael eu gwneud.
• Sail dosturiol – newid yn eich amgylchiadau personol, domestig neu deuluol, fel marwolaeth aelod agos o'r teulu neu berson o bwys, newid na ragwelwyd mewn dyletswyddau gofal (salwch dibynnydd, er enghraifft), caledi ariannol neu ddioddef trosedd ddifrifol.
• Ymrwymiadau proffesiynol eithriadol (myfyrwyr rhan-amser yn y cyfnod ffioedd yn daladwy yn unig) – os ydych yn fyfyriwr rhan-amser yn gweithio ochr yn ochr â'ch astudiaethau a bod eich ymrwymiadau gwaith yn newid yn annisgwyl ac nid oes modd eu hosgoi. Ystyrir bod ymgymryd â chyflogaeth yn arferol ar gyfer myfyrwyr ddoethurol ac nid yw'n sail am ymyrraeth nac estyniad pan fydd myfyriwr yn y cyfnod cwblhau traethawd ymchwil.
• Lleoliadau proffesiynol/interniaethau/profiad gwaith – os ydych yn ymgymryd â lleoliad/interniaeth neu gyfnod o brofiad gwaith a gefnogir gan eich goruchwylydd yn ystod cyfnod talu ffioedd, ac ystyrir hyn yn hanfodol ar gyfer eich rhaglen a bydd o fewn y terfyn amser a gynlluniwyd ar ei chyfer.
• Anawsterau ymarferol/logistaidd na ellir eu hosgoi – os oes anawsterau sy’n tarfu ar eich astudiaethau, sydd tu hwnt i’ch rheolaeth a ni ellir eu hosgoi, ac maent yn effeithio ar eich cynnydd am gyfnod o'ch ymgeisyddiaeth (er enghraifft, os nad yw eich goruchwyliwr ar gael ar adeg allweddol yn eich astudiaethau). Dylid rhoi gwybod i'ch ysgol am unrhyw bryderon neu faterion penodol pan maent yn codi, oherwydd ni chaniateir defnyddio’r rhain fel sail ôl-weithredol ar gyfer estyniad.
• Absenoldeb Mamolaeth/Rhiant A Rhennir/Mabwysiadu - Absenoldeb Mamolaeth/Rhiant/Mabwysiadu – gweler Polisi'r Brifysgol ar Absenoldeb Mamolaeth, Mabwysiadu, Tadolaeth/Partner a Rhiant ar gyfer Myfyrwyr Ymchwil
• Gwasanaeth rheithgor neu wasanaeth milwrol gorfodol.
• Swydd sabothol.

Sut i wneud cais am estyniad

Dylech drafod eich amgylchiadau gyda'ch goruchwyliwr/goruchwylwyr cyn gynted â phosibl er mwyn pennu'r camau mwyaf addas i'w cymryd. Os byddai'n well gennych beidio â datgelu'r amgylchiadau i'ch goruchwyliwr/goruchwylwyr, dylech roi gwybod i aelod arall o staff academaidd neu staff gwasanaethau proffesiynol yr Ysgol, megis y Cyfarwyddwr Ymchwil Ôl-raddedig neu aelod o Swyddfa'r Ysgol. Gallwch hefyd gysylltu â Chyngor i Fyfyrwyr am wybodaeth annibynnol a chyfrinachol. Advice@caerdydd.ac.uk +44(0)2920 781 410.

Os benderfynir bod estyniad yn briodol wedi’r sgwrs hon, bydd angen i chi wneud dau beth:

1. Dylech lenwi Ffurflen Addasiad i Astudiaeth (Amgylchiadau Esgusodol) - Adran 1a darparu dogfennaeth ategol briodol yn Gymraeg neu Saesneg.

Gallai hyn gynnwys tystysgrifau meddygol, llythyr Gwasanaethau Bywyd Myfyrwyr, neu dystiolaeth gan drydydd parti. Yng nghyd-destun absenoldeb mamolaeth neu fabwysiadu, gall tystiolaeth addas gynnwys ffurflen MATB1, tystysgrif geni’r plentyn neu dystiolaeth o leoli plentyn i’w mabwysiadu. Os yw’r cais am absenoldeb rhiant a rennir, rhaid i geisiadau gynnwys datganiad gan eich partner ynglŷn â’u hawliau absenoldeb rhiant ar gyfer mamolaeth neu fabwysiadu.

Rhaid i bob dogfen fod yn ddilys a heb ei newid, ac wedi'i llofnodi a'i dyddio gan yr awdurdod perthnasol. Chi sy'n gyfrifol am dalu unrhyw gostau ar gyfer y dogfennau, gan gynnwys eu cyfieithu, os yn berthnasol.

Dylid cyflwyno'r ffurflen hon a dogfennaeth ategol i Grŵp Amgylchiadau Esgusodol eich Ysgol trwy eich Swyddfa Ysgol ôl-raddedig.

2. Dylech chi a'ch goruchwyliwr lenwi Ffurflen Addasiad i Astudiaeth (Amgylchiadau Esgusodol) - Adran 2a'i chyflwyno'n uniongyrchol i'r Cyfarwyddwr Ymchwil Ôl-raddedig.

Ysgrifennu eich ffurflen

Mae rheolau’r Brifysgol yn glir iawn mai dim ond amgylchiadau difrifol caiff eu derbyn fel Amgylchiadau Esgusodol. Cyn i chi ysgrifennu eich ffurflen rydym yn argymell yn gryf eich bod yn darllen drwy'r Polisi a Gweithdrefn Amgylchiadau Esgusodol (Myfyrwyr Ymchwil)a'r Nodiadau Canllaw ar lenwi'r ffurflen.

Wrth ysgrifennu eich ffurflen, mae'n bwysig esbonio sut mae eich amgylchiadau penodol yn bodloni'r diffiniad uchod o fod yn ddifrifol a chael effaith andwyol sylweddol ar eich cynnydd neu berfformiad academaidd. Bydd angen i chi egluro nid yn unig beth sydd wedi digwydd ond hefyd pryd y digwyddodd a nodi'r effaith a gafodd arnoch chi a'ch gallu i astudio fel arfer, e.e. colli amser astudio, anhawster canolbwyntio a/neu gadw gwybodaeth.

Wrth egluro eich amgylchiadau, mae Cyngor i Fyfyrwyr yn argymell y strwythur canlynol:

• Egluro beth yw'r problemau, pryd y dechreuon nhw ac a ydynt yn barhaus; Mae’n bwysig iawn bod yn glir ynghylch faint o amser sydd wedi’i golli. Rydym hefyd yn argymell eich bod yn nodi os fydd eich cynnydd wedi’i effeithio wrth symud ymlaen a pham.
• Eglurwch sut mae'r amgylchiadau wedi effeithio arnoch chi (yn emosiynol, yn gorfforol ac fel arall);
• Eglurwch yn union sut mae hyn wedi effeithio ar eich perfformiad academaidd;

Dylech gyflwyno'ch cais gydag unrhyw dystiolaeth ategol i'ch Swyddfa Ysgol YÔR. 

Gall eich cais gael ei ystyried gan Grŵp Amgylchiadau Esgusodol yr Ysgol ond caiff ei adolygu gan Gyfarwyddwr Ymchwil Ôl-raddedig eich Ysgol yn gyntaf. Bydd y cais yn cael ei anfon ymlaen at Lywodraethu Addysg (Ansawdd a Gweithrediadau YÔR) a fydd yn rhoi gwybod i chi am y penderfyniad.

Ceisiadau Aflwyddiannus

Os na chymeradwyir eich cais, bydd eich cofnod myfyriwr yn aros yr un fath. Ymdrinnir ag unrhyw gyfnod o absenoldeb heb ei awdurdodi o dan Bolisi a Gweithdrefn Cynnydd neu Ymgysylltiad Anfoddhaol (Myfyrwyr Ymchwil). Os nad ydych yn cyflwyno eich traethawd ymchwil cyn y dyddiad cau, bydd eich ymgeisyddiaeth yn dod i ben a chewch eich tynnu o'ch rhaglen astudio.

Mae hefyd gan y Brifysgol bolisi ar Gyflwyno Traethawd Gradd Ymchwil yn Hwyr a Gweithdrefn ar gyfer Cofrestru Cyn-Fyfyrwyr Gradd Ymchwil i'w Harholi.

Apeliadau

Os na chymeradwyir eich cais am estyniad, neu os caiff ei gymeradwyo am gyfnod gwahanol i’r cyfnod y gofynnwyd amdano, gallwch ofyn am adolygiad o’r penderfyniad dan Weithdrefn Adolygu’r Brifysgol. Rhaid i gais am adolygiad gael ei wneud ar un neu ragor o’r seiliau a geir yn y Weithdrefn a rhaid i’r tîm Achosion Myfyrwyr yn y Gofrestrfa gael y cais o fewn 14 diwrnod o anfon yr hysbysiad.

Cysylltu â Chyngor i Fyfyrwyr

Advice@caerdydd.ac.uk
+44 (0)2920 781410