Request for Extension Beyond Program Time Limits

Program Time Limits and Extension Requests

The University Senate has set an upper limit on the time allowed for degree completion. The Mathematics faculty has the expectation that you will complete your degree in the timeframe indicated in your offer of admission. In some departments, this may be a shorter time frame than is listed in the university guidelines. In exceptional circumstances, approval may be granted to exceed these program limits. 

If you have exceeded your term limit you must submit a request to your department to continue in your program. Your department coordinator will contact you each term that you require an extension. 

Requests for program extension are due in the term prior to the requested extension term. The completed form must be submitted to your department coordinator by the dates below, departments may set an earlier deadline. 

  • Fall term extension: August 1st
  • Winter term extension: December 1st
  • Spring term extension: April 1st

If your request for extension is not received by the due date you will be required to withdraw from your program. 

Completing an Extensions, by following the instructions on the top of the form, is required every term regardless if a student is part time or full time. 

*Effective January 1st 2023 the Mathematics faculty has a new two part extension process.*

If you are more than three terms over your limit, faculty approval is required to continue in your program. The Mathematics faculty extension request form must be completed in full. Your supervisor will assist you in completing the form. The plan and extension will be approved by your supervisor, department, and the Associate Dean, Graduate Studies (ADG). 

Further extension requests require your supervisor's confirmation that you have followed your plan. Your department and the ADG will also review the request. As long as you have continued to meet the benchmarks as indicated on the plan your extension will be approved.

Your home department may require additional information/documentation as part of the approval process.

Should your supervisor, department or the associate dean not approve your request you will be required to withdraw from your program.

How to submit an extension request 

Step 1: Download the form

Step 2: Explain the delay

Explain the reasons for the delay in completing your degree. Provide personal details at your discretion, we do not require details of a medical diagnosis (if any). Be sure to indicate on the form why these issues will no longer be a concern or how you plan to overcome them in order to complete your degree.

Step 3: Figure out your plan

Meet with your Supervisor and come up with a plan to completion that is reasonable and achievable. Consider benchmarks that can be used to track your progress and indicate which ones will be completed each term. Include any program milestones/requirements remaining in your degree. You should plan to complete at least one item each term.

Step 4: Submit the request

Have your supervisor sign off on the completed plan and then submit it to your department for review. The coordinator will submit the form to the Math Grad Office (MGO) for ADG approval.

Step 5: Additional extensions

Submit the same form you filled out in your first extension request to your supervisor to confirm your progress for the term and re-approve your extension. If you have not completed the required benchmarks for the term you will need to start back at step 1.

Frequently Asked Questions 

  1. Why do I have to complete this form? The faculty is required to monitor students’ progress and ensure we are providing adequate support. Often, students that take longer to complete their degree may require a greater level of support. Having a detailed plan to completion with an overview of the factors leading to the delay assists the faculty in identifying these students. We also want to ensure that students and their supervisors have a good idea about what the path to completion looks like.

  2. I only need X number of terms to complete, why can’t you approve them all at once? University policy states that extension requests must be completed each term. When you first submit a request that requires faculty approval you are conditionally approved for the number of terms indicated in your plan. Provided you complete the items required in your plan each term, subsequent extension requests will be approved. You are still required to submit the form with your supervisor’s signature confirming that the benchmarks have been met.

  3. I didn't complete the required benchmarks this term, what do I do now? You will need to go back to step one and come up with a new timeline for completion. Make sure you explain the reasons why you were unable to complete the becnhmarks on the new form. Provide personal details at your discretion and details of a medical diagnosis are not required. If you are comfortable explaining in detail it may assist us in recommending additional support to help you complete your degree. 

  4. How do I know how much more time I need to complete my degree? This form should be completed with the assistance of your supervisor. Before completing the form review your program’s degree requirements. Look at things like required courses, seminars, comprehensives, thesis proposal, research papers, etc. Once you know the remaining requirements, discuss with your supervisor a realistic timeframe to complete them. Remember, some benchmarks may require multiple terms to complete (e.g. PhD thesis), break these into steps for each term. Consider the pace of your progress so far and any barriers that may impact you going forward. Your progress against your plan will be reviewed every term.

  5. Where do I find the requirements for my program? Program requirements are listed in the academic calendar, your department graduate coordinator may also be able to assist.

  6. All I have left in my degree is my thesis/research paper, what do I put in for benchmarks? It does not have to be an official milestone as indicated in the academic calendar but can be a step that is required to move onto the next part of the process. You can include things like: rough draft of thesis to supervisor, draft revisions, submit paper to journal, final draft to supervisor/committee, schedule defence, run experiments, finish code, identify and resolve error in code, etc. If you plan to be inactive during any of your remaining terms include that on the form. 

  7. I am currently on an inactive term, do i still need to complete the form? Yes, the form must be completed by the due date even if you are inactive in the term the form is due. Your graduate coordinator will send a reminder email to your UWaterloo email when it is time to complete the form.  
  8. What should I put for 'First term of extension request'? This would be the first term you require a faculty level extension.