Request for Extension Beyond Program Time Limits

Program Time Limits and Extension Requests

The University Senate prescribes upper limits on the time allowed for degree completion. The Faculty of Mathematics expects that you will complete your degree in the timeline described in your offer of admission; for some programs, this may be a shorter timeline than is listed in the university guidelines. In exceptional circumstances, approval may be granted to exceed these program limits.  

If you expect to exceed your program term limit, you must submit a request for a program extension to continue in your program (This requirement holds for students in either full-time or part-time status). Your department or faculty coordinator will contact you to initiate that process. If you require multiple program extensions, you will be contacted each time you require an extension.  

Requests for a program extension must be submitted prior to the start of the requested extension term. The completed form must be submitted to your department coordinator by the dates listed below.  

Deadlines for Program Time Limit Extension, by term  

  • Extension for the Fall term: August 1st 

  • Extension for the Winter term: December 1st 

  • Extension for the Spring term: April 1st  

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

Prior to submitting the request for extension form, students are expected to consult with their supervisor(s) to ensure that the information provided is accurate and mutually agreed upon. The request for extension will be approved by the student’s supervisor(s), program, and, in some cases, the Associate Dean, Graduate Studies (ADG). 

Should your supervisor, program, or the Associate Dean, Graduate Studies not approve your request, you will be required to withdraw from your program. 

Guide to Submission of a Program Time Limit Extension Request 

Step 1: Receive an email prompt from the Math Grad Office or your department coordinator

Roughly one month prior to the deadline for submission of program time limit extension requests (as listed above), you will receive an email prompt containing:

A link to or attachment of the extension request form you are required to complete 

and   

Instructions on how to complete the form 

Step 2: Prepare with Your Supervisor(s)

Once you have determined that you will require a program extension, consult with your supervisor(s) to:

Discuss the reason for your delay.    

Develop a plan for completing your program. Include milestones and benchmarks to track your progress. Your plan may span multiple terms, but you should anticipate completing at least one milestone or benchmark each term. Your program may specifically require additional information/documentation as part of the approval process. 

You will be expected to provide these details on the form. Further extension requests will follow the same process. In each request, you will be expected to provide updated reasons for the delay and an updated plan for completion. 

Step 3: Complete the extension form provided

On the form, you will be asked to confirm your details and provide the following:

Justification for your delay - You may provide personal details at your discretion; disclosure of a medical diagnosis (if applicable) is not required. Indicate why any identified issues will no longer impede progress or how you plan to address them.  

Plan for completion - This should include a clear outline of your remaining milestones and the expected progress for each term.  

Step 4: Follow the instructions outlined in your extension request email to finalize the submission

Once you have completed the request form, ensure that any additional steps (specified in the email prompt) are completed.

These may include obtaining approval from your supervisor(s) or sending additional documents to your graduate coordinator.  

We recommend informing your supervisor(s) after you have submitted your extension request. Supervisor approval is always required; in most cases, the approval request will be emailed to them automatically. In some cases, you may be asked, in the instructions, to obtain their approval directly.  

You will receive an email notification once your extension request has been approved. 

Frequently Asked Questions 

  1. Why do I have to complete this form? The University Senate prescribes upper limits on the time allowed for degree completion. The Faculty of Mathematics monitor students’ progress to ensure adequate support. Having a detailed plan to completion, with an overview of the factors leading to the delay, assists the Faculty in identifying what supports are needed. In addition, completing the form with your supervisor(s) ensures that you have shared expectations on your path to degree completion. 

  1. I need X number of terms to complete. Can't you approve them all at once? University policy states that extension requests must be completed each term.  

  1. I didn't complete my program requirements this term, what do I do now? You will need to go back to step one and submit a new extension request. Make sure you explain the reasons why you were unable to complete your previous plan for completion on the new form. Provide personal details at your discretion; 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.   

  1. How should I estimate how much more time I need to complete my degree? Before completing the form review your program’s degree requirements. Consider required courses, seminars, comprehensives, thesis proposal, research papers, etc. Once you’ve confirmed the remaining degree requirements, discuss with your supervisor to establish a realistic timeline to completion. Consider that some milestones may require multiple terms to complete (e.g. PhD thesis), break these into benchmark steps for each term. Consider the pace of your progress so far and any barriers that may impact you going forward. 

  1. 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. 

  1. My only remaining degree requirement is my thesis/research paper. How should I describe benchmarks for my plan to complete? You can include benchmarks 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, indicate that on the form.  

  1. I am currently on an inactive term. Do I 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.   

  1. I am defending this term. Am I required to submit a program extension request? All students who receive a request to submit request for program extension  are required to complete it, regardless of their circumstances for that term. This requirement applies to any student who may exceed their program time limit, because the form is necessary for continued registration. Edits to a thesis following the defence may take weeks to complete. Having  an approved extension in place ensures that you avoid any registration issues during this period.