Protocol for deferral, leave and extension requests for Honours / Master Advanced students
Where an Honours or Masters Advanced student indicates they want to change their enrolment this should be discussed with the College Student Administration Office who will advise on an appropriate course of action. Most changes depend on approval by the Sub-Dean, or the Associate Dean Education following endorsement by the supervisor and honours/masters convener.
Deferral
If leave is requested at the start of the program, or prior to the first census date, then it is considered a deferral and approval should be sought from the Supervisor and Honours/Masters convener. The school should only endorse the request if they can guarantee supervision for the relevant later intake. The College will issue a new letter of offer or enrolment instructions as appropriate.
Program leave
Program leave is only applicable where the request is submitted prior to the census date. After this date the enrolment becomes effective and leave is no longer available. The student should seek endorsement in writing from their supervisor and Honours/Masters convener providing a justification for the period of leave and any relevant documentation. The student or convener must also contact the College Student Administration Office for advice on other processes including approval from the Associate Dean Education for an increase to the time for completion of honours.
Approval of leave during a research course is not guaranteed; approval will depend on a number of factors including satisfactory progress, future availability of supervision, and practicality of research continuing after the period of leave.
Change to part-time enrolment
A viable alternative to a period of leave may be a change to part-time enrolment. However, this also requires approval and must be requested before the census date. It is not possible to reduce the unit value of current enrolment to enable the student to be enrolled in a subsequent semester or session after the census date.
Extensions
Requests for extension are submitted after the census date and in the latter half of the Honours program or Masters research. Extensions to thesis deadlines will only be granted for health reasons or for unforeseen circumstances (i.e. that arose due to factors beyond the student’s control). Unforeseen circumstances in this context do not include the project not producing the anticipated result. Extensions will not be granted for employment reasons or due to circumstances that should have been anticipated by the student.
Extensions to thesis deadlines require careful and complete documentation of the causes and demonstration that the circumstances were beyond the control of the student. Such applications should be discussed with the supervisor, and, following this, with the Honours Convener. The Convener may approve any extension of up to two weeks. Extension of time to submit beyond two weeks after the completion date will be subject to the approval of the College Associate Dean Education on the recommendation of the Honours Convener or Associate Director Education.
Note: No application for an extension will be considered unless the minimum Milestone requirements have been completed and the form endorsed by the Honours Convener.
Late Withdrawal
In some instances where a substantial extension request is submitted a request for late withdrawal and a subsequent re-enrolment in the next semester may be a more suitable course of action. In such cases, students should seek advice from science student administration and/or the Dean of Students. As with a withdrawal before the census date, the student must seek advice from science student administration and approval from the Associate Dean Education for an increase to the time for completion of honours.