Late submission
What is late submission?
If you have reached your maximum course duration and your candidature was confirmed on or after 1 January 2018, your advisory committee may be able to support you to apply for late submission if you are not yet ready to submit your thesis.
Late submission is an option if you have been disadvantaged during your candidature as a result of research related reasons beyond your control. Late submission may also be approved due to compelling or unexpected, personal or medical reasons that have arisen during your candidature that could not be managed appropriately through the candidature variations available at the time.
During the late submission period, you will remain enrolled at the University. Because late submission is granted on a calendar month basis, you cannot take leave during your late submission period.
For more information about what happens after late submission has been approved, please click the after late submission is approved tab on this page.
Late submission can be granted for up to two calendar years for a PhD and up to one calendar year for a masters, see Table 4 of the Graduate Research Training Policy (MPF1321). This is known as your maximum submission date. Where approved, an initial late submission period granted may be:
- six calendar months for a PhD or doctoral degree
- three calendar months for a masters.
Late submission definitions
Maximum course duration:
- Four years full-time equivalent (FTE) for a PhD or doctoral degree,
- Two years full-time equivalent (FTE) for a masters degree.
A calendar year is a period of 365 days and is not dependent on whether your enrolment was full time or part time.
Your maximum submission date is the final date by which you must submit your thesis.
- If you are not approved for late submission, your maximum submission date will be the same as your maximum course duration date.
- If you are approved for late submission, your maximum submission date will be extended to the end of the approved late submission period relevant to your degree.
Application and approval of late submission
Your advisory committee applies for late submission on your behalf. The discussion regarding late submission should ideally occur at the:
- three-year and six-month (FTE) review for a PhD
- 18-month (FTE) review for a masters.
If you commenced but have not reached your maximum course duration as of 1 March 2020, the discussion regarding late submission should ideally occur at the:
- four-year (FTE) review for a PhD
- at the two-year (FTE) review for a masters.
Please make sure that the reasons for late submission are noted on your progress review forms and/or are documented properly at the meeting.
The discussion regarding late submission should include the following:
- The date you will reach your maximum course duration.
- Whether you have been disadvantaged during candidature as a result of circumstances beyond your control.
- Whether you have provided a written credible plan for completion of your thesis.
- Whether you have demonstrated sufficient understanding of the research topic to make completion likely
- A reminder of the visa implications if you are a student visa holder.
Applications for late submission are considered for approval by the Late Submission Panel in your faculty. Where approved, graduate researchers are given an initial late submission period of six calendar months for a PhD or three calendar months for a masters. Further periods of late submission up to the maximum late submission period may be considered under exceptional circumstances. To find out how to apply, click the 'Applying for late submission' tab on this page.
If late submission is not approved
If you apply for late submission and it is not approved, and you do not submit your thesis by the date your maximum course duration is reached, your enrolment will be terminated. A termination notice will be sent to you, which includes a due date to submit an appeal if you choose to do so, and the timeline and process for appeal.
A thesis submitted after the maximum submission date and prior to the termination notice being issued will still be rejected for examination.
If your submission date falls on the weekend or public holiday, you must submit on or before that day. This cannot be used as a reason for not submitting your thesis on time.
Applications for late submission are made via the Final Progress Review form.
The application process
- Step 1
Discuss thesis plan and potential for late submission application with your advisory committee at least six months prior to your maximum course duration.
- Step 2
You and your advisory committee receive an email to complete your Final Progress Review form.
- Step 3
Your advisory committee prepares the late submission application and submits the Final Progress Review form at least six weeks before your maximum course duration date.
- Step 4
The Late Submission Panel considers your application for approval.
- Step 5
You and your advisory committee receive the outcome.
Getting help
If you have not yet reached your expected thesis submission date and are experiencing difficulties that affect your progress, the Finishing on time webpage provides some information on support you can access at this time. You should also discuss any issues with your supervisors. Your local graduate research administrator can also be contacted to discuss your options.
If you have a chronic health condition, you are encouraged to register with Student Equity and Disability Services (SEDS). SEDS can create an adjustment plan/document that recognises your needs but does not necessarily disclose your condition. The adjustment plan will be held on your record. You can refer to your adjustment plan when making leave or other relevant applications, rather than requiring separate medical certificates.
You will remain enrolled at the University during your late submission period. This means you will have access to:
- your advisory committee
- ongoing support from your current supervisors
- University services and facilities, as needed.
The late submission start date will still be the date your maximum course duration is reached. You will have an initial period of late submission in accordance with Table 5 of the Graduate Research Training Policy.
Three months before the end of your late submission period, referred to as your maximum submission date, your faculty graduate research administrator will send you a reminder to submit your thesis.
If you require an additional late submission period, contact your local graduate research administrator for advice. The maximum late submission period allowable, including the initial late submission period, is up to two calendar years for a PhD and one calendar year for a master.
If you do not submit your thesis by the maximum submission date, the University will be unable to accept your thesis and your enrolment will be terminated.
Thesis submission
Your focus during the late submission period is to submit your thesis for examination. However, be aware there are other tasks to complete in preparation for submitting your thesis.
Please review the examination webpages well before you intend to submit to ensure you have completed all the necessary prerequisites for submitting your thesis and that it is ready for examination.