Life is full of surprises, and even the most committed student may be interrupted by unforeseen obstacles. Challenges like unexpected job changes and family emergencies can test any student’s ability to persist in your course. According to Risepoint’s 2024 Voice of the Online Learner report, 35% of students who left their online programs within the first year cited unanticipated life events as the primary cause.
The Student Success Contingency Planning Guide provides you with practical solutions to combat these problems. The resources below empower you to support students quickly during challenging times. By integrating them into your course now, you can help students overcome challenges early in the semester and establish a supportive tone for the course ahead.
Practical Steps to Contingency Plan for Your Students
Step 1: Implement a Grace Period and Extension Policy
Deadlines are vital for keeping students on track, particularly in accelerated courses. However, life happens, and a little flexibility can go a long way—for students and for you!
While structure is important, having clear grace period and extension policies helps students manage unexpected challenges while reducing individual faculty negotiations with students. This balanced approach promotes both accountability and a supportive learning environment. By framing deadlines as a tool for growth rather than a source of punishment, you help foster a supportive learning environment while maintaining accountability.
Use our Grace Period and Extensions Policy Template to get started!
At [Institution Name], we understand the unique challenges adult learners face as they balance academics with personal and professional responsibilities. Life happens, and we are here to support you in navigating those moments while staying on track with your learning goals. The goal of this policy is to balance academic rigor with understanding the complexities of students’ lives.
Below is our policy on extensions and accommodations to help you succeed. Flexible deadlines may be granted in specific situations, provided students communicate promptly and meet outlined expectations.
- Standard Deadlines and Flexibility
Deadlines in this course are designed to support your learning progression in an accelerated format. However, if unforeseen circumstances—such as work commitments, family emergencies, or health concerns—impact your ability to meet a deadline, please reach out as soon as possible.- Grace Period: A standard grace period of [insert number] days is allowed for all assignments without prior approval. Late submissions within this period will not be penalized.
- Requesting an Extension
- How to Request: Submit your request through [email, course management system, or other method] before the assignment deadline, if possible. Include the assignment name, the original due date, and a brief explanation of your situation.
- Response Time: You can expect a response within 24-48 hours, and we’ll work together to determine an appropriate solution.
- Length of Extensions: Extensions are typically granted for up to [insert number] days, depending on the circumstances and course pacing. A maximum of [insert number] extensions may be granted per semester.
- Emergencies
If an unexpected emergency arises and you cannot contact me before the deadline, please reach out as soon as you’re able. I will do my best to accommodate you while maintaining course integrity.
Step 2: Provide an Extension Form for Students
Make student extension requests clear for both you and your students by providing all the information needed in an Extension Form. Pre-designed forms simplify the process for both students and faculty, streamline communication, reduce misunderstandings, and ensure all necessary information is provided upfront. Add the form to your syllabus and in the Getting Started module of your course for easy access.
Student Name:
Student Email:
Submission Date:
Course Information
Course Title:
Instructor Name:
Assignment Details
Assignment Name:
Original Due Date:
Extension Request
Requested New Due Date:
Reason for Request
(Select or explain below.)
☐ Illness
☐ Family Emergency
☐ Work/Job Conflict
☐ Technology Issues
☐ Other:
Optional: Provide additional details (if comfortable):
Student Agreement
By submitting this form, I acknowledge the following:
This request does not guarantee approval; decisions are at the instructor’s discretion.
I will communicate promptly if additional challenges arise.
Student Signature (Typed or Written):
Instructor Response
☐ Approved New Due Date:
☐ Denied Reason (if applicable):
Instructor Signature:
Date:
Step 3: Share an Announcement about the Policy
You can ensure students are aware of the policy at the beginning of each term with a ready-to-use, customizable announcement template. This announcement introduces students to your grace period and extension policy. Early communication of policies sets clear expectations and fosters transparency, helping students feel supported, even when the unexpected happens.
Post the announcement in the LMS and send it via email to maximize visibility!
Subject: Grace Period and Extension Policy for [Course Name]
Dear [Students/Class],
Welcome to [Course Name]! At [Institution Name], we understand that life can be unpredictable, especially when juggling academics, work, and personal responsibilities. That’s why I want to take a moment to share our course’s Grace Period and Extension Policy to ensure you feel supported while staying on track with your learning goals.
What You Need to Know:
Standard Deadlines and Grace Period
Deadlines are structured to keep you progressing smoothly in this accelerated course format. However, if unforeseen circumstances arise, a grace period of [insert number] days is provided for all assignments without prior approval. Late submissions within this period will not be penalized.Requesting an Extension
Flexible deadlines can be granted for specific situations, such as family emergencies, work commitments, or health concerns.- Submit your request through [email/LMS/etc.] before the assignment is due whenever possible.
- Utilize the form found in [email/LMS/etc.]. All information is required to make a determination.
- Expect a response within 24-48 hours. We’ll work together to find a solution that works for both of us.
- Extensions are typically granted for up to [insert number] days, with a maximum of [insert number] extensions per semester.
In Case of Emergencies
If you face an emergency and can’t reach out before the deadline, contact me as soon as you’re able. I’ll do my best to accommodate you while maintaining the integrity of the course.
Where to Find More Information:
You’ll find a copy of the Extension Request Form in both the syllabus and the [LMS course page/other location]. Please use this form to submit your requests—it ensures we have all the information needed to process your extension quickly.
Let’s Work Together
My goal is to balance the academic rigor of this course with understanding and flexibility to help you succeed. If you have any questions about the policy or need clarification, don’t hesitate to reach out.
Looking forward to a great term with you all!
Warm regards,
[Your Name]
[Your Contact Information]
Step 4: Respond to Extension Requests
Effective communication is key to supporting students, especially those who may be struggling. These templates save time, maintain professionalism, and ensure consistent messaging, even when managing high volumes of requests.
Feel free to adapt the templates to reflect your tone and course requirements. Keep responses empathetic while maintaining fairness by upholding your policies.
Dear <Student Name>,
I have noticed that you have not completed [assignment names] which is [percentage of final grade] of your final grade, and I don’t want you to fall behind. Assignments are a key component to your final grade and academic success in this course!
Just as a reminder, here are some of the support services available. These may be useful when completing [assignment names]:
- [Resource/support office/item to note/etc.]
- [Resource/support office/item to note/etc.]
- [Resource/support office/item to note/etc.]
I know students often have competing responsibilities, which may make juggling assignments and due dates challenging. I would love to talk with you to determine what some of your barriers have been during this course.
Then we can create a short-term plan and a long-term plan to help you be successful in this course. What day and time work best for you for a video chat or phone call?
Sincerely,
<Your Name>
Subject: Extension Request Approved – Let Me Know How Else I Can Help
Dear <Student Name>,
Thank you for reaching out and sharing your situation with me. I completely understand the challenges you’re facing, and I want to support you in staying on track. I’ve approved your extension request for [Assignment Name], and the new due date is [New Due Date].
Please let me know if you encounter any additional challenges or if there’s anything else I can do to help you. You’re doing great, and I’m confident you’ll continue to make progress.
Take care, and feel free to reach out anytime!
Sincerely,
<Your Name>
Subject: Response to Your Extension Request
Dear [Student’s Name],
Thank you for reaching out and sharing your situation regarding [assignment name]. I understand that balancing academics with personal and professional responsibilities can be challenging, and I truly appreciate your efforts to communicate proactively.
Unfortunately, I am unable to approve your extension request in this instance because [insert specific reason, such as the timing within the accelerated course, the number of previous extensions granted, or other relevant policy details]. Maintaining the course schedule is essential for ensuring that all students stay on track and that the accelerated format supports everyone’s progress.
I encourage you to submit whatever work you have completed by the deadline or within the grace period of [insert number] days, as outlined in our policy. Even partial submissions can help you earn credit and provide an opportunity for feedback to support your growth.
If you need further assistance or have concerns about managing your workload moving forward, I’m happy to discuss strategies or resources that can help. Please feel free to reach out if there’s anything else I can do to support you.
Thank you for your understanding, and I’m here if you have any questions.
Best regards,
[Your Name]
[Your Contact Information]
Step 5: Update Your LMS to Allow for Extensions
After approving an extension, you may have to make adjustments in your LMS. Use the direct links below to access tutorials and guides on using your LMS tools to provide extensions efficiently.
You may wish to familiarize yourself with these tools before the semester starts and create a step-by-step guide for yourself to reference quickly when needed.
