Your PhD project is considered to be delayed when you are not able to defend your manuscript before the end date of your PhD contract or PhD track, including any official extensions.
As soon as it becomes clear that your PhD project will indeed be delayed, your supervisors, you and the director of ILLC's PhD programme set up a meeting to draw up a 'Continuation and graduation contract'. At the latest this document should be submitted one month before the end of the official project period.
This "Continuation and graduation contract" is an official agreement between you, your supervision team and the ILLC. In this document a set of strict agreements and deadlines is laid down, which you should meet in order for supervision and use of UvA and ILLC facilities to continue. It should contain a realistic prospective defense date and a concrete and detailed planning of activities to realise an actual defense on this date, taking into consideration other obligations you might have after the end of your contract/track, for instance to financially support yourself.
The form to be used is available on your personal tracking page (PhD candidates can view this form, only supervisors are able to edit it.) Instructions on how to fill in these forms can be found online.
After the meeting has taken place and the report is complete, you, your full supervision team and the director of ILLC's PhD programme should sign the report and hand it in to the ILLC PhD team.
For questions you can contact the ILLC PhD team via the ILLC PhD mailbox.
This procedure is repeated as soon as it becomes clear that the new prospecitve defense date will not be met.