Extenuating Circumstances (UG and PGT)
If circumstances outside your control are impacting on your ability to study or complete assessments to your usual ability, you can let the University know by reporting Extenuating Circumstances.
The advice on this page is for students on taught programmes. If you are a Research student information about extenuating circumstances can be found here.
You can use the extenuating circumstances procedure to extend a deadline for coursework, or defer an assessment to the next available opportunity, which is usually the August Resit Period. You can also report if you are unable to take or complete a time limited assessment, or you have completed an assessment where you were affected by a long term health, protected characteristics and/or caring responsibilities.
It is important that you use the correct system when making a declaration.
The University are trialling a new system for declaring extenuating circumstances for some programmes - see the programmes included. All Languages for All courses are also included in the trial.
Programmes not included in the trial will be directed to use SIMS to make their declarations. When submitting a declaration you should be automatically directed to the correct system.
You must submit a new Extenuating Circumstances declaration for each assessment that is impacted. If you are using the declaration tool, you may be able to submit a single declaration for multiple assessments impacted.
If assessments are not completed on time, and you do not report Extenuating Circumstances a penalty for late submission may be applied, or if you do not submit or attend an assessment, the next attempt will be capped at the pass mark and considered incremental attempt.
What are extenuating circumstances?
An extenuating circumstance is something that either adversely affects or prevents you from attending or completing your assessment(s), is usually outside of your control, and happens close in time to your assessment(s) (or where you can show has had a continued detrimental impact).
The University define Extenuating Circumstances as:
- severe and exceptional; and
- unforeseen or unavoidable; and
- close in time to the assessment.
The University’s webpage on extenuating circumstances is updated regularly so please check this when submitting extenuating circumstances. Here you can also find a list of examples of circumstances that the University may consider to be extenuating.
When to apply
If you do not feel that you are fit to sit an assessment, then you are expected to apply for extenuating circumstances in advance of the assessment deadline.
Attached here is the extenuating circumstances table of remedies which shows when you should declare extenuating circumstances. As a general rule, you should submit before a deadline or an assessment, but this can depend on factors such as the assessment type, and whether you have a Protected Characteristic.
Please look through the FAQs below, but if you have any questions or would like further guidance on submitting extenuating circumstances then please contact Student Advice using the details below.
FAQs
What remedies are available for extenuating circumstances?
The table of remedies for the extenuating circumstances can be found here: Table of Remedies
If you have any questions about the remedies available and what these mean for you, contact Student Advice.
I have a Protected Characteristic - does this change things?
Protected Characteristics in law, are characteristics that are listed as being protected in the Equality Act (2010)
If your circumstances relate to a protected characteristic, caring responsibility or long-term health condition, you may be able to make a declaration of extenuating circumstances after the assessment but before the school deadline.
Contact Student Advice for further information on submitting extenuating circumstances relating to a Protected Characteristic, and the evidence you will need to provide.
What do I need to include in my declaration?
When explaining your circumstances, Student Advice recommend the following structure:
o Explain what the issues are, when they started and if they are ongoing;
o Explain how the circumstances have affected you (emotionally, physically and otherwise);
o Explain exactly how this has affected your academic performance;
o The remedy that you want (see the remedies table in the helpful documents section).
Do I need evidence?
If you are declaring extenuating circumstances before an assessment or exam, or within 24 hours of a timed assessment then you should not need to provide supporting evidence.
If you attend an exam and are taken ill, or experience technical difficulties that meant you could not complete an assessment, then you will need to provide evidence to support your declaration.
If your circumstances relate to a Protected Characteristic and you are declaring extenuating circumstances after an assessment, then you will need to evidence the impact of your condition at the time of the assessment.
Please contact Student Advice for further information on when you need to provide evidence, and what evidence you may need to obtain to support your extenuating circumstances declaration.
Should I sit/submit my assessment if I have extenuating circumstances?
If you attempt an assessment and your mark is affected by Extenuating Circumstances the only way you can ask for retrospective consideration is through an Academic Appeal at the end of the Academic Year. The appeal process is lengthy and you will need to present a very strong case including explaining and evidencing why you could not report at the time.
The only exception to this is where you attempt an assessment and are subsequently impacted by circumstances that relate to a protected characteristic or a long-term health condition. Protected characteristics in law, are characteristics that are listed as being protected in the Equality Act (2010).
I have extenuating circumstances in the August resit period – what are my options?
You may report extenuating circumstances for August resits but it is important to know that if a deferral is approved you will not be able to attempt the assessment before the start of the next academic year. This means you may need to repeat the year if you cannot carry forward the deferred module into your next year of study. Repeating the year will affect student funding and Visa status.
My circumstances are ongoing, is there any other support available?
The University offers a range of support options through the Counselling and Wellbeing Service and the Student Disability Service. If you have a long term health condition or disability you can meet with a Disability Adviser to talk about reasonable adjustments and support. The University’s support teams can be contacted through Student Connect.
Deferring assessments – what happens if I defer a lot of assessments?
If your circumstances mean you need to defer many assessments you may need to consider an Interruption of Study instead.
Deferring many assessments might impact on your progression. If you find you need to defer multiple assessments you should seek guidance from Student Advice and/or your Personal Tutor.
I’m in my final year of my studies, will submitting extenuating circumstances impact my graduation?
If your assessments are deferred to the August resit period it is likely you will not be able to graduate until these assessments are passed. You will receive your resit results in September with the confirmation of your award if you are eligible. Normally you would attend the ceremony the following summer.
I’m a Postgraduate Taught student - what happens if I defer my assessments?
Usually, you will need to pass the taught stage of the programme before you can start work on your dissertation. This means your dissertation deadline will change from September to December. You should check this with your School Office.
I am an international student – What happens if I defer assessment?
Deferring assessments may affect visa status. You can check here and contact the Visa Support Team through Student Connect for further information.
I’ve not heard back, and my deadline is approaching, what do I do?
If you have not had a response to your declaration and your deadline is approaching, you will need to make an informed decision whether to submit your assessment. Submitting work can ‘cancel out’ your extenuating circumstances, so please contact Student Advice for further guidance on this.
Can you apply too early for extenuating circumstances?
Extenuating circumstances are defined by the University as ‘close in time to the assessment, or where you can demonstrate that the circumstances continued to have an impact on your ability to complete assessments or to undertake examinations’.
If you declare your circumstances too early and don’t explain the continued impact, then your School may reject them for not fulfilling the criteria.
If your declaration is rejected, you could resubmit your declaration closer to the time. Contact Student Advice for further guidance on this.