Information about
The University Extenuating
Circumstances Procedure
Independent Advice, Support and Representation
The Procedure
The University has an extenuating circumstances procedure which all students are able
to use if they feel that certain circumstances beyond their control have affected or are
affecting their academic performance. This information guide aims to give students an
overview of the procedures and how to apply for those circumstances to be considered,
however the full policy is available on the University website if you would like to see it
in comprehensive detail.
What could be classed as extenuating circumstances?
The University considers extenuating circumstances to be “serious and exceptional
circumstances outside the student’s control” which are “normally unforeseeable and
unpreventable”. Essentially the University may consider the following to be extenuating
circumstances:
• Serious ill heath (not already covered by special, pre-arranged examination
provision)
• Personal accident or injury
• Death or serious illness of family members or close friends
• Major household problems e.g. fire
• Acute personal or emotional trauma, e.g. acute anxiety or depression, family
breakdown, breakdown of close personal relationship
• Major and unplanned changes to employment circumstances or patterns of
employment (EXCEPT Full Time Students)
• Impact of natural disaster, civil disruption or other major hazard
The University are not likely to consider colds or known conditions such as hay fever
(unless the effects are unusually severe); normal exam stress or anxiety (unless
corroborated by medical evidence as a chronic condition and undergoing treatment);
moving house; change of job; holidays; weddings; normal job pressure; financial
difficulties; oversleeping; work commitments (full-time students); study related
circumstances (equipment failure including computing/printer difficulties); failure to have
taken back up copies for work stolen or corrupted; bunching of deadlines/examinations;
missing books; poor time management; misreading the examination timetable; taking the
wrong examination.
Extensions are not included within the extenuating circumstances procedure.
Submitting a claim for extenuating circumstances
Firstly it is important that you keep your Personal Tutor and course Leader informed if
you feel that you are experiencing extenuating circumstances. If you are unsure how to
raise your circumstances with them or feel uncomfortable about doing so then the
Student Advisor may be able to help – contact details are on the back cover of this
information leaflet.
To submit a claim for extenuating circumstances you’ll need to fill out a ‘Claim for
Extenuating Circumstances’ form and support your claim with appropriate evidence.
Evidence that could be included:
• If an examination or an assessment performance is affected for medical reasons
then you should try to seek medication on the day/a.s.a.p. and attach a medical
certificate/Doctors letter to your form.
• Where extenuating circumstances are personal the University recognises that
providing some sort of ‘official’ evidence may be more difficult. In those
exceptional cases the University will accept evidence in the form of statements,
and detailed discussions with your course leader etc.
Your claim will then be considered by a Panel at the Faculty Assessment Board.
You need to make sure you include all relevant evidence and information as the
University will expect you to provide the necessary evidence and information and is
very unlikely to ask for any further information or to ask for further
evidence/information.
What could happen if my claim for extenuating circumstances is successful?
If your claim is successful then there are a number of possible outcomes that the board
may consider appropriate:
• To waive the assessment requirement (undergraduate only)
“Up to 20 credits per 120 at each of levels 3 and 4 and 20 credits across levels 5
and 6, (and 10 credits where the credits are between 60 and 120) can be waived
where: the module is not core and professional body requirements do not
prohibit this; offering deferred assessment would be inappropriate or
disadvantageous; and there is evidence that the learning outcomes for the module
have been studied and that the learning outcomes for the programme can be met.
Waiver is not possible for 60 credit awards. A module pass is awarded, and at
award level, the module is removed from the classification average calculations.”
(Regulations F 13.3 – .6)
• To void the assessment and offering the student a first attempt (first sit) so
replacing the previous attempt. Where the student cannot be advantaged by
voiding the assessment the Board will use its discretion and normally will not
offer a void.
• To construct an assessment contract where the circumstances affect more
than 40 credits worth of assessed work. This sets out the new dates for
completion of the work specified. The normal reassessment procedures will
apply.
What can the Students’ Union do to help?
The Students’ Union Advice Service could discuss your circumstances with you in
confidence either in person, over the telephone via email or online using the contacts
on the back of this information leaflet. The Student Advisor can also help you start to
put a statement together and support you through the process.
Contacting the Advice Service
If you would like any further information, would like to arrange
an appointment or want to speak to a Students’ Union
Advice Service staff member then contact:
Students’ Union Student Advisors:
email: [email protected]
Trish Lee: 01524 526567
Chloe Merna: 01228 616272
You can also drop in to your local Students’ Union Office on each
main Campus to speak to arrange to speak the Student Advisor
in person, on the telephone or to arrange a suitable appointment.
If you’d prefer it you can arrange an online chat with the
Student Advisor using the virtual receptionist at:
www.thestudentsunion.org.uk/advice
email: [email protected] to arrange an appointment or
why not visit the Advice Service section of the Students’ Union
website to see what other information and advice we can offer?
If you would like this document in an
alternative format please contact Trish Lee
On Tel:01524 526576 or
e-mail:[email protected]
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