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Extenuating Circumstances

The University has a range of support options open to you if health or personal problems are starting to affect your studies.

If you've got a disability or long-term health condition, such as dyslexia, dyspraxia, pregnancy, depression or chronic illness, raise this with your School as soon as possible. The School, together with Learning Success, can potentially make special arrangements for your assessments and support you throughout the academic year. More information can be found here.

For shorter-term health condition, experience difficult personal circumstances or a worsening of your long-term/ongoing health problems that affect your ability to study and complete your assessments, you may be able to apply for extenuating circumstances.

 

Criteria

Extenuating Circumstances (EC) are defined in the University’s regulations as circumstances which are unforeseen and outside your control and which can be shown to have had a direct and substantial impact on your academic results. This may include an impact on capacity to study prior to an assessment, on ability to complete an assessment, and/or on performance during an assessment.

 

Guidance on what extenuating circumstances may be accepted by the University and the evidence required can be found here.

 

If you will not be able to attend exams or submit coursework on time or your performance was affected because of your circumstances, you must submit a EC form ideally prior to the exam/deadline but no later than 7 calendar days from the date of the assessment(s). If more than one assessment has been affected, you must submit your form within 7 calendar days of the last assessment affected.

 

BPTC/LPC students must submit their EC form no later than 21 calendar days from the date of the assessment. BPTC/LPC students should also refer to their handbooks for specific information on the extenuating circumstances process relevant to their course.

 

School of Health Sciences Students – Extensions Process

If you unable to submit your work on time you may be eligible for an extension of ten working days for coursework including (SLT Portfolio tasks) or for approximately 20 calendar days for dissertations if you are experiencing extenuating circumstances. More information on the extension process can be found in your programme handbook or by contacting your Course Officer. If you will not be able to complete it in the above mentioned time frames you can request a replacement opportunity to complete the assessment at a later date by submitting an EC form via e:Vision as outlined below on this page.

Therefore for School of Health Sciences Students:

  • If you wish to request an extension you must complete and send the attached extensions form to your Programme Director along with any evidence to support your request before the deadline.
  • If you wish to request more than the time period allowed for extensions you must submit a EC form (see below) ideally prior to the deadline but no later than 7 calendar days from the date of the assessment(s). If more than one assessment has been affected, you must submit your form within 7 calendar days of the last assessment affected. You must make clear you will not be able to submit within the extension period.

 

School of Arts and Social Science Students – Extension Process

If you unable to submit your work on time you may be eligible for a 2-week extension due to your extenuating circumstances or if you will not be able to complete it in two weeks you can request a replacement opportunity to complete the assessment at a later date by submitting an EC form via e:Vision as outlined below on this page. 

Therefore for School of Arts and Social Science Students:

  • If you wish to request a 2 week extension you must submit an EC form via e:Vision before the deadline. You must make clear on the form you are requesting a 2 week extension
  • If you wish to request more than a 2 week extension you must submit a EC form (see below) ideally prior to the deadline but no later than 7 calendar days from the date of the assessment(s). If more than one assessment has been affected, you must submit your form within 7 calendar days of the last assessment affected. You must make clear you will not be able to submit within the 2 week extension period.

 

Accessing the EC form for all students*

EC forms need to be completed via e:Vision. Guidance for completing an EC form on e:Vision can also be found here.

*Please note the EC submission process will be different for the following students:

  • BPTC/LPC students must submit their EC form through e:Vision no later than 21 calendar days from the date of the assessment.
  • Study Abroad students will need to contact their School Office for details on how to access and submit an EC form.
  • Research students will need to contact their Supervisor and should refer to the Guide for Research Students and students appeal procedure.
  • Validated Institution students will need to contact their own institution for details on how to access and submit an EC form.

 

Completing the EC form

When filling in the EC form, remember that you're trying to persuade the EC panel that your problems affected you during the assessment period, that they were not your fault and that you couldn't have expected them to happen.  You can submit ECs even where you think your exam went OK, so remember to list all the assessments you think might have been affected.

 

Evidence

You must also provide evidence to support your EC form and this must confirm any circumstances around the time of the assessment and how they affected you at the time and your ability to study if that was the case. Therefore the evidence must include references to dates of when you were affected and for how long.

 

Evidence can include doctors' letters, counsellors' letters, letters from a solicitor or other appropriate professional letters. Evidence from friends and family won't usually be helpful. 

 

The dates on the evidence are very important and must be relevant to dates of the assessments and ideally state when you were affected and for how long. A letter months or years old won't convince the EC Panel that your problems are affecting you now.  Where possible, get new evidence and make sure that evidence states clearly the period of time you've been affected which should cover the assessment date in question.

 

Deadline for submitting EC Forms

Your EC form needs to be submitted no later than 7 calendar days from the last affected assessment. If more than one assessment has been affected, you must submit your form no later than 7 calendar days from the last assessment affected. BPTC/LPC students must submit their EC form no later than 21 calendar days from the date of the assessment.

 

You should try to submit your evidence at the same time but if this is not possible you must submit the EC form on time even without evidence. You can always submit evidence later so long as you tell your School (Course Officer) when you'll be able to provide the evidence.

If you have missed the deadline for submitting an EC form you will need to submit an appeal, but the rules for that are more strict than submitting an EC form. More information on appeals can be found here on our website.

 

After submitting your EC form

Your form will be sent to an EC Panel convened by the Assessment Board. The Panel will consider your application on behalf of the Assessment Board and will make a recommendation to the Board as to whether it should be accepted. You School (Course Officer) will be able to tell you when they will be meeting and when you can expect a response.

 

The EC Panel’s Decision

If your EC form is accepted you will usually be offered a replacement opportunity for the assessment(s) affected.

 

If it not accepted, you will be awarded the mark you achieved if you completed the assessment(s) or a mark of 0 if you failed to complete it i.e. attend an exam or submit coursework.

 

You can also find the Extenuating Circumstances form and more information about applying on the University's website.

 

How can we help with ECs?

Our Union Advice service is independent from the University and we can:

  1. Explain the EC process.
  2. Advise if your EC is likely to meet one of the criteria.
  3. Advise on how to complete the EC form.
  4. Provide feedback on your EC form.
  5. Advise on the evidence required.
  6. Provide ongoing advice throughout the EC process. 

 

Contact us by email: unionadvice@city.ac.uk

Alternatively see our self help guide (https://www.citystudents.co.uk/advice/selfhelpguides/extenuatingcircumstances/)