The below advice does not apply to Postgraduate Research students. For further advice please contact your Supervisor or complete a Case Form with us if you need further advice.
BPTC/BVS/LPC students should also refer to information provided by the Law School (such as your Programme Handbook) for specific information on the extenuating circumstances process, and you can complete a Case Form with us if you need further advice.
What are Extenuating Circumstances?
Extenuating Circumstances (ECs) are circumstances or situations which are:
- Outside of your control
- Have had a direct and substantial impact on your assessments or results.
The impact can include your ability to study prior to the assessment, your ability to submit coursework, sit an exam, or otherwise perform well in your assessment.
The EC policy allows you to request an extension to deadlines, undertake an uncapped resit (if you’re already uncapped), or take a further attempt at the assessment.
Types of Extenuating Circumstances claims
Students can submit two types of EC claim:
- Extenuating Circumstances with evidence: Claims to be accepted on provision of acceptable documentary evidence. You are required to submit an EC with evidence if your circumstances lasted more than 7 calendar days.
- Extenuating Circumstances without evidence: City recognises that sometimes evidence is not always obtainable. If you are unable to provide evidence or if your circumstances lasted longer than 7 calendar days.
Which type of claim is best for me?
This depends on your circumstances.
You can use the Extenuating Circumstances Student Flowchart and table within the Policy to help you understand which option is best. These can be found as Appendix 1 and 2 toward the bottom of the full EC Policy, here.
Adter reading the below information if you still aren’t sure you should reach out to us for advice by completing a Case Form.
The below list shows some examples of what may be considered acceptable grounds for submitting an EC Claim:
- Acute illness including poor mental health or injury on the day of the exam.
- Extended illness including an extended period of poor mental health which lasted long enough to impact your studying for the assessment and/or submitting the assessment.
- Flare up of a long term health condition or disability.
- Death or serious illness of someone close to you.
- Exceptional personal problems, for example homelessness, financial difficulty or domestic abuse.
- Court attendnace including Jury service.
- Unforseen major transport difficulties.
- Natural disasters.
- Being a victim of, or witness to, criminal activity.
- Recent diagnosis or awaiting a diagnosis of a disability.
The below list shows some examples of what may NOT be considered acceptable grounds for submitting an EC Claim:
- Mistaking the submission date/time of the assessment or exam date/ time.
- Too many deadlines close together. You are expected to manage your own time appropriately.
- Forseen travel difficulties that you could have reasonably planned ahead for.
- Personal computer/IT issues. You are expected to take precautionary measures to avoid these issues, such as backing up work.
- Religious Observance. There is a Religious Observance policy for this, but City does try to avoid having assessments clash with the majoirty of religious observance days. You should discuss this with your School in advance.
Again, please speak to us if you are unsure about your grounds. We can advise you on this!
Extenuating Circumstances Without Evidence:
Your circumstances lasted no more than 7 calendar days and had a clear impact on your academic performance. Some examples include stomach pains, anxiety or a minor injury.
The period of your circumsances must coincide with your assessment deadline.
If you have circumstances that lasted longer than 7 daysbut you are unable to obtain evidence, then you can submit an EC Claim without evidence, however you must provide a reasonable explanation as to why you are unable to obtain evidence. You can also describe attempts you have made to gather evidence and the challenges faced.
Remember! Youc an only apply for one EC Claim without evidence within any 28-calendar day period. You can also only apply for 2 claims without evidence in an academic year. Once this has been exhausted your claim without evidence may not be accepted and you will be required to submit a claim with evidence instead.
This should be submitted no later than 7 calendar days after the impacted assessment. If multiple assessments are impacted in the same period by the same circumstances then you can include them all on one form. We advise you use the deadline of 7 calendar days after the first impacted assessment.
Extenuating Circumstances Claim with Evidence:
If your circumstances have lasted longer than 7 calendar days you should be submitting a claim with evidence.
Evidence provided depends on your type of claim but it must demonstrate the impact on your academic performance prior to the assessment and/or during the assessment.
You can find examples of acceptable evidence on page 13 of City's Extenuating Circumstances Policy. However if you are unsure please get in touch with us!
If you are unable to obtain evidence by your EC deadline, you still need to submit the form on time! You can put that your evidence is to follow and provide an estimated date for when it can be expected.
This should be submitted no later than 7 calendar days of the impacted assessment. We advise that you try to submit your EC with evidence for multiple assessments in that period on one form, and no later than 7 calendar days of the first impacted assessment.
What’s the outcome of making an EC claim?
Possible outcomes include:
- Your claim accepted and you being given another attempt at the assessment. If it was a first attempt you will be given an additional first attempt. If it was a capped resit, you will be given another capped resit.
- Late cap lifted.
- Not accepted as you have not met the criteria.
- Your claim returned to you for further information/ evidence.
If you submitted work or sat and exam but then submit EC, if the EC is accepted you may choose to defer your assessment to the next opportunity but you will lose the grade for the assessment. You will be given the choice whether to keep the old mark or proceed to a new attempt.
There are other outcomes depending on your circumstances. These will be up to the Assessment Board. If you feel the above options don’t apply or your case is more complex we’d recommend you seek advice by completing a Case Form.
What if I’ve missed the deadline to claim?
You will need to submit an Appeal on the grounds of undisclosed extenuating circumstances and explain why you could not submit an EC within the EC deadline at the time.
Complete a Case Form with us and ask for advice.
Accessing the EC form*
All types of EC claim need to be completed via e:Vision.
*Please note the EC submission process will be different for the following students:
- BPTC/BVS/LPC students should also refer to information provided by the Law School (such as your Programme Handbook) for specific information on the extenuating circumstances process, and you can complete a Case Form with us if you need further advice.
- 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
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.
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. The form allows you to submit evidence later so long as you provide an estimated date as to when you will obtain it. You can provide the evidence to the School (via your Course Officer) once you obtain it.
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.
When will I hear back about my claim?
With or without evidence claims
You should hear back from the School no later than fourteen calendar days after the panel has reviewed your claim.
Panels are held regularly and you can ask your Course Officer when the next one will be.
My claim was rejected, what can I do?
You may be able to appeal. We would recommend you contact us for further advice by completing a Case Form here.
How can Union Advice help me with my EC claim?
Our Union Advice service is independent from the University and we can:
- Explain the EC process.
- Advise if your situation may be considered an EC, or fall under another procedure.
- Advise on how to complete the EC form.
- Provide feedback on your EC form.
- Advise on the evidence required.
- Provide ongoing advice throughout the EC process.
For advice and support on this new process please complete a Case Form with us.
Further sources of support
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 both your School and with the support services available at City.
You can read more about the different teams and sources of help and support here.