We understand that while you are at university, various issues and life events can have an impact on your studies. If this has happened, you can report your circumstances by submitting an Extenuating Circumstances (EC) Request via e:Vision. This is the first step in granting any extension, consideration and/or concession you might need; this also informs the Board of Examiners that you have experienced problems that might have affected your performance.
Extensions are not granted automatically so we advise you to continue working to the best of your ability towards your original deadline until you receive an email confirming your extension.
We email you once a decision has been made on your concession/extension.
Extenuating Circumstances Panel and Regulations
Each School has their own Extenuating Circumstances Panel (ECP). The ECP consists of no less than four academic members, one of whom is appointed by the Head of School to be the Chair. The ECP Chair must also a member of the Board of Examiners, but the Chair of the Board of Examiners and the ECP Chair cannot be the same member.
For each meeting, at least two members of the ECP are required to engage in the consideration of cases, with the exception of the pre-Board ECP meeting, where at least three members must be in attendance.
Detailed information on the ECP and other EC regulations can be found in the following document.
The Extenuating Circumstances Panel (ECP) meets to consider information that has been submitted by students.
Submit your EC request via e:Vision by the dates listed below (by School and Degree). The ECP convenes usually 10 working days after this deadline.
Here is a list evidence you can provide to support your extenuating circumstances application:
An obituary; order of service; death certificate; legal or medical letters; letter from undertaker. The student’s relationship to the deceased must be stated in the application. Further professional evidence detailing the effects on the student are usually not required.
A serious short-term illness, accident or mental health crisis
Letter from a health professional such as a GP, psychiatrist or mental health counsellor confirming the diagnosis and stating an opinion as to the nature and duration of any impact on the student; medical certificate; prescription; hospital admissions record; photographs of injuries (ideally identifying the student with the photograph).
Evidence should specify the negative affect on the student’s ability to complete their assessment(s). Photographs, prescriptions or admissions records should be supported, where possible and relevant, by evidence from a suitable health professional detailing these effects.
Self-reporting of health issues without evidence is normally insufficient.
Unforeseen recent illness of dependents or close family members
Medical certificate or GP’s letter relating to the dependent/family member confirming the recent sudden or severe nature of the illness. Evidence should also include the impact on the student; an independent professional third party may provide evidence to support this.
A long-term health condition worsening
Medical certificate or GP’s letter reporting the specific deterioration or sudden change including the time period it applies to. Evidence should describe how the student has been affected by the change in conditions. Evidence simply confirming the long-term condition without mention of any changes is normally insufficient.
Long-term health condition where reasonable adjustments are not yet in place
Letter or e-mail from the University’s Student Support Services confirming that the delay in support was beyond the student’s control.
Victim of a serious crime
Police crime number, legal letters, crime report from the police or other investigating authority; an insurance claim. Further evidence may be requested for ECs where the student has been been affected for over a week.
Claims relating to injuries or trauma suffered as a result of a motor traffic accident would normally be considered as a medical circumstance and require medical evidence as outlined above.
Legal proceedings requiring court attendance
Letter from a solicitor/legal officer or official court communication.
Representative participation in a national or international cultural or sports event
Formal notification from the relevant official body or bodies involved. Although independent professional third party evidence outlining the impact on the student’s preparation and completion of the assessment may be supplied, it is likely that impact on the student may be reasonably inferred.
Exceptional and unforeseeable transport difficulties
Evidence of a major transportation incident from a relevant and appropriate source (including media reports). Evidence will also need to demonstrate that the student was both affected and that there was no reasonable means of foreseeing or overcoming the difficulties.
Significant adverse recent personal/family circumstances
Independent professional third party evidence describing the circumstances, the time period affected and the impact on the student. Where this is not possible, sufficient detail should be submitted so that the likely effects can be reasonably inferred.
If your circumstance is not covered under this rubric, or if you have any questions, please contact us.