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 Telephone: 01524 590810

email: suadvice@cumbria.ac.uk

You can also drop in to your local Students’ Union Office on each main Campus to speak to 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 on MSN Messenger (Mon-Fri 10am- 4pm)

email: suadvice@cumbria.ac.uk to arrange an appointment.

Why not visit the Advice Service section of the Students’ Union website so see what other information and advice we can offer?

www.thestudentsunion.org.uk/advice

If you would like this document in an alternative format please contact Mike Taylor

On Tel:01524 590810 or e-mail:suadvice@cumbria.ac.uk