Exceptional Circumstances

What are Exceptional Circumstances?

Exceptional Circumstances (ECs) are circumstances beyond your control which have a significant impact on your ability to complete an assessment. More information can be found at Exceptional Circumstances.

What counts as valid ECs?

Some examples include:

• A serious illness which is not a permanent condition.
• A sudden deterioration in a long-term health condition.
• Bereavement or serious illness of a close family member, dependent, friend or person the student cares for. (If more than 6 months have passed since the bereavement you will need to provide evidence of the ongoing impact).
• Sudden or unforeseen circumstances beyond the students reasonable control.

What does not count as ECs?

Some examples include:

• Poor time management or poor planning.
• Not understanding assessment or exam submission dates.
• Submitting work incorrectly.
• Family, work or financial problems.
• Technical difficulties.

When do I need to submit an EC?

• Within 5 working days of the assessment or exam that was affected by your personal circumstances.
• Late EC claims will only be considered if you have clear evidence explaining why you could not submit your claim on time.

How do I submit an EC claim?

1. Download the form
2. Complete all relevant sections.
3. Attach evidence to support your claim, such as:
• Doctor’s certificate or medical note.
• Hospital or health service letter.
• Police report or official confirmation of a serious incident.
• Death certificate or funeral order of service.
• All evidence should be relevant to the assessment date you are claiming for.
4. Seek guidance from the university student advice service or union advice service about the impact of your claim.
5. Once you have received guidance on your form, submit your form and evidence to the email address on the form.

What happens after I submit?

• Your claim will be considered by the EC Panel.
• Check here for the date your claim will be considered.
• If your claim is accepted, the current grade will be made void. This grade cannot be reinstated at a later date.
• You will then receive one of the following outcomes (this is dependent on what you asked for on your form).
• The late cap will be lifted.
• You will be provided a further attempt at the work.
• You will be permitted to attend teaching again.
• If your claim is rejected, your current mark will stand.
• Outcomes are provided on e-vision within 10 working days of the panel date. We recommend watching this helpful video.

Writing your form

• Be clear about how the circumstances affected your ability to do the assessment. No one will assume your situation's impact so you need to make this very clear.
• Provide independent and dated evidence to support your circumstances (medical letters, reports, certificates). Forms without evidence will not be considered.
• Avoid vague or unsupported statements – decisions are based on the evidence provided.
• Exam or assessment more than 5 working days ago – you need to explain why you form is late with supporting evdience for the late period. Not knowing your results or the process will not be considered as a valid ground.

Where can I get help?

• UNION Advice – we can check your form, review your evidence, and provide written feedback on how to improve your form.
• University student advice service – they can discuss the impact of a claim on your progression and any delays.
• Counselling & Wellbeing Service – support with the personal impact of your circumstances.
• Disability & Dyslexia Service – if your circumstances relate to a disability or ongoing condition.