What's an exceptional circumstances claim?

What are Exceptional Circumstances? 

Exceptional Circumstances (ECs) are circumstances beyond your control which have a significant impact on your ability to complete an assessment.  

The university provides full details on Exceptional Circumstances. They have also created a handy guide at Exceptional Circumstances Process 

Union Advice thought it would be important to tell you the finer details as these may not be so obvious.   

Please Note: Do not submit your claim without seeking guidance from the University Advice Service or Union Advice service.   

Consequences of an EC claim  

If your claim is accepted it can have a significant impact on the grade you have achieved, the end date of your studies or, progression into the next academic year.  

For example, if you are due to graduate this year and your EC claim is accepted, the current grade will be made void and you will be permitted a further assessment  / exam submission at a later date. You will not be able to retrieve the previous grade following the panels decision. It also means that you will not be able to graduate due to an incomplete set of results.  

If your claim is successful one of the following will be applied (this will depend on what you ticked on the form); 

A new exam date / deadline to be set: if you select this option, the assessment / exam result(s) you achieved will be made void. You will have an opportunity to take the assessment / exam (s) again at a later date.  

To receive further teaching ie (attend again): if you select this option you are asking to start the module again. The module will be added to your timetable. It can delay your studies as you may not study the module until the next academic year. A university student advisor would be able to explain the significance of selecting this option. 

The penalty for late work removed: if you submitted your work as a late submission, and the reason for this was due to exceptional circumstances, by ticking this option the late submission penalty (10% reduction or 40% cap) will be removed. You will be awarded the full grade.  

Do seek advice on a claim, even if you have submitted one previously. The impact of a claim on this occasion may alter your studies.

What can I tell the university about ie what are considered as valid grounds? 

Some examples include: 

• Poor physical or mental health of self or, someone that you have a responsibility of care for.  

• If you have experienced bereavement.  

• A sudden or unforeseen event beyond your reasonable control. 

What does not count as ECs? 

The university would not consider the following as valid grounds: 

• Poor time management or poor planning. 

• Not understanding assessment or exam submission dates. 

• Submitting work incorrectly e.g submitting to a wrong folder or the wrong piece of work. 

• Family, work or financial problems. 

• Technical difficulties. 

When should I submit my EC claim? 

The university wants claims submitted within one week of the assessment or exam date.  

If you submit your claim after this date the university consider this as late. You will need to tell them why this is the case and provide evdience of your circumstances from the assessment date all the way up to the date you submit your form.  

Lateness is not related to when you receive your results! 

We understand that you may not know your results, know the process of EC or, realise that your personal circumstances impacted your performance.  These are not valid reasons for lateness however and a claim would be dismissed on this basis.  

Need to Knows 

• Seek advice before you submit a claim, we cannot stress this enough. 

• If you do have grounds for a claim make sure that you seek guidance early. Late claims are a little more difficult to evidence.  

• Don't delay the claim while waiting for your evdience.  

• Suffered an illness that you would not go to the doctor for help with? Consider self certifying, read the guidance as there are limits on how many times you can do this in the academic year.