Extenuating Circumstances

The University defines 'extenuating circumstances' as:

“Exceptional circumstances that are unforeseen, unavoidable and outside the control of the student and which have prevented, or will prevent, them from performing in assessment at the level expected or required of them.

The main principle of USW’s Extenuating Circumstances Regulations is to provide equality for all students in relation to the assessments they are required to undertake as part of their course. Assessments covered include exams, in-class tests and coursework.

If you are unable to submit coursework by the deadline, or sit an exam or in-class test, because of exceptional circumstances that you could not have prevented, you should submit a claim under the Extenuating Circumstance Regulations.

A successful claim would result in a student being given an extension or a deferral, allowing them to retake an assessment at the next suitable opportunity. This could be in the re-sit period or at a time agreed by the module tutor.

The University will not accept as extenuating circumstances anything that you could reasonably have avoided or made arrangements to sufficiently deal with the impact of.  For example, the following would not qualify for Extenuating Circumstances:  holidays, normal exam stress, poor time management or submitting the wrong assessment.

The three claim types

There are three different types of Extenuating Circumstances claims:

1. Evidence based claim
2. Self-Certification (short term illness)
3. Disability/Long-standing Condition

In every case you are required to complete an Extenuating Circumstances Claim Form. You can request the form using Advice Zone Online (AZO) -  this video explains how. You may also need to supply supporting evidence documents, depending on the nature of your claim.

1 Evidence Based Claim

Overview

This type of extenuating circumstance claim can cover circumstances that may impact on studies for a week or more and can be supported by independent evidence.   

What you can request

• An extension to a deadline up to a maximum of 20 working days, or 
• Non-submission/deferral to the next assessment point e.g. the resit period, without penalty. 

Step-by-Step Instructions

1. Use Advice Zone Online (AZO) to request an Extenuating Circumstances Claim Form. This video explains how.
2. Receive the Extenuating Circumstances Claim Form via AZO. The form will be an attachment and will include your student ID number and initials in its title. You will also be given a link to the medical evidence form.
3. If applying for an extension, contact your module leader via email to check the submission date you are requesting is suitable for marking purposes.
4. Complete the Extenuating Circumstances Claim Form and upload it and your supporting evidence, along with the module leader's email confirmation (if required) to AZO. 
5. Notification of the outcome of your claim will be sent via AZO.

Documents you need to submit

• Extenuating Circumstances Claim Form
• Supporting Evidence
• Email confirmation from academic (if required)

What evidence could I provide to support my claim? 

2 Self-Certification (short-term illness)

Overview

This type of extenuating circumstance claim can cover a short period of illness where it would be difficult to obtain evidence.

You are not able to self-certify retrospectively, for an assessment already submitted or once you have presented for an examination/assessment, or for any claims which are submitted late. 

What you can request

• An extension to a deadline up to a maximum of 7 calendar days
• Non-submission/deferral to the next assessment point, e.g. the resit period, without penalty for an on the day assessment. 

Step-by-Step Instructions

1. Use Advice Zone Online (AZO) to request an Extenuating Circumstances Claim Form. This video explains how.
2. Receive the Extenuating Circumstances Claim Form via AZO. The form will be an attachment and will include your student ID number and initials in its title. 
3. Complete the Extenuating Circumstances Claim Form and upload it to AZO. 
4. Notification of the outcome of your claim will be sent via AZO.

Documents you need to submit

• Extenuating Circumstances Claim Form

There is no limit to the number of times you can claim extenuating circumstances.

If you claim extenuating circumstances more than twice in one academic year your situation will be reviewed and further action may be suggested/required, for example engagement with support services. When you self-certify, your self-certification statement is in effect your evidence to support your claim. If you misuse the ability to self-certify, you may be subject to action under the Student Conduct Procedure or Fitness to Practise Procedure. 

NB: Making a claim does not guarantee that your claim will be approved. 

Claims should be submitted as soon as you are aware of the circumstances and no later than 5 working days after the original submission deadline/date of examination.

If your claim is late, you must complete the late claim section on the Extenuating Circumstances Claim Form and your evidence should support the reason for the late claim.

All claims should be submitted by the late claim deadline which will be 2 weeks prior to the assessment board that will consider your module marks. 

Getting help with your extenuating circumstances claim

Please read the form carefully and make sure that you complete all of the required information.

All claims should be submitted by the late claim deadline which will be 2 weeks prior to the assessment board that will consider your module marks.

You can also Contact the Advice Zone directly.

Advice Zone staff can discuss the claim process and provide guidance on eligibility. They cannot give an opinion on the strength of your claim.

If you need additional support with completing your claim the Students' Union may be able to help.

Getting help with your problems

If you need advice or support with the underlying problems which are causing you to apply for Extenuating Circumstances, the University has a number of Support Services that can help.

If you don't know where to start, contact the Advice Zone.

Notification of the outcome of your claim

You will receive notification of the outcome of your claim and advice on what to do next via Advice Zone Online.

If your claim is straightforward you should receive an outcome within 5 working days of submitting your completed Extenuating Circumstances Claim Form and accompanying documents. 

Complex claims are referred to an Extenuating Circumstances Panel. The panel is made up of academic staff from across the institution. You should receive an outcome within 5 working days of the panel’s decision.

If you have requested an extension, you should continue with your work and not wait for the outcome of your claim as any extension granted will be from the original submission date and not the date that you receive the outcome.

Appealing the outcome

If you are unhappy with the outcome of your claim you can make a Request for Review of the decision. Requests must be made within 10 working days of notification of the outcome.

Please see section B11 of the Extenuating Circumstances Regulations and Procedure for details on the grounds for appeal.

The Request for Review Form is available from Extenuating Circumstances Regulations page.

Post-Board Extenuating Circumstances

Overview

If you have a good enough reason for being unable to meet the earlier extenuating circumstances deadlines (ie 5 days after the original submission deadline/exam date, and then 2 weeks prior to the assessment board), you can still apply for extenuating circumstances after results have been issued by submitting a 'Post Board Extenuating Circumstances Claim Form'.

'Post-board' means after the assessment board has met and issued results. All post-board claims must be submitted within 10 days of your results being published.  

Step-by-Step Instructions

1. Using Advice Zone Online (AZO) follow the same process as shown in this video 

   to request an ordinary Extenuating Circumstances Claim Form, but in the Message Box (shown at 0:45 in the video) ask for a Post Board Extenuating Circumstances Claim Form.

2. Receive the form and guidance notes via AZO.  You will also be given links to any other forms you may need to fill in.
3. Complete the Post Board Extenuating Circumstances Claim Form and any other required documentation  and upload it/them to AZO. 
4. Wait for an outcome of your claim via AZO.

Documents you need to submit

• Post Board Extenuating Circumstances Claim Form
• Supporting Evidence
• Email confirmation from academic (if required)
• Copy of your recent published Results