Extenuating Circumstances

An Extenuating Circumstance Form (ECF) should be filled in when you wish to present a case to the University to explain that you have personal or health problems that are affecting or that have affected your academic performance. These problems can then be taken into account when your work is marked.

What counts as an extenuating circumstance?

Any circumstance that relates to your health or personal life which is serious enough that you are unable to attend, complete or submit assessment artefacts (such as examinations or coursework, e.g. essays, laboratory reports, presentations, etc.) or a circumstance that will prevent you from performing your best in an assessment.

Various circumstances that the University will accept are:

• An illness or injury that leaves you incapacitated.
• The illness or injury of someone who needs your close and frequent attention.
• Bereavement (the death of a close family member or friend)
• Domestic problems (a serious problem at home).
• Court attendance (including witness, jury, defendant).
• If there is an unanticipated work commitment that could not be avoided or negotiated, (you have to be a part-time or distance learner for this to be accepted).
• Religious observance.
• Active exercise of citizenship (if you are a member of the TA or RNR and are called into action).
• Holidays that were booked before you became a student at the University.

What doesn't count?

The University is aware that everyone one will run into some difficulties and have worries from time to time, but to be considered for an extenuating circumstance they insist that the circumstances must be both serious and significant.

These circumstances will not be considered:

• Suffering from a cold
• Computing difficulties (this includes a network failure, computer crashing and printers dying)
• Financial worries
• That you don't like sitting exams
• Work commitments (full-time students only)
• Course Management Issues (follow complaints procedure)

Is there anything I need to put in an ECF?

Yes, you have to produce evidence to support the problem you have! Therefore if you were ill, you need to produce a doctor's note; if there has been a death in the family or you had to attend court you will need to produce the necessary documentation.
The specific evidence and criteria can be found in the back of the Examinations and Assessment Regulations or on the Academic Registry website

Where do I get an ECF?

ECF's are available from your department/school office, or from the Education & Representation Officer at the Students' Union.

How do I complete the ECF?

You should seek guidance from either a member of staff in your department or from the Education & Representation Officer at the Students' Union.

Make sure you fill in all of your personal details:

• Name
• Address
• Registration number
• Course you are studying
  

Fill in the boxes that relate to the circumstances you would like considered:

• Which unit was affected?
• What type of work was affected? (exam, coursework, etc)
• What time period were you affected over?
• What circumstances would you like to be considered? (illness, bereavement, religious observance)
• What type of evidence have you got?
  

To enter the correct codes in the boxes about criteria and evidence you will need to consult the table in the Handbook of Academic Regulations.

Where do I take the ECF?

Once the form is completed you need to take it to your department/school office. They will then give you the top copy of the form back to keep as a receipt.

What happens next?

An extenuating circumstance panel within your department will consider your application. This panel normally meets twice a year and considers all the ECFs within the department at the same time. They decide whether or not your case is valid and will notify the Unit Assessment Board or Board of Examiners of their decision who will then decide how to compensate you.

You will be notified of the extenuating circumstance panel's decision within 2 weeks from their meeting. The meeting date will be displayed within your department. If you are unsure of this time ask your Head of Department.

What compensation could I gain?

If your case is considered valid, then a number of actions can be taken to help you:

• Most commonly students are allowed to have another go at assessments.
• A late penalty might be removed.
• You could be offered the chance to redo coursework.
• They might decide a mark for you for an assessment based on your progress throughout the year without you having to complete it.
• The Unit Assessment Board may allow you to have a go, as a deferred unir, at a different assessment piece in place of the affected unit.

How do I keep the circumstances confidential?

If you wish to keep the circumstances confidential because they are particularly serious and distressing, then you need to go and speak to your Head of Department, who can act on your behalf following the Universities guidance on Serious and Confidential Circumstances. If you do not feel happy to approach your Head of Department, then please speak to a member of staff that you feel that you can talk to.

Further information: ECF criteria codes

There are 2 kinds of extenuating circumstance that may impair your ability in an assessment, either ACUTE (prevented from being in a specific place at a specific time) or CHRONIC (prevented from doing something over a period of time).

Circumstance and codes

• Acute illness or injury (less than a week) / A
• Extended illness or injury (more than a week) / C
• Illness of another person / A or C
• Bereavement (death of a close family member/friend) 
• Domestic and/or personal problems / A or C
• Court attendance / A or C
• Work commitment (Part-time or distance learners only) / A or C
• Representing the County or Country at sport / A or C
• Religious observance/ A
• Active exercise of citizenship (participation in the TA or RNR etc)/ A or C
• Holidays/ A or C
• Transport difficulties / A
• Computing difficulties / NOT VALID
• Financial difficulties / NOT VALID 
• Other / A or C

Help is at hand

If you need any help or advice at any stage, please contact the Education & Representation Officer, here, or call into the Sabbatical Office at the Union and speak to Lynsey Hayward.