Extenuating Circumstances

If you are intending to claim you should contact your campus Advice Zone to request an Extenuating Circumstances Form and Guidance Notes as the information below is for the Academic Year 2018/19.

If you experience circumstances that could affect your ability to perform in assessments you may be able to apply for Extenuating Circumstances.

Contents

  1. What are Extenuating Circumstances?
  2. Is there a deadline for claims?
  3. How do I make a claim?
  4. Completing your claim
  5. Notification of the outcome of your claim

What are Extenuating Circumstances?

The University’s definition is that they are “Exceptional circumstances which are outside of 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.” So 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.

A successful claim may result in being given an extension or being granted Non-Submission a term used that means that you would be allowed to retake an assessment at the next available opportunity. This could be in the re-sit period or at a time agreed by your module tutor.

The University’s Extenuating Circumstances Regulations can be found here.

Is there a deadline for claims?

Claims should be submitted as soon as you are aware of the circumstances and no later than 5 working days after the original date of assessment. If your claim is late, you must complete the Late Claim section on the Extenuating Circumstances Form and provide evidence that supports your explanation of why the claim is late. Self-certification cannot be used as evidence for a late claim.

How do I make a claim?

Claims must be made using the Extenuating Circumstances Claim Form. You can request one in Advice Zone Online or from your USW campus Advice Zone. This applies to all students studying at the University, at the University’s Dubai Campus, at the University’s partner institutions, students studying University of South Wales courses through distance delivery and students studying on work placements or engaged in work-based learning.

Completing your claim

You will receive Guidance Notes with your Extenuating Circumstances Claim Form. Please read them and make sure that you complete all of the sections that are relevant to you.

When describing your circumstances, it is important that you clearly explain the effect of the situation or illness on your ability to study and complete your work or attend an exam.

The main principle of the University’s Extenuating Circumstances regulations is to provide equality for all students in relation to the assessments that they are required to undertake as part of their course. In order to ensure fairness, all students must submit independent evidence of their exceptional circumstances with their claim. The only exception to this is for a short period of illness where it would be difficult to obtain evidence. In this situation, students are allowed to self-certificate for a period of 7 calendar days. Self-certification is allowed only once in each academic year.

In order to comply with the General Data Protection Act any evidence that you provide to support your claim that relates to a Third Party must be accompanied by a signed Third Party Consent Form, unless the Third Party is under the age of 16 and is your child or a child for whom you are the legal guardian or carer. Third Party Consent Forms can be requested from Advice Zone Online or your campus Advice Zone.

Advice Zone Online has answers to a number of Frequently Asked Questions on Extenuating Circumstances. Visit Advice Zone Online to read them or to submit a question if you do not find the answer that you need.

If you would prefer to speak to someone in person you can visit your campus Advice Zone or phone them on 01443 482540. An Advice Zone Assistant will be able to discuss how to complete a claim and provide guidance on eligibility and on what grounds you may apply. They are not however able to 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.

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 considered straightforward you should receive an outcome within 10 working days of the date you submitted the completed form and evidence to your campus Advice Zone. Complex claims are referred to an Extenuating Circumstances Panel. The Panel meets once a fortnight. You should receive an outcome within 5 working days of the panel’s decision.

If you have requested an extension, you should start or continue with your work as soon as possible and not wait for the outcome as any extension granted will be from the original submission date, not the date that you receive 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 and can be made on one of two grounds. The first being that there was a procedural error that you feel has disadvantaged you. The second is that you are now able to provide new evidence that was not available or known about at the time of your original claim.

The Request for Review Form is available from Advice Zone Online or on the Extenuating Circumstances Regulations page.