Extenuating Circumstances

The deadline for submission of post-board extenuating circumstances will be 10 working days after the publication of results:

29 June 2022 (Graduating students) Deadline for submission of claim 13 July 2022
30 June 2022 (Non-Graduating students) Deadline for submission of claim 14 July 2022
7 September 2022 (Re-sit results) Deadline for submission of claim 21 September 2022


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

N.B. For IT problems experienced during an assessment there is a different process, please see Assessment Information and Support.

The Advice Zone are currently experiencing a very high volume of queries.  Please be assured that the team are doing everything they can to respond to queries as quickly as possible and within five working days.

If you have submitted an Extenuating Circumstances claim for an extension of an assessment deadline, you should continue with your work and submit on the date you have requested. Make sure that the date you have requested is allowed under the claim type you are submitting. Do not wait for the outcome of your claim as any extension granted will be from the original submission date, not the date that you receive the outcome. 

Please ensure that your extenuating circumstances claim form is completed fully and supported by independent evidence as required. 

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. 

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.

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. This video explains how
  5. Wait for an outcome of your claim 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? 

This table gives examples of acceptable evidence  you may use to support an extenuating circumstances claim. 

ext-circs-evidence-table-screenshot.png

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. This video explains how.
  4. Wait for an outcome of your claim via AZO

Documents you need to submit

  • Extenuating Circumstances Claim Form

Overview

If you are a disabled student (or have a long standing condition) with an Individual Support Plan (or equivalent if studying at a partner college) you are permitted to submit coursework within the late submission period (5 working days), without the usual penalties.   

If you have concerns about assessment deadlines, which are not addressed by the above adjustment, you should discuss your circumstances with a Disability Adviser. If appropriate, “flexibility around deadlines” will be added as a reasonable adjustment to your Individual Support Plan. You will then be able to apply for additional reasonable adjustments to particular assessment deadlines when required via the Extenuating circumstances process. Extensions are not granted by default and requests will be considered on a case-by-case basis. 

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. The form will be an attachment and will include your student ID number and initials in its title. 
  3. Complete the Extenuating Circumstances Form selecting ‘I have an Individual Support Plan (or equivalent if studying at a partner college) that supports my claim’  
  4. Upload the form to AZO. This video explains how.
  5. Wait for an outcome of your claim via AZO.

Documents you need to submit

  • Extenuating Circumstances Claim Form

Overview

If you are a disabled student (or have a long standing condition) without an Individual Support Plan, you must supply evidence of your disability/condition the first time you apply for Extenuating Circumstances as a result of that disability/condition. 

If your ability to submit assessments is impacted again at a later date as a result of your disability/condition you can submit an application for Extenuating Circumstances without needing to provide further 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.  

First application

This is how to apply for Extenuating Circumstances for the first time in relation to your disability/condition. Supporting evidence IS required.

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 and guidance notes 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 Form selecting ‘I don’t have an Individual Support Plan (or equivalent if studying at a partner college) and am providing evidence to support my claim’.
  4. Upload the form and your supporting evidence to AZO. This video explains how.
  5. Wait for an outcome of your claim via AZO. 

Documents you need to submit 

  • Extenuating Circumstances Claim Form
  • Supporting evidence

What evidence could I provide to support my claim? 

This table gives examples of acceptable evidence  you may use to support an extenuating circumstances claim. 

ext-circs-evidence-table-screenshot.png

Subsequent applications

The process is similar to the first application, but supporting evidence is NOT required.

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 and guidance notes 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 Form selecting ‘I have previously provided evidence that supports my claim’.
  4. Upload the form to AZO. This video explains how.
  5. Wait for an outcome of your claim 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.  

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

Advice Zone Online has a number of Frequently Asked Questions (and answers) about extenuating circumstances. You can also ask a new question which will be sent to Advice Zone staff.

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.

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.

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.

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.

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. This video explains how
  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)

What evidence could I provide to support my claim? 

This table gives examples of acceptable evidence  you may use to support an extenuating circumstances claim. 

ext-circs-evidence-table-screenshot.png