Views:

There are many circumstances that can impact your performance in an exam or assessment, but not all of them will be considered as acceptable for claiming an EC. This section provides guidance and illustrative examples of circumstances that may or may not be considered ‘extenuating circumstances’ depending on the context and evidence. It is intended for general guidance only. The list should not be treated as exhaustive, definitive, or prescriptive. 

The University EC Regulations are outlined here and the University Policy on Circumstances Affecting Students’ Ability to Study and Complete Assessments is outlined here.

Examples of acceptable and unacceptable circumstances

Illness

  • Usually acceptable if lasting more than 5 working days, or if acute (e.g. sudden illness during an exam).

  • Late diagnosis of a disability or long-term condition.

  • Not acceptable if minor, short-term (e.g., cold), or not requiring treatment.

Hospitalisation

  • Extended or acute hospital stays may be acceptable.

  • Short visits to Accident and Emergency (A&E) or minor injury units are typically not acceptable.

Acute injury

  • May warrant short-term adjustments (e.g., extra time or a scribe for exams).

Exam stress

  • Acceptable only if medically diagnosed and evidenced.

  • General feelings of stress or anxiety are not sufficient.

Pregnancy and parental leave

  • Some pregnancy-related issues may qualify (e.g., illness, hospitalisation).

  • Maternity/paternity leave must follow guidance; paternity leave may qualify.

Long-term conditions

  • Must be addressed under the separate long-term conditions/disability regulation.

  • Claims based on circumstances existing more than 12 months before the assessment are usually not valid under this regulation.

Family illness

  • May be accepted for close relatives if impact on study is demonstrated.

  • Ongoing conditions may be accepted for more than one semester only where interruption is not feasible and regular updates are submitted.

  • Illness of pets is not usually acceptable.

Bereavement

  • Acceptable when a close relationship is demonstrated.

  • Bereavement of a pet is not normally acceptable.

Acute personal/emotional circumstances

  • May be accepted if the student seeks appropriate support and discloses the issue in a timely manner.

Victim of crime

  • Must show impact on ability to study and refer to relevant categories (e.g. hospitalisation, emotional distress).

IT/Computer or equipment failures

  • Not acceptable for coursework, preparation for exams, or general computer issues —students are expected to back up all work and drafts.

Domestic disruption

  • Acceptable only if severe and prolonged, typically in relation to exams.

  • Minor disturbances by housemates are not acceptable.

Accommodation issues

  • Not normally acceptable. Students must ensure year-round access to suitable accommodation.

Transport issues

  • Acceptable only if exceptional and unforeseeable (e.g., sudden train cancellation).

  • Students are expected to allow for normal travel delays and submit any required travel authorisations in advance.

Representing the university

  • May be accepted for significant or prestigious events (e.g., sports, national representation). Refer to High Performing Athlete regulation.

Jury service

  • Must request deferral; only accepted if deferral is refused.

Court attendance

  • Acceptable if attending court personally or supporting someone else.

Criminal convictions

  • If a student is convicted of a criminal offence, any disruption caused by the investigation or sentence is not an acceptable extenuating circumstance.

Religious observance

  • Acceptable if the Religious Observance Form is submitted by the required deadline and no alternative assessment arrangements were possible.

  • Does not normally apply to coursework with long deadlines.

Paid employment/volunteering

  • May be accepted for part-time students or apprentices in exceptional situations.

  • Not normally acceptable for full-time students, who are expected to manage work around academic responsibilities.

Holidays

  • Not acceptable. Students must be available during all assessment and study periods.

Misreading timetable or scheduling conflicts

  • Not acceptable. Students are responsible for knowing all exam and coursework deadlines.

Foreseeable/preventable circumstances

  • Not acceptable. If within the student’s control, the claim will be rejected.

When circumstances are not disclosed

  • Students must disclose circumstances through the correct procedure and within published deadlines. Late or non-disclosure means the university cannot consider a claim.

Repeat submission of the same circumstances

  • Only accepted if there’s a new acute episode despite the student accessing support.

  • Repeating the same claim without change or support is not normally acceptable.

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