What are Exceptional Circumstances?
- perform less well in coursework than might have been expected on the basis of other work,
- fail to meet submission deadlines,
- fail to attend a timed assessment or examination, and/or
- be adversely affected by an incident or issue occurring during an examination.
In general, exceptional circumstances can be short-term circumstances of a health related or personal nature significantly affecting a student at the time of an assessment or a period of time relevant (close) to the assessment, which can normally be supported by independent evidence.
Long-term or ongoing health conditions are only usually considered if there has been an unexpected worsening at the time of the assessments in question. This is because there are other processes for supporting students with disabilities, long-term and ongoing health conditions which can be discussed with the
Enabling Team (Student Hub).
What should I do before deciding to submit an application for exceptional circumstances?
- If you think you need to apply for exceptional circumstances to request an extension or to defer an assessment due to other circumstances, read the information below and the Guide to Exceptional Circumstances to check whether you are likely to meet the criteria and what evidence is usually required.
- Understand the University’s Fit to Sit Policy means that if you attend an examination or other fixed time assessment, you will be considered to have declared yourself ‘Fit to Sit’ the assessment and made a valid attempt at the assessment, subject to consideration of factors affecting performance which may arise subsequent to beginning the assessment. This means if you sit an exam any mark you gain is likely to stand even if you submitted an EC application. Therefore you need to decide whether you are well enough to sit the exam or not. This includes whether you were or will be well enough to sufficiently revise and prepare for the assessment. If you are unable or not well enough to attend an exam you should inform your School as soon as possible and complete an EC application.
How do I apply for ECs?
Applications for exceptional circumstances must be submitted online via MAP Task. The University’s Guide to Exceptional Circumstances provides detailed guidance on what circumstances are likely to meet and the evidence required.
In summary, you will need to explain how your circumstances are exceptional, the significant impact on you and your academic work and also the time period you been or are likely to be affected which must be relevant to the dates of the assessment. Try to provide as much detail as possible about how your circumstances have been affecting you. It may help to think about how your ability to study, prepare and complete your assessment(s) have been affected. Your circumstances must be relevant to the time period of the assessments. In order to support your application you will also need to provide evidence that confirms your circumstances.
What Evidence Do I Need?
You also need to provide evidence of your exceptional circumstances that must confirm your circumstances, how they affected you and your studies and it should also include the period of time you were affected. The University’s Guide to Exceptional Circumstances provides detailed guidance on what circumstances are likely to meet the EC criteria and the evidence required.
| Circumstance |
Supporting Documentation |
| Illness which prevented you from attending an exam/ assessment or occurred after the start of an examination or assessment |
- Letter/certificate from a health professional/counsellor confirming any health circumstances, the impact on your studies and the period of time you have been or will be affected.
- Hospital appointment letters, a copy of prescription or medicine labelling may also be considered.
- If your illness is a self-limited, common ailment not requiring medical attention, you should be aware that this will not normally qualify as an Exceptional Circumstance warranting an extension for written assignments. If such an illness affects your attendance at an examination, oral assessment or other form of test, you should inform your School as soon as possible and seek their guidance on how best to provide the necessary evidence. Please also see the paragraph on weighting of evidence in The University’s Guide to Exceptional Circumstances.
|
| Illness which prevented you from completing an assessment (coursework) on time – see section on late submission |
- Letter/certificate from a health professional/counsellor confirming any health circumstances, the impact on your studies and the period of time you have been or will be affected.
- Hospital appointment letters, a copy of prescription or medicine labelling may also be considered.
|
| Unforeseen major travel disruption which caused you to be late/miss an exam |
- Letter from transport company.
|
| Legal matters |
- Letter/documents from court/solicitor.
|
| Personal/domestic problems which occurred in the period leading up to an examination/assessment deadline |
- Letter from someone who has direct knowledge of the problems and/or has been involved in supporting you (e.g. religious leader, student finance advisor, employer, chaplaincy, Student Services Adviser, an adviser from the Union’s Advice & Representation Centre).
|
| Bereavement |
- Death certificates; supporting evidence of effect of bereavement from parent/guardian, doctor or counsellor.
|
| Jury Service |
- Official letter from the court requesting your attendance.
|
For long term issues, such as on-going health/personal/financial issues, which affect your ability to study or your ability to perform generally, would not usually be accepted as exceptional circumstances by the University.
EC applications would not usually be accepted for students with long-term chronic long term health conditions, disabilities or learning differences unless there was evidence of a sudden, unexpected temporary flare up or worsening of the condition. This is because there is support for students with significant ongoing long term health conditions or disabilities which affect their studies that can be accessed through the University’s services such as the Enabling Team who can potentially arrange for support such as reasonable adjustments for study and assessments to be put in place.
If you will not be able to obtain the evidence before the deadline for submitting the EC application, you must still submit the EC application on time and let your School know the evidence will be provided later.
When is the Deadline for Submitting an EC application?
Deadlines for each School are listed on the University’s Exceptional Circumstances webpage. If you are unsure you should contact your School as soon as possible for this information.
If you will not be able to obtain the evidence before the deadline for submitting the EC application, you must still submit the EC application on time and let your School know the evidence will be provided later. However, please note that EC applications and evidence for exceptional circumstances will not usually be accepted after the published deadlines unless you can provide good reason why you were not able to submit them earlier.
Where do I submit the EC application?
Applications for exceptional circumstances must be submitted online via MAP Task. Should you require information from your School, the email addresses for each School can be found on the University’s Exceptional Circumstances webpage. You will need to scroll down the page until you find your School who will have listed an email address for who to contact should you have any questions or require any support regarding your application.
What happens after I submit the EC application?
The Exam Board, or more often, the Exceptional Circumstances or Absence Panel (ECAP), will recommend whether your claim of exceptional circumstances meets University regulations or not.
Who can I talk to at University if I am experiencing difficulties?
- SU Advice & Representation Centre (ARC) (That’s us!) – Confidential advice service, we provide advice on the options available and provide advice on submitting an Exceptional Circumstances application.
- Personal Tutors/Advisors/Programme Directors (In your School). If your School are aware they can potentially provide support including allowing you a break from your studies until the issue is resolved
- The Student Hub - provides advice on various issues which includes student finance, fees, funding and visas. You can also access other University services such as:
- Counselling and Mental Wellbeing Service - Qualified counsellors/psychotherapy/mental health practitioners supporting students with a wide range of issues including anxiety, academic stress, low mood and depression, relationship difficulties, and bereavement.
- Enabling Team - Provide support and guidance for students with disabilities and long-term health conditions.
- Residence Tutors (Aston Student Village) – Provide pastoral care and welfare support for their residents
- Chaplains (MLK Multi-faith Centre) - Experienced at listening and offering pastoral and spiritual guidance, prayer, support and friendship to all – regardless of background.