Extenuating Circumstances

Extenuating circumstances are temporary or short-term difficulties/problems affecting you. For example:

• Medical issues (including mental health/wellbeing)
• Death of a close friend or relative
• Personal problems
• Family problems, such as divorce
• Sexual assault/sexual violence
• Period of self-isolation/quarantine
• Caring responsibilities and domestic difficulties
• Religious Observance
• Pregnancy related conditions
• Visa issues
• Failure of IT equipment, where there is a verifiable failure

The following are examples of circumstances that the University does not accept as extenuating circumstances:

• Minor illness such as headaches and colds
• Medicial conditions not supported by evidence or where a satisfactory explanation for lack of evidence cannot be given
• Social obligations
• Misreading assessment instructions/timetables
• Poor time management, e.g. I didn't start by assignment until the last minute

In the first instance you should always speak to your Faculty/School about your difficulties. They may be able to offer support or refer you to someone else who can help.

If you are unable to prepare for or undertake assessments because of these difficulties, you should inform your Academic Mentor or the administrative team in your Faculty/School as soon as possible. 

They can then advise you of what you need to do in order for these circumstances to be taken into account. 

For example, they will provide you with any relevant forms and advise you if you need to provide further information/supporting evidence.

All extenuating circumstances applications will be considered for approval by your Faculty/School. 

Independent documentation to substantiate any extenuating circumstances claims should normally be provided and must be dated to within a month of the affected assessment/exam.  Evidence must indicate how the circumstances affected your performance and/or may have impeded your ability to attend, complete, or submit an assessment on time.  The absence of such documentation will result in the application being rejected unless a satisfactory explanation is provided in the application as to why you have been unable to provide such evidence.

The following is a non-exhaustive list of examples of appropriate evidence:

• A Doctor*/Health Professional’s letter/certificate which confirms the illness, indicates the likely impact of the illness and clearly identifies that the time period of illness corresponds to the assessment period in which the claim is being made.  (* Doctor should be GMC registered or have equivalent standing. Where the doctor is not GMC registered or does not have equivalent standing, further evidence may be requested, as appropriate).
• In the case of a student taken ill during an on-site University invigilated examination, a copy of the invigilator’s report.  (This should be accompanied by medical evidence wherever possible). A student who is taken ill during an on-site examination must inform the invigilator either during or immediately after the examination and before leaving the examination venue. A record of this will be made by the invigilator which the student can subsequently access from the Examinations Office.
• Hospital admission and discharge letter, to confirm time spent in hospital.  The letter must include the student’s name and the Faculty/School will need to be satisfied that the letter pertains to the student.
• A letter from service supporting the student, e.g.  Wellbeing and Disability Service, Sexual Violence Liaison Officer (SVLO), Sexual Assault Referral Centre (SARC), Counsellor, Swansea University Advice Centre (SUAC) or other agency a student may be supported by etc. (provided at the discretion of the support service).
• In the case of diagnosed/identified examination anxiety/stress, medical certification or an adjustment proforma.
• In the case of quarantining, a copy of the quarantine booking (if quarantining in University accommodation available via MyUnisupport).
• In the case of self-isolation, a copy of the NHS/University email sent to the student  informing them of the period of self-isolation.
• In the case of students with fluctuating health conditions/disabilities that have been approved by Wellbeing and Disability Services the adjustment proforma shall be taken as evidence.
• Either a death certificate or Order or Service or Funeral Director's Letter.
• In the case of serious illness and/or death of a close relation (defined as a parent/primary carer of the candidate, sibling, partner/spouse, child/dependent of the candidate) evidence of the death/serious illness will suffice and it shall be presumed that the illness/death had an impact on the student.
• Police report, a crime reference number on its own will not be sufficient
• News report to confirm unforeseen transport difficulties.
• In the case of short-term caring responsibilities and domestic difficulties which impact a student’s ability to prepare for or undertake assessments a statement from a family member/friend.
• In the event of the failure of IT equipment, where there is a verifiable failure which affects a system or systems, evidence may take the form of screenshots or service interruptions, errors, network provider page or communications outlining the disruption, including social media posts and emails from providers or monitoring systems.

No. Students are no longer able to self-certify. Independent documentation to substantiate any extenuating circumstances claims should normally be provided and must be dated to within a month of the affected assessment/exam.

The deadline for the submission of extenuating circumstances will be within five working days of the assessment submission deadline/examination OR the prescribed deadline published by your Faculty/School. 

If you are in any doubt on the deadline, please contact your Faculty/School for confirmation.

Depending on your circumstances, you may be asked to supply supporting evidence. Please do not wait to obtain your evidence before submitting your form to your Faculty/School-please submit your form as soon as you can, and any supporting evidence can be submitted to follow. Your Faculty/School will let you know whether further evidence is required, and if so, what type.

Your Faculty/School will acknowledge receipt of your application and let you know whether further information/evidence is required.

Your Faculty/School will let you know the outcome of your application, normally within 14 working days of the request being made.

If your application is approved, you will be informed that your assessment(s) has/have been deferred/extension granted/any other appropriate outcome. You will normally be notified by email, but your Faculty/School will let you know if this communication will be by alternative electronic means.

If your circumstances are not accepted, your results will be considered by the Examination Board and you will be awarded a decision based on the published University assessment regulations.

If the Faculty/School declines an extenuating circumstances application in relation to an examination or coursework), the following action will be taken:

• If you did not attempt the assessment a mark of 0% (unauthorised absence) will be recorded for the assessment and your overall outcome will be determined in accordance with the assessment regulations for the programme of study; or
• If you attempted the assessment, your submitted work will be marked, a mark recorded and your overall outcome will be determined in accordance with the assessment regulations for the programme of study.

Appeals against decisions taken by Faculty/Schools shall not normally be considered.

If you feel that there have been irregularities in the conduct of the procedures, you should contact the relevant Faculty/School in the first instance.

If you have new evidence relating to an application already submitted, you may resubmit this to the Faculty/School for reconsideration provided it is within the deadlines specified.

Only in cases where the medical evidence submitted supports the notion that you were incapable of determining whether or not you were fit to undertake or prepare an assessment and of notifying the Faculty/School will the University accept claims for extenuating circumstances submitted beyond the deadline.  Such claims should be managed by the Academic Appeals Procedure. 

The University wants to support students who are experiencing difficult circumstances so please be don’t be embarrassed to disclose your circumstances. 

All staff at the University will treat your reasons as confidential and will not pass on information without your permission. 

Your Academic Mentor may be able to help you, or they may refer you to someone who can help with your particular circumstances, such as the Money@Campuslife centre or Welfare@Campuslife.

The University will consider applications sympathetically. It is however your choice as to whether you wish to disclose these circumstances to staff in your Faculty/School.. 

You may feel that you are able to complete your assessments in spite of your circumstances.   

If you choose not to submit an application within the stipulated Faculty/School deadlines, the University will NOT normally consider such extenuating circumstances as grounds for an academic appeal, against a degree result or a progression decision.

Faculty/School

Professional Service staff and your academic mentor in your Faculty/School will be able to assist you and advise youon procedures.

Student Support Services

The University’s Student Support Services offers a wide range of support:

Wellbeing Services- wellbeing@swansea.ac.uk
Money@campuslife- money.campuslife@swansea.ac.uk
International Student Services- international.campuslife@swansea.ac.uk
Disability Office – disability@swansea.ac.uk

For further information regarding the above services, please visit the dedicated webpages.

Academic Services

Academic Services can offer advice on regulations, procedures, suspensions and withdrawals. Please contact myunihub@swansea.ac.uk.

Students’ Union Advice Centre

The Students’ Union Advice Centre can help with issues relating to housing, family and personal difficulties, debt, money employment and academic issues. Please contact advice@swansea-union.co.uk.

The full Extenuating Circumstances Policy is available here.