Extenuating Circumstances: A new approach for 2020/21
From September 2020 you may notice some changes to the Extenuating Circumstances (EC) Procedures. You’ll also see that the University has introduced a new policy: Self Certification for Extenuating Circumstances. These procedures are in place to ensure you are not disadvantaged by the impact of short term, unexpected circumstances.
What are Extenuating Circumstances?
Extenuating Circumstances are short term, exceptional circumstances, outside of your control, which prevent you from sitting or submitting an assessment on the specified deadline. These circumstances may also affect your ability to attend scheduled learning and teaching sessions.
They are also expected to be either:
a) unforeseeable, in that you could have no prior knowledge of the event concerned;
and/or
b) unavoidable, in that you could have done nothing reasonable in your power to prevent or avoid such an event.
Submitting an Extenuating Circumstances application
You may submit an Extenuating Circumstances application up to 5 working days before the assessment deadline and up to 5 working days after the deadline.
All EC applications must be supported by corroborating evidence and will not be considered without it. The timing of the evidence must correlate with the relevant assessment deadline/learning period.
Sensitive issues that you do not wish to share with your Faculty can be discussed confidentially with Student Services. Student Services hold weekly evidence panels so you must allow enough time for this process to take place.
All Extenuating Circumstances applications will be considered by a panel made up of three members of University staff. Panel dates should be communicated to you at the start of each semester. The email address to which you should send your form and evidence can be found on your programme’s Canvas home page.
The Extenuating Circumstances panel will only grant an extension of 10 working days and you may only make one Extenuating Circumstance application per assessment.
Bear in mind that if you are submitting the EC form up to 5 working days after the deadline, and the panel does not approve the extension request, your submission will have missed the deadline and it will be capped at the pass mark.
What is Self-Certification?
In recognition that some circumstances are difficult to evidence (e.g. illnesses such as flu), you will now be allowed to Self-Certify up to twice an academic year (limited to one per semester), to enable you to receive a 5-day extension for coursework assignments only.
You must complete the Self-Certification form and send it to your Faculty (or equivalent) Extenuating Circumstances email address, details of which will be on your programme's Canvas home page. You do not need to provide details of the circumstance or corroborating evidence to Self-Certify.
Important Information regarding Self-Certification
Applications for self-certification must be made before the original deadline on Canvas. No late applications will be accepted.
You cannot self-certify for dissertations, extended independent studies, group work or any type of practical assessment (including online assessments), exams or vivas.
If you require a longer extension, extensions for multiple assessments, or deferrals for practical assessments (including online time constrained assessments), you must submit an EC form and provide supporting evidence.
Please note, it is not possible to submit an EC request and then Self Certify for the same assignment afterwards. However, you can self-certify and if your circumstances have not changed, then submit an Extenuating Circumstances form.
Three-Tiered approach: Support to Study
If you are experiencing circumstances that require longer term support than 10-day extensions for assessments, you should speak to your Programme Leader or Faculty Wellbeing and Employability Tutor who will consider (in liaison with the Extenuating Circumstances panel) whether you require additional support through the Support to Study Procedures. This may include longer extensions, staggered deadlines or other support methods.
Still got questions?
The Extenuating Circumstances Guidance leaflet should be read in conjunction with the University’s Extenuating Circumstances Policy and the Extenuating Circumstances Procedures. Within these documents you can also find more information on leave of absence.
The Self-Certification for Extenuating Circumstances Guidance leaflet should be read in conjunction with the University’s Self Certification for Extenuating Circumstances Policy and Procedures.
Both the Extenuating Circumstances Form and the Self Certification Form can be found here.
If you require additional advice, you can also contact the Winchester Student Union Advice Centre or Student Services.
