Extenuating Circumstances and Late Submission

Extenuating circumstances FAQs

• What are Extenuating Circumstances?

  There may be difficult circumstances in your life that affect your ability to meet an assessment deadline or affect your performance in an assessment. These are known as Extenuating Circumstances or ECs. Extenuating Circumstances are exceptional, unforeseen, outside of your control and have a serious impact on your studies.

  As a student, it's your responsibility to let the University know about any extenuating circumstances that have affected your work at the time they occur. Where appropriate, you can request a ‘deferral of assessment to the next assessment period’, or ask that your circumstances be ‘noted for consideration by the Assessment Board when making its progression/finalist decision’.

• What can I apply for in my extenuating circumstances?

  You can apply for the following outcomes due to your Extenuating Circumstances.  Please note the outcome of any Extenuating Circumstances application may be different from what has been requested.

  Deferral

  Your circumstances have impacted on your ability to sit your exam or complete and/or submit your assessment. You are requesting an opportunity to sit the exam or submit the work at the next assessment opportunity.  A deferral does not excuse a lack of attendance to lectures or other teaching sessions. Evidence of your extenuating circumstances are required for a deferral unless you are self-certificating.

  ECs noted for the board only

  Your circumstances may have affected your performance on other assessments for one or more modules and, although you have sat the exam or submitted the assessments, you wish the Assessment Board to be aware of this in case there is a borderline decision to be made regarding your progression/finalist decision.  This means your circumstances are noted (without details) for the Assessment Board.  No grades are changed. Evidence of your extenuating circumstances are required for ECs to be noted for the board. You cannot self-certify for this option

  Deferral & ECs noted for the board

  Your circumstances have impacted on your ability to sit your exam or complete and/or submit your assessment. You are requesting an opportunity to sit the exam or submit the work at the next assessment opportunity.

  Your circumstances may also have affected your performance on other assessments for the same module and, although you have sat the exam or submitted the assessments, you wish the Assessment Board to be aware of this in case there is a borderline decision to be made regarding your progression/finalist decision. This means your circumstances are noted (without details) for the Assessment Board.  No grades are changed.

  Evidence of your extenuating circumstances are required for ECs to be noted for the board. You cannot self-certify for this option.

• What is late submission?

  Late Submission means you can submit an individual written assignment up to 5 calendar days after the deadline without requesting an extension. However please note, if your work is a pass, the grade will be capped to a bare pass (Grade 16). Students registered with the Disability and Dyslexia Service, who have an LSF that specifies additional requirements may be able to submit individual written assignments up to 5 days late without capping if this is indicated as a reasonable adjustment.

  This option is available at the original deadline only for summative assessment.  If you submit your work more than 5 days after the original deadline, your work will not be marked and you will be given a grade of 20 (non-submission) for this piece of assessment.

  Please note that late submission is not available for presentations, moots, vivas, performances, group work, SOBS, exams, in-class tests, portfolios, and some other assessments – please check with your module leader if you are not sure.

  When selecting this option, you should take into consideration the impact this will have on your deadline schedule and your final grades, including your final degree classification.

  Late submission is not available during the July reassessment period.

• Under what circumstances can I apply for a deferral for Extenuating Circumstances?

  Your application for a deferral due to extenuating circumstances will only be considered if your circumstances meet the following criteria:

  • The circumstances are exceptional and seriously adverse;
  • They are unforeseen and outside of your control;
  • The circumstances relate directly to the timing of the assessment affected;
  • You have provided supporting evidence/statement of the impact on your ability to perform in the assessment (see FAQ ‘What evidence do I need to provide to support my application for Extenuating Circumstances?’); OR
  • You have self-certified for an illness of up to 7 calendar days if this period of time affected the assessment deadline
  • You submit your EC request by the deadline for the assessment, or if this was not possible you must provide evidence as to why (see FAQ ‘When must I apply for Extenuating Circumstances by?);
  • You have met the attendance requirements of the module (Deferrals may be overridden by an X grade indicating attendance requirements have not been met);
  • Normally, deferred assessment or reassessment will not be permitted beyond two years following the commencement of study for the module.
  • If you apply for a deferral but later choose to submit your work on the first attempt, this will override any approved deferrals as it will be assumed that you have considered yourself fit to be assessed and want the grade to be recorded against the module.

• When must I apply?

  Deferral

  If you are requesting a deferral of an assessment (non Self Certification) you should apply by the assessment submission deadline If you are unable to do this, evidence must be provided which demonstrates the reason for not being able to meet the deadline, in addition to the evidence/supporting statement for the claim (see Section 17 and 18 of the Policy and Procedures for Extenuating Circumstances.)

  ECs noted for the Assessment Board
  If you are requesting the Assessment Board to be notified of your circumstances you should apply at the earliest possible opportunity and by the deadline of your last piece of assessment for the academic year. 
  
  If you do not submit a claim by the published deadline, evidence must be provided which justifies the reason for not meeting the deadline, in addition to evidence for the claim.

• How do I apply for a deferral or ECs noted for the board due to Extenuating Circumstances?

  Applications for a deferral due to extenuating circumstances will only be considered if they are submitted using the Deferral Extenuating Circumstances  Form along with the necessary supporting evidence/statement.

  Due to confidentiality, applications and evidence is not shared across the university unless deemed to be necessary i.e. safeguarding.

  Guidance on completing the form:

  *This field will be automatically populated after you have logged into MyUniHub – please check the information is correct. If any information is incorrect please contact UniHelp.

  • *Student ID Number: This is the 7 digit or 9 character number (normally starting with ‘M’) on your student ID card.
  • *Surname: This is your official surname or family name as recorded on your student record.
  • *First Name: This is your official first name(s) as recorded on your student record.
  • *Programme Title: This should be the full title of the course you are registered to study for e.g. BA Accounting and Finance.
  • *Faculty/School: This should be the Faculty or School of Middlesex University responsible for your programme e.g. Science and Technology; Arts and Creative Industries; Business; Law or Health and Education.

  Please ensure you provide clear information for the following areas of the form:

  • What are you applying for?: Indicate which option you want to request.
  • Period of Time Affected: This should be the start and end dates of the period affected by your extenuating circumstances.
  • Select Module Code from drop down list: This is the 7 character code for the module(s) affected e.g. ACC3140. OR type the module code in manually
  • Select the Module Title from drop down list or type in manually
  • Assessment Description: You should state the type of assignment that your Extenuating Circumstances relate to e.g. coursework 1/exam 2/presentation/class test.
  • Submission Deadline/Exam Date: This is the date you are due to submit your assignment or attend your examination.
  • Description of Extenuating Circumstances: You should provide a concise summary of your exceptional circumstances and how they have adversely affected your academic performance.
  • Evidence: : Unless you are completing the Deferral Self Certification form, you should attach evidence in support/ supporting statement in support of your claim (please read carefully the FAQs for further guidance as to what constitutes acceptable supporting evidence).
  • Declaration (I Agree): You must tick the boxes to confirm you have read and agree with the information detailed.

  For UK students: If you require further information, please contact UniHelp, situated on the ground floor of the Sheppard Library.  Contact details and opening hours can be found at UniHelp.

  For Students studying overseas: Please contact or visit your local Campus or Student Office.

  Students should be aware that discussing their application with a member of staff does not constitute submission of an application for extenuating circumstances or that it has been approved.

• What is Self-Certification?

  The University allows a student to self-certificate for a period of illness lasting no more than 7 calendar days, if this period of time affects assessment deadlines. When self-certifying, the claim must be received within 7 days from the date the extenuating circumstance arose.

  Self-certification should be the route for an unexpected illness affecting you at the time or very close to the assessment deadline.

  Students submitting a claim  in advance of a deadline by more than 7 days will be declined.

  Students are trusted to self-certify accurately and honestly. The provision of false information will be regarded as a disciplinary offence by the University.

  If you are self-certifying for a deferral to the next assessment period you must apply by the deadline. Late applications will not be accepted.  See FAQ When must I apply for Extenuating Circumstances by?

• My circumstances occurred on the day of my exam or assessment deadline. When must I submit my application by?

  If the circumstances occur on or around the assessment deadline, please submit a Self Certification form within 7 days

• I have registered with the University Disability & Dyslexia Service (DDS) as I have an ongoing condition.  Can I use the Extenuating Circumstances policy?

  If you have registered with Disability and Dylsexia Service and have support arrangements in place, you can use the EC process if you experience a deterioration or fluctuation in your condition which means your support arrangements are not sufficient to allow you to complete your assessment.  For example, you may have been hospitalised unexpectedly or had a flare-up of a managed condition.

• What evidence do I need to support my application?

  Unless you are self-certificating due to a short illness (less than 7 calendar days), evidence should normally be an official document or supporting statement, and should normally state the dates during which the circumstances applied.

  Evidence must be presented in English and, where required, official translations must be provided by the student. It is not the responsibility of the University to translate any evidence provided by the student and any untranslated evidence may not be considered.

  The University reserves the right to check the authenticity of all documentary evidence submitted in support of your application. Any student who submits documentation that is not authentic may be subject to the University disciplinary procedures.

  For examples of acceptable and unacceptable extenuating circumstances, as well as evidence required, please visit the Policy & Procedures for Extenuating Circumstances.

• Examples of acceptable extenuating circumstances and evidence required

  Can be found in the Policy and Procedures for Extenuating Circumstances here

• Examples of invalid Extenuating Circumstances

  Can be found in the Policy and Procedures for Extenuating Circumstances here

• I'm awaiting evidence – should I submit my application without it?

  Yes, in this situation you should submit your EC application stating that you are awaiting evidence, what the evidence is, and specify when you expect to receive it. Your application will not be processed until you provide the evidence.

• When will I know the outcome of my application?

  Once your application has been reviewed, you will be notified of the decision. In some cases, your application will be referred to an Extenuating Circumstances Panel. If this happens, you will be informed if your application has been successful within 5 days of the Extenuating Circumstances panel meeting.

  If your request does not need to go to an EC Panel, you should hear within 15 working days.  However, it can take longer during peak periods (April to June and August to September) so please be patient. Please check your Unihub account for a response to your request.

  If you have not heard the outcome of your application before your assessment deadline, please see FAQ ‘What if I haven’t heard the outcome of my request before my deadline?’.

  If your request meets the following criteria, it will not need to go to an EC Panel:

  • The claim is provided by the deadlines set by the University;
  • The claim is for one of the acceptable reasons;
  • There is relevant evidence/statement provided with the claim;
  • The evidence relates to the period of time in which the assessment task took place;
  • Receiving a deferral will still be within the two year module registration timeframe

• What if I haven’t heard the outcome of my application before my deadline?

  If you have not had a response by your assessment deadline, you must decide whether you are able to take an assessment. If an attempt is made at an assessment, the grade achieved will stand and be presented to the Assessment board. If you do not attempt the assessment and you are not subsequently awarded a deferral, you will receive a 20 grade and be entitled to resit at the next opportunity. If you do not attempt the assessment and your deferral is later granted any non-submission grade will be removed, and the grade achieved will be processed.

• How will I be notified of the outcome of my application?

  You will be notified by UniHelp via your Middlesex University email account.  You can also check your UniHelp portal.

• How will a deferral appear on my record?

  If a deferral has been granted, there will be an ‘I’ (I = incomplete) recorded in the grade column for the relevant module on your MyUniHub record, followed by the applicable deferral code:

  • DA – Deferred all
  • DC – Deferred coursework
  • DE – Deferred exam
  • DO – Deferred other

  If you completed your assessment and extenuating circumstances are to be noted, there will be notes placed on your record that will be available to the Assessment Board only.

  The details of your extenuating circumstance will not be included in these notes.

• When will I have to complete my assessment if granted a deferral?

  You will normally be required to submit the assessment or sit your examination at the next possible opportunity. For further details you should contact the relevant module leader or refer to the module handbook.

• Could a claim for extenuating circumstances that results in a deferral of my assessment have financial implications?

  • There could be financial implications as a result of deferring your assessment. Ie additional years of study, Non-attending status as a student. Please discuss with the Progression and Support Team here.
  • If at any time a full-time student interrupts, is not attending but completing a resit/deferred work, or is a deferred finalist, your Council Tax exemption may change.  More information can be found in the Welfare Advice guide for Council Tax.
  • Students who have finished receiving all teaching on their programme, but have outstanding assessments to complete due to deferrals, may lose their DSA allowance.  Contact Disability & Dyslexia Support Service for information - disability@mdx.ac.uk.

• Could a claim for extenuating circumstances that results in a deferral of my assessment have visa implications?

  There could be visa implications as a result of deferring your assessment. Further information and advice can be found here.

• Could a claim for extenuating circumstances that results in a deferral of my assessment have implications for my progression onto the next stage of my programme?

  There could be progression implications as a result of deferring your assessment. Further information and advice can be found here. Students in receipt of Disability Support Allowance should seek advice regarding the impact of deferring assessments.

• How will my Extenuating Circumstances be presented to the Assessment Board?

  Unless you have been granted a deferral, a note stating that you have ECs noted and that evidence has been provided will be made available to the Assessment Board. If you have been granted a deferral, the board will see the code I followed by DA;DC;DE; or DO (see FAQ ‘How will a deferral appear on my record?’)

• Who will have access to view the original evidence I have submitted in support of my Extenuating Circumstances?

  Access to the original evidence you have submitted in support of your claim is restricted to the Assessment Team and the Extenuating Circumstances Panel. In some cases this will extend to the Chair and external examiner of the Assessment Board and the Academic Registrar unless you declare otherwise.

• I missed assessments due to being temporarily withdrawn or deregistered. Can I apply for extenuating circumstances?

  It is your responsibility to highlight any missed assessment at the earliest possible opportunity once you are enrolled following any period of temporary withdrawal or deregistration.  Any application for Extenuating Circumstances would be considered on a case-by-case basis, considering the reason for the withdrawal or deregistration and whether this could have been avoided.

• I’m not happy with the outcome of my Extenuating Circumstance application. What can I do?

  It is not possible to formally appeal the outcome of an EC claim until the module results have been published. A student can use the procedures set out in Section G Academic Appeals following publication of results. Whilst waiting for publication students should prepare to submit their work at the next opportunity. If the appeal is upheld any non submission grade will be removed and the grade achieved will be processed.

• Who can I contact if I need further information?

  For UK students: If you require further information, please first ensure you have read the FAQs on UniHub and within UniHelp Online as well as the Extenuating Circumstances policy.

  If you still require assistance, please contact UniHelp, situated on the ground floor of the Sheppard Library. Contact details and opening hours can be found at UniHelp.

  For students based Overseas: Please contact or visit your local Campus or Student Office.