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    Extenuating circumstances

    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, seriously adverse and outside of your control.

    As a student, it is your responsibility to let the University know about any extenuating circumstances that have affected your work. Where appropriate, you can request a short extension or a deferral of assessment to the next assessment period, or your circumstances can be taken into account by the Assessment Board when making its progression/finalist decision.

    Extenuating Circumstances can only be requested for summative assessment, not for formative assessment i.e. only for assessment that counts towards your overall module grade.

    Apply for Extenuating Circumstances

    To apply for Extenuating Circumstances (ECs), you must submit a completed Extenuating Circumstances Form with supporting evidence by your assessment deadline.. Please use Mozilla Firefox to complete the form and avoid use of a tablet or phone. Do not copy and paste information into the EC form.

    For guidance and information on how to apply for extenuating circumstances, please read the Frequently Asked Questions below.

    Support and advice

    Please read the Policy and Procedures for Extenuating Circumstances Claims as well as our University regulations concerning Extenuating Circumstances (section D8).

    The Students' Union run an independent advice service which supports students through issues relating to their academic experience. They can help if you need advice about any part of the process by emailing the team or the visiting the official MDXSU website.

    Students should seek support as soon as circumstances arise. This may enable assessment deadlines to be met without the need for an extension or a deferral. Your Support Services offer a range of advice, counselling, support and guidance for students with extenuating circumstances.

    Students on a Tier 4 Visa

    Students should be aware that, if you defer for a long period, Middlesex University will inform  UK Visas & Immigration and they will curtail your leave. You will need to leave the UK and apply for new Entry Clearance when you are ready to the UK and resume your studies.

    For more information, please visit our Tier 4 visa page.

    • Extenuating circumstances FAQs

      • What are Extenuating Circumstances?

        Extenuating circumstances are personal circumstances which have affected your performance in assessment; they are exceptional; they are outside of your control; supporting evidence must be provided.

        If you have extenuating circumstances, you can apply for:

        • A short extension, without penalty, of up to 15 days for coursework deadlines only and not for group work;
        • A deferral of the assessment, without penalty, to the next available opportunity;
        • If your assessment has been completed, your extenuating circumstances to be noted (without specific details) for the Assessment board that makes your progression/finalist decision. This allows the board to make an informed progression/finalist decision but will not change grades. Any decision is an outcome from the board and not an automatic entitlement.

        The outcome of any Extenuating Circumstances application may be different from what has been requested.

        Extenuating Circumstances must be requested by the deadline for completion of the assessment.  (See FAQ ‘When must I apply for Extenuating Circumstances by?’)

        FAQs

        FAQs
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        FAQs
      • Under what circumstances can I apply for Extenuating Circumstances

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

        • The circumstances are exceptional, and seriously adverse;
        • They are outside of your control;
        • You have provided original supporting documentary evidence 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?’);
        • The circumstances relate directly to the timing of the assessment affected;
        • You submit your request by the deadline for the assessment (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 commencement of study for the module.

        <table border="1" style="width: 100%;"><thead><tr><th><p><strong>NOT normally acceptable </strong></p></th><th><p><strong>Examples </strong></p></th></tr></thead><tbody><tr><td><p><strong>1. </strong>Alleged medical conditions without supporting evidence</p></td><td><p>Claims will not be accepted without appropriate medical evidence.</p></td></tr><tr><td><p><strong>2.</strong> Alleged medical conditions without contemporaneous evidence or sufficiently detailed subsequent evidence</p></td><td><p>If a student does not consult a medical practitioner at the time of the illness, it is not acceptable for a student to obtain generic corroborative medical statements at a later date. A letter from a medical practitioner stating, for example, “the student informs me that he/she was unwell during….” will not be deemed acceptable supporting evidence.</p></td></tr><tr><td><p><strong>3</strong>. Social activities</p></td><td><p>Hectic social life, parties, visits by/to friends, sporting fixtures.</p></td></tr><tr><td><p><strong>4</strong>. Temporary self-induced conditions</p></td><td><p>Hangovers, drug taking (unless possibly for a registered medical user influenced by the medical treatment involved including prescribed medication for certain conditions where it is known that there may be adverse reactions eg. drowsiness.)</p></td></tr><tr><td><p><strong>5.</strong> Minor ailments and other conditions</p></td><td><p>Coughs, colds, sore throats, sprains (other than in the writing hand/arm). Long-standing medical conditions for which special arrangements could have been made or treatment anticipated and taken. Accidents/illness affecting relatives or friends unless serious or the student is the sole carer.</p></td></tr><tr><td><p><strong>6</strong>. Examination stress</p></td><td><p>Examination stress or stress in practice placement will not, by itself, be considered as an extenuating circumstance. Support on how to deal with Exam Stress is available on Unihub.</p></td></tr><tr><td><p><strong>7</strong>. Domestic or personal disruptions which could have been anticipated or planned</p></td><td><p>Moving house, holidays, weddings or other events where the student either has control over the date or may choose not to participate. Change of job or "normal" job pressure (exceptional crises at work might be acceptable), failed travel arrangements, illness of pets, oversleeping, misreading examinations timetable or other assessment details, poor time management.</p></td></tr><tr><td><p><strong>8</strong>. Study-related</p></td><td><p>Computer difficulties, losing work not backed up on computer disk, deadline congestion, examination congestion, missing books, examination rescheduling, late distribution of materials by the Faculty/School, delays in printing, photocopying and/or binding of assessed work.</p></td></tr><tr><td><p><strong>9.</strong> Examination conditions</p></td><td><p>Disruption in the examination room: poor lighting, ventilation or heating, excessive noise, illness or behaviour of other students, noise from invigilators.</p><p>Normally such conditions will have been reported by the invigilators, who will pass reports on to the Faculty.</p></td></tr></tbody></table>FAQs

      • What can I apply for in my Extenuating Circumstances?

        You can apply for the following outcomes in 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.

        • Short Extension

        Your circumstances have meant you have been unable to submit your assessment by the deadline and you are requesting a short extension in order to submit the work.

        • ECs noted only

        Your circumstances may have affected your performance on other assessments for one or more modules and, although you intend to sit the exam or submit your assessment, 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.

        • Deferral & ECs noted

        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 intend to sit the exam or submit your assessment, 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.

        • Short Extension & ECs noted

        Your circumstances have meant you have been unable to submit your assessment by the deadline and you are requesting a short extension in order to submit the work.

        Your circumstances may also have affected your performance on other assessments for the same module and, although you intend to sit the exam or submit your assessment, 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.

      • When must I apply for Extenuating Circumstances by?

        FAQs

        If you are requesting an extension or deferral of an assessment you should submit an application at the earliest possible opportunity and by the deadline for completion of the assessment component (see sections 13 – 18 of Policy and Procedures for Extenuating Circumstances claims)

        If you are requesting the Assessment Board to be notified of your circumstances you should submit an application at the earliest possible opportunity and by the deadline of your last piece of assessment for the academic year.

        If the circumstances occur on or around the assessment deadline, you must submit your application up to 5 working days after the deadline.

        Any applications for extenuating circumstances received after the deadline will not be considered unless you can provide evidence that demonstrates why you were unable or, for valid reasons, unwilling to submit by the deadline.

      • How do I apply for Extenuating Circumstances?

        Applications for extenuating circumstances will only be considered if they are submitted using the Extenuating Circumstances Form along with the necessary supporting evidence.

        Please note evidence previously submitted to the university for purposes other than Extenuating Circumstances applications must still be submitted with an EC application.  Due to confidentiality, evidence is not shared across the university.

        Guidance on completing the form:

          Check finished form

        • *Student Number: This is the 7 digit or 9 character number (normally starting with ‘M’) on your student ID card.
        • *First Name/Surname: This is your official first name and surname or family name as recorded on your student record.
        • *Programme Title: This is the full title of the course you are registered to study for e.g. BA Accounting and Finance.
        • *Faculty/School: This is 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.
        • Period of Time Affected: This should be the start and end dates of the period affected by your extenuating circumstances.
        • Module Code: This is the 7 character code for the module(s) affected e.g. ACC3140.
        • Module Title: This should be the full title of the module(s) affected e.g. Taxation.
        • Module Leader: This should be the name of the Module Leader, usually found on the Module Handbook. They will be informed if you are granted an extension or deferral so they know when to expect to receive your assessment.  Details of your circumstances will not be shared.  
        • Assessment Type: 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.  (If you are submitting your application after your assessment deadline, you should outline why it would have been impossible for you to submit your application by the deadline and your evidence must demonstrate this. Failure to do so may result in your EC application being rejected.)
        • What are you applying for?: Indicate which option you want to request.  Hover your mouse over the option to see an explanation.
        • Description of Extenuating Circumstances: You should provide a concise summary of your exceptional circumstances including the following information:
          • What were your Extenuating Circumstance and why were they exceptional and out of your control?
          • How did the ECs affect your performance or impact your ability to meet your assessment deadline or sit your exam?
          • Any further relevant information.  If you are submitting your application after your assessment deadline, you should outline why it would have been impossible for you to submit your application by the deadline and your evidence must demonstrate this. Failure to do so may result in your EC application being rejected.
        • Documentary Evidence: You must indicate whether you have evidence in support of your application, or if you are awaiting evidence.  You will then be required to provide details of your evidence or when you are expecting to receive it.  Do not wait to receive your evidence before submitting an EC form.  (Please read the FAQs carefully 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.

        *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.

        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.

        FAQs

      • 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, you have up to 5 working days after the deadline in which to submit your application.  This time is to allow you to gather the required evidence.

        If you are unable to gather the evidence required in these 5 days, you should submit your application, and explain why the evidence is not available, what evidence you are waiting for and when it will be available.  You will be given a new deadline by which you must submit the evidence.

        FAQs

      • 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 DDS and have support arrangements in place, you can use the EC process if you experience an deterioration or fluctuation in your condition that 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.

        FAQs

      • What evidence do I need to provide to support my application for Extenuating Circumstances?

        This should normally be an official document, signed as appropriate, and should normally state the dates during which the circumstances applied.

        Letters/emails from module tutors or programme leaders would not normally be accepted.

        Documentary 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.

        See FAQ ‘Examples of acceptable extenuating circumstances and evidence required’ for examples of acceptable evidence.

        <p>What evidence do I need to provide to support my application for Extenuating Circumstances?</p><p>This should normally be an official document, signed as appropriate, and should normally state the dates during which the circumstances applied<strong>.</strong></p><p>Letters/emails from module tutors or programme leaders would not normally be accepted.</p><p>Documentary 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.</p><p>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.</p><p><em>See FAQ ‘<strong>Examples of acceptable extenuating circumstances and evidence required</strong>’ for examples of acceptable evidence.</em></p><p>What evidence do I need to provide to support my application for Extenuating Circumstances?</p><p>This should normally be an official document, signed as appropriate, and should normally state the dates during which the circumstances applied<strong>.</strong></p><p>Letters/emails from module tutors or programme leaders would not normally be accepted.</p><p>Documentary 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.</p><p>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.</p><p><em>See FAQ ‘<strong>Examples of acceptable extenuating circumstances and evidence required</strong>’ for examples of acceptable evidence.</em></p><p>What evidence do I need to provide to support my application for Extenuating Circumstances?</p><p>This should normally be an official document, signed as appropriate, and should normally state the dates during which the circumstances applied<strong>.</strong></p><p>Letters/emails from module tutors or programme leaders would not normally be accepted.</p><p>Documentary 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.</p><p>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.</p><p><em>See FAQ ‘<strong>Examples of acceptable extenuating circumstances and evidence required</strong>’ for examples of acceptable evidence.</em></p>FAQs

      • Examples of acceptable extenuating circumstances and evidence required

        Listed below are examples that the University would normally regard as extenuating circumstances that could have seriously affected performance and/or attendance. This list is not exhaustive and where the University deems that a student’s application falls within the definition of an Extenuating Circumstance, it shall be treated under this policy.

        Please note evidence submitted to the university for purposes others than Extenuating Circumstances application must still be submitted with an EC application.  Due to confidentiality, evidence is not shared across the university.

        Normally acceptable

        Suggested sources of evidence

        Notes

        1. Illness, accident or severe trauma or an unexpected deterioration in an ongoing illness or chronic medical condition

        Medical certification of illness or serious accident of the student

        It is recognised that it can be difficult to get timely verification from hospitals, but you should submit your claim, pending confirmation.

        Evidence to show that reason occurs at the time of an assessment. Certification must be current, and not produced retrospectively.

        2. An unpredictable deterioration in an ongoing illness or an unexpected issue impacting on completion of assessments because of a disability or health condition

        Learning Support Form (LSF) detailing significant fluctuations are expected as part of the ongoing condition/illness.

        Medical certification or independent verification

        Where relevant statements are included in the LSF

        University Disability and Mental Health Advisors should be consulted as appropriate.

        3. Recent death (< month) of someone close

        Death certificate

        (See point 4. for long term bereavement)

        “Close" can refer to parents (and guardians), children and siblings, a spouse/partner and it may include friends, in-laws, grandparents and grandchildren if it can be shown that the relationship was very close.

        4. Serious levels of prolonged stress or anxiety

        Medical certification

        Could be caused by long term effects of bereavement or diagnosed conditions.

        5. Unforeseen accident/Serious illness of a close relative

        Medical certification

        Could include sudden deterioration of an ongoing illness.

        6. A significant change to the condition or circumstance of someone for whom the student has a caring responsibility

        Relevant medical certification or evidence from social services

        Illness or other event that precipitates more care required by the student just before or on the deadline.

        7. Serious personal disruption

        Independent verification such as supporting third-party evidence

        Fire, burglary, requirement to appear in Court etc. relevant to the date of the assessment event or the period leading up to it.

        Travel problems are not normally accepted as students are expected to plan ahead.

        8. Significant change of employment circumstances.

        Employer letter providing evidence

        NB: THIS IS NOT NORMALLY VALID FOR FULL TIME STUDENTS

        9. If evidence of a declared disability is provided too late to be taken into account in the deadline for assessment .

        Corroboration from a Disability or Mental health Advisor

        If evidence of a disability is provided too late to be taken into account in the delivery or assessment of the module.

        10. Religious Observance impact on scheduled examinations

        A letter from a religious leader explaining the nature of the obligation and the way in which it impacts on the student; (see http://unihub.mdx.ac.uk/your-study/exams)

        Arrangements will only be made for religious days of obligations where it is prohibited to partake in examination activity.

        <p>Listed below are examples that the University would normally regard as extenuating circumstances that could have seriously affected performance and/or attendance. This list is not exhaustive and where the University deems that a student’s application falls within the definition of an Extenuating Circumstance, it shall be treated under this policy.</p><p>Please note evidence submitted to the university for purposes others than Extenuating Circumstances application must still be submitted with an EC application.  Due to confidentiality, evidence is not shared across the university.</p><table border="1" style="width: 100%;" id="table41185"><thead><tr><th id="table41185r1c1"><p><strong>Normally acceptable </strong></p></th><th id="table41185r1c2"><p><strong>Suggested sources of evidence</strong></p></th><th id="table41185r1c3"><p><strong>Notes </strong></p></th></tr></thead><tbody><tr><td headers="table41185r1c1"><p><strong>1. </strong>Illness, accident or severe trauma or an unexpected deterioration in an ongoing illness or chronic medical condition</p></td><td headers="table41185r1c2"><p>Medical certification of illness or serious accident of the student</p><p>It is recognised that it can be difficult to get timely verification from hospitals, but you should submit your claim, pending confirmation.</p></td><td headers="table41185r1c3"><p>Evidence to show that reason occurs at the time of an assessment. Certification must be current, and not produced retrospectively.</p></td></tr><tr><td headers="table41185r1c1"><p><strong>2. </strong>An unpredictable deterioration in an ongoing illness or an unexpected issue impacting on completion of assessments because of a disability or health condition</p></td><td headers="table41185r1c2"><p>Learning Support Form (LSF) detailing significant fluctuations are expected as part of the ongoing condition/illness.</p><p>Medical certification or independent verification</p></td><td headers="table41185r1c3"><p>Where relevant statements are included in the LSF</p><p>University Disability and Mental Health Advisors should be consulted as appropriate.</p></td></tr><tr><td headers="table41185r1c1"><p><strong>3. </strong>Recent death (< month) of someone close</p></td><td headers="table41185r1c2"><p>Death certificate</p><p>(See point 4. for long term bereavement)</p></td><td headers="table41185r1c3"><p>“Close" can refer to parents (and guardians), children and siblings, a spouse/partner and it may include friends, in-laws, grandparents and grandchildren if it can be shown that the relationship was very close.</p></td></tr><tr><td headers="table41185r1c1"><p><strong>4. </strong>Serious levels of prolonged stress or anxiety</p></td><td headers="table41185r1c2"><p>Medical certification</p></td><td headers="table41185r1c3"><p>Could be caused by long term effects of bereavement or diagnosed conditions.</p></td></tr><tr><td headers="table41185r1c1"><p><strong>5. </strong>Unforeseen accident/Serious illness of a close relative</p></td><td headers="table41185r1c2"><p>Medical certification</p></td><td headers="table41185r1c3"><p>Could include sudden deterioration of an ongoing illness.</p></td></tr><tr><td headers="table41185r1c1"><p><strong>6. </strong>A significant change to the condition or circumstance of someone for whom the student has a caring responsibility</p></td><td headers="table41185r1c2"><p>Relevant medical certification or evidence from social services</p></td><td headers="table41185r1c3"><p>Illness or other event that precipitates more care required by the student just before or on the deadline.</p></td></tr><tr><td headers="table41185r1c1"><p><strong>7. </strong>Serious personal disruption</p></td><td headers="table41185r1c2"><p>Independent verification such as supporting third-party evidence</p></td><td headers="table41185r1c3"><p>Fire, burglary, requirement to appear in Court etc. relevant to the date of the assessment event or the period leading up to it.</p><p>Travel problems are not normally accepted as students are expected to plan ahead.</p></td></tr><tr><td headers="table41185r1c1"><p><strong>8. </strong>Significant change of employment circumstances.</p></td><td headers="table41185r1c2"><p>Employer letter providing evidence</p></td><td headers="table41185r1c3"><p>NB: THIS IS NOT NORMALLY VALID FOR FULL TIME STUDENTS</p></td></tr><tr><td headers="table41185r1c1"><p><strong>9. </strong>If evidence of a declared disability is provided too late to be taken into account in the deadline for assessment .</p></td><td headers="table41185r1c2"><p>Corroboration from a Disability or Mental health Advisor</p></td><td headers="table41185r1c3"><p>If evidence of a disability is provided too late to be taken into account in the delivery or assessment of the module.</p></td></tr><tr><td headers="table41185r1c1"><p><strong>10. </strong>Religious Observance impact on scheduled examinations</p></td><td headers="table41185r1c2"><p>A letter from a religious leader explaining the nature of the obligation and the way in which it impacts on the student; (see http://unihub.mdx.ac.uk/your-study/exams)</p></td><td headers="table41185r1c3"><p>Arrangements will only be made for religious days of obligations where it is prohibited to partake in examination activity.</p></td></tr></tbody></table><p>Listed below are examples that the University would normally regard as extenuating circumstances that could have seriously affected performance and/or attendance. This list is not exhaustive and where the University deems that a student’s application falls within the definition of an Extenuating Circumstance, it shall be treated under this policy.</p><p>Please note evidence submitted to the university for purposes others than Extenuating Circumstances application must still be submitted with an EC application.  Due to confidentiality, evidence is not shared across the university.</p><table border="1" style="width: 100%;" id="table41185"><thead><tr><th id="table41185r1c1"><p><strong>Normally acceptable </strong></p></th><th id="table41185r1c2"><p><strong>Suggested sources of evidence</strong></p></th><th id="table41185r1c3"><p><strong>Notes </strong></p></th></tr></thead><tbody><tr><td headers="table41185r1c1"><p><strong>1. </strong>Illness, accident or severe trauma or an unexpected deterioration in an ongoing illness or chronic medical condition</p></td><td headers="table41185r1c2"><p>Medical certification of illness or serious accident of the student</p><p>It is recognised that it can be difficult to get timely verification from hospitals, but you should submit your claim, pending confirmation.</p></td><td headers="table41185r1c3"><p>Evidence to show that reason occurs at the time of an assessment. Certification must be current, and not produced retrospectively.</p></td></tr><tr><td headers="table41185r1c1"><p><strong>2. </strong>An unpredictable deterioration in an ongoing illness or an unexpected issue impacting on completion of assessments because of a disability or health condition</p></td><td headers="table41185r1c2"><p>Learning Support Form (LSF) detailing significant fluctuations are expected as part of the ongoing condition/illness.</p><p>Medical certification or independent verification</p></td><td headers="table41185r1c3"><p>Where relevant statements are included in the LSF</p><p>University Disability and Mental Health Advisors should be consulted as appropriate.</p></td></tr><tr><td headers="table41185r1c1"><p><strong>3. </strong>Recent death (< month) of someone close</p></td><td headers="table41185r1c2"><p>Death certificate</p><p>(See point 4. for long term bereavement)</p></td><td headers="table41185r1c3"><p>“Close" can refer to parents (and guardians), children and siblings, a spouse/partner and it may include friends, in-laws, grandparents and grandchildren if it can be shown that the relationship was very close.</p></td></tr><tr><td headers="table41185r1c1"><p><strong>4. </strong>Serious levels of prolonged stress or anxiety</p></td><td headers="table41185r1c2"><p>Medical certification</p></td><td headers="table41185r1c3"><p>Could be caused by long term effects of bereavement or diagnosed conditions.</p></td></tr><tr><td headers="table41185r1c1"><p><strong>5. </strong>Unforeseen accident/Serious illness of a close relative</p></td><td headers="table41185r1c2"><p>Medical certification</p></td><td headers="table41185r1c3"><p>Could include sudden deterioration of an ongoing illness.</p></td></tr><tr><td headers="table41185r1c1"><p><strong>6. </strong>A significant change to the condition or circumstance of someone for whom the student has a caring responsibility</p></td><td headers="table41185r1c2"><p>Relevant medical certification or evidence from social services</p></td><td headers="table41185r1c3"><p>Illness or other event that precipitates more care required by the student just before or on the deadline.</p></td></tr><tr><td headers="table41185r1c1"><p><strong>7. </strong>Serious personal disruption</p></td><td headers="table41185r1c2"><p>Independent verification such as supporting third-party evidence</p></td><td headers="table41185r1c3"><p>Fire, burglary, requirement to appear in Court etc. relevant to the date of the assessment event or the period leading up to it.</p><p>Travel problems are not normally accepted as students are expected to plan ahead.</p></td></tr><tr><td headers="table41185r1c1"><p><strong>8. </strong>Significant change of employment circumstances.</p></td><td headers="table41185r1c2"><p>Employer letter providing evidence</p></td><td headers="table41185r1c3"><p>NB: THIS IS NOT NORMALLY VALID FOR FULL TIME STUDENTS</p></td></tr><tr><td headers="table41185r1c1"><p><strong>9. </strong>If evidence of a declared disability is provided too late to be taken into account in the deadline for assessment .</p></td><td headers="table41185r1c2"><p>Corroboration from a Disability or Mental health Advisor</p></td><td headers="table41185r1c3"><p>If evidence of a disability is provided too late to be taken into account in the delivery or assessment of the module.</p></td></tr><tr><td headers="table41185r1c1"><p><strong>10. </strong>Religious Observance impact on scheduled examinations</p></td><td headers="table41185r1c2"><p>A letter from a religious leader explaining the nature of the obligation and the way in which it impacts on the student; (see http://unihub.mdx.ac.uk/your-study/exams)</p></td><td headers="table41185r1c3"><p>Arrangements will only be made for religious days of obligations where it is prohibited to partake in examination activity.</p></td></tr></tbody></table><p>Listed below are examples that the University would normally regard as extenuating circumstances that could have seriously affected performance and/or attendance. This list is not exhaustive and where the University deems that a student’s application falls within the definition of an Extenuating Circumstance, it shall be treated under this policy.</p><p>Please note evidence submitted to the university for purposes others than Extenuating Circumstances application must still be submitted with an EC application.  Due to confidentiality, evidence is not shared across the university.</p><table border="1" style="width: 100%;" id="table41185"><thead><tr><th id="table41185r1c1"><p><strong>Normally acceptable </strong></p></th><th id="table41185r1c2"><p><strong>Suggested sources of evidence</strong></p></th><th id="table41185r1c3"><p><strong>Notes </strong></p></th></tr></thead><tbody><tr><td headers="table41185r1c1"><p><strong>1. </strong>Illness, accident or severe trauma or an unexpected deterioration in an ongoing illness or chronic medical condition</p></td><td headers="table41185r1c2"><p>Medical certification of illness or serious accident of the student</p><p>It is recognised that it can be difficult to get timely verification from hospitals, but you should submit your claim, pending confirmation.</p></td><td headers="table41185r1c3"><p>Evidence to show that reason occurs at the time of an assessment. Certification must be current, and not produced retrospectively.</p></td></tr><tr><td headers="table41185r1c1"><p><strong>2. </strong>An unpredictable deterioration in an ongoing illness or an unexpected issue impacting on completion of assessments because of a disability or health condition</p></td><td headers="table41185r1c2"><p>Learning Support Form (LSF) detailing significant fluctuations are expected as part of the ongoing condition/illness.</p><p>Medical certification or independent verification</p></td><td headers="table41185r1c3"><p>Where relevant statements are included in the LSF</p><p>University Disability and Mental Health Advisors should be consulted as appropriate.</p></td></tr><tr><td headers="table41185r1c1"><p><strong>3. </strong>Recent death (< month) of someone close</p></td><td headers="table41185r1c2"><p>Death certificate</p><p>(See point 4. for long term bereavement)</p></td><td headers="table41185r1c3"><p>“Close" can refer to parents (and guardians), children and siblings, a spouse/partner and it may include friends, in-laws, grandparents and grandchildren if it can be shown that the relationship was very close.</p></td></tr><tr><td headers="table41185r1c1"><p><strong>4. </strong>Serious levels of prolonged stress or anxiety</p></td><td headers="table41185r1c2"><p>Medical certification</p></td><td headers="table41185r1c3"><p>Could be caused by long term effects of bereavement or diagnosed conditions.</p></td></tr><tr><td headers="table41185r1c1"><p><strong>5. </strong>Unforeseen accident/Serious illness of a close relative</p></td><td headers="table41185r1c2"><p>Medical certification</p></td><td headers="table41185r1c3"><p>Could include sudden deterioration of an ongoing illness.</p></td></tr><tr><td headers="table41185r1c1"><p><strong>6. </strong>A significant change to the condition or circumstance of someone for whom the student has a caring responsibility</p></td><td headers="table41185r1c2"><p>Relevant medical certification or evidence from social services</p></td><td headers="table41185r1c3"><p>Illness or other event that precipitates more care required by the student just before or on the deadline.</p></td></tr><tr><td headers="table41185r1c1"><p><strong>7. </strong>Serious personal disruption</p></td><td headers="table41185r1c2"><p>Independent verification such as supporting third-party evidence</p></td><td headers="table41185r1c3"><p>Fire, burglary, requirement to appear in Court etc. relevant to the date of the assessment event or the period leading up to it.</p><p>Travel problems are not normally accepted as students are expected to plan ahead.</p></td></tr><tr><td headers="table41185r1c1"><p><strong>8. </strong>Significant change of employment circumstances.</p></td><td headers="table41185r1c2"><p>Employer letter providing evidence</p></td><td headers="table41185r1c3"><p>NB: THIS IS NOT NORMALLY VALID FOR FULL TIME STUDENTS</p></td></tr><tr><td headers="table41185r1c1"><p><strong>9. </strong>If evidence of a declared disability is provided too late to be taken into account in the deadline for assessment .</p></td><td headers="table41185r1c2"><p>Corroboration from a Disability or Mental health Advisor</p></td><td headers="table41185r1c3"><p>If evidence of a disability is provided too late to be taken into account in the delivery or assessment of the module.</p></td></tr><tr><td headers="table41185r1c1"><p><strong>10. </strong>Religious Observance impact on scheduled examinations</p></td><td headers="table41185r1c2"><p>A letter from a religious leader explaining the nature of the obligation and the way in which it impacts on the student; (see http://unihub.mdx.ac.uk/your-study/exams)</p></td><td headers="table41185r1c3"><p>Arrangements will only be made for religious days of obligations where it is prohibited to partake in examination activity.</p></td></tr></tbody></table><p>Listed below are examples that the University would normally regard as extenuating circumstances that could have seriously affected performance and/or attendance. This list is not exhaustive and where the University deems that a student’s application falls within the definition of an Extenuating Circumstance, it shall be treated under this policy.</p><p>Please note evidence submitted to the university for purposes others than Extenuating Circumstances application must still be submitted with an EC application.  Due to confidentiality, evidence is not shared across the university.</p><p>Listed below are examples that the University would normally regard as extenuating circumstances that could have seriously affected performance and/or attendance. This list is not exhaustive and where the University deems that a student’s application falls within the definition of an Extenuating Circumstance, it shall be treated under this policy.</p><p>Please note evidence submitted to the university for purposes others than Extenuating Circumstances application must still be submitted with an EC application.  Due to confidentiality, evidence is not shared across the university.</p><p>Listed below are examples that the University would normally regard as extenuating circumstances that could have seriously affected performance and/or attendance. This list is not exhaustive and where the University deems that a student’s application falls within the definition of an Extenuating Circumstance, it shall be treated under this policy.</p><p>Please note evidence submitted to the university for purposes others than Extenuating Circumstances application must still be submitted with an EC application.  Due to confidentiality, evidence is not shared across the university.</p>kkkkkkkkk<p>Listed below are examples that the University would normally regard as extenuating circumstances that could have seriously affected performance and/or attendance. This list is not exhaustive and where the University deems that a student’s application falls within the definition of an Extenuating Circumstance, it shall be treated under this policy.</p><p>Please note evidence submitted to the university for purposes others than Extenuating Circumstances application must still be submitted with an EC application.  Due to confidentiality, evidence is not shared across the university.</p><p>Listed below are examples that the University would normally regard as extenuating circumstances that could have seriously affected performance and/or attendance. This list is not exhaustive and where the University deems that a student’s application falls within the definition of an Extenuating Circumstance, it shall be treated under this policy.</p><p>Please note evidence submitted to the university for purposes others than Extenuating Circumstances application must still be submitted with an EC application.  Due to confidentiality, evidence is not shared across the university.</p><p>Listed below are examples that the University would normally regard as extenuating circumstances that could have seriously affected performance and/or attendance. This list is not exhaustive and where the University deems that a student’s application falls within the definition of an Extenuating Circumstance, it shall be treated under this policy.</p><p>Please note evidence submitted to the university for purposes others than Extenuating Circumstances application must still be submitted with an EC application.  Due to confidentiality, evidence is not shared across the university.</p><p>Listed below are examples that the University would normally regard as extenuating circumstances that could have seriously affected performance and/or attendance. This list is not exhaustive and where the University deems that a student’s application falls within the definition of an Extenuating Circumstance, it shall be treated under this policy.</p><p>Please note evidence submitted to the university for purposes others than Extenuating Circumstances application must still be submitted with an EC application.  Due to confidentiality, evidence is not shared across the university.</p>Listed below are examples that the University would normally regard as extenuating circumstances that could have seriously affected performance and/or attendance. This list is not exhaustive and where the University deems that a student’s application falls within the definition of an Extenuating Circumstance, it shall be treated under this policy.<br />Please note evidence submitted to the university for purposes others than Extenuating Circumstances application must still be submitted with an EC application.  Due to confidentiality, evidence is not shared across the university.FAQs

      • Examples of invalid Extenuating Circumstances

        The following is a non-exhaustive list of circumstances unlikely to be regarded as falling within the relevant definition and is unlikely to be accepted as extenuating circumstances.

        NOT normally acceptable

        Examples

        1. Alleged medical conditions without supporting evidence

        Claims will not be accepted without appropriate medical evidence.

        2. Alleged medical conditions without contemporaneous evidence or sufficiently detailed subsequent evidence

        If a student does not consult a medical practitioner at the time of the illness, it is not acceptable for a student to obtain generic corroborative medical statements at a later date. A letter from a medical practitioner stating, for example, “the student informs me that he/she was unwell during….” will not be deemed acceptable supporting evidence.

        3. Social activities

        Hectic social life, parties, visits by/to friends, sporting fixtures.

        4. Temporary self-induced conditions

        Hangovers, drug taking (unless possibly for a registered medical user influenced by the medical treatment involved including prescribed medication for certain conditions where it is known that there may be adverse reactions eg. drowsiness.)

        5. Minor ailments and other conditions

        Coughs, colds, sore throats, sprains (other than in the writing hand/arm). Long-standing medical conditions for which special arrangements could have been made or treatment anticipated and taken. Accidents/illness affecting relatives or friends unless serious or the student is the sole carer.

        6. Pregnancy and associated responsibilities

        Pregnancy in itself, and expected caring responsibilities, would not normally be considered an extenuating circumstance.   However, illness, complications during pregnancy or unforeseen caring responsibilities may be considered with supporting evidence.

        7. Examination stress

        Examination stress or stress in practice placement will not, by itself, be considered as an extenuating circumstance. Support on how to deal with Exam Stress is available on Unihub.

        8. Domestic or personal disruptions which could have been anticipated or planned

        Moving house, holidays, weddings or other events where the student either has control over the date or may choose not to participate. Change of job or "normal" job pressure (exceptional crises at work might be acceptable), failed travel arrangements, illness of pets, oversleeping, misreading examinations timetable or other assessment details, poor time management.

        9. Study-related

        Computer difficulties, losing work not backed up on computer disk, deadline congestion, examination congestion, missing books, examination rescheduling, late distribution of materials by the Faculty/School, delays in printing, photocopying and/or binding of assessed work.

        10. Examination conditions

        Disruption in the examination room: poor lighting, ventilation or heating, excessive noise, illness or behaviour of other students, noise from invigilators.

        Normally such conditions will have been reported by the invigilators, who will pass reports on to the Faculty.

      • I am awaiting evidence from a third party – should I submit my EC 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.  You will be given a new deadline by which to submit the evidence.

        If you wait to submit your application and do so after the assessment deadline, your application will rejected as late.

      • When will I know the outcome of my application for Extenuating Circumstances?

        Once your application for Extenuating Circumstances 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 10 working days.  However, it can take longer during peak periods (April – June and August - September) so please be patient.

        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:

        1. The claim is provided by the deadlines set by the University;
        2. The claim is for one of the acceptable reasons for extenuation (See FAQ ‘What are Extenuating Circumstances?’);
        3. There is relevant evidence provided with the claim;
        4. The evidence relates to the period of time in which the assessment task or event took place.
      • What if I haven’t heard the outcome of my request before my deadline?

        If you do not hear the outcome of your EC application 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 will overwrite any deferral entered on your record.  If you do not attempt the assessment and you are not subsequently awarded a deferral, you will receive a 20 grade.

        Any work that is submitted after the assessment deadline will receive a mark of 20 for that component, unless there has been a subsequent successful claim for extenuating circumstances, in which case the work will be marked as if it had been submitted on time.

      • How will I be notified of the outcome of my Extenuating Circumstances request?

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

      • How will granted Extenuating Circumstances 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 an extension has been granted, there will be notes placed on your record that will be available to the Assessment Board.
        • 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.
        • The details of your extenuating circumstance will not be included in these notes.
      • When will I have to complete my assessment if my extenuating circumstances claim results in 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. Further information can be found 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 assessment 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.

        <p>There could be visa implications as a result of deferring your assessment. Further information and advice can be found <u><a href="https://unihub.mdx.ac.uk/your-support-services/visas-international/while-you-are-studying/tier-4-visas/deferring-assessments">here</a></u>.</p><p>There could be visa implications as a result of deferring your assessment. Further information and advice can be found <u><a href="https://unihub.mdx.ac.uk/your-support-services/visas-international/while-you-are-studying/tier-4-visas/deferring-assessments">here</a></u>.</p><p>There could be visa implications as a result of deferring your assessment. Further information and advice can be found <u><a href="https://unihub.mdx.ac.uk/your-support-services/visas-international/while-you-are-studying/tier-4-visas/deferring-assessments">here</a></u>.</p><p>There could be visa implications as a result of deferring your assessment. Further information and advice can be found <u><a href="https://unihub.mdx.ac.uk/your-support-services/visas-international/while-you-are-studying/tier-4-visas/deferring-assessments">here</a></u>.</p>V<p>Access to the original evidence you have submitted in support of your claim is restricted to the Assessment Officer and the Extenuating Circumstances Panel. In some cases this will extend to the Chair and external examiner (Faculty) of the Assessment Board and the Academic Registrar unless you declare otherwise.</p><p>Access to the original evidence you have submitted in support of your claim is restricted to the Assessment Officer and the Extenuating Circumstances Panel. In some cases this will extend to the Chair and external examiner (Faculty) of the Assessment Board and the Academic Registrar unless you declare otherwise.</p><p>Access to the original evidence you have submitted in support of your claim is restricted to the Assessment Officer and the Extenuating Circumstances Panel. In some cases this will extend to the Chair and external examiner (Faculty) of the Assessment Board and the Academic Registrar unless you declare otherwise.</p><p>Access to the original evidence you have submitted in support of your claim is restricted to the Assessment Officer and the Extenuating Circumstances Panel. In some cases this will extend to the Chair and external examiner (Faculty) of the Assessment Board and the Academic Registrar unless you declare otherwise.</p>FAQs

      • 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 been granted an extension or had 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 Extenuating Circumstances 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 Officer and the Extenuating Circumstances Panel. In some cases this will extend to the Chair and external examiner (Faculty) 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 the student’s responsibility to highlight any missed assessment at the earliest possible opportunity.  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?

        The decision of the EC Panel, and it’s nominees, is final and cannot be appealed against.  A student can use the procedures set out in Section G Academic Appeals following publication of results.

      • Who can I contact if I need further information regarding extenuating circumstances?

        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.

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