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The University uses assessment to measure the learning and academic ability of its students, and of students studying at partner institutions. In cases of unapproved non-submission, or where an assessment has been failed, the mark awarded for any subsequent attempt at assessment will be capped at the pass mark. 

During a programme of study, it is common for students to experience circumstances that negatively affect their performance at assessment, or which prevents them from completing an assessment within the required timescale. In such cases, you can use the Extenuating Circumstances Process to help manage the timing of your assessments; or to receive a further (potentially uncapped) attempt at assessment.

The University defines ‘extenuating circumstances’ as “circumstances beyond a student’s control that have had a genuine and demonstrably negative impact on their ability to be assessed. Such circumstances would usually be unforeseen, exceptional, and short-term in nature.” 

Examples of extenuating circumstances include, but are not limited to, illness, accident, bereavement, or disruption resulting from caring responsibilities or significant employment demands.

Circumstances arising from long-term issues or disabilities would not normally be considered extenuating circumstances. Students with long-term issues or disabilities should contact Student Support Services* at an early point in their studies so that appropriate support can be put in place through the creation of an individual learning plan (ILP). Students with episodic or fluctuating medical conditions can submit an extenuating circumstances application where a worsening of their condition meets the definition of extenuating circumstances given above.

*Students studying at a partner institution should contact the relevant student support services at their location of study.

Circumstances arising from poor planning, or a student’s lack of engagement with their studies, does not constitute valid extenuating circumstances. The Effective Learning Service (ELS) offers guidance and support to students who wish to develop their academic writing and study skills. Students may access this support in person, while students studying at partner institutions can access online ELS resources and the equivalent support provided at their location of study. 
 

In general, the Extenuating Circumstances Process may provide:

•    A short extension to an assessment deadline, or
•    Deferral of assessment to the next available assessment diet.

Extensions to the submission date for coursework assessments will normally be considered up to a maximum of seven days. Where an extension for longer than seven days is required, the assessment will normally be deferred to the next available assessment diet. Students should note that extensions of longer than seven days could result in work not being considered until a later Board of Examiners, potentially reducing the normal timescale available to progress to the next level and/or extending the time to complete the degree and award.  

The precise outcomes available through the Extenuating Circumstances Process will vary depending on the type of assessment(s), the nature and severity of the circumstance(s) experienced, and whether the extenuating circumstance(s) occurred before or after the assessment due date. Please note that extensions are from the assessment due date, not the date of application for extenuating circumstances.

It is recognised that other aspects of your personal life may affect, or be affected by, extenuating circumstances; and that you may need time and support to get back to normal. The length of extension approved will therefore be proportionate to the impact of the extenuating circumstances and will take into account whether you have any personal circumstances that could affect assessment submission.

When applying for extenuating circumstances it may be helpful to mention any relevant personal circumstances that could affect your ability to submit to an extended deadline.

Student Support Services provides a range of support for current students*. You can use to access extensive resources, events, and information. can also be used to make direct appointments with advisers from the Effective Learning Service (ELS), the Student Funding Service, the Disability Service, the Counselling and Wellbeing Service, and the Careers and Employability service. 

*Students studying at a partner institution should contact the relevant student support services at their location of study.

Where significant or long-term extenuating circumstances exist, an extenuating circumstances application may prompt your programme leader to ask if you would like to take a break from your studies.

4.1    In advance of an assessment deadline

You should apply for extenuating circumstances at the earliest opportunity possible, and ideally in advance of an assessment deadline. Applying early will help the University and its partner institutions to put in place appropriate support to help you manage your studies and to avoid potential delay to progression or graduation. 

It is recognised that you may not know the full impact of your extenuating circumstances when you submit an EC application, and it may therefore be necessary to apply more than once to receive an appropriate extension (normally up to a maximum of fourteen days).

Please note that extensions cannot be granted for examinations or other practical or performance assessments. If you are applying for extenuating circumstances to cover this type of assessment, you will be required to undertake the assessment at the next available assessment diet. This may mean that your assessment will not be considered until a later Board of Examiners, potentially reducing the normal timescale available to progress to the next level and/or extending the time to complete the degree and award.  

4.2    After the assessment deadline

Where it is not possible to apply for extenuating circumstances in advance of an assessment deadline, or you are unable to attend an exam or other practical or performance assessment, then you can apply up to seven days following the assessment deadline. You should apply as soon as possible, especially where you think you will need an extension of more than the maximum seven days provided by this policy. 

A short extension to the application period will only be considered if you can satisfactorily demonstrate that you were prevented from making an application within the required timescale. Please note that extensions are from the assessment due date, not the date of application for extenuating circumstances.

Please note that extensions cannot be granted for examinations or other practical or performance assessments. If you are applying for extenuating circumstances to cover this type of assessment, you will be required to undertake the assessment at the next available assessment diet. This may mean that your assessment will not be considered until a later Board of Examiners, potentially reducing the normal timescale available to progress to the next level and/or extending the time to complete the degree and award.  

Where circumstances prevent you from engaging with the extenuating circumstances at all, then you could consider submitting an academic appeal. Please see the Student Guide to Academic Appeals for further information.

Extenuating circumstances applications and supporting evidence should be submitted in the manner specified for your programme.

Students studying at Queen Margaret University in Edinburgh should access the online EC form using the QMU Portal. 

Students studying at partner institutions should complete and submit the extenuating circumstances form available at their location of study.

Please note that submission of an extenuating circumstances application does not guarantee its approval.

5.1    What information is required?

For your application to be approved, you will need to provide sufficient details of the circumstances that you consider to be extenuating. You will need to include the information as follows: 

For extensions of up to 7 days:

•    The reason for requesting the extension (from the available drop-down menu)
•    The module(s) and assessment(s) affected by the circumstances. Include the original submission date.
•    Details of any prior extenuating circumstances applications within the current academic year.

For extensions of longer than 7 days or deferral to the next available assessment diet:

•    The nature and severity of the circumstance(s) experienced.
•    When you were affected by the circumstances. Include a start date, and either provide an end date or specify that circumstances remain ongoing.
•    The module(s) and assessment(s) affected by the circumstances. Include the original submission date.
•    Any relevant personal circumstances. For example, factors that have exacerbated the extenuating circumstances, or factors that will affect your ability to submit an assessment with an extension.
•    An explanation of how the circumstances affected your ability to be assessed.
•    The remedy you are seeking.
•    A summary of the evidence provided 
•    Consideration of the impact arising from the remedy sought. For example, whether other aspects of your studies or personal life will be affected by the remedy sought.
•    Details of any prior extenuating circumstances applications within the current academic year.

5.2    What evidence is required?

5.2.1    Self-certified applications

You can self-certify extenuating circumstances for applications that seek an extension of up to seven days, or for non-attendance at a written or practical/performance assessment.

You should only self-certify for genuine extenuating circumstances. Wilful misuse of the extenuating circumstances process, or of the self-certification mechanism, may considered a form of academic misconduct. 

If you hold supporting evidence, you can choose to provide this even where self-certification is possible.

5.2.2    Evidenced applications

You will need to provide supporting evidence for applications that seek an extension of more than seven days, and for applications seeking deferral of assessment to the next assessment diet. 

Supporting evidence should come from someone acting in a professional capacity and who can provide objective and impartial evidence. For example, a doctor, a police officer, a solicitor, or a University Counsellor (or the equivalent role at a partner institution). In some circumstances, it may be appropriate for a member of academic staff to provide a supporting statement. Letters from family members and fellow students are not normally accepted without good cause.

The dates specified within any supporting evidence should cover the period specified within your extenuating circumstances application.

Where your claim includes family or caring responsibilities, you should not provide the personal data of other individuals. Instead, you should comment on the other individual(s) relation to you (e.g. mother or father).

5.3    Why am I being asked to consider the impact of the remedy sought?

Considering the impact of the outcome sought will help you to avoid any unintended consequences that arise from the outcome being granted. For example, extending the submission timeframe or deferring an assessment for a module may affect:

•    Work on other assessments.
•    Progression to the next year of study.
•    Progression to a placement.
•    Course completion and / or Graduation.
•    Aspects of your personal life, such as family holidays or employment demands.

You can discuss the implications of an extension or deferral with your programme leader or personal academic tutor.

5.4    Why am I being asked to provide information on prior extenuating circumstances applications from the current academic year?

Multiple extenuating circumstances applications may indicate that a student requires additional support. Providing information on prior extenuating circumstances applications can help programme leaders to identify students who could benefit from additional support. 

5.5    What can I do if my circumstances are of a sensitive nature?

If your extenuating circumstances are of a sensitive nature, which you do not want to document, then you can ask to discuss with your application with a Personal Academic Tutor or with a Student Counsellor or Wellbeing Adviser. Students studying at a partner institution should discuss their concerns with their programme leader, who may be able to provide support directly or identify the appropriate colleague(s).

The person you speak to will then confirm to your programme leader that a valid claim has been submitted. For evidenced applications, you should show a copy of the evidence to the person you speak to. They will confirm to the Programme Leader whether they have reviewed evidence appropriate to the application.

You do not require to provide specific details of your extenuating circumstances when applying for a 7 day extension under the self-certification arrangements.

Extenuating circumstances applications be considered by your programme leader, or another member of the programme team where your programme leader is unavailable.

When considering an application for an extension of longer than 7 days or a deferral to the next available assessment diet, programme leaders will check whether:

1.    The application was submitted on time or was submitted late with good reason.
2.    Sufficient information has been provided with which a fair decision can be reached.
3.    The circumstances described can be considered ‘extenuating circumstances’.
4.    There was a demonstrably negative impact on your ability to be assessed.
5.    Evidence has been provided (if required).

You will normally receive a response to your application within three working days (excluding university closure days). If more than three working days have passed, you can contact programme administration who will investigate on your behalf. Students studying at Queen Margaret University in Edinburgh should contact Academic Administration (academicadministration@qmu.ac.uk). Students studying at partner institutions should contact their local programme administration team.

It is recognised that you may experience some uncertainty while your application is considered. Please be assured however that the University can recognise the impact of extenuating circumstances retrospectively. 

Where you have submitted a request for a short-term extension, and you have not received a response to your application, we would advise you to submit within six days following the assessment due date. The University’s Assessment Regulations (paragraph 20) permit late submission of assessments ‘up to and including six days after the deadline’. Late submission of work up to and including six days after the deadline will be capped at the pass mark but, if extenuating circumstances are subsequently granted, the late submission penalty applied will be removed. 

You should apply for extenuating circumstances at the earliest opportunity possible, and ideally in advance of an assessment deadline.

If you would like advice on applying for extenuating circumstances, then you should contact your personal academic tutor or programme leader. 

Students studying at Queen Margaret University in Edinburgh can contact the for advice and assistance that is independent from the University. Issues or queries relating to the administration of the extenuating circumstances process should be sent to academicadministration@qmu.ac.uk.

Students studying at a partner institution should discuss their concerns with their programme leader, who may be able to provide support directly or identify the appropriate colleague(s).

Extenuating circumstances applications can be rejected for the following reasons:

•    Insufficient information or evidence has been provided.
•    The circumstances described were not credible, or the application was dishonest.
•    The circumstances described do not correlate to the assessment period and have not demonstrably affected the assessment(s).
•    The application was submitted late without good reason.