UNIVERSITY OF NOTTINGHAM EXTENUATING CIRCUMSTANCES FORM

Policy and Procedure:

http://www.nottingham.ac.uk/academicservices/qualitymanual/assessment/extenuating-circumstances-policy-and-procedures.aspx

Sections A and B must be completed by the student and submitted to the School within 7 days of an affected examination or before the
affected coursework/dissertation/project deadline. Exceptions to this time limit are stated in paragraphs 1.3(a) and 2.9 of the Policy.

SECTION A (to be completed by the student):

Student name: ________________________________________________ Course and year: ___________________________________________

ID number: ______________ School: __________________________________ Name of personal tutor: _____________________________

Please indicate why the form is being completed by ticking the appropriate box or boxes:

 Explanation for absence from an examination/assessment or non-submission of coursework

 Claim for extenuating circumstances to be taken into account when an assessment has been attempted
 Request for an extension to coursework – including a dissertation/project deadline
 Claim for extenuating circumstances that have affected study to be taken into account (only applicable if a School requests that this
form is completed)

Nature of circumstances (to be completed by the student) – for full details of required evidence consult Appendix 1 of the Policy

 Illness/Hospitalisation (Evidence: A medical certificate or letter)

 Family illness (Evidence: A medical certificate or letter)
 Bereavement - death of close relative or friend (Evidence: Death certificate or supporting letter from an independent source)
 Acute emotional/personal circumstances (Evidence: Letter from the University Counselling Service or equivalent and/or medical
evidence)
 Victim of crime (Evidence: Crime reference number plus any written evidence available from the police)
 Domestic disruption (Evidence: Appropriate letter)
 Representing the University at a national event or involvement in other prestigious event (Evidence: Letter of confirmation
from the relevant organising body)
 Jury Service/Court Attendance (UK) (Evidence: Court or equivalent letter)
 Other – please give details in Section B overleaf and provide supporting documents

Do you have a current disability referral form: YES/NO Do you have a current academic referral form: YES/NO

NB: Forms which are not fully completed and without the required documentary evidence will not be considered. Where evidence is not available by the
deadline for submission of the form, the form should be submitted as required and appropriate evidence must be submitted within 14 days of the coursework
deadline or affected examination. If the evidence is not in English an authenticated independent translation must also be attached.
SECTION B Further details (to be completed by the student and School/Division/Department):

1. Is supporting documentary evidence attached to this form? Yes / No

If Yes please give brief details of attachments:

The Policy and Procedure sets out full information on the type and quality of evidence required, and gives examples of circumstances not normally considered
as acceptable reasons. All evidence submitted in support of an extenuating circumstances claim will be treated with full confidentiality in accordance with the
Data Protection Act and will be disclosed only to appropriate members of staff. Any student wishing to restrict the sharing of such information should make
his or her wishes known to the appropriate members of staff, preferably in writing.

Is supporting documentary evidence being submitted separately? Yes / No

Note: Supporting documentary evidence should be submitted within 14 days of the coursework deadline or examination .

2. The student should state below the effect that the extenuating circumstances have had on their performance, including
the number of days affected and other relevant information. Please expand or attach another sheet if additional space is
required. Students are advised to discuss their claim with their Personal Tutor or other member of staff of the School
before completing and submitting this form if at all possible.

_________________________________________________________________________________________________________________
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_________________________________________________________________________________________________________________
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_________________________________________________________________________________________________________________
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_________________________________________________________________________________________________________________
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3. Where assessments have been affected the student should complete the blue highlighted areas of either or both of the
tables below. Please expand or attach another sheet if additional space is required.

(a) Request for Extension to Coursework/dissertation/project deadline

For Completion by Student (all information must be completed or the case may not School Decision/Recommendation
be considered)
Module Module Title Assessment Original Length of Decision (select Proposed Amended
Code Period coursework extension code from action (select deadline for
eg Autumn/ deadline requested Section D1 code from coursework
Spring (days)* below) Section D2 submission
below)
 *This is for indicative purposes only – the School has the authority to decide the length of extension granted
(b) Absence from Examinations, non-Submission of Coursework and/or Assessments that have been completed but
affected

For Completion by Student (all information must be completed or the case may not be considered) School Decision/ Recommendation

Module Module Title Assessment Assessment Original date Preferred outcome* Decision Proposed Coursework
Code Period Affected (delete as of (delete as (select action Submission
eg Autumn/ applicable) examination/ applicable) code from (select date (where
Spring Please enter each coursework For explanation see Section code from relevant)
affected deadline below D1 Section D2
assessment on a below) below)
separate line
Exam/Coursework Retake/Exam Board
Exam/Coursework Retake/Exam Board
Exam/Coursework Retake/Exam Board
Exam/Coursework Retake/Exam Board
Exam/Coursework Retake/Exam Board
Exam/Coursework Retake/Exam Board

* This is for indicative purposes only – the School has the authority to decide what action will be taken.

Explanation of Retake/Exam Board:

‘Retake’ means that there would be an opportunity to take the assessment again (ie sit the exam – normally in August/September – or
submit new work) as a replacement attempt for the affected attempt. The affected attempt (and therefore replacement attempt) may
be either the initial (‘first sit’) attempt or a reassessment, depending on circumstances.

‘Exam Board’ means that the circumstances that are claimed would be taken into consideration at the Examination Board either in
relation to progression to the next stage of the programme and/or in relation to the degree class at the end of the programme.

4. Student confirmation

I confirm that the information provided is true:

Signed (Student): _______________________________________________________ Date: _______________________________

SECTION C: To be completed by the Tutor/Course manager/module convenor or nominee (please delete):

I have/have not seen the student on behalf of the School

Tutor/Course manager/module convenor comments:

_________________________________________________________________________________________________________________
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_________________________________________________________________________________________________________________
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_________________________________________________________________________________________________________________
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Name: ___________________________________________________________________ Date: ___________________________

The Extenuating Circumstances policy requires that all Schools relevant to the student’s claim have been informed of the outcome. If this has
not been done at the time of completion of this form it must be undertaken by a member of the School at an appropriate time. Please confirm
whether this has been done:

YES/NO

If this has not already been done the School must ensure that it is done as soon as possible.
SECTION D: EXPLANATORY NOTES

1. BOARD OF EXAMINERS DECISION CODES

1 Approved
2 Not approved – reason given is not acceptable within the University’s Extenuating Circumstances Policy
3 Not approved – supporting evidence does not cover the relevant period
4 Not approved – evidence not supplied by an approved source
5 Not approved – evidence is insufficient to support the claim of seriousness of impact
6 Not approved – wording of evidence supplied does not support the claim
7 Other

2. CODES FOR USE BY SCHOOLS TO INDICATE PROPOSED ACTION TO BE TAKEN:

A Examination(s) to be taken as a first sit in August/September or other reassessment period as appropriate for the programme
B Coursework to be submitted as a first sit in August/September or other reassessment period as appropriate for the programme
C Examination(s) to be taken as a reassessment in August/September or other reassessment period as appropriate for the programme
D Coursework to be submitted as a reassessment in August/September or other reassessment period as appropriate for the programme
E Extension to coursework/dissertation to be granted: please give new deadline above
F Module to be retaken as for first time as registered student next Session (repeat tuition fee payable)
G Module to be repeated as a reassessment as a registered student next Session (repeat tuition fee payable)
H Module to be reassessed as an external candidate next Session at the student’s request
I Refer to final Examination Board for consideration
J Other – specify separately (Approval from Quality and Standards Committee will be required if this is outside regulation. Cases should
be sent to the Head of Student Administration in the UK or equivalent at UNMC and UNNC.)

Options may be limited by the University’s Immigration Sponsorship responsibilities –

see http://www.nottingham.ac.uk/internationalstudents/visasimmigration/visas/limitations-on-Tier-4-immigration-sponsorship.aspx.
If in doubt Schools should consult the International Office.

NOTE: This form includes the minimum information that is required – Schools may request supplementary information on a separate form to
ensure that they capture subject-specific requirements. Please check with your School Office to ensure that you are submitting the required
information.

Last updated 7 February 2014