How to Apply

The University’s rules state that you must use the Extenuating Circumstances reporting form through your SIMS online account. You must submit a new Extenuating Circumstances form for each assessment that is impacted.

It is essential that you explain how your circumstances meet the University’s definition of being:

• severe and exceptional; and
• unforeseen or unavoidable; and
• close in time to the assessment.

If the University decide that your circumstances do not meet these criteria, they will be rejected.

When writing your form, it is important to explain how your particular circumstances meet the definition above and how they have prevented you from engaging in your course. You will need to explain not only what has happened but also when it happened, when your assessments took place and clearly explain the effect it had on you and your ability to study as normal, e.g., lost study time, difficulty concentrating and/or retaining information.

When explaining your circumstances, Student Advice recommend the following structure:

• Explain what the issues are, when they started and if they are ongoing;
• Explain how the circumstances have affected you (emotionally, physically and otherwise);
• Explain exactly how this has affected your academic performance;
• The remedy that you want.

It is very important to note that the nominated member of the Extenuating Circumstances Group that considers your declaration will decide on the most appropriate remedy. This means that if the circumstances mean that it is unlikely a one-week extension will be sufficient you may be given a deferral. Think carefully about this when deciding whether to submit a declaration of Extenuating Circumstances or not.

When to apply

If you do not feel that you are fit to sit an assessment, then you are expected to apply for extenuating circumstances in advance of the assessment deadline.

Please note that the University defines extenuating circumstances as close in time to the assessment, and as such you may have a declaration rejected as it is not made close in time to the assessment (for example, if you declare extenuating circumstances a number of weeks in advance, it is unlikely to satisfy the criteria as being close in time). If this happens to you, you can make another declaration closer in time to the assessment, although you should be mindful that Academic Schools can take time in responding to your declaration and as such, if you leave this too late, you may not receive an outcome before the assessment deadline. Guidance on what you should do if you haven’t received a response can be found on our Remedies webpage.

Below is a table that includes information on when you need to apply for extenuating circumstances depending on the assessment type and your circumstances.

I feel that I have a Protected Characteristic – what should I do?

The University is very clear that, if you experience a severe and exceptional circumstance in the period immediately prior to, or at the time of, an assessment, you should submit a declaration of extenuating circumstances. If you choose to sit/submit an assessment, you are declaring yourself as fit to do so. The only exception to this is where you attempt an assessment and are subsequently impacted by circumstances that relate to a protected characteristic or a long-term health condition.

If your circumstances relate to a protected characteristic, caring responsibility or long term health condition, you may be able to make a declaration of extenuating circumstances after the examination but before the school deadline. It is important to note that you will need to provide evidence of your circumstances, and the impact that they had at the time of the assessment.

This declaration would need to demonstrate that your assessment was impacted by circumstances that were:

• Severe and exceptional and
• Unforeseen or unavoidable and
• Close in time to the assessment and
• Related to a protected characteristic.

You will need to select the drop-down option that relates to a protected characteristic to be considered for retrospective extenuating circumstances. Additionally, you will need to ensure that you submit this within the deadline for Extenuating Circumstances set by your School – you can contact them to find out when this might be. Contact details for academic schools can be found on our Useful Contacts webpage.

It is important to note that if you are submitting a declaration of extenuating circumstances relating to a protected characteristic after an assessment deadline, you will need to provide evidence. More guidance on providing advice can be found below.

I need to provide evidence, what does this mean?

The University is permitting you to self-certify for non-submission of coursework or non-attendance at exams. This means that you are not required to provide evidence but, if you do have evidence, we strongly advise you to keep it safe just in case you are asked to submit it later. You should also explain in your application what evidence you have

It is important to note that if you make multiple declarations of extenuating circumstances throughout the academic year, you may be asked by your school to provide evidence to support your declaration.

If you sit or start to sit an assessment and you report circumstances that relate to a protected characteristic, or becoming ill or suffering technical difficulties that meant you could not complete an assessment; you must submit evidence to support your declaration.

If you are required to provide evidence, it should be on headed paper, signed and dated and be from a recognised authority. It must be in English or Welsh or translated and authenticated by an official translator.

Examples of evidence likely to be accepted include:

• GP/medical letter. Student Advice can provide a letter to give to your GP or Medical Professional that details the type of information the university requires;
• A death certificate, order of service, or obituary;
• A statement from a support service if you are known to them and have engaged with support services before the event. Staff will not be able to provide evidence for you if they do not have any prior knowledge of your general situation;
• A letter from a relevant third party, e.g. a police report, solicitor, social worker etc.

If you have a long term health condition or disability that fluctuates and this has affected you around the time of the assessment it is important to state this and the impact and provide evidence from a professional to support what you are saying.

For technical difficulties we suggest that;

• you take a screenshot to show the problem making sure the screenshot includes the time and date.
• If the problem is related to the internet your provider might be able evidence to there was a problem.
• you provide receipts of a repair and details of the fault.

If you become unwell during an exam or timed assessment, it is important that report this to the invigilator and ask that it be recorded in the exam log. If you are required to provide a copy of this invigilators report, you can contact your academic school to request this.

Ongoing Circumstances

If you have personal circumstances that are affecting your studies over a long period of time, we recommend that you seek advice from The Disability and Dyslexia Service, who may be able to put adjustments in place to help you study. For ongoing mental health issues, you can speak to the University’s Mental Health Advisers. Disability and Mental Health Advisers can support you and liaise with your academic school to ensure you receive any special provision that might help you. You could also get special provision in exams, such as breaks or extra time.

You might feel that you would benefit from contacting the Counselling and Wellbeing service. They offer of a range of ways to support you during your studies: one-to-one counselling and wellbeing appointments, a drop-in service, interactive workshops, groups and self-help resources. We are awaiting clarification from them as to how their service will operate going forward.

The University provides specific and tailored support certain groups of students which include students who are

• Asylum seekers and refugees
• Care experienced
• Estranged
• Military experienced
• LGBTQ+
• Carers
• Black, Asian and Minority Ethnic

Information about the support that is available can be found on the Student Intranet here .

Together at Cardiff aim to foster a supportive student experience, which includes to nurture and encourage confident and successful futures for all.

Within Together at Cardiff, Lena Smith is the dedicated support contact for students who are

• Asylum seekers and refugees
• Care experienced
• Estranged
• Military experienced
• Carers

Lena can support you with many aspects of student life, including how to apply for extenuating circumstances. You can contact Lena via email at studentconnect@cardiff.ac.uk

If you are experiencing challenging personal circumstances, you may also wish to take an Interruption of Study. If you would like more information on how to do so, please contact Student Advice.

Contact Student Advice

Advice@cardiff.ac.uk

+44 (0)2920 781 410