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EXTENUATING CIRCUMSTANCES PROCEDURE OF THE SENATE 
ASSESSMENT REGULATIONS FOR TAUGHT PROGRAMMES 

11. 
Extenuating Circumstances 
11.1 Scope 
and 
Definition 
Principles 
The consideration of Extenuating Circumstances will be managed through 
consistent, fair, and transparent procedures. 

Regulations 
11.1.1  For the purpose of these Regulations, Extenuating Circumstances are 
those that are: 
x severe 
and 
exceptional; 
and  

unforeseen or unavoidable; and  

close in time to the Assessment, or where the student can 
demonstrate that the circumstances continued to have an impact on 
their academic performance in the Assessment. 
Such circumstances may be considered to have had an adverse impact on 
the student’s academic performance in Assessment and/or have prevented 
a student from submitting a Coursework Assessment and/or attending a 
scheduled Assessment. 
Guidance 
Students should be encouraged to report any circumstances that they believe 
have impacted negatively on their performance in an Assessment or 
Examination
.  They should be advised that any information they submit will remain 
confidential, where possible, and will be considered with due sensitivity. 
The list below illustrates the kinds of circumstances that may affect a student’s 
performance.  The list is not exhaustive and other circumstances may arise that 
will have a significant impact on a student’s performance. 

Serious short-term illness or accident; 

Bereavement - for example the death of a close relative or friend, partner or 
significant other; 

Evidence of a long-term health condition worsening or a change in 
symptoms; 

Significant adverse personal/family circumstances; 

Being a victim of a serious crime; 

Disability or impairment where it has not been possible to put required 
adjustments in place. 
The list below illustrates the kinds of circumstances that are unlikely to be accepted 
as Extenuating Circumstances.  The list is not exhaustive

Statement of a medical condition without reasonable evidence (medical or 

otherwise) to support it; 

Medical circumstances that occur outside the relevant Assessment or 
learning period for which appropriate adjustments have already been made 
(e.g. Extensions, Specific Provision); 

Minor illnesses or ailments which, in a work situation, would be unlikely to 
lead to absence from work; 

Long-term health conditions for which the student is already receiving 
reasonable and appropriate adjustments to Assessments; 

Computer, printing or other IT-related problems; 

Poor time management; 

Holidays, weddings or other family-related events; 

Paid employment or other financial issues; 

Attendance at, or participation in, sporting, musical or other events; 

Where there is a reasonable case that the circumstances reported were 
foreseeable or preventable. 
Data Protection and Confidentiality 
Students should be advised that completed University Extenuating Circumstances 
Forms and evidence will be kept confidential and will be treated as sensitive data in 
line with the Data Protection Act 1998.  The form and supporting information will be 
shared only with appropriate University staff (including the student’s Personal 
Tutor(s)) and authorised members of the Examining Board / Extenuating 
Circumstances Group, to allow formal consideration of the impact of the 
circumstances on the student’s academic performance.   If a student submits an 
academic appeal, under the Verification and Appeals Procedure, the information 
may be considered as part of this process where appropriate. 
For students who are on a Programme leading to professional accreditation the 
Extenuating Circumstances may be considered when assessing whether a student 
is ‘Fit to Practise’. 
11.2 
Information to be Provided to Students  
Principles 
Schools will provide clear, timely, and relevant information related to the 
procedures that will be followed to manage Extenuating Circumstances. 

Regulations 
11.2.1  Students shall be provided with clear information at the start of the 
academic year about Extenuating Circumstances procedures. 
Guidance 
Schools shall provide students with information in handbooks at the start of the 
academic year about Extenuating Circumstances.  This should include both the 
process to be followed in requesting an Extension to a scheduled coursework 
deadline, and the procedure that is used by Examining Boards to manage requests 
for consideration of Extenuating Circumstances.  Schools should use the 
information available on the Registry website.  It is good practice to remind students 
of this information at key points throughout the academic year. 
This information should be supplemented in the School by: 


Session-specific deadlines for reporting Extenuating Circumstances; 

Guidance as to where to find the University’s Extenuating Circumstances 
Form and how it should be completed; 

Information on sources of available independent advice (e.g. the Advice and 
Representation Centre in the Students’ Union); 

Information on where students should hand in completed forms (e.g. the 
School Office); 

The name of the Chair of the relevant Extenuating Circumstances Group(s), 
and; 

The name of the member of staff who is responsible for the co-ordination of 
the support to this area within the School. 
In some Programmes, discipline-specific or professional requirements may mean 
that the options available to an Examining Board are restricted.  In such instances 
students must be informed of this clearly and unambiguously in handbooks. 
11.3 Reporting 
Extenuating 
Circumstances 
Principles 
Requests for consideration of Extenuating Circumstances must be submitted 
in writing using the University’s Extenuating Circumstances Form and be 
supported by independent evidence. 

Regulations 
11.3.1  A student shall report any Extenuating Circumstances which may have an 
effect on his/her ability to submit an Assessment to the Chair of the 
relevant Extenuating Circumstances Group (or nominee).  A student shall 
complete the University’s Extenuating Circumstances Form providing a 
written account and evidence of the circumstances, which should meet the 
criteria as detailed in 11.1.1 above. 
11.3.2  On receipt of a completed University Extenuating Circumstances Form, the 
Chair of the Extenuating Circumstances Group shall determine whether: 
.1 
it is a request to submit assessment(s) subsequent to the stated 
deadline due to Extenuating Circumstances, which shall be managed 
in accordance with the Regulations in section 11.4 below, 
OR 
.2 
it is a request to have Extenuating Circumstances considered by the 
Extenuating Circumstances Group, which shall be managed in 
accordance with the Regulations in sections 11.5 and 11.6 below. 
11.3.3  If any Extenuating Circumstances arise in an Examination, the 
circumstances shall be reported by the student to an invigilator.  The 
Senior Invigilator shall report such circumstances in writing to the 
Superintendent of Examinations who shall inform the Chair of the relevant 
Extenuating Circumstances Group.  Any student who believes that they 

have been affected by Extenuating Circumstances in an Examination shall 
be required to complete and submit the University’s Extenuating 
Circumstances Form.  
Guidance 
The University’s Extenuating Circumstances Form should be used to support 
applications for both: 

Extensions to a Coursework Deadline, which should be submitted, where 
possible, in advance of the deadline for that Assessment; 

Consideration of Extenuating Circumstances by an Extenuating 
Circumstances Group, 
which should be submitted as soon as the 
circumstances arise, where possible, before the Assessment is due to be 
taken or submitted, and by the deadline published in handbooks.  The 
Examining Board may not be able to consider circumstances that are 
submitted after this deadline or where the student has failed to provide 
evidence in verification of the circumstances.  Applications that are received 
after the School deadline, i.e. the date published in relevant handbooks, will 
normally be considered under the Verification and Appeals Procedure.  
Students will need to demonstrate good reason why the Extenuating 
Circumstances could not have been made known to the Examining Board in 
advance of this deadline. 
Completed University’s Extenuating Circumstances Forms must be accompanied 
by independent supporting evidence.  This may include a: 

Medical/health certificate which confirms illness for a defined period; 

Photocopy of a death certificate; 

Letter of support/explanation from a support service at the University (for 
instance, a statement from the Disability and Dyslexia Service); 

Letter of support/explanation from a third party (such as a police report, 
counsellor’s letter, local authority report, etc.). 
Such supporting evidence must be submitted on documentation that is recognisably 
authentic (e.g. on headed paper) and be signed and dated by the relevant authority.  
It must be unaltered and not annotated by students.  Translated evidence should 
similarly be authentic and can normally be obtained from the facility issuing the 
certificate (e.g. hospital, official body). 
Completed forms, together with supporting evidence, must be in either English or 
Welsh.  Where necessary, students should arrange for information in other 
languages to be translated.  Forms, together with scanned copies of any supporting 
evidence can be submitted electronically from either the student’s Cardiff University 
email address or from their designated email account registered with the University 
(i.e. the account recorded on SIMS). 
Disability 
Students who have Specific Provision in place may still be eligible to raise 
Extenuating Circumstances in some situations as described below.  While the 
Extenuating Circumstances procedure is not designed to be the mechanism by 
which students disclose disabilities to the University for the first time, some students 

may only disclose disabilities in this way.  Students who believe they have a 
disability should be counselled to seek advice from the University’s Disability and 
Dyslexia Service.   The Disability and Dyslexia Service will advise students on how 
to apply for Specific Provision and reasonable adjustments to support them during 
their studies. 
The Extenuating Circumstances Regulations can be used where disabled students 
need to raise circumstances that have impacted on their academic performance, for 
instance: 

Where it has not been possible to put reasonable adjustments in place in 
time for the assessment, or where the adjustments have not been effective; 

Where a student has a fluctuating condition which suddenly worsens, such 
as depression or arthritis; 

Where a student’s condition involves sudden episodes of symptoms, such as 
seizures or migraines. 
While it is normal practice for Extenuating Circumstances Groups to receive 
medical evidence to verify ill health, in the case of disability this may be varied to 
students with fluctuating conditions who are in receipt of Specific Provision.  As a 
reasonable adjustment the Extenuating Circumstances Group may require a 
student to provide evidence of the fluctuating condition once a semester in the form 
of a medical note, a letter of support from the University’s Disability and Dyslexia 
Service or the University Health Centre as appropriate. 
In the case of a student who discloses disability for the first time, the School should 
seek the student’s consent to refer the information to the University’s Disability and 
Dyslexia Service using the form at 
www.cardiff.ac.uk/dyslx/infoforstaff/disclose/index.html.  Students should be 
encouraged to seek advice from the Disability and Dyslexia Service if they believe 
they may have a disability and wish to request that reasonable adjustments are put 
in place. 
Personal Tutors 
Students may, in the first instance, raise possible Extenuating Circumstances with 
Personal Tutors.  Tutors should be clear that they do not play an official role in the 
process but may provide support to students as appropriate.  Tutors should make 
clear that it is the student’s responsibility to complete the University’s 
Extenuating Circumstances Form and supply supporting evidence.  Personal 
Tutors must not authorise requests for Extensions or approve applications 
for Extenuating Circumstances.
 
Personal Tutors should ensure that students have a realistic understanding of the 
range of actions and remedies that are available to deal with their circumstances 
and be aware that students from some cultures may be reluctant to report 
Extenuating Circumstances and may consider this a sign of weakness or failure.  
While Personal Tutors may refer students to the University Student Support Centre 
and/or University Counselling Service where appropriate, staff at these services will 
not be able to provide supporting evidence of Extenuating Circumstances if 
students have had no prior engagement with them.  Tutors should not refer 
students to these services solely to collect further supporting evidence of 
Extenuating Circumstances. 
 

Fitness to Practise 
In some Schools student requests for consideration of Extenuating Circumstances 
may raise Fitness to Practise issues.  These Schools need to ensure that 
procedures are in place to identify where such issues may arise, and that they are 
dealt with in an appropriate manner. 
11.4 
Extensions and Supplementary Assessments 
Regulations 
Extension Requests 
11.4.1  If a student is unable to submit an Assessment by a due date, and 
Extenuating Circumstances have been reported in accordance with 11.3 
above, the Chair of the relevant Extenuating Circumstances Group, or 
nominee, shall either: 
.1 
approve an Extension to a submission date which shall be set such 
that the Assessment may be marked prior to the meeting of the 
Examining Board; or 
.2 
not approve the extension to a submission date and refer the matter to 
the Extenuating Circumstances Group on the grounds that: 

there is insufficient time to permit the Assessment to be marked 
by the Examining Board; or 

the Extenuating Circumstances as reported are not sufficient to 
warrant an extension or insufficient evidence was presented. 
11.4.2  The Chair of the Extenuating Circumstances Group shall inform the student 
in writing of his/her decision as soon as possible, and normally within 10 
working days of the request.  The Chair will formally report any extensions 
granted to the Extenuating Circumstances Group. 
Extension Requests – Master’s Dissertation 
11.4.3  Extensions to submission deadlines for Master's dissertations shall be 
considered in accordance with the Extension to Time Limit Procedure – 
Postgraduate Research and Master's Degree Stage Postgraduate Taught 
Candidates.   
Supplementary Assessments 
11.4.4  If a student: 

is absent from all or any part of an Examination; or 

has been present at an Examination: 
and Extenuating Circumstances have been reported in accordance with 
section 11.3 above, the Chair of the Extenuating Circumstances Group 
may either: 
.1 
seek the approval of the Chair of Academic Standards and Quality 

Committee, for the setting of a supplementary Assessment which shall 
be held before the meeting of the Examining Board concerned; or 
.2 
report the matter to the Extenuating Circumstances Group on the 
grounds that: 

the holding of a supplementary Assessment before the meeting 
of the Examining Board is inappropriate or impractical; or 

the Extenuating Circumstances as reported are not sufficient to 
warrant the setting of a supplementary Assessment or 
insufficient evidence of the circumstances has been presented 
by the student.  
11.4.5  The Chair of the Extenuating Circumstances Group shall inform the student 
in writing of his/her decision as soon as possible, and normally within 10 
working days of the decision.  The Chair will report his/her actions to the 
Examining Board as set out in 11.5.6 below. 
Guidance 
Extension Requests 
Requests for Extensions shall be considered by the Chair of the Extenuating 
Circumstances Group, or nominee.  Schools should seek to ensure that the 
processes used enable quick decisions to be made and communicated to students.  
It is good practice to use a generic email account to manage such requests.  
Applications for Extensions from students on joint honours Programmes must be 
submitted to the school responsible for the affected assessment and shared with 
partner schools, where appropriate.  Chairs of Extenuating Circumstances Groups 
shall make arrangements for summaries of the number of applications received, 
and a breakdown of the number of successful and unsuccessful applications, to be 
made available to the relevant Examining Boards. 
Extension Requests – Master’s Dissertation 
The procedure governing requests for Extensions to a Master’s Dissertation time 
limit is included within Senate Assessment Regulations.  Students wishing to apply 
for an Extension shall complete the form on the Registry website.   
Supplementary Assessments 
Supplementary Assessments should only normally be held in the latter stages of a 
student’s Programme, to enable students to graduate with their cohort and to not 
delay them from being able to continue their career.  Where Supplementary 
Assessments are to be held, staff should liaise with Registry staff to access help 
and support, and to ensure that this can be accommodated within the available 
time. 
 
 

11.5 Extenuating 
Circumstances 
Groups 
Principles 
Information provided by students will remain confidential, where possible, 
and will be considered with due sensitivity. 

Regulations 
11.5.1  Heads of School shall establish one or more Extenuating Circumstances 
Group(s) to support the School’s Examining Boards; 
11.5.2  Each Extenuating Circumstances Group shall have: 
.1 
a Chair who shall be appointed by the Head of School (or nominee) 
and shall be a member of the Examining Board to which it reports (a 
Group Chair shall not serve as Chair of the Examining Board); 
.2 
between three and eight members of staff from within the School, 
including academic and administrative staff and Disability Contacts. 
11.5.3  External Examiners shall not serve as members of Extenuating 
Circumstances Groups. 
11.5.4  There shall be a minimum of three members of the Group in attendance at 
any meeting to consider student’s Extenuating Circumstances, at least one 
of whom shall be a member of academic staff.  
11.5.5  Extenuating Circumstances Groups shall: 
.1 
consider whether Extenuating Circumstances, as reported in 
accordance with section 11.3 above, have impacted on the student’s 
academic performance in Assessment(s);  
.2 
ensure that, in conducting their work, they integrate consideration of 
equality and diversity issues into their deliberations, with a view to 
valuing and promoting equality and diversity and eliminating 
discrimination; 
.3 
disregard reports of Extenuating Circumstances if appropriate 
supporting evidence is not supplied. 
11.5.6  The Chair of the Extenuating Circumstances Group will report to the 
Examining Board(s): 
.1 
circumstances that have impacted on the student’s performance in the 
Assessment that are supported by appropriate evidence; and 
.2 
circumstances that have impacted on the student’s performance in the 
Assessment affected, but have already been taken into account by 
supplementary assessments and/or the student has been granted an 
extension and therefore no further action is warranted; and 
.3 
a summary of the Extenuating Circumstances applications that were 
considered by the Group to have not impacted on the student’s 

performance at the time of the Assessment. 
Guidance 
The Operation of Extenuating Circumstances Groups 
Schools should consider whether they should have a single group to cover all 
Extenuating Circumstances submissions, or whether they would prefer to have 
separate groups to manage requests related to undergraduate and taught 
postgraduate programmes of study.  In a small number of professionally-related 
programmes it may be appropriate for the Group to be specific for a single 
programme and/or group of programmes. 
The Extenuating Circumstances Group should be chaired by a member of the 
Academic Staff, but not by a Chair of any of the Examining Boards to which it 
reports, to remove any perception of bias and avoid any potential conflict of interest.  
The Chair of the Extenuating Circumstances Group should be appointed by the 
relevant Head(s) of School. 
Extenuating Circumstances Groups should include a minimum of three and no more 
than eight members of staff, including staff who have lead responsibility for disability 
and/or student support matters.  Extenuating Circumstances Groups should be 
serviced by a member of staff appointed to co-ordinate the work in this area.  
Meetings of the Extenuating Circumstances Group must be chaired by and have at 
least one member of the Academic Staff in attendance. 
In Schools in which students submit a number of pieces of summative assessment 
during the academic year it is good practice for the Extenuating Circumstances 
Group to meet at regular points throughout that year.  This will help Schools to 
manage the workload in this area more effectively. 
Schools that offer joint honours Programmes must ensure that any applications 
received from students following such Programmes are shared between the 
relevant Schools, where appropriate.  This information should also be shared 
between the staff who co-ordinate this area in the relevant Schools.  Schools should 
consider inviting Group members from partner Schools to be members of 
Extenuating Circumstances Groups.  Schools should seek to ensure that simple 
and clear procedures exist to share information as appropriate.  Students are 
advised to email a copy of the completed University Extenuating Circumstances 
Form to both Schools. 
When considering applications for Extenuating Circumstances, Groups should: 

Ensure they consider relevant evidence-based information only; 

Respect student anonymity and confidentiality; 

Exclude any additional information that may be known to and provided by 
staff, particularly when this cannot be supported by evidence, and; 

Consider ways of redacting names and other personal identifiers from 
evidence; 

Disregard reports of Extenuating Circumstances if appropriate supporting 
evidence is not supplied. 

The Role of Extenuating Circumstances Groups 
The role of Groups is to determine whether or not there is evidence that a student’s 
academic performance has likely been impacted upon by their circumstances and 
to make a recommendation to the Examining Board to that effect.  Groups should 
not make adjustments to student marks.  They should record the following 
information in a manner consistent with Examining Board guidelines. 

Details of the relevant Assessments and/or modules; 

Confirmation or otherwise that the student submitted verifiable evidence; 

Confirmation or otherwise that the Extenuating Circumstances occurred 
close to or during the Assessment period;  

Confirmation or otherwise that the Extenuating Circumstances impacted on 
the student’s performance at the time of Assessment; 

Details of any adjustments that may have already been made to take 
account of Extenuating Circumstances. 
Schools should seek to review the range of decisions taken in this area on an 
annual basis.  This will help to ensure that a consistent approach in this area is 
maintained. 
11.6 
Action to be Taken by Examining Boards  
Principles 
The consideration of Extenuating Circumstances will be managed through 
consistent, fair, and transparent procedures. 

Students who have had Extenuating Circumstances shall not be 
disadvantaged unfairly. 

Students within protected characteristic groups [1], that have had Extenuating 
Circumstances that clearly relate to that characteristic, shall not be 
disadvantaged unfairly by the presence of a lower mark on their transcript. 

Examining Boards shall not change, amend or estimate marks where 
Extenuating Circumstances have been reported. 

Regulations (General) 
11.6.1  A Head of School may seek the approval of the Academic Standards and 
Quality Committee to vary these Regulations in respect of one or more 
Programme(s) where they are able to demonstrate, to the Committee's 
satisfaction, that such variance is required to meet the requirements of one 
or more Professional, Statutory or Regulatory Bodies. 
11.6.2  Examining Boards shall ensure that the actions they take where a student’s 
performance is likely to have been affected by Extenuating Circumstances 
                                                 

See http://www.cardiff.ac.uk/govrn/cocom/equalityanddiversity/stratequalplan/Poster%20-
%20protected%20charact.pdf for further information on protected characteristics and 
http://www.acas.org.uk/media/pdf/9/p/Equality_Act_2010_Acas_table_JULY_2010.pdf for further 
information of the legislative changes that were contained in the Equality Act 2010  

are recorded clearly. 
Guidance 
Programmes leading to a professional body qualification 
Where professional body regulations require that different remedies to the below 
must apply, Schools can seek ASQC agreement that programmes be exempted 
from specific aspects of the below Regulations.  To do so, they should write to the 
Secretary of ASQC to request an exemption, setting out which parts of the 
Regulations that they cannot apply. 
Where an exemption is granted, Schools must provide clear information to students 
(e.g. in programme handbooks and on Learning Central), which sets out the 
remedies that wil  be applied where it is found that a student’s performance is likely 
to have been affected by Extenuating Circumstances.   
Record keeping 
Extenuating Circumstances Group(s) shall provide a report to the relevant 
Examining Board(s) that sets out the following: 

Information related to students that are likely to have had their performance 
affected by Extenuating Circumstances; 
(student names and numbers, details of Assessment(s) affected, and 
details of the relevant Module / Unit of Study decisions);
 

Summary details of any students that are likely to have had their 
performance affected by Extenuating Circumstances for which an 
adjustment (e.g. an extension) has already been made; 
(student names and numbers, details of Assessment(s) affected, and 
period of extensions granted)
; and 

Summary details of any applications for Extenuating Circumstances that 
were not accepted as having likely affected on the student’s academic 
performance; 
(student names and numbers, Assessment(s) against which Extenuating 
Circumstances were claimed, and the reason for the decisions [e.g. not 
serious, lack of evidence etc.]).
 
It is primarily the responsibility of the Examining Board to agree the action that will 
be taken where Extenuating Circumstances have likely affected a student’s 
performance (see 11.4 above for the procedures to be followed when granting an 
extension to a coursework deadline).  Decisions should be minuted clearly by the 
Examining Board.  Examining Boards should not receive or discuss the details of 
individual Extenuating Circumstances cases, should not consider possible 
Extenuating Circumstances where these have not been reported through 
appropriate channels, and should not seek to review or overturn decisions made by 
Extenuating Circumstances Groups.  To do so would risk compromising 
confidentiality and lead to judgements being made on the basis of partial and/or 
incomplete information. 
Students who request information about the outcomes of the consideration of their 
application for Extenuating Circumstances should be notified of the dates on which 
the Extenuating Circumstances Group and Examining Board considered the 
application and of the decision made.  This should include whether the 
circumstances were accepted or rejected, and if accepted, what actions were taken. 

Support within Schools 
It is good practice for Schools to nominate a member of staff to co-ordinate the 
management of Extenuating Circumstances across a School, to be responsible for: 

Making the relevant information available to students; 

Providing procedural advice to staff and students; 

Receiving submissions on the University’s Extenuating Circumstances 
Form; 

Liaising with Chairs of Examining Boards; 

Servicing Extenuating Circumstances Groups. 
Schools should also seek to nominate another member of staff to deputise for the 
nominated contact should they be unavailable, and should designate a place for 
submissions to be made within the School (e.g. the School Office or by email to a 
designated email address). 
Regulations (Remedies available to Examining Boards In Modular Taught 
Programmes) 

11.6.3  Module results and the award of Credit at Progression Examining 
Boards 
Where the Extenuating Circumstances Group is satisfied that a student’s 
performance has been affected by Extenuating Circumstances, Examining 
Boards shall: 
i. 
Where the student has not reached the pass mark in an 
Assessment affected by Extenuating Circumstances and has not 
reached the pass mark in that Module;
 permit the student to retake 
the affected Assessment(s) as a first attempt (or second/third attempt 
as appropriate where the student has failed previously) at the next 
occasion on which the Assessment(s) is scheduled to take place. 
ii. 
Where the student has not reached the pass mark in an 
Assessment affected by Extenuating Circumstances BUT has 
reached the pass mark in that Module;
 offer the student the 
opportunity to: 

EITHER retake the affected Assessment(s) as a first attempt 
(or second/third attempt as appropriate where the student has 
failed previously) at the next occasion on which the 
Assessment(s) is scheduled to take place; 

OR be awarded Credit for the Module without further 
Assessment. 
iii. 
Where the student has passed a module and all of the 
Assessment components affected by Extenuating 
Circumstances, AND where the student’s Extenuating 
Circumstances relate to a Protected Characteristic
; offer the 
student the opportunity to: 


EITHER retake the affected Assessment(s) as a first attempt 
(or second/third attempt as appropriate where the student has 
failed previously) at the next occasion on which the 
Assessment(s) is scheduled to take place; 

OR be awarded Credit for the Module without further 
Assessment. 
iv.  Where the student has passed all of the Assessment components 
affected by Extenuating Circumstances AND reached the pass 
mark in that Module
; award the student Credit for that Module 
(except as provided under 11.6.3.iii above). 
v. 
Where an adjustment (e.g. an extension) has been made 
previously; take no further action. 
11.6.4  Where the Extenuating Circumstances Group is not satisfied that a 
student’s performance is likely to have been affected by Extenuating 
Circumstances
; take no further action. 
11.6.5  Module results and the award of Credit at Final Examining Boards 
Where the Extenuating Circumstances Group is satisfied that a student’s 
performance has been affected by Extenuating Circumstances, Final 
Examining Boards shall: 
i. 
Where the student has not reached the pass mark in an 
Assessment affected by Extenuating Circumstances, has not 
reached the pass mark in that Module;
 AND has not achieved 
sufficient Credit for their target award
; permit the student to retake 
the affected Assessment(s) as a first attempt (or second/third attempt 
as appropriate where the student has failed previously) at the next 
occasion on which the Assessment(s) is scheduled to take place. 
ii. 
Where the student has not reached the pass mark in an 
Assessment affected by Extenuating Circumstances, has not 
reached the pass mark in that Module, BUT has obtained 
sufficient Credit to be eligible for the target award
; offer the 
student the opportunity to: 

EITHER retake the affected Assessment(s) as a first attempt 
(or second/third attempt as appropriate where the student has 
failed previously); at the next occasion on which the 
Assessment(s) is scheduled to take place; 

OR be awarded the qualification without further Assessment. 
iii. 
Where the student has not reached the pass mark in an 
Assessment affected by Extenuating Circumstances BUT has 
reached the pass mark in that Module
; offer the student the 
opportunity to: 

EITHER retake the affected Assessment(s) as a first attempt 
(or second/third attempt as appropriate where the student has 
failed previously) at the next occasion on which the 
Assessment(s) is scheduled to take place; 

OR be awarded Credit for the Module without further 

Assessment. 
iv. 
Where the student has passed the Module and all of the 
Assessment components affected by Extenuating 

Circumstances, AND where the student’s Extenuating 
Circumstances relate to a Protected Characteristic
; offer the 
student the opportunity to: 

EITHER retake the affected Assessment(s) as a first attempt 
(or second/third attempt as appropriate where the student has 
failed previously) at the next occasion on which the 
Assessment(s) is scheduled to take place; 

OR accept the Board’s recommendation that Credit be 
awarded for the Module without further Assessment. 
v. 
Where the student has passed all of the Assessment 
components affected by Extenuating Circumstances) AND 
reached the pass mark in that Module
; award the student Credit for 
that Module (except as provided under 11.6.5.iv above). 
vi. 
Where an adjustment (e.g. an Extension) has been made 
previously
; take no further action. 
11.6.6  Where the Extenuating Circumstances Group is NOT satisfied that a 
student’s performance has been affected in a Module by Extenuating 
Circumstances
; take no further action. 
11.6.7  Award classification at Final Examining Boards 
The following shall apply where a student has sufficient Credit to be eligible 
for their target award and where they have passed both the Module and the 
Assessment components affected by Extenuating Circumstances or have 
elected to be awarded Credit for the affected Module without further 
Assessment.  In such circumstances, Examining Boards shall, where it 
benefits the student, discount Module Marks that have been affected by 
Extenuating Circumstances from the calculation of the award classification 
subject to the following limits: 
i. 
Discounting shall be permitted in up to a maximum of 1/6th of the 
Credits that contribute to the Final Award; 
ii. Discounting 
shall 
not apply to any Credit awarded in Required 
Modules; 
iii. Discounting 
shall 
not apply to any Credit awarded for the Dissertation 
and/or research stage of a Modular Taught Postgraduate Programme. 
11.6.8  In exceptional circumstances, where a Head of School believes that 
discounting affected Modules (within the prescribed limits) is an insufficient 
remedy, the Head of School (or nominee) may write to the Awards and 
Progress Committee to request that the Examining Board be permitted to 
discount further Credits from the award’s classification.  The decision of the 
Awards and Progress Committee shall be final. 
 
 

Guidance 
Module results and the award of Credit at Progression Examining Boards 
Where a student is permitted to be re-assessed in components affected by 
Extenuating Circumstances 

Where a student retakes affected Assessment(s), the method of assessment shall, 
where possible, be the same as used previously.  Where it is not possible for the 
same assessment method to be used (e.g. in a group task or in an assessment that 
requires access to facilities or equipment that will not be available), an assessment 
task should be designed to allow the student to demonstrate the same learning 
outcomes tested in the original assessment.  If it is not possible for a student to 
pass a module by retaking the affected component(s), the student should be 
advised that they will fail the module, and will need to retake it, the mark for which 
will be capped. 
Where a student is granted a resit as a first attempt the transcript will show they 
have been deemed ‘absent with good cause’ for this assessment.  Where a student 
who has retaken an assessment achieves a lower Module mark than that achieved 
in their first attempt, the higher mark shall be recorded on transcripts and used in 
any subsequent award calculations.  
Where the student is offered the opportunity to be re-assessed in 
Assessment components affected by Extenuating Circumstances 

Where a student has passed affected components, but their performance has been 
affected by Extenuating Circumstances, and where the Extenuating Circumstances 
are related to a Protected Characteristic as defined by the Equality Act 2010, 
students shall normally be given an opportunity to be re-assessed in that 
component.  This is to ensure that students are not disadvantaged unfairly by the 
presence of a lower mark on their transcript.  Where a student has been absent 
from, or failed, a component that has been affected by Extenuating Circumstances 
and where the student has reached the pass mark in that Module, students should 
also be given an opportunity to be re-assessed in that component. 
Extenuating Circumstances and Condonement 
Examining Boards shall not normally apply condonement rules to Modules affected 
by Extenuating Circumstances.  The exception to this is where the award of credit 
will give a student sufficient Credit to be eligible for their target award.  Students 
must be advised of the full implications of the different courses of action available to 
them, and be made aware of the impact their choice will have on transcripts and 
degree outcomes. 
Consultation with Students 
Where a student is given a choice as to whether they retake an assessment or be 
awarded credit, the student must be made aware of all of the options available to 
them.  Chairs of Extenuating Circumstances Groups (or nominee) should seek to 
consult with the student and ascertain whether they intend to retake Assessments.  
Students should be made fully aware, as far as possible, of their provisional mark, 
of the effect of their choice, and of the impact their choice may have on other parts 
of their programme. 
 

Where credit is awarded in a module in which Assessment(s) have been 
affected by Extenuating Circumstances 

Where a student is awarded Credit in Module(s) that have been affected by 
Extenuating Circumstances, this information must be recorded and reported to the 
Final Examining Board to allow Discounting, where appropriate, to be undertaken. 
Where no further action shall be taken 
Where a remedy has already been applied (e.g. an Extension has been granted), 
Examining Boards should take no further action, provided that sufficient adjustment 
has been made.  Should the student have further Extenuating Circumstances that 
extend beyond the adjustment made, the student will need to submit a new 
Extenuating Circumstances Form for further consideration. 
Module results and the award of Credit at Final Examining Boards 
In the majority of cases, Final Examining Boards shall take the same action as 
Progression Examining Boards.  The exception to this applies where a student has 
failed a Module, but has otherwise achieved sufficient Credit to be eligible for their 
target award. 
Where this occurs, the Examining Board shall offer the student the opportunity to 
resit that Assessment, but also make the student aware that they are eligible for 
their award and can receive it without retaking the Assessment.  Where a student 
chooses to be recommended for an award, the classification shall, where permitted, 
be determined by removing the affected Module result from the award calculation 
(see ‘Discounting’ below). 
Award classification at the Final Examining Board 
Discounting 
Where a student is eligible for an award, but has passed a Module(s) that has been 
affected by Extenuating Circumstances, the Board may remove affected Credits 
from the calculation that determines the classification of that award (Discounting), 
provided that a sufficient remedy has not been applied previously.  A Board may 
discount failed Credit that has been affected by Extenuating Circumstances, 
provided the student has achieved sufficient Credit to be eligible for that award. 
The Board shall discount Module(s) from this calculation, where it benefits the 
student, up to the following limits: 
Three-year Undergraduate Degree Programmes (with 240 Credits at Levels 5 and 
6) 
up to 40 Credits 
Three-year Undergraduate Degree Programmes (with 300 Credits at Levels 5 and 
6) 
up to 50 Credits 
Four-year Undergraduate Degree Programmes (with 240 taught Credits at Levels 5 
and 6 – and a further 120 Credits from a Year of Experiential / Placement Learning) 
up to 40 Credits 
Four-year Integrated Master’s Degree Programmes (with 360 Credits at Levels 5, 6 
and 7) 

up to 60 Credits 
Five-year Integrated Master’s Degree Programmes (with 360 taught Credits at 
Levels 5, 6 and 7; and a further 120 Credits from a Year of Experiential / Placement 
Learning) 
up to 60 Credits 
One-year Undergraduate Programmes (with 120 Credits e.g. Graduate Diplomas, 
Intercalated awards)  
up to 20 Credits 
Postgraduate Diploma (with 120 Credits at Levels 6 and 7) 
up to 20 Credits 
Postgraduate Certificate (with 60 Credits at Levels 6 and 7) 
up to 10 Credits 
Postgraduate Master's Degree Programmes (with 120 taught Credits at Levels 6 
and 7, and a 60 Credit dissertation) 
up to 20 Credits 
Examining Boards shall not discount Credit from Required Modules.  Discounting 
shall not apply to unclassified awards (e.g. Certificate of Higher Education, Diploma 
of Higher Education). 
Application to Awards and Progress Committee to vary the Discounting 
permitted 

A Head of School (or nominee) may make an application to the Awards and 
Progress Committee to vary the amount of Credit that can be discounted from the 
final award calculation.  In such cases, a written application that outlines the 
reasons for this request should be submitted to the Student Cases Service.  It is 
anticipated that in order to maintain academic standards, these applications should 
be made in exceptional cases only.  When students have a high proportion of 
Modules affected by Extenuating Circumstances, the normal advice to the student 
should be to take an Interruption of Study until the issue has been resolved and 
they can focus on their studies again.  An exceptional case where it may not be 
possible for the student to take a break from study could be experienced in the case 
of terminal illness.  Such a case could then be put forward by the Head of School for 
consideration by the Awards and Progress Committee. 
Regulations (Remedies available to Examining Boards In Non-Modular Taught 
Programmes) 

11.6.9  At Examining Boards: 
i. 
The Board shall, in the case of failed Assessment(s), offer the student 
the opportunity to resit the Assessment(s) as a first attempt (or 
second/third attempt as appropriate where the student has failed 
previously) at the next occasion on which the Assessment(s) is 
scheduled to take place. 
Guidance 
Where possible (i.e. unless professional body regulations state otherwise), the 
processes adopted by non-modular programmes to manage Extenuating 

Circumstances should reflect the Regulations used in modular programmes, as set 
out above.  These should normally include: 

Provision for all students to resit Assessments that are likely to have been 
affected by Extenuating Circumstances that have not been passed; 

Provision for students to resit Assessments where their performance has 
likely been affected by Extenuating Circumstances, and where the 
Extenuating Circumstances are related to a Protected Characteristic as 
defined by the Equality Act 2010; 

Provision for students whose performance was likely to have been affected 
by Extenuating Circumstances to carry marks forward where the student 
has passed that Assessment; and 

Provision for marks affected by Extenuating Circumstances to be taken out 
of the calculations used to classify awards. 
Full details of the rules adopted by non-modular programmes to manage the 
outcomes of students who are likely to have had their performance affected by 
Extenuating Circumstances must be made available to students through 
programme handbooks. 
 

Module results at a Progression Examining Board
Progression Examining Boards operate to make recommendations on the progression of students between 
levels, stages or years of study.  When a Board receives reports from Extenuating Circumstances Groups of a 
student whose performance was affected by Extenuating Circumstances, the Board shall take action as outlined 
below.  Progression Examining Boards shall NOT normally take any other actions, and must NOT discuss the 
nature of any student’s circumstances, or amend marks.  Further advice is available from Student Cases in 
Registry, via tel. extension 76628 or 79429.
Student is permitted to 
Student fails the Module
resit affected assessment 
component(s)
Student passes the Module 
but has failed/been absent 
from Module assessment 
components impacted by 
Extenuating Circumstances
Consult with student
Extenuating Circumstances 
Student passes the Module, 
Group reports that a student’s 
but has had Extenuating 
academic performance has 
Circumstances related to 
likely been affected by 
their Protected 
Extenuating Circumstances
Characteristic
Student passes the Module 
Student is awarded 
and passes all Module 
Credit, mark is carried 
assessment components 
forward to the Final 
impacted by Extenuating 
Examining Board
Circumstances
Student has been granted an 
adjustment (in coursework 
Take no further action
or a practical assessment)

Module results at a Final Examining Board
Final Examining Boards operate to make recommendations on final Awards and, where appropriate, their 
classification.  When a Board receives a reports from an Extenuating Circumstances Group of a student whose 
performance was affected by Extenuating Circumstances, the Board shall take action as outlined below.    Given 
many students wish to complete their studies now and graduate with their cohort, where appropriate, students 
should be consulted to ascertain whether they wish to receive the award they are eligible for, or resit affected 
assessments that are parts of modules they have not received Credit for.  Boards shall NOT normally take any 
other actions than those indicated below, and must NOT discuss the nature of any student’s circumstances, or 
amend marks.  Further advice is available from Student Cases in Registry, via tel. extension 76628 or 79429.
Student fails the Module 
Student is permitted to 
and does not have 
resit affected assessment 
sufficient credit for 
component(s)
award
Student fails the Module 
but has sufficient credit 
for award
Where eligible, student 
can opt to receive the 
credit and award
Student passes the 
Module but has not 
Extenuating Circumstances 
passed a assessment 
Consult with 
Group reports that a 
components affected by 
student
student’s academic 
Extenuating 
performance has likely been 
Circumstances
affected by Extenuating 
Circumstances
Student is permitted to 
resit affected assessment 
Student passes the 
component(s)
Module, but has had 
Extenuating 
Circumstances related to 
their Protected 
Characteristic
Student passes the 
Module and passes all 
Student is awarded 
Module assessment 
Credit, mark is carried 
components affected by 
forward to classification 
Extenuating 
stage
Circumstances
Student has been 
granted an extension (in 
Take no further action
coursework or a practical 
assessment)

Award classification at the Final Examining Board
To determine a student’s award classification, Final Examining Boards may remove affected Credit from the 
calculation that determines the classification of the award (Discounting).  This should only be undertaken where 
it benefits the student’s final mark.  Discounting of Required Modules is not permitted and Discounting of 
permitted modules shall be undertaken only up to the limits prescribed in Regulations.  In rare and exceptional 
cases, Examining Boards may apply to the Awards and Progress Committee for variation in the prescribed limits.  
Boards shall NOT normally take any other actions than those indicated below, and must NOT discuss the nature 
of any student’s circumstances, or amend marks.  Further advice is available from Student Cases in Registry via 
tel. extension 76628 or 79429.
Affected Modules are 
Required Modules
Degree is classified on 
the marks achieved
Discounting the affected 
Modules would NOT 
benefit the student’s final 
mark
Student has achieved 
sufficient Credit for their 
award but has Modules that 
Discounting the affected 
may have been affected by 
Discount the affected 
Modules up to 1/6 of the 
Extenuating Circumstances 
Modules from the 
credit that contributes to 
(which were not remedied 
award calculation (up 
the final award would 
previously).
to the prescribed 
benefit the student’s final 
limits)
mark
Apply to the Awards 
Examining Board does not 
and Progress 
feel that the Discounting 
Committee for 
(up to the prescribed 
variation in 
limit) is sufficient remedy
discounting limit
 
 
 
Further information and advice on the Extenuating Circumstances procedure 
is available from the Student Cases Section in Registry (tel. ext. 76628).