Policy on Extenuating Circumstances

Swansea University recognises that students’ study and preparation for assessment may on occasion be affected by a range of factors, including extenuating circumstances, and that students may on occasion be unable to complete assessments.

The following policy has twin aims:

• To ensure that students with valid claims of extenuating circumstances are treated fairly and consistently; and
• To protect the standard of the University’s awards.

This policy applies to all students of the University pursuing taught programmes (including those on a collaborative programme with a partner institution) or or the training element of research degrees and allows for the consideration of extenuating circumstances relating to all taught assessments.

Swansea University is committed to promoting equality, diversity and inclusion in all activities, processes and culture. All procedures will comply with the Equality Act 2010.

Staff will also be aware of the University’s Equality, Diversity and Inclusion Policy and current equality legislation through the training they receive. When deciding what action should be taken in respect of extenuating circumstances, staff/committees should ensure they have considered whether equality considerations have any bearing on the case and take this into account when making their recommendations. In respect of decision making Committees the University strives to fulfil its commitments to racial equality and gender balance, as laid out in the Strategic Equality Plan.

1.   

Swansea University is committed to promoting equality, diversity and inclusion in all activities, processes and culture. All procedures will comply with the Equality Act 2010.

Swansea University staff will also be aware of the University’s Equality, Diversity and Inclusion Policy and current equality legislation through the training they receive. When deciding what action should be taken in respect of extenuating circumstances, staff/committees should ensure they have considered whether equality considerations have any bearing on the case and take this into account when making their recommendations. In respect of decision-making Committees Swansea University strives to fulfil its commitments to racial equality and gender balance, as laid out in the Strategic Equality Plan.

The University’s Policy on Extenuating Circumstances Affecting Assessment is based on the following principles:

i) The object of any assessment is to measure achievement, not potential (i.e. what a student has done, not what they might have the potential to do).

ii) Each student has individual responsibility for submitting coursework on time, and to be in attendance for scheduled assessments (to include written examinations, online examinations/assessment, demonstrations, presentations and practical or lab-based examinations) at the appropriate time and place, and for informing the academic Faculty/School/Collaborative Partner Institution of any extenuating circumstances by submitting information and documentation on such circumstances.

It is the student’s responsibility to declare any circumstances in a timely manner (normally before the coursework deadline/examination) to allow the University an opportunity to respond appropriately to those circumstances. Usually, an extenuating circumstances application will be submitted no earlier than 10 working days ahead of the published assessment submission date. A student who is concerned that they will not be able to sit an assessment and/or submit work by the deadline should contact their Faculty/School/Collaborative Partner Institution for advice.

iii) The Faculties/Schools/Collaborative Partner Institution will give serious consideration to ways to assist students to overcome circumstances which might adversely affect assessments.

iv) The University will respond in a fair and equitable way to any extenuating circumstance which cannot adequately be resolved prior to the assessment in question.

vi) Extenuating circumstances will not be considered as grounds for adjusting marks awarded for assessments already completed.

vii) The University will not limit the number of times a student can apply for extenuating circumstances for a particular exam or assessment. Each request will be considered on its individual facts and a request will not normally be rejected simply because the student has had the maximum number of attempts allowed under its regulations for an exam or assessment or has reached the normal maximum registration period for their course. However, where multiple applications are made within the same academic year Faculties/Schools/Collaborative Partner Institution may, with reference to the particular circumstances affecting the student and the number of assessments affected, explore with the student the possibility of suspension of studies. Suspension of Studies - Taught Programmes - Swansea University

Exceptionally there may be cases where student’s circumstances are compelling but the request is not approved because the student has no realistic prospect of completing their programme or achieving an exit award (if applicable for that programme). For example, a student may have already had several attempts at an assessments but not passed any credits or made any progress academically, with all reasonable support options in place or a student may have reached the normal maximum registration period for their course, or they may, in the Swansea University’s/Collaborative Partner's academic judgment, have no reasonable prospect of completing their course within that timeframe (or be likely to complete if allowed more time) given their progress to date.

viii) All extenuating circumstances applications will be considered confidential and information will only be shared with a those members of staff required to make a decision. Where a student deems their circumstances to be of a highly sensitive nature this should be indicated on the application form and such evidence will only be considered by the decision maker.

ix) Exceptionally, an application may be considered without supporting evidence if a student can provide an appropriate explanation on why such evidence cannot be supplied. Such applications will be considered sympathetically.

x) Extenuating Circumstances shall be considered by a School Extenuating Circumstances Committee/appropriate Committee and/or by appropriately trained and experienced staff members of academic and professional services staff.

Extenuating Circumstances are defined as serious and acute problems or events which are beyond a student’s control or ability to foresee which may have affected a student’s performance and/or may have impeded a student’s ability to attend, complete, or submit an assessment on time. The only pertinent extenuating circumstances are those that cast doubt on the validity of a student’s submission as an accurate measure of their ability. Disability/long-term health conditions (including those associated with well-being/mental health) should be supported by the Wellbeing and Disability Service, in consultation with the Faculty/School/Collaborative Partner Institution and student (see Guidelines for Faculties/Schools for dealing with students with extenuating circumstances and/or specific requirements).

3.1.1

The following is a non-exhaustive list of circumstances unlikely to be accepted as valid extenuating circumstances:

• Minor illness or ailment (which in a work situation would be unlikely to lead to absence from work) affecting the student’s preparatory work for an assessment. Examples could include colds, headaches, minor accidents, or injuries.
• An alleged medical condition without either 1) reasonable evidence (medical or otherwise) to support it or 2) a satisfactory explanation as to why the student has not been able to provide supporting independent evidence at the time of submitting the application.
• Financial problems, including the effect of paid employment.
• Poor time-management.
• Social obligations and similar avoidable commitments such as: holidays, weddings, parties, routine medical appointments.
• Avoidable study-related factors such as computer failure, printer malfunction, deadline congestion, lost notes. For example, accidentally submitting the wrong file to an online assessment, as it is the student’s responsibility to ensure that the correct version is submitted.
• House moves or other events that were planned or could reasonably have been expected.
• Misreading the exam timetable.
• Visa issues are not normally accepted under any circumstances.
• Minor life events unless the circumstances have had a disproportionate impact on the student.

3.1.2

The following is a non-exhaustive list of circumstances which would commonly be regard as extenuating circumstances which might affect performance:

• Serious illness, accident or well-being issue that is incapacitating or an unexpected deterioration in a long-term condition. Medical certification is normally expected to be provided and should clearly apply to the period immediately prior to an assessment date.
• Minor illness or ailment affecting the student on the day of, or immediately preceding a scheduled/time limited assessment/examination. Examples could include minor accidents or injuries. Medical certification is normally expected to be provided and should clearly apply to the assessment date or a short period immediately prior to an assessment date.
• Where a student is unable to attend/take an assessment due to COVID-19. Medical certification or proof of a positive test result is normally expected to be provided and should clearly apply to the assessment date or a short period immediately prior to an assessment date.
• Religious fasting which significantly affects health and prevents a student from undertaking an examination/assessment.
• Diagnosed/assessed anxiety and stress relating to examinations/assessments supported either by medical certification or an adjustment pro forma. Evidence should clearly apply to the assessment date or a short period immediately prior to an assessment date.
• Long-term ill-health, specific requirements, disabilities which have been disclosed and assessed by the University/Collaborative Partner Institution. The adjustment pro forma shall be taken as supporting evidence.
• Symptoms of an infectious disease that could be harmful if passed on to others. Medical certification is normally expected to be provided and should clearly apply to the assessment date or a short period immediately prior to an assessment date.
• Death or serious illness of a close relative or friend. Supporting independent evidence must normally be provided.
• Significant adverse personal/family circumstances – such as divorce, burglary, fire, major court proceedings, witnessing or experiencing a traumatic incident, financial difficulties beyond the control of the student. Supporting independent evidence must normally be provided.
• Other significant exceptional factors which have had a significant impact on the student. Supporting independent evidence must normally be provided.
• Part time block-release or distance-learning students only – unforeseen significant changes in pattern of employment. Supporting independent evidence should normally be provided.
• An emergency or crisis that prevents the student from attending or accessing an exam or time-limited assessment. Supporting independent evidence should normally be provided.
• Sexual assault/sexual violence. Supporting independent evidence should normally be provided.
• Hate crime. Supporting independent evidence should normally be provided.
• Accommodation crisis such as eviction or home becoming uninhabitable. Supporting independent evidence should normally be provided.
• Suspension imposed by the University.
• Exceptional circumstances relating to group work, which has not already been considered by the School (e.g. where the whole group has been affected by circumstances beyond its control, or if an individual member of the group experiences difficulties and so is unable to contribute effectively.) Supporting independent evidence should normally be provided.
• Pregnancy related conditions and childbirth (including a partner in labour). Supporting independent evidence should normally be provided.
• Normally only failure of IT Equipment provided by Swansea University/Collaborative Partner Institution where there is a verifiable failure (supported by compelling evidence) which affects a system or systems, and which limits the students’ opportunity to submit including, but not limited to:
  • Failure of remote invigilation software
  • Unplanned localised Wi-Fi outage
  • Unplanned downtime of the Digital Learning Platform (or elements of)

Evidence (with dates and times clearly visible) may take the form of screenshots of service interruptions, errors, network provider page or communications outlining the disruption, including social media posts and emails from providers or monitoring systems. Students must still, however, ensure they keep a back-up of their work and be prepared to submit by the deadline published, allowing contingency time for any last-minute technical problems, and ensuring they notify the relevant member(s) of staff about the issue as soon as possible.

• Caring responsibilities and domestic difficulties which impact a student’s ability to prepare for or undertake assessments. The carer’s passport shall be taken as evidence, alternatively independent supporting evidence should be provided.

3.2

Independent documentation to substantiate any extenuating circumstances claims should normally be provided. Where original evidence is submitted in a language other than English or Welsh certified English translations must be provided by the student. Such evidence provided must be dated to within a month of the affected assessment/exam, must indicate how the circumstances affected a student’s performance and/or may have impeded a student’s ability to attend, complete, or submit an assessment on time. The absence of such documentation will result in the application being rejected unless the student can provide a satisfactory explanation in their application as to why they have been unable to provide such evidence.

3.2.1

The following is a non-exhaustive list of examples of appropriate evidence:

• Doctor*/Health Professional’s letter/certificate which confirms the illness, indicates the likely impact of the illness, and clearly identifies that the time period of illness occurred within a month of the assessment. (*Doctor should be registered with the appropriate national regulatory body (e.g GMC) or have equivalent standing. Where the doctor is not appropriatly registered or does not have equivalent standing, further evidence may be requested, as appropriate).
• In the case of a student taken ill during an in-person University invigilated examination, a copy of the invigilator’s report. (This should be accompanied by medical evidence wherever possible). A student who is taken ill during an on-site examination must inform the invigilator either during or immediately after the examination and before leaving the examination venue. A record of this will be made by the invigilator which the student can subsequently access from the Examinations Office/Collaborative Partner Institution. In such a case, the invigilator’s report may be used to support a claim for a deferral, though students should also obtain medical evidence if possible.
• Hospital admission and discharge letter, to confirm time spent in hospital. The letter must include the student’s name and the Committtee will need to be satisfied that the letter pertains to the student.
• A letter from a service supporting the student, e.g. Wellbeing and Disability Service, Sexual Violence Liaison Officer (SVLO), Sexual Assault Referral Centre (SARC), Counsellor, Swansea University Advice Centre (SUAC) equivalent student support service in the Collaborative Partner Institution or other agency a student may be supported by etc. (provided at the discretion of the support service).
• In the case of diagnosed/identified examination anxiety/stress medical certification or an adjustment pro forma.
• In the case of students unable to attend/take an assessment due to COVID-19 Medial certification or proof of a positive test result is normally expected to be provided and should clearly apply to the assessment date or a short period immediately prior to an assessment date.
• In the case of students with fluctuating health conditions/disabilities that have been approved by Wellbeing and Disability Services/equivalent student support service in the Collaborative Partner Institution, the adjustment pro forma shall be taken as evidence.
• Either a death certificate, Order or Service, Funeral Director's Letter, obituary or news report. Where these are not available a letter of support from a family member, friend or personal tutor. In the case of serious illness and/or death of a close relation (defined as a parent/primary carer of the candidate, sibling, partner/spouse, child/dependent of the candidate) evidence of the death/serious illness will suffice and it shall be presumed that the illness/death had an impact on the student.
• Police report, a crime reference/police incident number on its own will not be sufficient.
• News report to confirm unforeseen transport difficulties.
• In the case of short-term caring responsibilities and domestic difficulties which impact a student’s ability to prepare for or undertake assessments, a statement from a family member/friend.
• In the case of a long-term caring responsibilities, a carer’s Passport or independent supporting evidence.

In cases where it is not possible/appropriate for a student to get independent evidence of their circumstance a statement made by the student shortly after the event may be submitted; however, a student must explain why it is not possible to get any independent evidence. The University may contact an evidence provider (e.g. GP) to verify a student’s evidence. In such cases, the University will normally obtain permission from the student to contact the evidence provider.

3.2.2

An evidence provider (e.g. doctor (GP)) may be contacted by the University/Collaborative Partner Institution to verify a student’s evidence. In such cases, permission will normally be obtained from the student to contact the evidence provider.

• Self-certification of circumstances.
• Evidence which is not supplied by an independent party.
• Retrospective evidence for medical condition where the student did not consult with a doctor (GP) at the time of their illness.
• A letter from a parent, partner, family member or fellow student verifying circumstances where there is no other independent supporting evidence.
• Evidence in a language other than English/Welsh which is not accompanied by a certified translation.
• Crime reference/police incident number without a supplementary Police report.
• Screenshots from mobile devices showing restricted information.
• Illegible evidence i.e. faded wording, cropped, missing information, undated, poorly scanned evidence.

It will be presumed that a student who undertakes an assessment is fit to do so. The marks awarded will be an accurate reflection of performance and will not be altered subsequently based on extenuating circumstances. A student who is unable to undertake an assessment because of extenuating circumstances may (subject to the provision of appropriate evidence) be given a further opportunity to undertake the assessment potentially as an uncapped opportunity.

A student who attends and/or completes an assessment and does not submit an application for extenuating circumstances within 5 working days of the original assessment shall be deemed to confirm:

• That there are no reasons why they should not undertake the assessment at that time;
• That they will not subsequently submit a request for a concession in respect of extenuating circumstances; and
• That any requests for ‘reasonable adjustments’ in light of a disability, health condition, wellbeing or mental health issue or other specific requirements have already been submitted to the University/Collaborative Partner Institution.

A student who has submitted an extenuating circumstances application may be awarded (by the School/Collaborative Partner Institution) additional time beyond the agreed extended assessment deadline to submit evidence (a maximum of 10 working days after the original submission deadline can be granted to submit supporting evidence) to support the extenuating circumstances application. A student who undertakes assessment knowing that they have been affected by extenuating circumstances will not normally be able successfully to submit a claim at a later date.

In the case of disruptions to or problems with an examination/assessment affecting a group of students, the School Extenuating Circumstances Committee or appropriate Committee may recommend appropriate action.

The consideration of extenuating circumstances applications relating to taught assessment (in-person/remote examinations and/or coursework) will be undertaken by the School responsible for delivering the module to which the affected assessment contributes. In taking decisions, Schools will be guided by principles 2, 3 and 4 contained in this policy.

In the case of collaborative programme consideration of extenuating circumstances applications will be undertaken by the partner institution. The School/Collaborative Partner Institution will be guided by principles 2, 3 and 4 contained in this policy. 

Students are required to complete the appropriate extenuating circumstances form provided and to submit the completed form, along with the appropriate supporting independent evidence.

5.1 Determining Applications

The School or Faculty Extenuating Circumstances Committee or appropriate Committee designated nominee will determine one of the following:

• A valid claim has been made and agree upon one of the following options:
  • Award an extension of 5 working days to the submission deadline (applicable to coursework).
  • Offer a further attempt (uncapped or capped, as appropriate) at the next appropriate assessment point (applicable to coursework and examinations)
  • Conclude that there are no or insufficient grounds for the student’s claim.

Where none of the above courses of action is appropriate due to the nature of the assessment, the School/Faculty Extenuating Circumstances Committee or appropriate Committee may exceptionally recommend that Progression and Awards Board (PAB):

• Allow a small element of coursework or in-year assessment to be disregarded, with the final mark(s) being recalculated from the remaining elements of coursework or in-year assessment; or
• Accommodate those situations where one component of the module is missing by allowing for the final mark(s) to be recalculated from the remaining module component(s); or
• Consider an alternative action be undertaken
• Conclude that there are no or insufficient grounds for the student’s claim.

Extenuating circumstances affecting the submission of the directed independent learning, for taught master’s students, are dealt with through separate procedures General Postgraduate Regulations - Swansea University. 

5.2 In-person/Remote Assessment

A student with a temporary impairment which might make participating in an in-person examination difficult should contact the Module Co-ordinator/Assessment Team or the appropriate Examinations Officer and the University’s Examinations Office in Education Services as it may be appropriate for special arrangements to be put in place to enable the student to participate in the examination. This may include allowing the student to take the assessment in a smaller room, use of an amanuensis (scribe), use of a computer, or other appropriate adjustments.

In the case of collaborative programmes, the student should contact the partner institution’s equivalent office.

In cases where such special arrangements are inappropriate, the extenuating circumstances policy should be used instead.

If the extenuating circumstances are accepted as valid in relation to the in-person/remote examination, a further opportunity at the examination will be offered at the next appropriate assessment point (Semester One Assessment Period, the main Semester Two assessment period or Supplementary Assessment Period for taught programmes). If the affected examination was a ‘first attempt’, the further opportunity granted will be considered an ‘uncapped deferral’. If the affected examination was a re-sit, the deferred opportunity will be regarded as a re-sit and the mark awarded will be capped (if capping applies). If the student attempted the examination in question prior to being granted a deferral, no mark will be awarded for the original attempt.

5.3 Timescale for decisions

Students will be notified of the outcome of an extenuating circumstances application in a timely manner and normally within 10 working days of the request being made.

5.4 Notification of outcome

Students will be notified of the outcome of their application in writing. The outcome notification should also include detailed reasons for the decision and advice regarding who the student should contact should they experience further difficulties in relation to the assessment.

5.5 Declined Applications

If an extenuating circumstances application in relation to an examination or coursework (in accordance with the procedures outlined in 5.1 and 5.2) is declined, the following action will be taken:

• If the assessment was not attempted, a mark of 0% (unauthorised absence) will be recorded for the assessment and the overall outcome for the student will be determined in accordance with the assessment regulations for the programme of study; or
• If the assessment has been attempted, the submitted work will be marked, a mark recorded and the overall outcome for the student will be determined in accordance with the assessment regulations for the programme of study.

5.6 Extenuating circumstances affecting the Supplementary Assessment Period

Normally there will be no further opportunity to undertake assessments between the Supplementary Assessment period and the beginning of the next academic year. Extenuating circumstances should be considered in accordance with 5.1 above.

Where an application is determined as valid, and a further attempt at the next appropriate assessment point is supported a recommendation should be submitted to the University Progression or Awards Board for consideration in light of the student’s overall performance. For example, a student may be given a further opportunity to repeat the failed module(s) uncapped the following session in light of extenuating circumstances.

However, students will not be able to progress to the next level/part of study/qualify for an award because of submitted extenuating circumstances if they have not satisfied the minimum progression or award criteria. In all cases, the normal progression or award regulations will apply.

5.7 The College, Swansea University – Deferral decisions

Decision on deferral for Students of The College, Swansea University will be made by the Special Circumstances Committee of The College, Swansea University.

A decision taken by School Extenuating Circumstances Committees (or other appropriate Committee) or the Student Cases Board (or Board nominee) in relation to extenuating circumstances shall be forwarded to the appropriate Progression and Awards Board as a recommendation. The Progression and Awards Board shall consider any recommendation with reference to a student’s overall academic profile and the assessment regulations. Normally the application of the assessment regulations shall take precedence.  

Any student knowingly submitting false or forged evidence to substantiate an extenuating circumstance claim of any sort will render themselves liable to disciplinary proceedings under the Swansea University’s Academic Misconduct Procedures.

Appeals against decisions taken by School Extenuating Circumstances Committees (or other appropriate Committee) or the Student Cases Board (or Board nominees) in relation to extenuating circumstances shall not normally be considered.

In cases where a student feels that there have been irregularities in the conduct of the procedures, the student should contact the relevant Faculty/School/Collaborative Partner Institution in the first instance. In the case of collaborative programmes, the student should contact the partner institution’s equivalent office.

In cases where a student obtains new evidence relating to an application already submitted, the student may resubmit new evidence to the Faculty/School/Collaborative Partner Institution for reconsideration provided it is within the deadlines specified.

Only in cases where the medical evidence submitted supports the notion that the student was incapable of determining whether or not they were fit to undertake or prepare an assessment and of notifying the School will the University accept claims for extenuating circumstances submitted beyond the deadline. Such claims should be managed by the Academic Appeals procedure. The School will be asked to provide comment on such cases.

Faculties/Schools shall keep accurate and proportionate records of extenuating circumstances requests and outcomes.

In the case of collaborative programmes, accurate and proportionate records of extenuating circumstances requests and outcomes should be maintained by the Partner Institution.

It shall be the responsibility of the Student Cases Board to monitor the data and make recommendations as appropriate.

It shall also be the responsibility of the Regulations, Quality & Standards Board to review the Policy for its effectiveness and make recommendations for changes, where appropriate, to be considered by Senate.

All information supplied by a student in support of an application for Extenuating Circumstances will be treated as confidential. By submitting an extenuating circumstance form, a student agrees to Swnasea University/the Collaborative Partner Institution holding their personal data for the purposes of processing an extenuating circumstance claim. This data will be held in accordance with its notification under the General Data Protection Regulation and other Data Protection Laws and the University’s Records Retention Policy.