Important Notice

The University has temporarily changed the rules on Extenuating Circumstances in light of the current situation

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Extenuating Circumstances (Taught Students)

During your time at University, you might experience personal circumstances such as illness or bereavement, which may disrupt your ability to study or affect your performance in an assessment or an examination. These are referred to as 'Extenuating Circumstances' and should be reported to your Academic School as soon as they arise and before the School deadline.

What are Extenuating Circumstances?

Extenuating Circumstances are defined in the University’s Extenuating Circumstances Policy and Procedure as circumstances that are:

  • 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.

If you have any circumstances that are negatively impacting you and your ability to study as normal, we strongly advise you to report them at the time. If you wait and miss the extenuating circumstances deadline, your circumstances may not be accepted. Any information submitted will remain confidential, where possible, and will be considered with due sensitivity.

How to Report Extenuating Circumstances

The rules state that you must report your circumstances to your School using the Extenuating Circumstances form (please see the bottom of the page for the Extenuating Circumstances contact for each School). You must submit a new Extenuating Circumstances form for each assessment period.

  • To request an extension, you must report before the submission deadline.
  • If you are reporting your Circumstances for consideration at the Examining Board, you must report by the Extenuating Circumstances deadline for your Programme.

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 spell out 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 recommends 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.

Self-Certification

The University permits you to self-certify non-submission of coursework or non-attendance at exams.

If you are unable to attend an examination you must telephone your School Office in advance to notify them of your circumstances.

You can only self-certify

  • Before the assessment deadline or start of the exam;
  • For periods not in excess of 7 days;
  • For two occasions in an academic year. There must be at least 14 days between periods of self-certification.

If you attend an examination and become ill during the course of the examination, you cannot self-certify.

Evidence

You must provide independent evidence to support your application if you cannot self-certify. Please speak to Student Advice if you need evidence and are struggling to get it.

The evidence 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. I have attached a letter to give to your GP or Medical Professional that details the type of information the university requires;
  • A death certificate, an 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 evidence is not immediately available you should submit the form by the deadline, specify the type of evidence (e.g. GP report) and state when you will be providing it.

Extension

If you are given an extension, that will be deemed as the remedy. If your circumstances continue or worsen so that you feel the extension was insufficient, you will need to re-report your circumstances with appropriate evidence.

Other Remedies

The Exam Board can disregard the assessment(s) you have failed and allow you another 1st, 2nd or 3rd attempt (depending on what attempt you were on).

If you pass the assessment, the module may be eligible for discounting from your degree classification. There are strict rules on discounting so please speak to Student Advice for further information.

Where your Extenuating Circumstances relate to a protected characteristic, the Exam Board can offer you the opportunity to repeat a passed assessment, with a view to improving your mark.

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 provisions in exams, such as breaks or extra time.

You might feel that you would benefit from contacting the Counselling and Wellbeing service. They offer 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.

You may also wish to take an Interruption of Study. Please contact Student Advice if you would like more information on how to do so.

Extenuating Circumstances Contacts

School of Bioscience

Undergraduate & Postgraduate:

BIOSI-ExCircs@cardiff.ac.uk

School of Healthcare Sciences

Undergraduate & Postgraduate:

HCAREExtCircs@cardiff.ac.uk

School of History, Archaeology and Religion

Undergraduate & Postgraduate:

share-support@cardiff.ac.uk

School of English, Communication and Philosophy

Undergraduate & Postgraduate:

encap-extcircs@cardiff.ac.uk

School of Journalism, Media and Cultural Studies

Undergraduate & Postgraduate:

jomecstudentsupport@cardiff.ac.uk

School of Mathematics

Undergraduate & Postgraduate:

ExtCircs-MATHS@cf.ac.uk

School of Psychology

Undergraduate: psych-extcircs@cardiff.ac.uk

Postgraduate: Contact your programme admin.

School of Business

Undergraduate & Postgraduate:

carbs_studentcases@cardiff.ac.uk

School of Geography & Planning

Undergraduate & Postgraduate:

gandpenquiries@cardiff.ac.uk

School of Optometry & Vision Sciences

Undergraduate: Optomschooloffice@cardiff.ac.uk

Postgraduate: PGOptom@cardiff.ac.uk

School of Modern Languages

Undergraduate & Postgraduate:

mlang-student-cases@cardiff.ac.uk

School of Earth & Ocean Science

Undergraduate & Postgraduate:

StudentC@cardiff.ac.uk

School of Computer Science & Informatics

Undergraduate & Postgraduate:

office@cs.cardiff.ac.uk

comsc-extencircs@cardiff.ac.uk

School of Physics & Astronomy

Undergraduate: BrownD13@cardiff.ac.uk

Postgraduate: Winter@cardiff.ac.uk

School of Engineering

ACE students: ace@cardiff.ac.uk

MMM students: mmm@cardiff.ac.uk

EEE/IEN students: ien-eee@cardiff.ac.uk

MSc students: MScENGIN@cardiff.ac.uk

School of Chemistry  

https://excircs.chemy.cf.ac.uk

(Students can submit all information via this online system)

School of Law & Politics

Law Undergraduate:

LAW-Circumstances@cardiff.ac.uk

Politics Undergraduate:

UGPolitics@cardiff.ac.uk

Law & Politics Postgraduate:

LawPOL-PGT@cardiff.ac.uk

School of Welsh

Undergraduate & Postgraduate:

myfyrwyrcymraeg@cardiff.ac.uk

School of Social Sciences

Undergraduate & Postgraduate:

socsi-studentcases@cardiff.ac.uk

School of Medicine

Undergraduate: medicextcircs@cardiff.ac.uk

School of Dentistry

Undergraduate: dentaloffice@cardiff.ac.uk

Postgraduate: dentalpgoffice@cardiff.ac.uk

School of Music

Undergraduate & Postgraduate:

SmithS19@cardiff.ac.uk

School of Pharmacy 

PHRMY_ExtCircs@cardiff.ac.uk

Wales Deanery

Undergraduate: Jan Davidge, via

davidgej3@cardiff.ac.uk

Postgraduate: Sarah Howell, via

howellsr5@cardiff.ac.uk

Welsh School of Architecture

Undergraduate: Lisa Watkins, via WatkinsLJ3@cardiff.ac.uk

PGT: Carys Meredith, via meredithc5@cardiff.ac.uk

PGR: Katrina Lewis, via lewisk2@cardiff.ac.uk