Examples of extenuating circumstances
Example 1
Circumstances beyond your control which prevented you from:
- attending an examination
- submitting part or all of your coursework by the due deadline
Example 2
If your performance was adversely affected by extenuating circumstances when you:
- attended an examination
- submitted coursework
Example 3
Anything which is unforeseeable or unpreventable may be considered an extenuating circumstance. For example, a family bereavement
When to apply
-
Examination
Submit on day 1 of illness/absence and no later than 5 days following the exam date.
-
Coursework
Submit on day 1 of illness/absence and no later than 5 days following the submission due date.
-
Late submissions
Information submitted at a later date may be considered by Exam Boards under exceptional circumstances.
Claims are reviewed prior to Exam Board by:
- Course
- School
- Faculty panel
What application method to use
-
Self-Certification
Method
Complete EC1 form.
When to use
Absence of 5 working days or less.
Examples of use
You may follow this process for short illness such as:
- Noro-virus
- gastroenteritis
- acute period pain
- flu
- food poisoning
- diarrhoea
- fractured hand/arm on dominant side
This does not include minor ailments such as:
- colds
- hay fever
- hangover
- sprains or fractures on non-dominant side
Evidence supplied
Complete relevant sections of form including a personal written explanation of your illness /absence.
Where to send the form
Contact Course/Subject Director immediately then send completed form to the relevant contact below.
Form submissions Area or School Location School of Computing EC1-Computing@ulster.ac.uk School of Computing, Engineering and Intelligent Systems sceis@ulster.ac.uk School of Engineering sengabsence@ulster.ac.uk School of Geography and Environmental Sciences GES@ulster.ac.uk All other areas Course director -
Evidence Based Absence
Method
Complete EC1 form.
When to use
Absence of over 5 working days or absence where medical attention is required.
Examples of use
You may follow this process if you are absent due to:
- personal circumstances
- compassionate circumstances
- the need to seek medical attention
Evidence supplied
Complete relevant sections of form including personal written explanation of your circumstances plus a medical certificate and/or any evidence from a counsellor or therapist or Student Wellbeing team where appropriate.
Where to send the form
Contact Course/Subject Director immediately (if possible) then send completed form to the relevant contact below.
Form submissions Area or School Location School of Computing EC1-Computing@ulster.ac.uk School of Computing, Engineering and Intelligent Systems sceis@ulster.ac.uk School of Engineering sengabsence@ulster.ac.uk School of Geography and Environmental Sciences GES@ulster.ac.uk All other areas Course director Complete Notification of absence information on Student Banner.
Number of times you can use EC1
It is normally 3 times across a course in a single academic year.
Disability or Long-term Medical Condition
This process applies to students who:
- have an episodic or fluctuating medication condition
- are known to Student Wellbeing
- have reasonable adjustments in place
Contact your Course Director if you are unable to complete your coursework.
You do not need to self-certify if you are absent for a disability related absence of less than 5 working days.
Extra Support
If you have a medical condition or other disability and have not communicated this to anyone contact the Student Wellbeing team.
The Wellbeing team will help you to get reasonable adjustment recommendations in place to support your study needs.
Next steps
By submitting the EC1 form using self-certification or by providing evidence, you are declaring that the information is true and complete.
Your submission will be considered through the appropriate channels and the outcome communicated to you.
Successful outcome
If the Self-certification or evidence is accepted, you will be given the opportunity to be assessed on a further occasion in the appropriate examination(s) or coursework.
If you submit your EC1 within 5 days following attendance at an examination (or submission of coursework), this indicates that your examination script (or coursework) should be discounted and it will not be marked.
False information provided
Any students found to have submitted fabricated or falsified EC1 information to the University, will be subject to investigation and disciplinary procedures where the standard penalty is expulsion from the University.