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Extenuating Circumstances

During the course of your degree programme you might be faced with personal, medical or family problems that are outside your control and are negatively affecting your academic performance. Such problems are known as 'extenuating circumstances'.

If you believe that what is happening to you is affecting your ability to study, prepare or participate, then it is your responsibility to let your School know what is happening to you.

In the first instance you should talk to your Personal Tutor or Senior Tutor of your School. You can also contact your Student Support Coordinator (http://www.reading.ac.uk/student/SupportArrangements.aspx) or speak to the Advisory Service at RUSU (advice@rusu.co.uk) to discuss your situation. Students on Greenlands-based programmes can contact the Greenlands Examinations and Assessments Manager (trudy.shore@henley.ac.uk).

Submitting an Extenuating Circumstances form with supporting evidence will enable your School to decide what action can be taken if your circumstances have affected your performance or your ability to complete your assessment*.

*Assessment is work such as written assignments, project work, practicals, laboratory tests, course tests, field work, group work, presentations, tutorials, workshops and dissertations. Please see below further information about End of Part/Year Examinations. Students should also be aware that approval of extensions beyond a student's University registration can only be given at a Faculty-level.

Extensions for Coursework

Students seeking an extension for written assignments/coursework should, as far as possible, submit the form before the deadline for coursework submission. If this is not possible, it is matter of priority that you submit the form as quickly as you can after the deadline. Without the form or evidence it is very difficult for the School to make any decision on your behalf.

What are considered to be Extenuating Circumstances?

Claims will be considered where your performance or ability to work has been impaired circumstances that are beyond your control; such as accidents, severe illness, death or severe illness of close relative or partner, mental health problems, a physical attack, or other events of comparable effect).

Not Extenuating Circumstances

The following would not normally be considered as valid extenuating circumstances:

  • Computer or printer failure
  • Bunching of deadlines
  • Job interview
  • Falling behind due to paid employment
  • Minor illness such as coughs and colds
  • Illness after a deadline has passed
  • Attendance at weddings and other 'rites of passage' ceremonies
  • Religious festivals (unless they cover a significant portion of the assessment period or fall on the day of an examination, in which case the student is expected to give reasonable advance warning)
  • General feeling of anxiousness/depressions unless backed up by medical evidence
  • Holidays
  • House moves
  • Ignorance of rules and regulations

End of Part/Year Examinations

During the examination period, the University has set deadlines by which students must submit their Extenuating Circumstances Forms to their Student Support Centre. Without supporting evidence, any decision regarding your case will be delayed.

Forms submitted after the specified deadlines will only be considered if insurmountable circumstances prevented you from submitting the form on time (for example, hospitalization, incarceration, or equivalent incapacity). You will have to provide a statement explaining in full the reasons for late submission, and provide supporting evidence where appropriate.

Deadlines for 2017/8

Undergraduate deadlines for submission:

  • Results to be considered in the Summer Term (excluding Institute of Education):
Part 3, Part 4, Finals Friday 25 May 2018, 14:00
Part 2 Friday 8 June 2018, 14:00
Part 1, IFP (October cohort) and Foundation Year in Science (excluding Taylors University July intake) Wednesday 13 June 2018, 14:00
  • Institute of Education only:
Finals (Institute of Education, excluding BA in Children's Development and Learning) Friday 25 May 2018, 14:00
BA Children's Development and Learning (Finals) Tuesday 26 June 2018, 14:00
Part 1 and 2 (Institute of Education) Tuesday 26 June 2018, 14:00
Foundation Degrees (Institute of Education only) Wednesday 4 July 2018, 14:00
  • Programmes with examinations in July:
International Foundation Programme (January cohort) Monday 30 July 2018, 11:00
  • Results to be considered following August resit examinations:
All Parts Tuesday 28 August 2018, 2pm
  • Postgraduate deadlines for submission (Whiteknights programmes)
January examinations
(ICMA and Whiteknights MBA only)
Friday 26 January 2018, 14:00
Programmes less than 12 months in duration Friday 1 June 2018, 14:00
April/May examinations Friday 1 June 2018, 14:00
PGCEs Tuesday 26 June 2018, 14:00
August/September examinations Tuesday 28 August 2018, 14:00
  • Deadlines for submission for 

    Flexible Executive and Executive MBA, MSc in Coaching and Behavioural Change, MSc in Strategic Marketing Leadership and all related programmes.

For September exams and modules that are to be agreed at the Programme Examiners Meeting in October 2016 Friday 20 October 2017
For December exams and modules that are to be agreed at the Programme Examiners Meeting in January 2017 Friday 19 January 2018
For March exams and modules that are to be agreed at the Programme Examiners Meeting in April 2017 Friday 20 April 2018
For June exams and modules that are to be agreed at the Programme Examiners Meeting in July 2017 Friday 20 July 2018

Completing the form

  • Download the Extenuating Circumstances Form (Docx-1378KB)
  • Please make sure that you read and fill in the form carefully, in particularly Step 4.
  • Steps 1 to 7 are mandatory.
  • Step 8 must be completed if you require Counselling and Wellbeing to disclose information.
  • Without your signature at Step 3, no action can be taken.
  • Write clearly and precisely.

Evidence

It is in your interest to submit your supporting evidence with your Extenuating Circumstances Form. Without supporting evidence it will be very difficult for an informed and quick decision to be made.

All supporting evidence must be in English (or a professional English translation provided).

Examples of Acceptable Supporting Evidence

  • Professional medical/health practitioner's letter/report
  • Statements from Counselling and Wellbeing, including the Disability Advisory Service, (such statements will only be made available to those students who have received support from these services on an on-going basis)
  • Death Certificate/Order of Funeral Service
  • Police crime number/report
  • Solicitor's/court letter/statement
  • Social Services' letter/statement
  • University Exam invigilator's report card
  • Employer's letter/contract
  • Official Sports body letter
  • Other professional's statements/letters eg RUSU Adviser

Medical Evidence

When visiting your doctor or health practitioner, you may need to ask them to provide a letter or report to help the School understand how your medical situation is affecting your ability to study.

Medical practices are busy services. It may therefore not be possible for the practitioner to write a letter/report at the time of the appointment. Students should be aware that practices will charge.

It remains your responsibility to deliver this documentation with the ECF to your Student Support Centre.

University Medical Practice

If you have consulted the University Medical Practice, please see their website of information on how to obtain evidence.

How to Submit

Once the form is completed, please promptly submit the form and your supporting evidence (as soon as it is available) to your Student Support Centre.

For Greenlands-based programmes, please submit documentation to Trudy Shore, Examinations and Assessments Manager, Henley Business School, Greenlands, Henley-on-Thames, Oxfordshire, RG9 3AU, United Kingdom.

Make sure you include the page entitled 'Extenuating Circumstances Form (School only)'. Enclose all documentation in a sealed envelope clearly marked with your name and degree and the words 'Extenuating Circumstances Form - Confidential'.

Each School or department has a 'first point of contact' that you may speak to or email regarding the submission of the form. It is important that you contact this person so that they know when to expect the form, especially if it is near a deadline, and so you can hand deliver it when the person is available. Posting the form via external or internal post is at your risk.

Final decision regarding your case is at the discretion of the University.

Confidentiality

The information which you provide on this form will be kept in strict confidence and will be restricted to those who are involved in deciding the action to be taken in the light of your circumstances. The decision on your request will be passed to those who need to know, but the detailed circumstances will remain confidential.

If you are uncomfortable with disclosing confidential information about your circumstances, please do discuss the matter with a member of staff (ideally your Personal Tutor) or a RUSU adviser.

Suspension

Students may be able to suspend from their studies for a period of time. There will be financial and possible accommodation implications. Access to University services may also be affected.

Please refer to the following web page for further information about suspensions, and a form to request a suspension:

http://student.reading.ac.uk/essentials/_the-important-stuff/rules-and-regulations/suspensions.aspx

 

Appeal of an Extenuating Circumstances Outcome

You have the right to appeal against a School-level or University Standing Committee on Special Cases decision in respect of an extenuating circumstances request. If you wish to pursue this option, please do the following:

1) Download and complete the EC Appeal Form - Word Version or, if you prefer, here is a PDF version of the form that you can print off to complete by hand and return: EC Appeals Form (PDF Version).

2) Get any official documents or paperwork that you need to support your appeal.

3) Send the form and the documents the Student Appeals and Academic Misconduct Officer (ecfappeals@reading.ac.uk) before the deadline. You were notified of your deadline for appeal in the email which confirmed the outcome of your extenuating circumstances request.

 

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