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Q. How do I find out more about extenuating circumstances?

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Answered By: Sarah Hargreaves Last Updated: Mar 15, 2023     Views: 149

DISCOVER and the Library Catalogue have been replaced by Library Search . We're busy updating all of our links, but in the meantime, please use Library Search when searching for resources or managing your Library Account.

The Student Administration Team have formulated guidance on how to report extenuating circumstances, how cases are considered, and what action might be taken should your circumstances be accepted.

Please follow their  guidance  for further information.

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Late Submission and Extension Policy and Procedure

Staff, Student and Academic

Introduction

1.1 Students are expected to meet the published deadlines for the submission of assessments.

1.2 The University recognises that, on occasion, students may encounter circumstances which prevent them from meeting assessment deadlines.

1.3 This aim of this policy is to enable students to submit up to 7 calendar days after the published submission date. For students who have a Student Support and Wellbeing approved automatic 7 day extension, the deadlines in this policy are applicable after the automatically extended deadline.

1.4 Coursework submitted later than 7 days after the published submission deadline or extended deadline will be awarded a non-submission grade (0NS).

1.5 Students wishing to submit late or claim an extension should also read the Guidance for Students on Extenuating Circumstances, Fit to Sit, Extensions and Late Submission.

2.1 This policy is applicable to all registered students submitting assessments on a University of Wolverhampton award at undergraduate and postgraduate taught levels. This includes students in UK and international partnerships and distance learners.

2.2 Where this policy is incompatible with courses which adhere to professional body regulations the professional body regulations and procedures will take precedence. Where this applies further information will be published in the Course Guide.

2.3 This policy does not apply to examinations, tests, group work and practicals. For these assessments students should refer to the Fit to Sit and Extenuating Circumstances Policy and Procedures.

University of Wolverhampton Guidance for Students on Extenuating Circumstances, Fit to Sit, Extensions and Late submission, available at  https://www.wlv.ac.uk/about-us/governance/legal-information/regulations-codes-of-conduct-and-bye-laws/

Fit to Sit and Extenuating Circumstances Policy and Procedures. Available at:  https://www.wlv.ac.uk/about-us/corporate-information/wlv-policies/fit-to-sit-and-extenuating-circumstances-policy-and-procedure/

2.4 This policy does not apply where a student requires longer than 7 calendar days after the published assessment date to submit their assessment. In these circumstances students should refer to the Fit to Sit and Extenuating Circumstances Policy and Procedures.

2.5 This policy does not apply to assessments taken during a published resit period.

3.1 Coursework submitted after the published submission deadline but within 7 calendar days of that deadline, without an approved extension, will be marked.

3.2 Grades for late submissions will be subject to the following sanctions:

a) Up to 2 days3 after the published deadline A deduction of 10% of the maximum mark available from the actual mark achieved by the student.

b) More than 2 days and up to 7 days after the published deadline A deduction of 20% of the maximum mark available from the actual mark achieved by the student.

c) More than 7 days after the published deadline A non-submission grade (0NS)

3.3 Where the submitted work has met the learning outcomes for the assessment the mark will not be reduced lower than the minimum pass grade.  

3.4 Where multiple versions of an assessment have been submitted it will be the last valid submission before the published deadline that will be marked. If no work is submitted before the published deadline the first assessment submitted after the deadline will be marked in accordance with section 3 of this policy.  

4.1 The purpose of the extensions procedure is to enable an extension to an assessment deadline where exceptional and unforeseeable circumstances beyond a student’s control will prevent them from submitting an assessment by the published deadline.

4.2 The maximum extension that can be granted is 7 calendar days. If the new submission date falls on a day when the University is closed i.e. Christmas and Easter, this will be extended to the next day the University is open.

4.3 Students should apply for an extension at least 7 calendar days before the original assessment submission date. Claims submitted after this deadline will not normally be accepted unless there is evidence that the reasons for applying for an extension were not known at the time.

4.4 Extension claims submitted after the assessment deadline will not be accepted.

4.5 Extension claims must be made through eVision for each affected assessment.

4.6 Students have a maximum of 7 calendar days to submit electronic copies of the supporting evidence via eVision or to provide these to their Faculty Student Services Office.

4.7 An extension can be granted where there is evidence to demonstrate that exceptional and unforeseeable circumstances have affected the student’s ability to submit the assessment by the published assessment deadline.

4.8 Where no evidence is provided within the deadline the claim will be rejected, unless the student provides evidence of good reason for the delay and keeps the Faculty Student Services Office informed of the situation.

4.9 The standard required both in terms of the extent and seriousness of the circumstances and the supporting evidence is at a slightly lower level, than that required for extenuating circumstances, recognising that the possible outcomes of a successful extenuating circumstances claim are more far-ranging than the granting of an extension request. Further guidance is provided in the Guidance for Students on Extenuating Circumstances, Fit to Sit, Extensions and Late Submission.

4.10 Incomplete claims will be rejected.

5.1 Claims will be reviewed by the Faculty Student Records Coordinator or their nominee.

5.2 Students should not wait for confirmation of the outcome of their claim before submitting their work and should submit the assessment no later than 7 calendar days after the published assessment deadline.

5.3 Where a claim is successful the student and the module leader will be notified by email of the new submission date.

5.4 Where a claim is unsuccessful the student will be notified by email. If their assessment was submitted no later than 7 calendar days after the published assessment deadline, it will be marked as a late submission (see Section 3 above).

University of Wolverhampton Guidance for Students on Extenuating Circumstances, Fit to Sit, Extensions and Late Submission – available at https://www.wlv.ac.uk/about-us/governance/legalinformation/policies-and-regulations/

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Mitigating Circumstances: Extensions and Additional Consideration

We understand that sometimes life does not go according to plan, no matter how hard you try or prepare. If something has gone wrong and impacted your ability to complete assessments, don't worry - there are options available to you. This page outlines the help you can receive and how to request it.

Mitigating circumstances

Mitigating circumstances are unexpected events that could not be planned for or avoided, and can seriously affect your ability to take assessments.

The help the University can offer when these situations occur are called "mitigations". They are designed to reduce the impact on your studies.

There are two routes of mitigation available:

• Extensions to Coursework

Additional Consideration

You can read the full information about mitigating circumstances and the 2023-24 guidance on the University website: University mitigating circumstances page

You can apply for mitigating circumstances via an online form, simply click the button below:

Frequently Asked Questions

As well as the University guidance mentioned above, we have put together a list of the most common questions that our students ask about the process. The FAQ is split into sections that cover Extensions and Additional Consideration .

Please read the FAQ carefully first, but if you need extra help or are unsure about anything, you can contact the LUBS Student Support Team at: [email protected]

If you experience circumstances that will have a short-term impact on your ability to complete coursework assessments (for example a minor illness), you can make an application for an extension to a coursework deadline.

Please note : not all circumstances are grounds for mitigating circumstances. You can find out more on the circumstances normally accepted in section 2.1 of the Mitigating Circumstances Guidance on the university website.

How/when can I apply for an extension to a coursework submission deadline?

To apply for an extension to a coursework deadline, you must apply  before  the coursework submission original deadline via the  online application form .

Email requests for extensions will not be considered.

We are unable to review extension requests submitted after the assessment deadline: all extension requests must be submitted before 12 noon (UK time) of the day of the deadline.

If you have missed the deadline to apply, you have the option to make an application for Additional Consideration to request either:

1. The removal of penalties for late submission (if incurred) or

2. A further attempt at the assessment at the next available opportunity.

You can read the FAQs on Additional Consideration further down this page .

What is the maximum number of days extension I can apply for?

If you are applying for a coursework extension on personal medical grounds, you will be able to self-certify for a period of up to 7 calendar days.

The maximum period we can grant extensions for coursework deadlines is 14 calendar days.

For any application of up to 14 days and/or for non-personal medical grounds, supporting evidence will be required.

You can read about supporting evidence here .

Do I need to provide evidence of my circumstances?

If you are applying for an extension to a coursework deadline on personal medical grounds (which includes men tal health) , you will be able to self-certify for a period of up to 7 calendar days without the need to provide evidence.

All other applications will require supporting evidence . We may need additional evidence to help to clarify a set of circumstances, if this is the case, we would contact you via email.

If your circumstances relate to a Disability and you are registered with Disability Services at the University , your Summary Support Sheet can be used as a type of supporting evidence for an extension request. Please also mention on the application that you are registered with this service when describing your circumstances and the impact on your ability to complete assessment.

Which type of assessment can I get an extension for?

You can apply for an extension to assessed coursework.

It is not possible to request an extension for:

• An examination - If you have mitigating circumstances which affect your ability to undertake an examination, then the option open to you is to apply for 'Additional Consideration'. For further information please see the Additional Consideration FAQs below on this page.
• Non-assessed draft – you will need to contact the module leader directly to discuss an alternative date.
• Live presentations - you will need to contact the module leader directly to discuss an alternative date.

Can I get an extension on assessed group work?

If the group work element is an essay/poster/presentation and does not impact the rest of the module, then an extension request can be reviewed.

You must provide sufficient supporting evidence at the time of application if applying for a group extension, as provisional extensions cannot be granted for group work assignments.

Only one group extension can be granted per assessment.

How will I know if I have been granted an extension?

You will receive an email within 3 working days (this does not include weekends or University closure dates).

The email will advise whether your extension request has been accepted or rejected. If accepted, it will advise you of your new submission deadline.

Please note: the original deadline will remain on Minerva as that is the module area which is not tailored to individual student accounts.

Where do I submit my work if I have been granted an extension?

There will be a Late/Extension submission area which is where you will need to submit.

If you have any issues with uploading an assignment, please contact [email protected] ahead of the deadline and include in the email:

• Student ID number
• Module code
• Deadline of submission
• Attach the completed assignment to the email.

What happens if my request for an extension is rejected or I can’t submit by the assessment deadline?

If the work is not submitted by the deadline, late penalties will be applied for each day the work is late and after fourteen (14) days of non-submission a mark of absent (AB) is returned.

You can find more information on late penalties on the  'Submitting Assignments'  page on the Taught Student Guide.

Additional Consideration is a request to the Business School for your circumstances to be taken into account at the next Special Cases Committee meeting.

It is different from an Extension request because Additional Consideration is usually applied for after the assessment has taken place. Please see the University Mitigating Circumstances Guidance for further information.

Do I have a valid reason to request Additional Consideration?

Like extensions, Additional Consideration is for unexpected circumstances that are out of your control, such as a bereavement or a sudden illness that has impacted your studies or ability to take an assessment.

Please note that not all circumstances are grounds for mitigating circumstances and you can find out more on the circumstances normally accepted in section 2.1 of the Mitigating Circumstances Guidance .

What can I apply for through 'Additional Consideration'?

You can apply for any of the following:

• First Attempts – this is an uncapped further attempt to be taken in the next assessment period.
• Removal of Penalties – to remove any late penalties that have been accrued on an assignment.
• Exemption – this can only be requested on certain elements that are 30% or under, if granted the element would not be considered in the final total of the module.
• Consideration - this is a request that your circumstances be taken into account at the Classification Board at the end of your University career.
• Repeat of Year – if your circumstances have meant that you have missed the majority of your teaching and assessments the School may be able to consider allowing you to repeat the year.

Please note that the School Special Cases Committee will award you what is appropriate and acceptable for both you and the School.

Can I apply for Additional Consideration for an exam?

Yes. If you have either missed an exam, have suffered some disruption in an exam or feel that your circumstances have negatively affected your preparation and performance, you can apply for Additional Consideration.

What evidence do I need to provide?

Evidence must be in documentary form from a professional third party (i.e. doctor/therapist/government body/employer).

The evidence should cover the assessment period in question and should be signed and dated. All evidence must be in readable English, or if not, translated by a certified translation company. We cannot accept evidence in another language, prescriptions for medication, or photographs of physical maladies/injuries.

Please see the Mitigating Circumstances Guidance for further information about evidence.

How do I apply for Additional Consideration?

You can apply online via the  online application form.

If you run into any difficulties, please contact your Parent School for advice.

If I have a further question about Additional Consideration, who should I ask? My Parent School or Teaching School of the module??

Your Additional Consideration application will go to your Parent School. If you have any further questions, please contact your Parent School for any advice and for further information on application deadline dates.

If you are a LUBS student, you should contact [email protected]

When do I need to have applied by?

LUBS Student Support will communicate upcoming Additional Consideration deadlines to students via Minerva. The deadlines to submit Additional Consideration applications during the 2023/24 academic year are as follows:

If you do not apply by the deadline you will need to submit an academic appeal.

If you wish to appeal to the University, we recommend you speak with a member of the LUU’S Help and Support Team for independent support and advice. You can visit their team in the Union building during their opening hours , give them a call on 0113 3801 400 or  send them an email.  

  If you decide to formally appeal, you will need to follow the University’s appeals process and submit your appeal within 20 working days of receiving your final results . You should seek independent advice regarding your case from LUU’s Student Advice Centre.   

  More information about the university’s appeals process can also be found here.  

Who makes a decision on my application?

Your application will be first looked at by a Student Support Officer (SSO). The SSO will check that the information you have submitted in your application is correct for your programme of study and that the reason and evidence you have supplied is valid.

The SSO will then present your request to the School Special Cases Committee.

Each School has a Special Cases Committee that meets a number of times throughout the year to look at mitigation circumstances requests. This Committee is chaired by a representative of the Head of School and is attended by a quorum of academics.

I have applied so when can I expect to hear back?

What happens next.

The LUBS Student Support Team will provide you with an outcome letter via your student email address, explaining the outcome of your application and any action you are required to take. It is important that you read all of the information outlined in this email.

If you have been granted any First Attempts, you will be provided with a link to a form to complete to accept your first Attempt(s). The deadline to complete this form and accept any First Attempt(s) will be communicated within the outcome letter.

What happens if I am not happy with the outcome of my application?

If you have any questions about your outcome, please contact your Student Support team in the first instance at: [email protected]

If you are still unhappy with the School Special Cases Committee outcome after speaking with the Student Support team, you have the option of appealing the decision through the University Appeals Procedure .

If your question is not answered above please contact:  [email protected]

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Your study and assessment

There is a lot of information around  and making sure you understand the key information can sometimes be a little daunting.

On this page, we provide details about what your course or programme of study might look like, and what you can expect around assessment activity. There are also some videos explaining some key information as well. In particular, the videos explaining the Personal Circumstances Policy should help you if you require additional information or support when you are undertaking assessments.

Download The Student Guide to Assessment at LJMU (PDF, 2.12MB)

Video resources

• What are Programmes and Modules and what assessment rules apply to me?
• Personal Circumstances - Assessment and Extensions
• Personal Circumstances - Non- Attempt at Assessment Non Attempt
• Personal Circumstances - Special Mitigation and Revoking a Fit to Sit Declaration
• Some frequently asked questions about sitting an exam
• What is Compensation and how does it work?
• Some key questions about Graduation and my programme

What is my course?

Are there any rules about assessment that i need to be aware.

The Academic Framework Regulations provide a structure and rules that define how your programme of study will be taught and assessed.

What is my course at LJMU and what does it look like?

At LJMU, we refer to a course as a programme of study or programme. This includes everything you study to gain your qualification. For example, an undergraduate (UG) programme may be a BA (Hons) Criminal Justice, but commonly just shortened to Criminal Justice programme. Each programme is made up of several modules, which have different credit sizes and may be delivered in a semester or over the year. Successful completion of the modules releases credit. Each module and their credits are associated with a particular level of study. At LJMU, most UG programmes have three levels, Level 4 is first year, level 5 is second year and level 6 is third year. Most postgraduate (PG) programmes (such as Masters programmes) are level 7.

How will I be assessed on my course?

All modules will have one or more assessments. This could be an exam, coursework, portfolio, practical, etcetera.

What do I need to pass a module?

As an undergraduate student, the pass mark is usually 40%. A postgraduate module pass mark is usually 50%. If there’s more than one assessment on the module, then you usually need to just pass the module overall with the pass mark and don’t need to pass the individual assessments, but you must attempt all assessment items Assessment rules may vary if your programme is accredited by a professional body (PSRB).

What do I do if I think I cannot meet my assessment deadline?

As part of our Personal circumstances Policy there is an option to submit a request for an extension. Extension requests are submitted via MyLJMU . Under the My Services tab there is a section labelled Personal Circumstances and you need to select the Extensions request. Extensions will be considered by your Module Leader and do not usually require evidence. Based on your requested new submission date, the ML will indicate a new deadline that will support you to complete the assessment.

How long can I ask for an extension for?

Your Module Leader can grant an extension up until the deadline by which they need to mark your assessment, complete University moderation processes and submit the marks to complete our admin processes.

Will I lose any marks by requesting an extension?

No, an approved extension will mean the full range of marks are available. You will receive an email to confirm your application for an extension has been approved.

When do I need to submit my extension request?

Your request must be submitted before the assessment deadline. However the earlier you submit the request the more time the module leader has to consider and provide relevant support to you. This will also support you to manage your assessment deadlines effectively.

What happens if I do not submit an extension request before the deadline? Will it still be accepted?

Late Applications will not normally be considered, however if you can demonstrate why you could not submit before the deadline, then this may be considered.

What if I submit my work late without an approved extension request?

Late submissions of coursework are allowed up until 5 working days following your assessment deadline. Any late submission will have the mark capped at the pass mark for the module- this normally 40% for UG modules and 50% for PG modules. However, some modules and programmes (for example those with an associated professional accreditation (PSRB)) may have specific rules relating to assessment marks that mean this is not possible. If you think this applies to you please consult with your Programme Specification documents and your Programme Leader.

Personal Circumstances - Non Attempt at Assessment

What can i do if i cannot complete an assessment by the deadline, even if this is an approved extension deadline.

If you are not able to meet any approved deadline you can apply for A non-attempt at assessment. This is when you cannot complete the assessment and need more time than an extension would allow. In these cases, you need permission to submit at a much later date.

When do I need to submit the request?

The request can be submitted up to five days after the assessment deadline.

What does a non attempt request and a much later deadline actually mean to me?

This is commonly referred to as a ‘Deferral’ - in other words you have deferred or postponed completion of your assessment to a later date. It is important that you understand that a deferral may delay your completion of the programme and you might not graduate with your cohort (although, of course you will be invited to a later graduation ceremony). Application for a Non-Attempt or deferral is via MyLJMU - follow the instructions for ‘Personal Circumstances: Non-attempt’.

Please note Evidence will be required where it is feasible for you to provide it.

What type of evidence may be required?

Appropriate evidence will vary depending on the nature of individual claims, however if you were unable to meet a deadline due to ongoing illness then a Doctor’s note may be appropriate. If you have any concerns, please speak to a member of your programme team or student advice and wellbeing services.

Will I lose any marks by requesting a non attempt (deferral)?

No, an approved extension will mean the full range of marks are available. You will receive an email to confirm your application for a non attempt has been approved.

What happens if I submit a non attempt request but then submit my assessment anyway?

If you choose to submit your assessment after receiving an approved non attempt request then your work will be marked as an attempt and your request becomes invalid. This is what can be referred to as declaring yourself fit to attempt the assessment.

What if I submit my request for a non attempt late?

You have up to five working days after the assessment deadline to submit your non attempt request. Late Applications will not normally be considered, however if you have independent evidence explaining why you could not submit before the deadline, then this may be considered.

Examinations

Can i leave the examination early.

Candidates may leave an examination early but not in the first or the last 30 minutes. Therefore, if you have a one-hour examination you must remain for the full duration. Before you can leave, you must raise your hand to attract the attention of the invigilator, who will collect your script and then you will be allowed to leave.

Do I need to bring my student card to the exam?

Yes. You should have your student card to gain access to all university buildings, including external venues where examinations take place. If you forget your student card, another form of photo ID such as a driving licence or passport may be accepted.

I have extra time in the main venue - where should I sit?

If you have been granted extra time, and are sitting your exam in the main venue, you should make yourself known to an invigilator upon entering the examination room. You will have been allocated a specific seat where disruption will be minimal when the rest of the attendees are leaving.

Can I keep my mobile phone or smart watch on me during the exam?

No. Mobile phones, smart watches or any other electronic devices must be switched off and kept in your bag. If you do not have a bag, you must surrender the item and place it in an envelope provided by the invigilators.

Please note Make sure you write your name , person number and desk number on the envelope and this will be returned to you at the end of the examination.

Will all my exams take place in the same building or rooms where teaching takes place?

Not necessarily. Exams do take place in LJMU buildings but may be in a building which you have not visited before so please check the location of your examinations. Check the Exams Venue section below for further information.

What happens if I am ill or experience a bereavement and cannot attend my exam?

You should complete the Personal Circumstances Special Mitigation Form if something serious and unexpected happens and you cannot undertake your exam. You can view the Personal Circumstances Policy and apply for Personal Circumstances and Special Mitigation using the relevant forms via My Services within My LJMU.

Compensation

What happens if i’ve nearly passed a module.

As part of the Academic Framework Regulations, LJMU has a process called ‘compensation’ which allows a Board of Examiners to give you the credit (but not a pass mark) for a module that you have nearly passed.

What are the criteria that I need to achieve for this to happen?

• A mark of at least 30% at levels 3 to 6, 40% at level 7 or other compensatable grades must have been achieved in failed modules.
• At least 100 credits at the level must have been passed, in which case up to 20 credits of the target credit may be compensated.

Example of compensation

A level 4 student has the following profile (assuming all 20 credit modules) after both their first and referral attempts:

• Module 1: 45% (attempted all components)
• Module 2: 55% (attempted all components)
• Module 3: 61% (attempted all components)
• Module 4: 39% (attempted all components)
• Module 5: 40% (attempted all components)
• Module 6: 65% (attempted all components)

Student has achieved 100 credits with a mean mark of 50.83%.

Compensation would be applied and the student would progress to Level 5.

Will my mark change if I am given compensation?

In cases where compensation is applied, credits will be awarded to eligible modules but the mark or grade for such modules will not be changed and this will be included in award calculations where appropriate.

When will the compensation be given?

• Compensation is only applied after you have been given the opportunity for a referral attempt at the module.
• Compensation can then be applied to any attempt at the module.

UG.C7.8 Failure within a level will be compensated in the light of overall performance at that level according to the following criteria:

• A mark of at least 30% at levels 3-6, 40% at level 7 or other compensatable grades must have been achieved in failed modules. In cases where compensation is applied, credits will be awarded to eligible modules but the mark/grade for such modules will not be changed.

Do I have to accept the compensation?

Compensation credit, once awarded, cannot be revoked.

When is my graduation ceremony?

Ceremonies are held twice throughout the year. Summer ceremonies are the second week in July. Winter ceremonies are subject to change.

The next set of ceremonies are 15 to 17 April 2024 and 8 to 12 July 2024 .

I am unable to attend my graduation ceremony. Can I attend another date?

If you are unable to attend, you will have the opportunity to defer your attendance until the next set of ceremonies. You only have one chance to defer.

I have outstanding assessments – how does this impact my graduation ceremony?

You are unable to attend graduation until your award has been conferred. Awards (for example BSc Business Management) are conferred at Academic Board following consideration at a Board of Examiners following your completion of all of the modules on your programme.

When will I receive my certificate?

Certification is posted to your permanent home address within eight weeks of your course conferral date. Please ensure your address details are up to date. If you need to change your address, please do this via ‘My Services’ or by raising a helpdesk via ‘Help Me’.

Can I attend graduation if I have outstanding tuition fees?

You are unable to attend graduation whilst you have outstanding tuition fees. Your certification will also not be produced until the debt is cleared.

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Extensions & mitigating circumstances

It is important that you know the differences between applying for an extension and for mitigating circumstances.

Find out by using the flowchart linked below:

To submit an Extension request follow the guide below:

Find out how to submit an application for Mitigating Circumstances:

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Applying for an assessment extension

• Information and services
• Manage my program
• Exams and assessment
• Acceptable reasons for an extension
• How to apply

1. Overview

Don't leave assignment writing until the last minute. We encourage you to plan your workload so you can meet assessment deadlines.

If circumstances beyond your control prevent you from submitting an assessment item by the on-time, you can apply for an individual or group extension. Extensions can be requested for assessment items such as:

• assignments
• case studies
• laboratory reports
• take-home exams
• tutorial group assignments, and in some cases
• oral assessment.

You can't request extensions for:

• in-semester examinations
• end-of-semester examinations
• deferred or supplementary examinations.

If you have been ill or unable to attend class for more than 4 weeks in a semester, we advise you to carefully consider whether you are capable of successfully completing your courses. You might need to consider  applying for removal of course .

• Alternative exam arrangements
• Applying for an extension
• Be prepared on exam day
• Deferring an exam
• Exam timetables and venues
• Final grades
• Off-campus exams
• Digital examinations
• Requesting a late penalty exemption for a digital exam
• Paper-based exams
• Supplementary assessment