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Extenuating Circumstances procedures

What is the extenuating circumstances process?  

Presenting an extenuating circumstance  

Forms and guidance  

Further help  

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What is the extenuating circumstances process?

Please refer to Guidance for Students on Extenuating Circumstances for more details on how to complete the process.

During your period of study any number of circumstances may affect your ability to perform well in assessments (this includes essays, class tests and final examinations). For exceptional and unforeseeable circumstances beyond your control that occur within the last 24 hours of the assessment submission period or deadline, you normally should use the Extenuating Circumstances process.

Extenuating circumstances are almost always  retrospective . They refer to exceptional and unforeseeable circumstances beyond your control that have adversely affected your performance in assessments. They are submitted to your School by an advertised deadline. Depending upon the nature and severity of these circumstances your School may wish to take them into account when the Board of Examiners meet to decide what your progress decision should be.

To ensure that details of your extenuating circumstances are handled with the utmost sensitivity, privacy and confidentiality, discussions about the validity of requests for extenuating circumstances will take place at Extenuating Circumstances Panels, rather than the full Examination Board. The Examination Board will not discuss details of the extenuating circumstances you present.

Please ensure that you are aware of the cohort legislation that will apply to you.  This means the Legislation that applies to you throughout your Programme of study, this is dependent upon your entry cohort, i.e. the year in which you started your studies.

Extensions 

Extensions to coursework deadlines are  normally prospective . These are for use in situations where exceptional and unforeseeable circumstances beyond your control prevent you from submitting coursework by the last date of the assessment submission period or deadline. 

You can only request an extension if the coursework deadline has not passed.   

Extensions Guidance can be found on the webpage linked below:

Guidance on Coursework Extensions for UG and PGT Students

Presenting an extenuating circumstance

You should use the forms and guidance below to ensure that you correctly submit your request for an extenuating circumstance to be taken into account.

Forms and guidance

Extenuating circumstances 

Code of Practice on Extenuating Circumstances (PDF - 376KB)

Student Guidance on Extenuating Circumstances (PDF - 346KB)

Request for alternative arrangements for centrally co-ordinated examinations

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If you have registered with the Mental Health and Wellbeing Service, you can discuss with your counsellor/wellbeing advisor the issues which have affected your academic work. If appropriate, they may provide written support for your extenuating circumstances. However, they are unable to provide this written evidence unless they have worked with you for a minimum of two sessions following your initial assessment.  

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Late submission policy (extensions for coursework assignments)

The University policy and process on late submission is outlined on the Problems completing your assessment page. 

The Department for Continuing Education handles all extension requests for its students in place of the Proctors.  We adhere to the same policy and process, but please note the following:

• Applications for extensions must be made via Moodle and instructions are available from the  Online Support Site  page. For courses which do not use Moodle, requests are made via email or, in some circumstances, a form - contact your Course Administrator.  
• You should not approach teaching staff to request an extension. Any queries should be sent to your Course Administrator.
• Requests will be acknowledged, and in most cases a decision will be made, within 2 working days. If you submit your request 5 or more days before the deadline, you can expect to receive a decision before the deadline. If you submit your request after this, you may not receive a decision until after the deadline. You should continue to work towards the original deadline until notified otherwise, however, if you decide to submit your assignment before you have received a decision, and you submitted your extension request before the deadline, and the request is approved, you will have one opportunity to re-submit your assignment before the new deadline.
• For students submitting assignments in Moodle, please remember that it is a two-step process, and work uploaded but left in ‘draft’ status is not counted as submitted (your assignment will be deemed to be late if it is still in ‘draft’ after the deadline passes).

Before submitting your extension request:

• You should read the Problems completing your assessment  page in full, including the Student Guidance document available on that page.  
• Check whether your situation is considered valid grounds. Extensions are only approved for acute circumstances, which means illness or other urgent cause that is unforeseeable, unavoidable and/or insurmountable.  The Student Guidance document contains a list of reasons that are not considered valid circumstances, including difficulties experienced in submitting work electronically, such as failure of hardware, failure of internet connection, etc. Additionally, extensions cannot not be used to compensate for a lack of reasonable planning or other foreseeable demands on your time, or as an opportunity to take extra time to improve work. Remember to build in some contingency time to allow for any last-minute problems.
• Check the timeframes. Extensions can be applied for up to 4 weeks before a deadline. Wherever possible you should submit an extension request in good time before a deadline.
• Review the evidence requirements.  To check whether evidence is required and what forms of evidence are acceptable, please review the Student Guidance document on the Problems completing your assessment  page.  Evidence can be emailed to your Course Administrator.
• If you feel that you require lengthy extensions or other adjustments due to a disability, chronic ill health or complex personal circumstances, it is likely that there are other University processes better placed to help you. In the first instance you should discuss your circumstances with your college (if matriculated) or with your Course Administrator (if not matriculated).

Penalties for late coursework

Where an extension is not granted or work is submitted late without a request being made, marks will be deducted as follows:

• Up to 24 hours late, loss of 5% of the mark awarded
• Over 24 hours late and up to 7 days late, loss of 10% of the mark awarded
• Over 7 days late and up to 14 days late, loss of 20% of the mark awarded
• After 14 days, the assignment will not be accepted for marking and you will be recorded as having failed that item of assessment.

For assignments which are assessed as pass/fail only, mark deductions will not be applied. Where such work is submitted late without permission, you will be given an alternative penalty, which may include failing the assignment.

The detailed impact of a penalty will vary according to the requirements for a pass in your course.  Please review your examination conventions for full detail (these can be found in your course handbook).

If you are dissatisfied with the outcome of your extension request, you may appeal to Education Committee within 14 days of receiving the outcome.  Information on how to appeal is available on the Appeals webpage under the heading 'Appeals to Education Committee against decisions made by the Proctors or Registrar (or their delegates)’.

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Frequently Asked Questions

Search the frequently asked questions to find the answers you need, i missed the submission deadline for an assignment. what should i do, late; submission; deadline; assessment; work; assignment; extenuating circumstances; late; work; course; coursework; module 9 dec 2022 • knowledge, information.

To begin with, please contact your Course Director or Module Leader. If you think you have grounds for submitting an Extenuating Circumstances (EC) claim, please read the FAQ  How can I make an Extenuating Circumstances claim?

The Students' Union can also provide advice on completing your EC claim. For more information, see the FAQ What is LSBU’s policy on late submissions?

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• Late submission policy

Extensions of up to 5 days

Extensions of more than 5 days, online exams, late submission policy .

The University has a late submission policy that allows extensions to be granted. The University policy for taught students on late submission of coursework can be found in  section 16.25 onwards of the Code of Assessment , which is part of the University Regulations.

If you hand in your work late, without a good reason for doing so, your mark will be reduced by two secondary bands for each day late. Anything over five days late gets an ‘H’ (i.e. zero marks).  Anything handed in after feedback has been given to the class on that assignment also gets an ‘H’ (zero).

Example: Emma’s essay would have been worth a B3. However it’s two days late and she doesn’t state a good reason why. Therefore her mark is reduced by four secondary bands, giving her a D1.

Part days count as full days –  for example:  Your essay is due on Wednesday at 5 pm.  You hand it in on Friday at lunchtime – a day and a half over time.  This counts as two days late, so would normally be penalised by four secondary bands in total.

If you do have a good reason why you can’t hand work in on time, then try to ask for an extension  before  the deadline if you possibly can. There are a couple of different rules, depending on the severity of the situation and how late you are in submitting the work.

Your course convenor has the power to give an extension of up to five days without any late penalties being applied to your work, provided you have a reasonable basis for needing the extension.

If you were unable to ask for an extension beforehand (because of whatever the circumstances are that are making you late with the work) then it’s still worth bringing your circumstances to the attention of your course convenor as they may still exempt you from the late penalties.

If you need longer than five days then you will need to apply under the ‘Good Cause’ rules. These are also in the Code of Assessment. There is no definitive list of what constitutes ‘Good Cause’, but things like being ill or injured, or other exceptional circumstances such as a death in the family are likely to be included. If you can establish ‘Good Cause’ for your late submission then the late penalties can be waived. See also the  Student Absence Policy  , and this handy flowchart guide to whether an  Absence Report or Good Cause Claim  is needed.  The University has also produced some helpful  Good Cause FAQs .

Remember to leave yourself enough time at the end of the online exam to upload your exam submission. The University can be very strict on accepting any submissions that are received after the exam time has ended. Please refer to the University's  Online Exam and Late Submission Policy .

If you experience any technical or IT issues during an online exam  it is vital that you contact the University's IT Helpdesk to report this.  Even if the IT Helpdesk are unable to assist or resolve the issue for you, if you decide to submit a Good Cause claim for the exam the fact that you have a record of contacting them could be vital evidence to support your claim.

If you disagree with your School’s decision about late penalties, you have the right to appeal. Please see our page on  appeals  for further information about this.

If you have any questions please feel free to contact the  SRC Advice Centre .