You should include on the form details of specific assessments or online exams affected by your extenuating circumstances. Make sure you explain the impact these circumstances had on your performance. It is not the role of the Board of Examiners or Extenuating Circumstances Committees to try to work this out or to seek further information on your behalf. Make your submission clear and concise.
Remember that Extenuating Circumstances Committees and Boards of Examiners are trying to determine whether the circumstances are likely to have significantly affected your academic performance.
Where you are able, it is in your interest to submit independent and reliable supporting evidence as part of your extenuating circumstances application. Supporting evidence should be relevant to the circumstances described in both nature and timeframe. Without supporting evidence, the Extenuating Circumstances Committee/Board of Examiners may not be able to take action on your claim.
- It is your responsibility to obtain evidence to support your claim and to ensure that it is submitted within the deadlines set by the University. All evidence should be submitted along with the relevant Extenuating Circumstances form.
- All evidence provided must align with or support the dates that you have outlined as part of your claim.
- Evidence should be presented appropriately, please see our guidance on the types of documentary evidence required (.pdf).
- For cases of a medical nature, the University has an agreement with the Health Centre on the Colchester Campus that their staff will use the medical evidence proforma. However, please note that other health centres and GPs may operate differently and may charge for supplying evidence.
- The University reserves the right to ask to see original copies of supporting evidence and/or check on the validity of the document(s) you submit.
- All supporting evidence must be provided in English. It is your responsibility to arrange for documents to be translated and to incur any costs associated if they are not written in English. Translation should be undertaken by an accredited translator, e.g. by a member of the Association of Translation Companies.
- The University appreciates that, in some situations, there may be legitimate reasons which make it impossible to provide documentary evidence. If this is the case, you should explain why in your application.
- We ask that you are mindful of uploading pictures which staff reviewing your claim may find distressing. We would also like to emphasise that relevant evidence will normally be in a written format, rather than images.
The policy on Self-Certification for Extenuating Circumstances recognises that in the case of medical extenuating circumstances for minor illnesses or COVID-19, you may not need, or be able to seek, medical attention and therefore will be unable to provide supporting evidence. In such cases, you may self-certify on the following basis:
- you are only able to self-certify on two separate occasions each year (the dates for the two separate occasions should not be sequential)
- you are only able to self-certify for up to five days per claim
- you may self-certify for any form of assessment (coursework or exam)
- self-certification should only cover illness for which medical help would not normally be sought
We ask that you do not upload supporting evidence which includes images that staff reviewing your claim may find distressing. We would normally only need to receive documentary evidence to support a claim. You can always write that further evidence is available if we wish to request it.