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Extenuating Circumstances
If personal difficulties mean you can't attend, complete or submit an assessment, you may be able to get an extension to your deadline.
Jump to info on:
- What are extenuating circumstances ― what you can apply for
- What does and doesn't count as an extenuating circumstance? ― when you need to consider other options
- How to apply ― the application process, including deadlines
- Frequently asked questions ― everything you need to know about how the process works
- Get help applying ― who you can talk to about your application
- Support with University life ― where to get help with your wellbeing, finances or housing
What are extenuating circumstances?
Extenuating circumstances (ECs) are short-term circumstances that impact your ability to complete your assessment by the submission deadline (including 48-hour extensions).
You may need to supply evidence for the issue affecting you, such as a medical certificate or confirmation from a professional who is supporting you.
What does and doesn’t as an extenuating circumstance?
Extenuating circumstances can be used when you would otherwise be able to complete an assessment but would like an extension to account for issues that couldn't have been anticipated.
The following are recognised as Extenuating Circumstances:
Serious illness or injury (less than seven days)
What’s Covered:
- Physical or mental health issue that significantly impair academic performance and focus
- Must be sudden or acute, not long-term unless newly diagnosed or deteriorated
- Unplanned or planned hospitalisation
Bereavement
What’s Covered, for example
- Death of a close family member or someone with a significant personal relationship
A Traumatic Event
What’s Covered, for example:
- Victim of crime, serious incident, domestic abuse
- Physical or sexual assault
- Witnessing a violent act or involved in a major incident
- Accident or emergencies (e.g. car crash on the day of assessment)
Pre-Booked Holidays Prior to Commencing University
What’s Covered, for example:
- Holidays within term-time or assessment periods that had been booked before your first registration on the course.
Religious observance for Time Specific Events
What’s Covered, for example:
- Usually happens over a restricted time period, such as Eid ul Fitr, Shavuot, Vaisakhi and Shivaratri
- Mandatory fasting that has an unexpected impact on your health
- Travel restrictions due to mandatory observance
Extended physical or mental illness or injury (more than 5 working days)
What’s covered, for example:
- Physical or mental health issue that significantly impair academic performance and focus
- Newly diagnosed or deteriorated medical condition
- Unplanned or planned hospitalisation
- Mental health deterioration
- Deterioration of existing medical matter
Unavoidable Household or financial problems
What’s covered, for example:
- Unavoidable medical emergency for a pet, where the animal requires immediate veterinary attention
- Unexpected emergencies in the home such as burst water pipes, gas leakages, fire, or flood which require immediate attention
- Unavoidable official evacuation orders from your home
- A burglary which requires immediate attention to engage with the police, and secure your home
Carer problems (carer of a dependent child or adult, or requiring own care support)
What’s covered, for example:
- Unavoidable illness or medical emergency that affects your dependent
- Unavoidable unexpected closure of your dependent’s nursery/school/care centre etc
- Unavoidable illness or medical emergency that affects your carer’s ability to support you
Absence arising from maternity, paternity, shared or adoption appointments
What’s covered, for example:
- Appointments that cannot be rescheduled relating to pregnancy
- Appointments that cannot be rescheduled relating to adoption
Court Attendance
What’s covered, for example:
- Jury Service (where deferral has been declined)
- Attendance at Court or a Tribunal as a witness
- Defendant or plaintiff required to attend Court
Active Exercise of Citizenship
What’s covered, for example:
- Unanticipated and/or non-negotiable commitment to duties associated with an elected office
- Sudden or unexpected deployment (Armed or Reserve Forces)
Representing County or Country at Sport
What’s covered, for example:
- Selection to represent your country or county at sporting events
Unforeseen Major Transport Difficulties
What’s covered, for example:
- Rail strikes/cancellation of service at short notice
- Road traffic accidents impacting major routes to the assessment location
- Personal transport breakdowns enroute to assessment
There are some situations that are not seen as Extenuating Circumstances. Examples can be found below:
Serious illness or injury (less than seven days)
What’s Not Covered, for example:
- Long-standing conditions without recent worsening
- Minor ailments, such as colds or mild flu
- A condition which has not affected performance or focus
- Assessment-related stress which is not diagnosed as an illness
- An illness occurring after an examination/in-class test or the deadline for submission of coursework
Bereavement
What’s Not Covered, for example
- Bereavements that occurred well before assessment date
- A pet that was not a significant emotional support or the impact was short-lived
A Traumatic Event
What’s Not Covered, for example:
- Unreported minor thefts (e.g. stolen phone, laptop etc)
- Minor incidents not supported by policy or medical documentation
- Minor domestic mishaps or relationship quarrels/issues
Pre-Booked Holidays Prior to Commencing University
What’s Not Covered, for example:
- Any travel booked after first registration, even if long-planned
- Voluntary travel that overlaps with exams or submission dates
- Attendance at family of other celebrations including marriages
Religious observance for Time Specific Events
What’s Not Covered, for example:
- General religious preference with no clear conflict
- Optional events that do not interfere with academic obligations
- Religious observance which spans a significant period of time and where day-to-day activities are expected to continue as normal
Extended physical or mental illness or injury (more than 5 working days)
What’s Not Covered, for example:
- Long-standing conditions without recent worsening
- Minor ailments, such as colds or mild flu
- A condition which has not affected performance or focus
Unavoidable Household or financial problems
What’s Not Covered, for example:
- General maintenance appointments for gas boilers, blocked sinks, broadband, wifi etc
- Planned gas/electric/water metre readings
- Planned building/decorating work
- Planned landlord visits
- Delivery of large household items such as fridges, washing machines, sofas etc
- Planned veterinary appointments
- House moves
- Renovations
- Requirement to work
- Unpaid tuition fees
Carer problems (carer of a dependent child or adult, or requiring own care support)
What’s Not Covered, for example:
- Lack of cover preparation for your dependent during planned nursery/school/care centre closures eg a school half term or a school in-service training (inset) day
- Lack of cover preparation for your carer’s planned annual leave
Absence arising from maternity, paternity, shared or adoption appointments
What’s Not Covered, for example:
- Maternity and/or paternity leave
- Reschedulable appointments
Court Attendance
What’s Not Covered, for example:
- Attending court as a part of the Viewing Gallery
Active Exercise of Citizenship
What’s Not Covered, for example:
- Non-mandatory events or duties
- Mandatory Military Service
Representing County or Country at Sport
What’s Not Covered, for example:
- Local team events or tournaments
- University team events
Unforeseen Major Transport Difficulties
What’s Not Covered, for example:
- Missed transportation due to insufficient planning
- Known transport issue that could have been planned for in advance
How to apply for extenuating circumstances
Find the Extenuating Circumstances application via your Student View. Click on your “My Results” tab, and then click on the link under “My Extenuating Circumstances”.
From here, you can also view the status of your application at any time.
Have details to hand ready to include - the module affected and the item number, plus the original due date for the assessment. Select the correct module and assessment item and input the submission deadline or exam date. Without this information the Extenuating Circumstances Officers will be unable to consider your application.
You will need to submit a personal statement about the circumstances. Please ensure that your supporting statement is clear, including dates affected and the impact on the assessment. You are not required to give graphic details of your situation.
Extenuating Circumstances will require evidence. The following identifies which criteria requires evidence and examples of what could be submitted.
|
Criteria |
Type of Evidence |
|
Serious illness or injury (less than seven days) |
No evidence is required |
|
Bereavement
|
No evidence is required |
|
A Traumatic Event |
We understand how difficult the situation will be; however, we hope that you have been able to speak with a professional such as a police officer who can provide you with a police incident report and a crime reference number, or a doctor or counsellor who can provide you with a supporting statement regarding the event.
You may find it easier instead to discuss your situation with a member of University staff such as a Student Success Adviser, a Personal Academic Tutor or someone from the Student Services, who can provide a brief statement to support your Extenuating Circumstances application |
|
Pre-Booked Holidays Prior to Commencing University |
Booking confirmation evidencing booking was made prior to University start date |
|
Religious observance for Time Specific Events |
Supportive statement from relevant faith leader |
|
Extended physical or mental illness or injury (more than 5 working days) |
Official documentation that could include doctor’s sick/fit note, scanned copy of prescription (detailing date prescribed), discharge letter from hospital.
For deterioration of an existing medical matter, evidence of chronic physical or mental condition or disability required for first occurrence. |
|
Unavoidable Household problems |
Email or scanned letter from your landlord/letting agency confirming what has happened, or appointments from water companies, plumbers, boiler services, energy companies, announcements from environmental agencies, emergency services (e.g. fire) etc.
Evidence that you have had to engage with a professional service such as a veterinary practice, solicitors, insurance companies or police crime scene officers |
|
Carer problems |
Official documentation that could include a sick/fit note of the dependent or yourself, discharge letter from hospital etc. or official correspondence in the form of an email or scanned letter from a nursery, school, care centre/home, social services, care agencies etc |
|
Appointments relating to maternity/paternity/adoption |
Official correspondence - email or scanned letter from a doctor, adoption agency, social services etc |
|
Court Attendance |
Official correspondence - email or scanned letter e.g. confirming the court summons |
|
Active Exercise of Citizenship |
Official correspondence - email or scanned letter signed by your line manager, commanding officer or supervisor confirming your commitment |
|
Representing County or Country at Sport |
Official correspondence - email or scanned letter - signed by your official trainer or your sporting association confirming the date/s of the sporting event/s you are attending. |
|
Unforeseen Major Transport Difficulties |
Corroborative evidence from a relevant and appropriate source e.g. rail companies, airlines or media news coverage about the transport situation. If your car broke down - evidence of contact with a road service company or garage. |
Evidence should be recent, cover the period affected by the claim, and clearly demonstrate the circumstances. Any applications that have been rejected for missing or inappropriate evidence can be resubmitted with the correct evidence.
Please note that we do not require any photographic evidence of illness or injury.
If your supporting evidence is in a language other than English, please ensure you provide a translated copy.
When submitting your claim, you must tick 'I Agree' to confirm that you agree to the terms and conditions, including that:
- the information you have entered is correct to the best of your knowledge
- you have uploaded evidence to support your request if required
- you understand that appropriate staff will have access to the information provided in relation to your request
You must tick this box to consent before submitting your application, otherwise it cannot be processed.
You’ll receive an automatic email confirming receipt of your application. Allow up to 10 working days from the date you submit your application and evidence for a decision. This may mean that you find out about your Extenuating Circumstances decision after the assessment date. We work on applications as quickly as possible, and there is no need to email chasing your application during the 10 working days after it is submitted.
What happens next when my application is found valid?
With a valid EC, the coursework submitted after the original hand-in date and within the 10 working day deadline for late work, will receive full marks and no late penalty.
If you cannot submit your work within the 10 day extended deadline, you may have the chance to take an exam or submit deferred work in the resit period (there is no need to request this).
The exam board will be made aware of your application and consider this in making decisions about your assessment outcome, including any further attempt at assessment.
If you are unable to take an exam you will be given another opportunity (deferred assessment) and you will receive the full mark. Deferred exams will usually take place during the formal Referral/Deferral Period for your course.
Deadlines for applying for extenuating circumstances
Deadlines for the current academic year are below, and general key dates for the academic year are on MyPort.
| Assessment undertaken in | Deadline |
|---|---|
| Teaching Block 1 — including the assessment period and directed activity that follows Teaching Block 1 | 31 January 2025 |
| Teaching Block 2 — including the Formal Examination Period that follows Teaching Block 2 | 20 June 2025 |
| Referral period (Monday 14 July 2025 to Friday 1 August 2025) | 8 August 2025 |
| Summer block | 23 September 2025 |
When will I hear back?
Please allow up to 10 working days from the date you submit your application and evidence for a decision. This may mean that you find out about your Extenuating Circumstances decision after the assessment date. We work on claims as quickly as possible, and there is no need to email chasing your claim during the 10 working days after it is submitted.
Frequently Asked Questions
Once you have submitted your Extenuating Circumstances form, you’ll receive an automatic email confirming receipt of your application. If you do not receive this email, please contact the MyPort Information Hub for confirmation that your form has been received.
Your application will be considered by an Extenuating Circumstances Officer for your department. Once a decision has been made, it will be verified by a second Extenuating Circumstances Officer, and you’ll receive an email updating you on the decision within 10 working days (not including any bank holidays).
Please allow up to 10 working days from the date you submit your application and evidence for a decision. This may mean that you find out about your Extenuating Circumstances application after the assessment date. However, any approved Extenuating Circumstances will be applied retroactively.
If you have not received a decision after 10 working days, please email the MyPort Information Hub. Please note that working days do not include weekends or bank holidays - therefore there can be a delay during the Christmas and Easter period.
If you submit a claim less than 10 working days before your deadline, you may not hear back before the assessment is due. Approved Extenuating Circumstances are applied to the assessment regardless of the date they are received - this means that if your application is approved, it can be applied retroactively though the deadline or assessment has passed.
Should I submit my assessment or sit my exam anyway, while I wait for an extenuating circumstances decision?
If you're unwell or unable to attend and complete an exam, it's best not to sit it. This is because the University has a ‘fit to sit’ policy which means that if you undertake an assessment, you are declaring that you are fit and well to complete the assessment to the best of your ability.
Therefore, if you choose to submit or sit your assessment before the due date, your Extenuating Circumstances application will not be accepted. You cannot retract your submission or apply for Extenuating Circumstances after an exam or coursework submission.
For coursework
If your application for extenuating circumstances is found valid, you will need to submit your work within 10 working days of the original deadline.
The exam board will be made aware of your application and consider this in making decisions about your assessment outcome, including any further attempt at assessment.
If you don’t complete the assessment by the late submission deadline, you may have the chance to take an exam or submit deferred work in the resit period.
For an exam
If you’re unable to take an exam you will be given another opportunity to do so (deferred assessment). Deferred exams will usually take place during the formal Referral/Deferral Period for your course
You should speak to your department and check Moodle regularly to stay updated with the details and deadlines of your deferral.
The Students’ Union Advice Service can provide you with independent guidance on how to proceed.
The group member affected should submit an application but the rest of the group does not need to; the outcome will be applied to all group members. This will be co-ordinated by your module tutor.
If your application is declined, you’ll be given the reasons for extenuating circumstances not applying, and will need to submit your assessment or sit your exam as normal.
Depending on the reasons - for example lack of evidence - you may be able apply again, as long as you are still within the deadline period for making a claim (see deadlines above). You should refer to the full list of the criteria and evidence required to make sure you complete the application successfully.
If you wish to appeal the decision you can do so by following the Academic Appeal process - and you can get independent and impartial support with the process through the Students’ Union.
If you don’t complete your assessment on time without extenuating circumstances granted, it would be considered a ‘non submission’ for your module.
You should speak to your personal tutor or the Students’ Union Advice Service for guidance on how to proceed.
Valid Extenuating Circumstances for a referred or deferred assessment will not provide you with an extension for coursework assessments, or a further opportunity to sit an exam assessment.
If you miss (or are unable to complete) a referral or deferral with valid extenuating circumstances the Board will take this into account when looking at your results. You may be given a Deferred Repeat in the module, normally in the next academic year. Please note that this outcome will prevent progression to the next level of your course / delay an exit award.
The Board of Examiners will decide whether a deferred repeat requires attendance and whether you repeat the whole module or just the affected assessment(s).
Extenuating circumstances are short term, unforeseen issues that may affect your assessments. This can include an exacerbation of a long term condition - for example sudden flare-up of symptoms.
A Disability, or Specific Learning Difference would normally be supported through 'reasonable adjustments' to your assessments, rather than extenuating circumstances. The University's Disability Advice Team can offer confidential advice and guidance on support available to help you manage your study effectively. If you are too unwell to study, you may need to consider a study break or having to leave your course.
Problems with a course that may have affected your performance, either individually or as part of a group should be raised initially through your tutor. If necessary, you can also use the student complaints procedure.
Help with your extenuating circumstances application
Top tips
- Don't wait till the last minute - if you're not well, contact your personal tutor or the Students' Union Advice Service as soon as possible for advice and guidance.
- Read the criteria and evidence required carefully - by making sure you submit the right evidence and your claim is on good grounds, you're likely to get a quick and successful response.
Get help with your application
Students' Union Advice Service
The University of Portsmouth Students' Union have an advice service that can help you with extenuating circumstances and appeals. You can fill in a support request form on their website or call them on +44(0)2392 843478 between 10.00am - 4.00pm, Monday - Friday.
Contact the MyPort Information Hub
The MyPort Information Hub can help you with your extenuating circumstances application and connect you with your personal tutor. If they are aware of your difficulties, your tutor can provide you with a statement to support your online extenuating circumstances submission.
Personal tutor
Your personal tutor is there to support you academically and personally during your studies speak to them to find you to other University support to help.
Support with University life
- Health and Wellbeing – free 24/7 counselling and confidential support
- Student finance – help with managing your money and accessing grants and bursaries
- Accommodation advice – get help with housing, in halls, or with finding a rented home