Policy for applicants with extenuating circumstances

Extenuating circumstances policy

‘Extenuating Circumstances” (also known as Mitigating circumstances) is the process for informing the University of exceptional circumstances which may have negatively affected your ability to meet the entry requirements stated in your offer or to meet the criteria to receive an offer.

We understand that during preparations for examinations, or other assessments, upon which an applicant is relying to meet conditions of entry they may encounter significant personal circumstances which impact on their performance, or even their ability to complete the assessments. 

For the purposes of this policy extenuating circumstances are considered to be exceptional or unforeseen circumstances which are over and above the course of everyday experience. Examples include (but are not limited to) bereavement involving someone very close to you, severe sudden illness or an abrupt change in circumstances which may affect exam/assessment performance.

Prolonged, chronic, or long-term health conditions are not normally considered as extenuating circumstances. Applicants with chronic illness or disability should have received ongoing support within their educational establishment with reasonable adjustments put in place. However, where the timing of a diagnosis, or marked deterioration mean that such adjustments were not possible this may constitute a basis for extenuating circumstances. In addition, where there has been a demonstrable lack of appropriate provision, supported by independent evidence, this may also be considered as a basis for extenuating circumstances.

If you have experienced significant personal or health circumstances prior to, or on the day of, such assessments referred to above the University expects that, with the support of your exam centre or educational establishment, these circumstances should be reported to the relevant examining body for consideration. This is often referred to as ‘special consideration’ by awarding bodies.

Where the awarding body’s processes for seeking such special consideration have been followed the University will not normally give further consideration to extenuating circumstances as these will already have been taken into account in the grades awarded.

However, in some circumstances such special consideration processes are unable to adjust the grades awarded such that they reflect performance that would reasonably have been expected had the circumstances not occurred. In these cases the University will give consideration to a request to consider extenuating circumstances which is supported by appropriate evidence.

Procedural issues or inaccuracies in the marking of assessments or awarding of grades will not normally be considered as extenuating circumstances. Any such procedural irregularities should be addressed with the appropriate awarding body with the support of your educational establishment/exam centre for resolution.

Please note that extenuating circumstances may not normally be considered in relation to meeting the minimum requirement for English Language proficiency for international students who require a Student Route visa to study. This is due to the University’s requirement to abide by immigration regulations.

In considering extenuating circumstances the University will consider the effect of such circumstances on your qualifications and/or exam performance. In particular, consideration will be given as to whether there is sufficient evidence to consider that you would have achieved the grades required for admission had these circumstances not occurred. 

Supporting evidence/information required

All requests for consideration of Extenuating Circumstances for applicants must be accompanied by independent third-party evidence. Normally this will need to be in the form of evidence from your current or most recent educational establishment or exam centre confirming the existence of the circumstances and offering an assessment of the impact of these on your assessment outcomes. Therefore, we are not able to consider supporting evidence from a friend or family member. All such evidence must be legible and in English; where evidence is submitted in another language this must be accompanied by a certified translation.

Evidence from a doctor or medical professional will not normally be required as this does not usually assist the University in assessing the impact of the circumstances on performance in assessments; this is best provided by your current, or most recent, educational establishment.

Where ‘special consideration’, or other mitigation procedures, have been followed by the relevant Awarding Body evidence must be provided of the ongoing assessments which indicate that such processes have not adequately adjusted outcomes to reflect the impact of the circumstances. These should be provided by your educational establishment and provide sufficient detail and evidence for an academic judgment to be made on the suitability of granting admission where the normal admission requirements have not been met.

Where such procedures have not been followed (i.e. the circumstances were not reported to the awarding body for consideration) this must be confirmed by your educational institution or exam centre with reasons given as to why this was not possible.

How requests for consideration of Extenuating Circumstances will be considered

If you have applied with results already received and you do not meet the normal requirement to be made an offer your application will be referred to the relevant Admissions Tutor for consideration as below.

If you have yet to receive your results the information provided, including the evidence, will be held on your application record. Once your results are received, and if you have not met the conditions of your offer, this will be referred to the relevant Admissions Tutor for consideration.

The admissions tutor will consider both the results you have achieved and the supporting evidence provided to determine whether there is sufficient indication of suitability to admit to the course. In reaching their decision they will take into account how near to meeting the requirement your grades are, any special consideration applied by your awarding body and the extent of the impact on your assessment performance outlined in the evidence provided.

Admissions tutors will also give consideration to whether the circumstances impacted only on performance in assessments/exams or whether these led to prerequisite learning being missed. Where essential prior learning has been missed it may not be suitable to offer admission if this is required as important preparation to undertake the course.

The outcome of your application will be communicated via the normal means appropriate to the type of course you have applied for (UCAS or your applicant portal).

A request for consideration of extenuating circumstances does not guarantee that the University will make you an offer, or that your application will be successful if you do not meet the conditions of your offer.

If your application is unsuccessful you may seek a review of the decision making process as outlined in the Code of practice on the Admission Of Students.

Please note that the Code of Practice does not provide for a review of a decision on the basis that an applicant disagrees with the academic judgment made or where there is no evidence that the correct procedures have not been followed.