3.8 Special Circumstances and Reasonable Adjustments

Special Circumstances and Reasonable Adjustments

  1. The University is committed to assessing your work fairly and consistently, following the guidelines in the Academic Quality Handbook. If something happens that affects your ability to perform—like illness or personal issues—it’s important that you let us know as soon as possible so we can support you appropriately.
  1. What Are Special Circumstances?

Special circumstances are unexpected events that may affect your ability to complete assessments or perform to your usual standard. These might include:

  • Short-term or long-term illness
  • Financial hardship
  • Serious accommodation issues
  • Bereavement or other compassionate reasons

If something like this affects your academic work, it’s important to let the University know as soon as possible.

  1. What Is Not Considered Special Circumstances?

The following are not accepted as special circumstances:

  • Computer or printing problems
  • Lack of access to resources
  • Having more than one deadline on the same day
  • Finding the material difficult or not knowing how to answer a question
  • Taking part in departmental activities (e.g. crisis games, performances, study trips)
  • Non-academic commitments (e.g. voluntary military training)
  1. How to Submit Special Circumstances

If you believe your academic performance has been affected:

  • Complete the online form via your Student Record.
  • Upload supporting evidence (e.g. medical notes, letters from support services).
  • You must submit the form yourself—others cannot do it for you.
  • Need help? Download the Special Circumstances FAQs.
  1. Evidence Guidelines

If your evidence is not in English or Welsh, you’ll need to get it translated or independently verified—this is your responsibility.

All evidence is handled confidentially and in line with data protection laws. It will only be used to assess your case.

Learn more about Information Governance and Data Protection.

  1. When to Submit

You should submit your special circumstances:

  • As soon as possible, and
  • No later than the last day of the assessment period for the semester.

Appeals based on special circumstances won’t be accepted if you could reasonably have submitted them earlier.

  1. Letting Us Know About Special Circumstances

We understand that sometimes things happen that can affect your ability to complete assessments or perform to your usual standard. If this happens, it’s important to tell us as soon as possible and provide as much detail as you can.

  1. What to Include in Your Application
  • Give a clear explanation of how your circumstances affected specific assessments.
  • Be specific. For example:
    • “I couldn’t complete my assignments because I was in hospital from 1–4 November 2025.”
    • “I was unwell during the exam on 14 January 2026 and couldn’t perform to my usual standard.”
  1. Providing Evidence

Where possible, include independent evidence that supports your case. Independent evidence means documents or information from a third party (like a doctor, counsellor, or support service) that supports your case. Evidence should relate directly to the date(s) of the affected assessment(s). Examples include:

  • A medical certificate
  • A death certificate
  • A letter from a University support service or external organisation
    (You can find more info about support letters here: Student Support Letters)
  • Confirmation from the Students’ Union if you missed an assessment due to representing the University in an official sporting event
  1. If You Can’t Get Evidence

We know it’s not always possible to get formal evidence. If that’s the case:

  • Provide a detailed explanation of your circumstances and how they affected your work
  • Explain why you couldn’t get evidence
  1. Self-Certification

If your circumstances lasted one week or less and you can’t provide evidence, you may be able to self-certify. You’ll need to:

  • Clearly state the dates affected
  • Explain how your performance was impacted
    If you submit multiple self-certifications in one academic year, you may be asked to provide evidence.

You’ll still need to provide independent evidence when submitting:

  • a request under the Window of Opportunity process (applicable to students who started BEFORE September 2024)
  • an Academic Appeal
  • a Final Review
  • or if your case is being considered under the Academic Regulation on Academic Progress
  1. If Your Circumstances Involve Someone Else

If your situation is linked to someone else (e.g. a family member), try to provide evidence that shows how it affected you. If you submit evidence about someone else, you’ll need their written consent which should be submitted as evidence.

  1. How Your Circumstances Are Considered

Your application will be reviewed by a Registry Special Circumstances Panel, which meets regularly during the semester.

You’ll normally hear back within 15 working days. If there’s a delay, we’ll let you know.

Once your application has been reviewed by the Registry Special Circumstances Panel, you’ll receive an email letting you know the outcome. There are three possible decisions:

     i. Accepted

Your circumstances have been accepted.

If you fail a module because of these circumstances, a recommendation will be made to the end of semester examination board that you should be awarded an uncapped resit.

Important: You must continue to fully engage with the module — this includes attending classes, completing assessments, and participating in teaching activities.

If you don’t engage, the Senate Special Circumstances Panel or the Senate Examination Board will consider your overall performance and engagement in the module and may not accept or may overturn the recommendation that you be awarded an uncapped resit, not withstanding the previously declared special circumstances.  NB UAP penalties will override any recommendation for an uncapped resit.

     ii. Rejected

Your circumstances haven’t been accepted.

You’ll receive an email explaining why.

If you have new or updated information, you can submit another form for the same assessments.

     iii. Requires More Information

The panel needs more details before making a decision.

You’ll get an email explaining what’s needed.

You must send the extra information within 15 working days or by the end of the semester assessment period (whichever comes first).

If you don’t, your application will be rejected.

All module results and degree classifications need to be officially approved by the Senate Examination Boards before they’re confirmed.

Before these meetings take place, the Senate Special Circumstances Panel will meet to:

  • Review all Special Circumstances applications
  • Look at individual cases if needed
  • Make sure decisions are fair and consistent across the board

This process helps ensure that any personal circumstances you've reported are properly considered when final decisions are made.

  1. What Adjustments Might Be Offered

If your circumstances are accepted, you might be offered:

  • An uncapped resit (without charge) at the next opportunity
  • A chance to resit only the affected parts of a module, keeping unaffected marks

Any adjustments will not usually lead to an increase in your individual module marks.

  1. What Happens If Your Circumstances Affected Your Performance but You Didn’t Fail

If personal or medical circumstances impacted your performance in a module—but not enough for you to fail—the university may offer a chance to improve your result.

Your department, with your agreement, and approval from the Registry Panel, can request for a module mark to be changed to 39H. This allows you to resit the affected parts of the module so you can show your true ability.

You’ll only need to redo the parts of the assessment that were affected by your circumstances. Any marks from unaffected components will be carried forward.

  1. Graduating with Honours Resits – What You Need to Know

If you have enough credits to graduate but still have Honours resits available, your department will try to confirm with you before the Senate Examination Board whether you want to take those resits.

If you don’t respond in time, you’ll be put forward to the Senate Examination Board as graduating. Once that decision is made, it cannot be changed.

It’s normally expected that if you have the opportunity to resit modules to improve your degree classification, you should take it. Resitting could help you achieve a higher class of degree.

  1. Final Senate Award Examination Board – Important Information

If you’re unable to complete your degree, diploma or certificate due to illness or other serious circumstances, you may be eligible for an Aegrotat award – a qualification granted without completing all assessments. This can only be awarded with your consent and in line with university regulations.

Exit qualifications (such as an Ordinary degree, Diploma, or Certificate of Higher Education) may be awarded if:

  • You’ve permanently withdrawn or haven’t earned enough credits for a full degree,
  • You’re out of resit opportunities,
  • And there are no special circumstances affecting your performance.

However, the usual expectation is that you’ll submit special circumstances to request Honours resits if you’re unable to complete assessments.
Only in exceptional cases—such as serious illness or other unavoidable issues—would a degree be awarded without all assessments being completed.

  1. 2% Window of Opportunity

(Only applies to students who started Part Two before September 2024)

If you began Part Two of your degree before September 2024, you may be eligible for the 2% Window of Opportunity. This applies if your final average is within 2% of the next higher degree classification and you’ve experienced ongoing personal or medical issues (e.g. recurring clinical depression, multiple sclerosis).

Here’s what you need to know:

  • If your department is aware of your circumstances, they should discuss and record your case at the time the issue arises—during the relevant semester.
  • You cannot be considered for a higher classification under this scheme unless your circumstances were either:
    • recorded when they occurred, or
    • not known to previous exam boards.
  • If your final average is not within 2% of the higher classification, you cannot be considered under this scheme.

All cases under the 2% Window of Opportunity are reviewed by the Senate Special Circumstances Panel.

  1. What Departments Must Do

Departments should send the following to the Senate Special Circumstances Panel for any student they recommend for a higher classification under this scheme:

  • Details of the student’s marks
  • Evidence of special circumstances (e.g. medical certificates)
  • Relevant meeting minutes and documentation
  1. Reasonable Adjustments for Exams and Assessments

If you’re unable to sit an exam due to short-term illness or injury, you’ll normally be expected to resit in August, or in the relevant semester of the next academic year (unless you've failed more credits than allowed for August resits).
Other arrangements may be considered only in exceptional cases, and you’ll need to provide appropriate medical evidence.

Please note: The University cannot usually process requests made less than 7 working days before an exam.

  1. Study Needs Assessments and Long-Term Adjustments

If you have a study needs assessment (for example, due to a disability or long-term health condition), and you submit your request at least five term-time weeks before your exam, the University will try to make reasonable adjustments.
These adjustments depend on:

  • The nature of your request
  • How practical it is to implement within the available time

What You Need to Do

If you have:

  • Medical evidence for short-term illness, or
  • A study needs assessment for long-term support

You must book an appointment with an Accessibility Adviser in Student Services.
The Adviser will review your evidence and make a recommendation to the Assistant Registrar (Student Administration) based on what’s reasonable and practical.

  1. Our Commitment to Accessibility

The University is committed to making assessments accessible to all students. This includes offering alternative assessments for students with:

  • Disabilities
  • Specific learning differences
  • Long-term health conditions or impairments

You can find more details in the Policy for Making Reasonable Adjustments to Examinations.