If you believe you may be eligible for an extension to your coursework, or to postpone or re-take an exam or time-constrained assessment, you can apply using the online form that relates to you and your circumstances.

Important!

If you apply for an extension to your coursework, or to postpone or re-take an exam/time-constrained assessment, please do not assume it will automatically be approved.

While you wait for a decision, you should continue to work on your coursework and submit it as soon as you are able.

This is because:

  • if your request is approved, you'll only have a short extension.
  • if your request is not approved, your work will be subject to late penalties if it's submitted after the deadline or considered not attempted if it’s an exam/time-constrained assessment.

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Top tips for using the exceptional circumstances forms

  • You'll need to complete your form in one go, as you can't save it half-way through and return to it later. So before you start:
    • Make sure you've checked your module and assessment details on your module Blackboard so you can provide clear information about all (re)assessments to which your request relates.
    • If you're making an evidence-based extension or impaired performance request, have an acceptable form of evidence ready to upload. If you don't include evidence, your request will be automatically declined.
    • Draw up a list of all the (re)assessments you want considered on the request - we can only consider the (re)assessments that you've listed.
    • If you are studying more than one subject (Combined Honours), make sure you're ready to include all the (re)assessments you want considered for both subjects. If you submit separate self-certification requests for each subject, you'll use up all your available requests for the year in one go.
  • At the end of the form, you'll be offered the chance to save a copy. It's important you do this, so you have confirmation that you've submitted a request and can refer back to the form’s contents it if necessary.

Exceptional Circumstance Request Forms

To apply for an extension to your coursework or to postpone or re-take an exam or time-constrained assessment, start by choosing from the five options below.

1. Submit a self-certification request

This is to request either:

  • a 7 calendar day extension to coursework; or
  • to postpone an exam/time constrained assessment exam to the next assessment point for your course.

Please note:

  • Only two self-certification requests will be approved per academic year. If you are studying Combined Honours (i.e. two subjects), this limit applies to your whole course of study, not per subject.
  • You can't use a self-certification request to further extend a deadline that has already been extended via a self-certification or evidence-based request or as a result of a temporary learning agreement or learning support plan.
  • You can make a self-certification request up to 14 calendar days before your deadline, but for coursework it must be no later than 2pm on the deadline date (this is a change for the 2023/24 academic year). For exams/time-constrained assessments, the request must be submitted no later than the start time of the assessment.
  • You don’t need to supply any evidence with a self-certification request.
How many assessments or reassessments do you want to be considered under this self-certification request? 
One assessment
Two assessments
Three assessments
Four assessments
Five assessments

or

2. Submit an evidence-based request

This is to request either:

  • a 14 calendar day extension to coursework; or
  • to postpone an exam/time constrained assessment to the next assessment point for your course; or
  • to re-take an exam/other type of time-constrained assessment (e.g. live performance or practical session) if you feel your difficulties impaired your performance on your first attempt.

Important!

Please note - for evidence-based extension requests:

  • For coursework, the maximum extension through the exceptional circumstances process is 14 calendar days from your original deadline. Therefore, you won’t be eligible for an evidence-based extension if you've already been granted an extension due to a temporary learning agreement or learning support plan.
  • If you’ve already had a 7 day extension through self-certification, an evidence-based request will only gain you another 7 days (14 days in total from your original deadline). If you still need more time, and you don't already have a temporary learning agreement, you should contact your personal academic tutor (PAT) to discuss if you are eligible for one.
  • If you previously postponed an exam/time-constrained assessment through a temporary learning agreement or learning support plan, you're not eligible for an evidence-based extension for any further postponement.
  • You can request an evidence-based extension or postponement up to 14 calendar days before your deadline, and no later than 7 days afterwards.

Please note - for impaired performance requests:

  • You can apply to re-take on the basis of your impaired performance on the day of the exam/time-constrained assessment, and for up to 7 calendar days afterwards.
  • If your impaired performance request is approved, your original attempt will be discounted and you'll need to reattempt your exam at the next assessment point for your course.
  • When you receive confirmation that your request has been successful, you'll also find out when you'll re-take the exam, which is normally in the next assessment period for your Academic Calendar.
How many assessments or reassessments do you want to be considered under this evidence-based request? 
One assessment
Two assessments
Three assessments
Four assessments
Five assessments

1. Submit a self-certification form

Allows you to request either:

  • a 7 calendar day extension to coursework; or
  • to postpone an exam/time constrained assessment exam to the next assessment point for your course.

Please note:

  • Only two self-certification requests will be approved per academic year. If you are studying Combined Honours (i.e. two subjects), this limit applies to your whole course of study, not per subject.
  • You can't use a self-certification request to further extend a deadline that has already been extended via a self-certification or evidence-based request or as a result of a temporary learning agreement or learning support plan.
  • You can make a self-certification request up to 14 calendar days before your deadline, but for coursework it must be no later than 2pm on the deadline date (this is a change for the 2023/24 academic year). For exams or time-constrained assessments, the request must be submitted no later than the start time of the assessment.
  • You don’t need to supply any evidence with a self-certification request.

COMPLETE YOUR SELF-CERTIFICATION FORM

________________________________________________________________________________________

2. Submit an evidence-based extension request

This is to request either:

  • a 14 calendar day extension to coursework; or
  • to postpone an exam/time constrained assessment to the next assessment point for your course; or
  • to further postpone an exam or other type of time-constrained assessment (e.g. live performance or practical session) if you feel your difficulties impaired your performance on your first attempt.

Important!

Please note - for evidence-based extension requests:

  • For coursework, the maximum extension through the exceptional circumstances process is 14 calendar days from your original deadline. Therefore, you won’t be eligible for an evidence-based extension if you've already been granted an extension via a temporary learning agreement or learning support plan.
  • If you’ve already had a 7 day extension through self-certification, an evidence-based request will only gain you another 7 days (14 days in total from your original deadline). If you still need more time, and you don't already have a temporary learning agreement, you should contact your personal academic tutor (PAT) to discuss if you are eligible for one.
  • If you have previously postponed an exam or time-constrained assessment through a temporary learning agreement or learning support plan, you are not eligible to use an evidence-based extension for any further postponement.
  • You can request an evidence-based extension or postponement up to 14 calendar days before your deadline, and no later than 7 days afterwards.

COMPLETE YOUR EVIDENCE BASED EXTENSION REQUEST FORM

________________________________________________________________________

3. Submit an impaired performance request

This is to request a postponement (or further postponement) ONLY when:

  • you’ve taken an exam or time-constrained assessment (TCA) on the scheduled date and time but experienced an issue during the exam which affected your performance.

Important!

Please note - for impaired performance requests:

  • You can apply to re-take on the basis of your impaired performance on the day of the exam or time-constrained assessment, and for up to 7 calendar days afterwards.
  • If your impaired performance request is approved, your original attempt will be discounted and you'll need to reattempt your exam at the next assessment point for your course.
  • When you receive confirmation that your request has been successful, you'll also find out when you'll re-take the exam, which is normally in the next assessment period for your Academic Calendar.

COMPLETE YOUR IMPAIRED PERFORMANCE REQUEST FORM

1. Submit a self-certification form

Allows you to request either:

  • a 7 calendar day extension to coursework; or
  • to postpone an exam/time constrained assessment exam to the next assessment point for your course.

Please note:

  • Only two self-certification requests will be approved per academic year. If you are studying Combined Honours (i.e. two subjects), this limit applies to your whole course of study, not per subject.
  • You can't use a self-certification request to further extend a deadline that has already been extended via a self-certification or evidence-based request or as a result of a temporary learning agreement or learning support plan.
  • You can make a self-certification request up to 14 calendar days before your deadline, but for coursework it must be no later than 2pm on the deadline date (this is a change for the 2023/24 academic year). For exams or time-constrained assessments, the request must be submitted no later than the start time of the assessment.
  • You don’t need to supply any evidence with a self-certification request.

COMPLETE YOUR SELF-CERTIFICATION FORM

________________________________________________________________________________________

2. Submit an evidence-based extension request

This is to request either:

  • a 14 calendar day extension to coursework; or
  • to postpone an exam/time constrained assessment to the next assessment point for your course; or
  • to further postpone an exam or other type of time-constrained assessment (e.g. live performance or practical session) if you feel your difficulties impaired your performance on your first attempt.

Important!

Please note - for evidence-based extension requests:

  • For coursework, the maximum extension through the exceptional circumstances process is 14 calendar days from your original deadline. Therefore, you won’t be eligible for an evidence-based extension if you've already been granted an extension via a temporary learning agreement or learning support plan.
  • If you’ve already had a 7 day extension through self-certification, an evidence-based request will only gain you another 7 days (14 days in total from your original deadline). If you still need more time, and you don't already have a temporary learning agreement, you should contact your personal academic tutor (PAT) to discuss if you are eligible for one.
  • If you have previously postponed an exam or time-constrained assessment through a temporary learning agreement or learning support plan, you are not eligible to use an evidence-based extension for any further postponement.
  • You can request an evidence-based extension or postponement up to 14 calendar days before your deadline, and no later than 7 days afterwards.

COMPLETE YOUR EVIDENCE BASED EXTENSION REQUEST FORM

________________________________________________________________________

3. Submit an impaired performance request

This is to request a postponement (or further postponement) ONLY when:

  • you’ve taken an exam or time-constrained assessment (TCA) on the scheduled date and time but experienced an issue during the exam which affected your performance.

Important!

Please note - for impaired performance requests:

  • You can apply to re-take on the basis of your impaired performance on the day of the exam or time-constrained assessment, and for up to 7 calendar days afterwards.
  • If your impaired performance request is approved, your original attempt will be discounted and you'll need to reattempt your exam at the next assessment point for your course.
  • When you receive confirmation that your request has been successful, you'll also find out when you'll re-take the exam, which is normally in the next assessment period for your Academic Calendar.

COMPLETE YOUR IMPAIRED PERFORMANCE REQUEST FORM

1. Submit a self-certification form

Allows you to request either:

  • a 7 calendar day extension to coursework; or
  • to postpone an exam/time constrained assessment exam to the next assessment point for your course.

Please note:

  • Only two self-certification requests will be approved per academic year. If you are studying Combined Honours (i.e. two subjects), this limit applies to your whole course of study, not per subject.
  • You can't use a self-certification request to further extend a deadline that has already been extended via a self-certification or evidence-based request or as a result of a temporary learning agreement or learning support plan.
  • You can make a self-certification request up to 14 calendar days before your deadline, but for coursework it must be no later than 2pm on the deadline date (this is a change for the 2023/24 academic year). For exams or time-constrained assessments, the request must be submitted no later than the start time of the assessment.
  • You don’t need to supply any evidence with a self-certification request.

COMPLETE YOUR SELF-CERTIFICATION FORM

________________________________________________________________________________________

2. Submit an evidence-based extension request

This is to request either:

  • a 14 calendar day extension to coursework; or
  • to postpone an exam/time constrained assessment to the next assessment point for your course; or
  • to further postpone an exam or other type of time-constrained assessment (e.g. live performance or practical session) if you feel your difficulties impaired your performance on your first attempt.

Important!

Please note - for evidence-based extension requests:

  • For coursework, the maximum extension through the exceptional circumstances process is 14 calendar days from your original deadline. Therefore, you won’t be eligible for an evidence-based extension if you've already been granted an extension via a temporary learning agreement or learning support plan.
  • If you’ve already had a 7 day extension through self-certification, an evidence-based request will only gain you another 7 days (14 days in total from your original deadline). If you still need more time, and you don't already have a temporary learning agreement, you should contact your personal academic tutor (PAT) to discuss if you are eligible for one.
  • If you have previously postponed an exam or time-constrained assessment through a temporary learning agreement or learning support plan, you are not eligible to use an evidence-based extension for any further postponement.
  • You can request an evidence-based extension or postponement up to 14 calendar days before your deadline, and no later than 7 days afterwards.

COMPLETE YOUR EVIDENCE BASED EXTENSION REQUEST FORM

________________________________________________________________________

3. Submit an impaired performance request

This is to request a postponement (or further postponement) ONLY when:

  • you’ve taken an exam or time-constrained assessment (TCA) on the scheduled date and time but experienced an issue during the exam which affected your performance.

Important!

Please note - for impaired performance requests:

  • You can apply to re-take on the basis of your impaired performance on the day of the exam or time-constrained assessment, and for up to 7 calendar days afterwards.
  • If your impaired performance request is approved, your original attempt will be discounted and you'll need to reattempt your exam at the next assessment point for your course.
  • When you receive confirmation that your request has been successful, you'll also find out when you'll re-take the exam, which is normally in the next assessment period for your Academic Calendar.

COMPLETE YOUR IMPAIRED PERFORMANCE REQUEST FORM

The process for partner students is currently different and further information can be found here. 

Acceptable types of evidence

If you make an evidence-based or impaired performance request, the evidence you provide should be from an appropriate professional source, dated, and directly related to your exceptional circumstances. You must supply your evidence with your form, otherwise it cannot be accepted. Forms submitted without evidence will be declined. Please note:

  • We cannot seek evidence from a person or organisation outside the University on your behalf. 
  • If you have already submitted evidence to the University (through another route) and wish to it to be used to support your request, please confirm this on your form, and provide details of that evidence, who has it and why you feel it is relevant (Please note that this will delay your request being processed).
  • If the evidence you are providing is about a living individual other than yourself (for example, a family member), you must confirm that you have their permission to use their information and submit it with your request. If you do not provide confirmation of their permission, the University cannot consider that person's information unless:
    • they are under 18 years of age and you are their parent, carer or guardian
    • they are over 18 years of age, you are their carer and you are in receipt of Carer’s Allowance. 

See below for some examples of the types of evidence you could submit in support of eligible exceptional circumstances. 

Eligible circumstances Acceptable evidence
Serious or significant personal incidents including house fire, homelessness, unexpected house move, direct experience of natural disaster
  • Insurance documentation
  • Solicitor's letter
  • Council letters
  • Documentation from Citizens' Advice Bureau or other relevant registered charity/external body
  • Counsellor's letter (external or University)
  • Doctor's letter
  • Financial documentation
  • Employer's letter
  • Statement from University Student Wellbeing Services or Chaplaincy staff
  • Statement from a community or faith leader
Accident or injury
  • Dated and signed letter from doctor/consultant/hospital/dentist/counsellor
  • Insurance documentation
  • Solicitor's letter
  • Statement from University Student Wellbeing Services or Chaplaincy staff
Being the victim of a crime, including being the victim of violent crime, theft or being investigated by the police
  • Documentation from the Police (please note: a crime reference number alone is unlikely to be acceptable)
  • Insurance documentation
  • Solicitor's letter
  • Documentation from Citizens' Advice Bureau or other relevant registered charity/external body
  • Counsellor's letter (external or University)
  • Doctor's letter
  • Statement from University Student Wellbeing Services or Chaplaincy staff
Unexpected financial difficulties where there is unambiguous evidence that the situation is serious and not of your own making
  • Documentation from Citizens' Advice Bureau or other relevant registered charity/external body
  • Financial documentation
  • Employer's letter
  • Statement from University Student Wellbeing 
Unexpected caring responsibilities including the illness of a child/parent/sibling/spouse/partner
  • Counsellor's letter (external or University)
  • Doctor's letter
  • Statement from University Student Wellbeing Services or Chaplaincy staff
  • Statement from a community or faith leader
Recent bereavement
  • Official documentation relating to the individual’s death
  • Where relevant, documentation relating to any memorial or remembrance event held
  • Counsellor's letter (external or University)
  • Doctor's letter
  • Statement from University Student Wellbeing Services or Chaplaincy staff
  • Statement from a community or faith leader
Hospital appointments which could not reasonably be rescheduled and directly conflict with an exam or time-constrained assessment
  • Dated and signed letter from doctor/consultant/hospital/dentist/counsellor
Family crisis including major illness of relative or partner, divorce or separation
  • Solicitor’s letter
  • Documentation from Citizens' Advice Bureau or other relevant registered charity/external body
  • Counsellor's letter (external or University)
  • Doctor's letter
  • Statement from University Student Wellbeing Services or Chaplaincy staff
  • Statement from a community or faith leader
Appearance at court
  • Solicitor’s letter
  • Court documentation
  • Documentation from Citizens' Advice Bureau or other relevant registered charity/external body providing support
Pregnancy, maternity and paternity, including a difficult or unplanned pregnancy
  • Dated and signed letter from doctor/consultant/hospital/midwife
  • Relevant prescriptions
  • Doctor’s letter
  • Photo of medication with label clearly stating date and to whom it was issued
  • Ambulance documentation
Short-term illness including flu, gastroenteritis, migraine and emergency dental issues
  • Dated and signed letter from doctor/consultant/hospital/dentist/ counsellor
  • Relevant prescription
  • Photo of medication with label clearly stating date and to whom it was issued
Major and exceptional travel disruptions where evidence clearly shows that an alternative mode of transport would not be possible or which could not have been remedied by better time organisation
  • Flight, National Rail and/or Stagecoach/National Express disruption summary
  • Letter from the service provider about the disruption
Unexpected professional difficulties, including direct involvement with OFSTED or another professional body inspection
  • Employer’s letter
  • Official documentation demonstrating the issue/ event

Involvement in a national or international event including participation in a national or international sporting, fine art or musical event
  • Formal invitation with event dates
  • Letter from relevant organisation
  • If you are finding it difficult to obtain professional evidence (including where you are being asked to pay for a Doctor’s letter), please contact your personal academic tutor (PAT), Course team or a Student Support Adviser before your deadline to get advice on suitable alternatives.
  • Please note we cannot accept as evidence:
    • newspaper articles or social media postings
    • receipts
    • photocopies/pictures of over the counter medications
    • photographs of a personal nature
    • statements from family or friends
    • video or audio files.

What happens next?

Once you've completed and submitted your request, it will be reviewed and a decision sent to your University email address, so it's important you check your emails regularly. If you are unable to access your University email and have tried re-setting your account as outlined here, please contact the i-zone to find out how to resolve the problem.

You should expect to receive a response within the following timeframes:

  • for self-certification usually within 3 working days, as these types of requests are considered by your Course team
  • evidence-based extension requests: usually within 3 working days.  These types of requests are usually considered by your Course team however, occasionally they may require review by a Faculty Panel.  You will be informed if this is the case.
  • for impaired performance requests: within 21 working days, as this type of request is considered by your Faculty panel.

If your request is approved, it is important you submit your coursework or attend your exam/time-constrained assessment on the date confirmed to you. Coursework submitted late will be subject to late penalties as normal. Exams or Time-constrained assessments not attended will be counted as attempts, and given a mark of 0%.

If you have an extension to coursework, it is important to be aware that the timeframe for returning your provisional mark and feedback will be based on your extended deadline, and not the original scheduled assessment date for the module.

If you have questions about an extension or postponement granted under the exceptional circumstances procedure, you should discuss this with your personal academic tutor (PAT), Course Director or Course Administrative team to clarify why the decision was taken. 

A review of an exceptional circumstances decision

This process is only for use where you have already submitted and received a decision for an exceptional circumstance request - it CANNOT be used to request an extension. To request an exceptional circumstances request you must use the forms provided above. 

If you wish to request a review of an exceptional circumstances decision you have received, you can submit an exceptional circumstances review request to ask for further consideration of that decision. It is important to know that the review will only consider cases that meet one of the following criteria:

  • There is evidence which demonstrates the processing and/or decision-making for the request was not undertaken in line with the exceptional circumstances procedures
  • There is new evidence available which could not reasonably have been provided at the time of submitting the request, and which may have had a material impact on the decision reached on the request.

You will need to submit an exceptional circumstances review request form to exceptionalcircumstances@canterbury.ac.uk, with your statement and accompanying evidence, no later than 10 working days after the date you were notified of the decision.

If you would like to seek support completing and submitting your review request, you can contact the Christ Church Students' Union Advice Centre (advice@ccsu.co.uk).

The full details of the exceptional circumstances review process, and requirements on you and the University, can be found in Section 6 of the exceptional circumstances procedure.

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Contact the i-zone
i-zone@canterbury.ac.uk01227 922222

Related links

Exceptional circumstances
Exams and coursework procedures
Assessment procedures
Undergraduate guide to assessment and award processes 2023-24
Postgraduate taught guide to assessment and award processes 2023-24

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Acceptable reasons and supporting evidence for exceptional circumstances

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