Exceptional circumstances

Exceptional circumstances: headline information

If you are affected by events which are unexpected, outside your control and short-term in nature (i.e. lasting one to two weeks), under the exceptional circumstances procedure you may be eligible for:

• A seven day extension to your coursework (via self-certification request).
• A 14 day extension to your coursework (via evidence-based request).
• To defer your exam or time-constrained assessment if you have not yet submitted/attempted it (via self-certification or evidence-based request).
• To re-take an exam/time-constrained assessment, if you feel your performance on your first attempt was negatively impacted (via impaired performance request).

Please note you are unable to request:

• More than a 14 day extension to coursework.
• More than the scheduled amount of time to complete your exam/time-constrained assessment.
• A deferral of your assessment to the next academic year, unless:
  • You are eligible to trail and progress; or
  • You're studying a Trimester-based course and the assessment is for a Trimester three module.
• An extension to coursework due to impaired performance.

The exceptional circumstances procedure applies to all students on taught courses (although the process is different if you are studying at a partner institution). However, to avoid disadvantaging students who complete their assessments on time, extensions or postponements are only approved in genuinely exceptional circumstances which meet the criteria.  

If you are on a research course, you should check your Blackboard or contact graduatecollege@canterbury.ac.uk for information on extension processes.

Alternatives to the exceptional circumstances procedure

The exceptional circumstances procedure is one of several ways that the University supports students who are unable to submit work on time or attempt their exams because of events which are beyond their control. It is for students impacted by events which are unexpected, outside their control and short-term in nature (i.e. lasting one to two weeks).

Before you apply for a short extension to your coursework or to postpone/re-take an exam or time-constrained assessment via the exceptional circumstances procedure, check that one of the following isn’t better suited to meet your needs:

• A temporary learning agreement (TLA) covers medium-term periods, i.e. from two weeks up to (at most) the end of your current academic year. A TLA can help you manage your learning, so that you can successfully complete your level or stage of study within your current academic year. Find out more about temporary learning agreements.
• You could officially interrupt your studies for a maximum of one calendar year or, exceptionally, to the start of one further academic year (if it's early enough in the academic year for you to do so). During that period, you will not be expected to study or complete any assessments and some of your entitlements may change, e.g. you won’t be eligible for bursaries or tuition loans. However, you will still be a registered student with access to key information and support. Find out more about interrupting (via the changes to study process).
• A learning or placement support plan (LSP) is a bespoke plan for any student with a recognised disability and/or long term or serious medical or psychological condition. LSPs are reviewed regularly and in place for the duration of your studies. Find out more about learning or placement support plans.

Choosing the right type of exceptional circumstances request for you 

There are three types of exceptional circumstances request:

• Self-certification
• Evidence-based extension
• Impaired performance

Self-certification does not require evidence, but both evidence-based extension and impaired performance requests do.

Each type of exceptional circumstances request has a different purpose and criteria, and it's important you choose the right one for your situation. If you're not sure which request to make, seek advice from either your personal academic tutor (PAT), course director or a student support adviser.

Please note: if you have either a temporary learning agreement or learning support plan, you are not normally eligible for exceptional circumstances unless your performance was impaired by something not already addressed by your plan.

More about self-certifications

• You can use self-certification to request a seven day extension to your coursework or to postpone your exam/time-constrained assessment to the next assessment point for your course.
• 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 don’t need to supply any evidence with a self-certification request.
• 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 and time-constrained assessments, the request must be submitted no later than the start time of the assessment.
• Your request will be considered by your course team, so you should normally receive a decision within three working days.

Request an extension or postponement via self-certification, using the exceptional circumstances forms.

More about evidence-based extension requests

• If you have supporting evidence and a reason which meets the criteria as stated in the exceptional circumstances procedure, you can apply for a 14 calendar day extension to a coursework deadline or to postpone an exam to the next assessment point for your course.
• 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 seven day extension through self-certification, an evidence-based request will only gain you another seven 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 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 must submit your evidence with your application.
• You can request an evidence-based extension or deferral up to 14 calendar days before your deadline, and no later than seven days afterwards.
• Your request will be considered by your course team, so you should normally receive a decision within three working days.

Apply for an evidence-based extension or postponement, using the exceptional circumstances forms.

More about applying to re-take an assessment or exam due to impaired performance

• You can apply to re-take an exam or other time-constrained assessment (e.g. live performance or practical session) if you feel your difficulties affected your performance on your first attempt, and have supporting evidence which meets the criteria.
• You must submit your evidence with your application.
• 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 seven calendar days afterwards.
• Your request will be considered by your Faculty Panel, so you should normally receive a decision within 21 working days.
• If your impaired performance request is approved, your original attempt will be dis-counted 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.

Apply to re-take your assessment or exam due to impaired performance, using the exceptional circumstances forms.

Completing and submitting the correct exceptional circumstances form

Once you know the right type of exceptional circumstances request for your situation, and you've checked that you're eligible, submit your request by using one of the online forms. Take care to complete the form that's right for your particular situation and follow all instructions.

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.

Need further advice or support?

If you need further advice on making an exceptional circumstances request, or if you need a different type of support because you have a longer-term problem, speak to your personal academic tutor (PAT), course administrator/support officer or student support adviser.

If you study a research degree course, you should check your Blackboard for information on extension processes or contact graduatecollege@canterbury.ac.uk.