Adverse circumstances affecting studies and assessment

Sometimes students will experience adverse circumstances beyond their control that significantly impact on their research performance, attendance or assessment submissions. The University has an Exceptional Circumstances Policy which applies to taught components of a programme. However, for most postgraduate research students, the University offers other support mechanisms if they are experiencing circumstances that affect their ability to engage with their studies.

Students should discuss any circumstances affecting their ability to engage with their studies with their Principal Supervisor first.

Support for students with adverse circumstances that are disrupting their studies can be offered through authorised interruption or extension of study. However, there may be times when significant adverse circumstances affect a student’s ability to participate in an assessment, for example annual progression review or oral examination. Where this occurs, it may be possible to reschedule or change the format of the meeting or exam.

The College Committee may also take into account any significant adverse circumstances when considering recommendations from an annual progression review or oral examination. Therefore, it is important that students notify their Principal Supervisor, Postgraduate Director or Postgraduate Adviser in writing of any significant adverse circumstance before the relevant assessment (for example annual progression review or oral examination) or the College Committee meeting.

Examples of circumstances that might have a significant impact include:

• Bereavement through the death of a close relative, partner or close personal friend.
• Serious short-term physical illness or injury; this includes sudden worsening or a flare-up of a chronic physical health issue.
• Serious short-term mental illness; this includes sudden worsening or a flare-up of a chronic mental health issue.
• Serious illness of a close relative (such as parent, child or spouse/partner) or a person who is dependent upon the student for their care.
• Victim of a crime whose impact upon a student is serious; this includes the experience of sexual or gender-based violence and harassment.
• Adjustments for a disability have not been made in time for an assessment, where the student can demonstrate that the delay is not their responsibility.
• Exceptional personal circumstances, for example events that result in a serious impact on a student’s ability to engage with academic work during the assessment period in question; this includes unexpected changes to caring responsibilities, and breakdown of a long-term relationship.
• For students in paid employment, an exceptional and significant change in their employment commitments, where this is beyond their control.
• Other exceptional circumstances that have affected, or will affect the student's ability to meet a deadline or complete an assessment. Such circumstances will be considered on a case-by-case basis and may include military service, military conflict, natural disaster or extreme weather conditions.

Examples of circumstances that are unlikely to be accepted include:

• A long-term or chronic health condition (including mental ill-health) which has not worsened recently or for which the University has already made a reasonable adjustment.
• A minor short-term illness or injury (for example a common cold), which would not reasonably have had a significant adverse impact on the student’s performance in an assessment or ability to complete the assessment on time.
• Holidays, including getting married, attendance at weddings, festivals and similar events.
• Loss of work not backed up, computer or printing problems;
• Poor working practices such as:
  • accidental submission of an incorrect document, wrong file type or a corrupted file;
  • claim of technical issues on behalf of the University with no proof of an error message/ system failure on a University system (e.g. Learn);
  • poor time management;
  • misunderstanding of the examination timetable or instructions on assessment deadlines;
  • deadlines for work or exams being set close together.

For taught courses taken by postgraduate research students, the University’s Exceptional Circumstances Policy applies.

Exceptional Circumstances Policy