Exceptional Circumstances
During the course of your degree programme, you might be faced with situations or difficulties that are outside of your control and negatively affect your academic performance. These are collectively known as 'exceptional circumstances' (ECs) and there are a number of actions you can request to mitigate the impact of these on your studies.
The Exceptional Circumstance Policy includes a list of what the University considers to be exceptional circumstances (for example, the death or serious illness of a close family member or friend, a serious short-term illness or injury; (see clause 10 in the policy) but please note that the list included in the policy is not exhaustive, and other reasons will be considered. If your circumstance is not on the list please talk to your Student Support Coordinator, School or Department Director of Academic Tutoring. Support Centres (or Henley Helpdesk or ILSI Admin Office) can provide further advice and assistance. Please also refer to the policy for information about what are not considered exceptional circumstances and where you can find support for such matters.
Please note there are strict deadlines by when you should submit exceptional circumstances requests. Requests submitted after a deadline are not normally considered. If they are considered, your progress through your degree will be delayed as your request will have been received beyond the point where your requirements can be accommodated in the current academic year.
How and when to make EC requests
Common EC requests
| Request | Route | When to submit | Evidence of circumstance required |
|
Short extension to coursework deadline (including dissertations)* Only two per year permitted and not available for all assessments. Please see Self-Cert FAQs for info about what coursework self-certs can be submitted for. |
Self-Cert |
From 2 working days before the original coursework submission deadline until 2 working days afterwards |
No |
|
Longer extension to coursework (including dissertations)* |
EC | From before the date of the assessment until 5 working days after the assessment | Yes |
| Re-arrange an in-class test, assessed presentation or practical assessment | EC | From before the date of assessment until 5 working days after assessment | Yes |
|
Request to retake and examination following publication of results** (known as 'deemed not to have sat' DNS) This includes if you have missed, or were affected during an exam. |
PREC | After the publication of end of year results** (see important note below) | Yes |
*For coursework extension requests, continue to work to the deadline until you hear whether your request has been granted
**Requests to retake examinations can only be made immediately after the publication of your end of year results. In most cases it is not necessary to pass every module, therefore you need to see your full set of results to identify whether you need to resit an examination.
If a Semester 1 examination has been impacted by an exceptional circumstance you should collect the evidence at the time and keep it until after the publication of results at the end of the year when you will be able to submit it.
Less Common EC requests
| Request | Route | When to submit | Evidence of circumstance required |
| Removal of a late penalty | EC | After the assessment has been submitted | Yes |
| Vary the assessment method or exempt from an assessment | EC | At the point you become aware you are unable to undertake the assessment | Yes |
| Repeat year | EC or PREC | Further guidance with EC questions and PREC questions | Yes |
| Mark a late submission (online exam) | PREC | Further guidance with EC questions | Yes |
|
Request to defer examinations made in advance (know as 'Deemed Not to have Sat' DNS) |
Contact your Support Centre (or Henley Helpdesk, ISLI Admin Office) |
Made in advance | Yes |
| Other actions (see the exceptional circumstances policy, annex 2) |
Contact your Support Centre (or Henley Helpdesk, ISLI Admin Office) |
Yes |
Further possible actions are listed in the Exceptional Circumstance Policy.
You are strongly advised to discuss any circumstances that are affecting you with your Academic Tutor or School Director of Academic Tutoring, Student Support Coordinator (or Henley Helpdesk or ILSI Admin Office) or Reading Students' Union Academic Advisor first.
If you are a postgraduate research, , NUIST-based, or HBS Greenlands student please contact your support staff or school for information on how to submit an Exceptional Circumstance request.
If you are suffering from a long-term condition, you may be considered disabled under the Equality Act and be entitled to reasonable adjustments. If so, please register with the Disability Advisory Service (DAS), who will be able to look at your circumstances, and consider if you would benefit from having an Individual Learning Plan in place, so that you have adjustments across all of your modules (including assessments). DAS will also be able to provide advice on further support available to you.
Our support package includes three different types of Exceptional Circumstance request depending on your particular situation. See below for an explanation of these and the links for more detailed information on how and when to submit a request, together with any questions you may have (FAQs).
Exceptional Circumstances requests and your questions