Extenuating circumstances

The grounds for the recognition of ECs include (the list is not exhaustive):

i. Bereavement through the death of a close relative or significant other that, in employment, would lead an employer to grant compassionate leave;

ii. For oneself or a close relative (such as parent, child or spouse/partner) or a person who is dependent upon the student for their care:

• Serious short-term illness or accident of a nature that, in employment, would lead an employer to agree to absence on sick leave
• A long-term chronic health problem suddenly worsening
• A flare-up of a chronic health problem.

iii. For part-time and distance learning students in employment, an increase in their workload due to circumstances beyond their control, or being required by their employer to work through periods normally available for study and/or assessment;

iv. Other exceptional circumstances that have or will have in the future, affected the student's ability to meet a deadline or to attend an event. Such circumstances will be considered on a case-by-case basis and may include participation in international sporting events, jury service and military service.

A full list of acceptable grounds for ECs can be found in the regulations.

Examples of circumstances that are not accepted by the University as valid grounds for ECs include (the list is not exhaustive):

• A minor illness that would not normally lead a responsible and reasonable employed person to take sick leave
• Circumstances that a reasonable person would view as foreseeable or preventable
• Holidays, including getting married, attendance at marriages, festivals and similar events
• Poor working practices
• Failure on the part of the student to acquaint themselves with the University's Regulations and assessment procedures.

Evidenced based extenuating circumstances are used when you have evidence to support your application.

Evidence must be written in English or accompanied by certified translations where appropriate. Evidence could include:

• Bereavement
• Illness
• A late diagnosis
• Accident or injury
• Significant adverse personal or family circumstances
• Military service
• Increased workload due to circumstances beyond one’s control (for part-time and distance learning students in employment) or participation in national and international sports events and/or specific training requirements (for University of Surrey Sports Scholars), etc.

Please check the Regulations for extenuating circumstances for the full range of the required evidence to support your request.

You can select any number of assessments to include in your application as long as the submission deadlines/event dates are within 10 university working days of each other.

Where the University approves your request, you may be granted an extension of ten University working days from the date of the original assessment deadline, regardless of when the application is submitted.

If you are submitting an extenuating circumstance for an exam this will always result in a deferral. 

After these extension deadlines have passed, you would need to defer to the next available opportunity which may impact your academic progression.

Evidenced based extenuating circumstances guidance (PDF). 

Extending an evidence-based application

You cannot extend a previous application using a self-certified extenuating circumstance. If you need to extend it you would need to apply with evidence.

Where the University approves your request, you may be granted an extension of a further five University working days – a total of 15 University working days from the date of the original assessment deadline, regardless of when the application is submitted. This will only be granted in exceptional circumstances.

After these extension deadlines have passed, you would need to defer to the next available opportunity which may impact your academic progression.

Self-certified ECs are used when you cannot provide evidence for an evidenced application, but you still have a valid/recognised circumstance.

When applying for self-certified ECs, you must provide a written statement outlining the nature of your ECs and explaining how these have affected you and your ability to undertake the assessment(s) to the best of your ability. 

You can submit up to three self-certified applications per academic year (one per academic Semester and Late Summer Assessment Period), and they can be used for all types of assessment.

Each application covers a maximum period of five University working days. You can select any number of assessments to include in your application as long as the submission deadlines/event dates are within five University working days of each other.

If you are submitting an EC for an exam this will always result in a deferral.

Self-certified extenuating circumstances guidance (PDF)

Extending a self-certified application

An evidence-based EC can be submitted to extend a self-certified application, however, the deadline will still be ten days from the original assessment deadline (not from the five-day self-certified deadline).  If an evidence-based application is used in this way and approved, you will get your self-certified application back to use again during that semester, should you need to.