So, what exactly is an EC?

Extenuating circumstances are situations that happen beyond our control that impact our ability to complete assessments and sit exams.  

As a student you need to understand that the university expects you to attend or submit an assessment in the scheduled assessment period, and that if you can’t, you need to have a valid reason to explain why you can’t.

You need to submit this in advance, on the day, or very shortly after the assessment or deadline.

Students can be upset when they realise that they do not have sufficient evidence or that their circumstances do not qualify, so it is important that all students familiarise themselves with the grounds on which ECs can be applied for.

You can find more information about each of the grounds here, they include:

• Bereavement (when someone you know has passed away)
• Short-term illness, long term health problem or other disability suddenly worsening
• Late diagnosis of additional learning requirements or a disability
• For part-time and distance learning students, an increase in workload out of your control
• Other exceptional circumstances

Self-Certification

Did you know that you get one self-certification per semester?
That’s one self-cert in semester 1, semester 2, and the Late Summer Assessment (LSA).

You do not need evidence for a self-cert, they are a way to ask for either a deferral or a short extension of an assessment when you cannot get evidence for it in time.

A good example might be if you have flu the day before an exam and need to defer it, but you are unable to see a doctor in time to get a medical note. This is similar to reporting in sick at work, so only use a self-cert when you really need it and always try to use evidenced-based ECs where you can.

For more information: Self-certified ECs

Medical students: please note that you are not eligible for self-certified ECs and must always apply for evidence-based ECs.

Evidence-Based

We know evidence-based ECs can be tricky for student's to get their head around, so we have a comprehensive page on the Union website that breaks down everything you need to know:
Extenuating Circumstance

If you are close or slightly more advanced of the deadline, have valid grounds, need a longer extension, and are able to provide evidence, you can submit an evidence-based EC. 

A good example might be if you know you have surgery coming up on the day of your exam, you can get a doctor's note and request a deferral of your exam to the next exam period. 

Remember:

• You can submit as many evidenced ECs as you wish up until the Board of Examiners meet before confirming your results
• You can use these for both exams and/or coursework
• Exams are deferred automatically to the next assessment period
• Coursework is either deferred or extended by only 10 working days
  e.g. if you have a deadline on Tuesday, it will need to be submitted the 2nd Tuesday after (excluding Bank Holidays which don't count)
• You can submit this type of EC in advance, during and within 5 working days after the assessment. You can submit later than this but you will need compelling evidence to improve your chances of it being approved.
• If you need more time, you can submit another evidenced EC on top of the one you submitted. 

Don't Struggle in Silence

Too often student's push through when they are too unwell or are struggling with a difficult situation that is impacting on their ability to perform academically. It can be so upsetting for a student that has a valid reason for not being able to sit an exam, to later realise that they could have applied for ECs instead of pushing through and performing badly in an exam. 

Our message to you is simple, don't struggle through if you have valid grounds for an ECs, get the EC submitted to give yourself the best possible chance. Remember, you can't just go back and ask for an EC once you have the result and it is not what you had hoped it would be. 

Technical Issues

Many students experience some kind of technical error during an exam but don't realise that the university expects them to take certain steps in order for this to be considered as an extenuating circumstance. The university will not accept that you did not know what the process is, so here is a quick guide should you find yourself in this situation:

• At the time of the error, reach out to your Module leader and explain the situation.
  Do not put ECs in yet, you may not feel you need them by the end of your exam but, by reaching out to your module leader, you will have it logged. 
• Take a photo, screenshot, video, or anything you can do to demonstrate the error at the time. Make sure the evidence is time stamped. 
• Make sure you submit in good time, the university will not accept ECs for technical issues if you leave it too late to submit.
• If you are unable to submit your work still, email your work to your module leader AND raise a question through Surrey Support.
  This will ensure you have an unedited copy submitted to the University.
• Submit evidence ECs if you feel the error has impacted your ability to do your best.
  You should make sure you do ECs the same day, or as close to the deadline as possible.
  You can use the photos/screenshots as evidence.

If in Doubt

If you are unsure about anything EC related then get in touch with us here in the Support Zone. 
We are here to help you, so contact us as soon as possible so that we can advise you:
Contact the Union for Advice

You can also visit our Don't Worry Surrey - Exam Support page for more information about ECs and other helpful resources to guide you during the exam period. We also have a Where To Get Support page, that includes a range of support services if you find yourself struggling. 

Remember, your union are here for you!