Exceptional circumstances are unforeseeable or unpreventable events or circumstances outside your control which have a negative impact on your ability to study or your academic performance. Some events, even if difficult, distressing or unpleasant, are not in themselves deemed exceptional.  If difficulties arise during an examination period or close to a continuous assessment/coursework deadline, you may submit an exceptional circumstances application to seek appropriate mitigations.  The exceptional circumstances process seeks to level the playing field if you encounter issues which otherwise could have a negative impact on your academic performance.  

However, exceptional circumstances should not be submitted as an insurance against possible poor performance and acceptance of exceptional circumstances will not result in individual marks being raised. You should be aware that if you turn up and attempt an examination, or submit a piece of assessed work you are deeming yourself fit to be examined.  The decision on whether to attempt the examination or submit the assessed work, and the consequences of that decision, are your responsibility.  If you consider that your ability to study for an assessment may be affected by exceptional circumstances, you should consider carefully whether you should take the assessment; the School Exceptional Circumstances Committee will take into account the fact that you were aware of your exceptional circumstances but you decided to take the assessment anyway.  If in doubt, you should speak to your School and your doctor, but the decision on whether to attempt the assessment remains your decision.

Long-term chronic illnesses or medical conditions are not considered as exceptional circumstances and, therefore, will not be dealt with under the exceptional circumstances process, although a sudden, unforeseen exacerbation of such a condition may be.  If you suffer from a chronic illness or on-going condition, you should contact Disability Services to ascertain whether you are entitled to additional support.  If you have a medical condition which fluctuates, you may also be entitled to reasonable adjustments with regard to deadlines and examinations.  Chronic conditions for which you have received support and reasonable adjustments do not constitute exceptional circumstances.

If you encounter difficulties at any stage during your studies, you should contact your School as soon as possible to discuss your options; this may include taking a period of temporary withdrawal. 

Short-term illness of student. In circumstances where you are unable to seek medical advice, or where it would not be appropriate to seek medical advice e.g. gastroenteritis, flu, food-poisoning, migraine. Self-certification is initially acceptable for this category of exceptional circumstances, up to the maximum self-certification period.

COVID-19 related personal circumstances. A new category of exceptional circumstances has been established to deal with COVID-19 related personal circumstances that may impact students’ academic performance. Self-certification is initially acceptable for this category of exceptional circumstances, up to the maximum self-certification period.  This category will cover the circumstances set out below:

1. students who are displaying symptoms of COVID-19;
2. students who have tested positive for COVID-19 and are unwell (these students should provide a copy of their positive test result notification to support their application);
3. students with caring responsibilities for someone with suspected or confirmed COVID-19;
4. students with caring responsibilities which have arisen as a result of the pandemic e.g. usual childcare / school is unavailable;
5. students whose mental health has been negatively impacted as a result of the COVID-19 pandemic;
6. students whose personal or family financial circumstances have been recently negatively affected by COVID-19;
7. students who are unable to complete assessments remotely because of a lack of access to computer facilities;
8. students who experience technical issues while completing an assessment remotely (in this case, students must have informed their School of their issues as soon as possible following the assessment); and
9. students who are self-isolating and, therefore, will miss an on-campus activity/assessment that cannot be conducted remotely or if they need to access specialist resources for a summative assessment that are only available on campus, which will have a negative impact on their academic progress.

This list is not exhaustive.

Death of a close relative or friend.  ‘Close’ means parent or guardian; partner or spouse; child or sibling. A death certificate, an order of service, a letter confirming the death from an independent person or other proof of death (e.g. a death notice in a newspaper) should be submitted.  The death of another family member will be considered on a case-by-case basis, and proof of the impact that this has had on you may be required e.g. engagement with support services.

Serious illness of student. An unforeseen incapacitating illness or medical condition. This includes breaks and serious sprains to the normal writing hand/arm.  Medical certification must be provided, self-certification is not acceptable, although existing medical evidence e.g. hospital discharge note, appointment letters, will be acceptable.  Long-term or chronic illnesses or medical conditions are not considered as exceptional circumstances and will not, therefore, be dealt with under the Exceptional Circumstances Procedure.  If you suffer from a chronic or on-going illness or medical condition, you should contact Disability Services for advice (see below ‘What about long-term illness or disability?’).  You may be entitled to ‘reasonable adjustments’ to assist your study.   

Please note that if you experience severe pain which is affecting your ability to study or your academic performance, you should inform your School or Student Wellbeing, even if you have not received a diagnosis of an illness or condition (for example, severe back pain which is later diagnosed as sciatica).  It is the pain which is impacting on your ability to sleep, study or attend an examination - not the diagnosis.  Evidence would be required for an exceptional circumstances application.  This can be existing medical evidence e.g. physiotherapy appointment letter, prescription.

Serious illness of a close relative. See notes above for definition of ‘close’.  Detailed medical evidence of your relative’s illness is not required.  These will be considered on a case-by-case basis.  You should provide confirmation that your relative has been ill and proof of the impact that this has had on you may be required e.g. engagement with support services.

Hospitalisation. Documentation e.g. discharge note, confirming the hospitalisation will be required.

Acute Personal/Emotional Circumstances. Supporting evidence e.g. evidence of engagement with counselling or existing medical evidence will be required.

Victim of Crime. A written statement of events which is supported by written evidence from the police and/or appropriate medical professional (or equivalent) will be required.

Financial Problems. Stress brought on by acute financial concerns. It is the stress brought on by the financial problems which may be considered as exceptional circumstances, rather than the financial circumstances themselves.  Evidence of engagement with support or medical services will normally be required.  It is your responsibility to maintain a proper balance between work and study.

Serious personal disruption.  Divorce; fire; burglary; serious assault; jury service, serious childcare difficulties. Corroborating evidence in relation to your circumstances must be provided.  

Pregnancy-related illness or stress.  Pregnancy is not in itself considered to be an exceptional circumstance.  However, illness, stress, anxiety or upset related to a pregnancy may be considered.  Documentation confirming the pregnancy-related illness or stress must be provided e.g. existing medical evidence.  This also includes the stages following childbirth. Anxiety or stress suffered by a student about the pregnancy of a partner may also be considered in certain circumstances.

Self-isolation. If you are self-isolating, but are well and able to continue with your academic studies and/or assessments remotely, you should continue to do so.

Social activities. Hectic social or sporting life, parties, visits to/from friends.

Temporary self-induced medical conditions. Hangover, drug taking (excluding prescribed medication).

Minor ailments. Colds, sprains, minor fractures (unless in the writing hand/arm – please see Student Wellbeing website.

Non serious personal and domestic disruptions which could have been anticipated or planned. Such as moving house, weddings, holidays.  Attending a wedding is not deemed to be an exceptional circumstance, although participating in a wedding as a best man or bridesmaid may be accepted.

Chronic conditions for which you have received support and reasonable adjustments.

Work Commitments. Paid work.

Other issues not considered to be exceptional circumstances:

1. Misreading the examination timetable.
2. Over sleeping / alarm clock not going off causing you to be late for or miss an exam or assessment.
3. Completing and submitting coursework too late and missing deadlines (time management problems).
4. Non-availability of books or other resources (except computer facilities where a student is self-isolating and unable to access on-campus facilities required to complete assessments remotely or engage with compulsory classes).
5. Losing coursework (not backed up).
6. Problems with postal delivery of work (you are advised to obtain receipts for assessments submitted in this manner).
7. Appointments (legal, medical, etc.) which could be re-arranged.
8. A long-standing condition, such as susceptibility to hay fever.
9. A late diagnosis of a physical illness or condition, the symptoms of which you were aware (even if you had not received a formal diagnosis).

If you have a long-term, chronic or on-going medical condition, you should inform your School and seek advice from the University’s Disability Services. If your condition is deemed to be a disability, you may be entitled to ‘reasonable adjustments’ to support your learning. Disabilities or chronic/long-term/on-going medical conditions are not considered to be exceptional circumstances, although a sudden, unforeseen exacerbation of such a condition may be.

If you suffer from a fluctuating medical condition and are registered with Disability Services, you will normally be granted flexibility with exams and assessment deadlines, as set out in your Individual Student Support Agreement (ISSA). In such cases, an exceptional circumstances application is not required. However, if you encounter difficult circumstances unrelated to your condition or require a deadline extension which is longer than is permitted under your ISSA, you may need to submit an exceptional circumstances application. If in doubt, you should seek advice from your Disability Officer or your School.

You should seek advice from the University’s Disability Services, ideally at the beginning of your studies if you have a disability or medical condition that may affect your studies or academic performance so that any reasonable adjustments recommended by Disability Services to support your learning may be put in place, and to prevent further evidence being requested in the future in relation to your disability or medical condition.  You should contact Disability Services as soon as possible as it may take a while for your assessment to be carried out and for support or reasonable adjustments to be put in place.

If you suffer from a disability or a chronic/on-going medical condition, and decide not to register with Disability Services, the University will not be aware of your condition, and an application for exceptional circumstances will be required if e.g. you have an acute episode or flare-up of your condition before a continuous assessment/coursework deadline or examination.

Please see the following links for further information, particularly in relation to flexibility with deadlines:

• On-course assessment.
• Examinations.

Students who have been impacted unexpectedly by COVID-19 related personal circumstances can apply for their exceptional circumstances to be taken into consideration.  This can result in additional time to complete continuous assessment/coursework, or the opportunity to take a new examination at the next available opportunity for full marks. 

You are permitted to self-certify for COVID-19 related personal circumstances, up to the maximum self-certification period. If you are impacted beyond this period, evidence of your circumstances may be required.  However, evidence requirements for exceptional circumstances have been relaxed for this year in acknowledgement that it may be difficult to obtain the medical evidence that is normally require, at this time.  Students should submit documentation you already have to hand to verify your exceptional circumstances, if required.

The table below provides an overview of how the Exceptional Circumstances process has been designed to support you if your assessment has been impacted by COVID-19:

It is important to be aware of the fit to sit principle - if you submit an examination or a piece of continuous assessment/coursework, you are deeming yourself fit to be assessed and extra marks cannot be awarded for exceptional circumstances.  Therefore, it may be in your best interests to request to defer a piece of assessment, if you are experiencing difficulties that mean you are unable to perform to the best of your ability.

You also cannot apply for exceptional circumstances on the basis of self-certification if you attempt an assessment. Supporting evidence to show an emergency occurred during the assessment, or that you were subsequently deemed not fit to sit the assessment is required. 

If you believe your performance has been adversely affected by exceptional circumstances, you must inform your School as soon as you can and submit an exceptional circumstances application. 

Initial Contact

You should email or telephone the School Office to inform them that you are unable to meet a submission deadline or attend an examination.  You should do so in advance of the deadline or examination, if possible, and ask the School Office to send you an email confirming that you have told them that you are unable to submit your continuous assessment/coursework or attend your examination and the time and date of your notification.  If you are unable to notify your School, you should ask someone else to do so on your behalf.  If you do not inform your School, you will be expected to explain why you did not do so.

If you are self-certifying your exceptional circumstances application, you must advise your School in advance, or on the day of the examination or submission deadline. You must email or telephone the School Office to inform them, and to indicate that you will be self-certifying your absence.  If you are unable to notify your School, you must have someone else do so on your behalf.  Self-certification is not acceptable if you have attempted the examination or submitted the continuous assessment/coursework.

You should also ensure that that you meet any School or programme requirements concerning notification of absence.

Exceptional Circumstances Application

Informing your School is not sufficient.  You must also submit the Student Exceptional Circumstances Application Form 2022-23, and the necessary supporting evidence or self-certification statement, before the deadline for such applications, to your School Office.

You must submit the form and provide the relevant evidence to your School Office by the following deadlines:

Teaching Period

You must submit an application for exceptional circumstances, along with the appropriate supporting evidence or self-certification statement within three working days of returning to study or within three working days of the deadline for submission of the continuous assessment/coursework or date of the examination (whichever is sooner).

Examination Period

Please see the published key dates which includes the University deadlines for submission of exceptional circumstances applications for all assessments within the University’s examination periods.

In some Schools the exam period may differ from the University exam period, in which case the deadline for submission of exceptional circumstances will also differ from the University’s published deadline.  In these instances the School deadline will apply. It is your responsibility to ascertain the correct deadline applied by your School and to submit any exceptional circumstances application (and supporting evidence or self-certification statement) to your School within the specified time.  For up-to-date information about exceptional circumstances submission deadlines please visit your School website.

If you have any queries about the procedure or are in doubt about the deadline, you should contact your School immediately. 

The maximum period for self-certification is up to a maximum of seven calendar days (excluding University closure periods).  

For exceptional circumstances applications, you will be required to identify the number of days for which you wish to self-certify your application, up to the maximum self-certification period. You should not seek more days than are required, and your School will review your application and determine the length of any extension to be granted / period of absence to be sanctioned. 

Where you are self-certifying your absence due to a short-term illness (e.g. gastroenteritis, flu, food poisoning, migraine) or for COVID-19 related personal circumstances, you will be required to provide details of the cause of your absence.  Generic terms such as ‘sick’ or ‘ill’ will not be sufficient, and you will need to provide details of your symptoms or condition (if known).  It will not normally be necessary for you to provide supporting evidence for self-certification (except a positive COVID-19 test result or a notification from track and trace, or evidence of your immediate contact with the School if technical difficulties were experienced during an examintion).

Self-certification is permitted for only short-term illnesses, usually where you were unable, or it would not be appropriate, to attend with your GP, or COVID-19 related circumstances, and this will be taken into consideration by your School when considering the application.  Self-certification is not acceptable if you have attempted the examination or submitted the continuous assessment/coursework.  Depending on the information provided in your self-certification statement, your School may request supporting evidence, prior to making a decision on your application.

Self-certification must:

• Include a clear statement with details of your symptoms or your condition if known. You should try to give as many details as possible. Words like ‘unwell’, ‘ill’ or ‘illness’ are not acceptable.
• Relate to a specific examination or continuous assessment/coursework deadline.
• Identify the number of days for which you wish to self-certify your absence (within the maximum self-certification period). You should not seek more days than are required, and your School will review your application and determine the length of any extension to be granted / period of absence to be sanctioned.
• Include a positive COVID-19 test result / track and trace notification, if appropriate.
• Include evidence of your immediate contact with the School if technical difficulties were experienced during an examination.

If the School has concerns about your overall pattern of attendance or your academic performance, they reserve the right to request supporting evidence or reject your application on the basis of self-certification.

Self-certification should only be used where absolutely necessary, and the University expects you to manage minor ailments yourself e.g. colds.  Before you self-certify, you should decide whether you are fit to be assessed.  Cases of multiple self-certified absences will be monitored and you may be called to a Student Support Meeting, and/or referred to Student Wellbeing, the University’s Occupational Health Service, or for consideration under the Guidelines on Fitness to Continue in Study on the Grounds of Health and/or Safety.

If you self-certify your absence for an assessment or a number of assessments, you may be expected to take the assessment(s) during the re-sit period.  This will be in addition to any scheduled assessments in the normal course of your studies.  This is likely to increase your workload and could lead to bunching of deadlines during the supplementary examination period.  This may also mean that you will have to change any plans you have made for the summer vacation period in order to take an assessment which you have deferred following an exceptional circumstances application.  Please note that examinations will not be re-arranged for an earlier or different date and must be taken during the normal supplementary examination period. 

You should also remember that if you fail an assessment in the supplementary examination period, then you may be required to repeat the year. Talk to your School for more information about this.

You should submit a new exceptional circumstances application with supporting evidence for consideration.  This should be submitted to the School within three working days of the extended submission deadline.  However, depending on the nature of your continuing circumstances and the assessment profile of the module, the School may determine that you should defer the continuous assessment/coursework to the next available opportunity, where you would be required to submit a new piece of assessment.

If you are experiencing difficulty obtaining the relevant supporting evidence due to circumstances beyond your control, you may still submit your new Exceptional Circumstances application by the deadline and speak with your School to discuss your options.

If you are self-certifying your exceptional circumstances application for a short-term illness or COVID-19 related personal circumstances, your statement is your evidence.  You should include a positive COVID-19 test result / track and trace notification with your application, if appropriate, or evidence of your immediate contact with the School if technical difficulties were experienced during an examination.

For all other exceptional circumstances, supporting evidence of your personal circumstances is required as outlined in the Exceptional Circumstances Categories Guide.  This will enable the School Exceptional Circumstances Committee to determine the likely level of impact on your ability to study or your academic performance. It is intended that medical documentation already to hand, or evidence of engagement with support services e.g. counselling, should be provided with your Exceptional Circumstances application, so that there is no need to request additional medical evidence.

It is entirely your responsibility to submit all the necessary documentary evidence on or before the relevant deadline.  Failure to do so may result in your request being rejected by the SECC.  However, if you are experiencing difficulty obtaining the relevant supporting evidence due to circumstances beyond your control, you may still submit your Exceptional Circumstances application by the deadline and speak with your School to discuss options.

Evidence must be:

• In English.  If you provide an English translation of a document in another language, the translation must be certified as an accurate translation.  The University may check that the translation is accurate.
• Relevant to the missed/failed examination or assessment.
• From an independent body, e.g. counselling service /your G.P./ hospital.

Medical evidence must:

• Relate specifically to the dates and duration of the illness.
• Contain a clear medical diagnosis or opinion.

Please be aware that, should a School have any concerns about the authenticity of evidence of exceptional circumstances, .  This is also applicable to self-certification statements; where Schools are concerned about authenticity or truthfulness, they may contact you to discuss, or may require you to provide supporting medical evidence from your GP.  Fabricating or falsifying supporting evidence (e.g. medical evidence or a self-certification statement) is considered to be a serious disciplinary offence.  If you are suspected of fabricating or falsifying supporting evidence, the School or University may require the matter to be investigated under the University’s Conduct Regulation's.  The standard penalty for a first offence of fabricating or falsifying evidence submitted to the University is expulsion from the university.   

No.  You will need to obtain up-dated medical evidence to cover the relevant assessment, exams or exam period.

In the case of self-certification, students must contact their School and complete an exceptional circumstances application clearly indicating on the form each examination, or each continuous assessment/coursework deadline that they miss, as a result of their short-term illness or COVID-19 related personal circumstances.  Students should be aware that self-certified absences will be monitored, and that multiple self-certifications may not be granted.

If your condition or illness is on-going you should seek advice from the Student Wellbeing Team  or Disability Services.  You should also speak to your Personal Tutor or Adviser of Studies about the option of taking a period of temporary withdrawal from your studies.

Students should always consult their GP if their illness is severe, if it persists, or if they are in any doubt about their health.

Repeated applications for exceptional circumstances could lead to an invitation to a Student Support Meeting, and / or referral to Student Wellbeing, the University’s Occupational Health Services, or for consideration under the Guidelines on Fitness to Continue in Study on the Grounds of Health and/or Safety. 

The information that you submit is processed in accordance with the Data Protection Act and successor legislation. It will only be seen in confidence, by a small number of staff in the University dealing with your application. The particular reasons for your absence will not be shared or reported elsewhere, except in the case of multiple self-certifications for absence, where you are studying on a joint programme and sharing with the other School is appropriate, where a referral to the University’s Occupational Health Services or for consideration under the the Guidelines on Fitness to Continue in Study on the Grounds of Health and/or Safety may be required. A record of your absence will be kept.

All information provided will be treated by the University within the normal bounds of confidentiality and in accordance with Data Protection requirements. 

Please be aware that, if you choose not to disclose your circumstances to your School, within the exceptional circumstances process, this may result in your situation not being taken into account in progression or award decisions.

You should try to meet regularly with your Personal Tutor or Adviser of Studies to discuss any issues relating to your progress.  

If you would like to speak to someone outside of your School you should contact one of the University support services:

Students' Union

Advice and support are available from Advice SU or your Student Officers.

Student Wellbeing

If you are experiencing personal or emotional difficulties that are impacting on your academic performance you can speak to a member of the Student Wellbeing Team about support available to you by emailing studentwellbeing@qub.ac.uk or completing the online contact form; look at online self-help resources or visit the Student Resilience and Wellbeing Zone, First Floor, Student Guidance Centre.

For 24 hour telephone support from a counsellor, contact the Counselling Service on 0808 800 0016 (free from mobile or landline).

During the examination period:

Your exceptional circumstances application and any supporting documentation will be considered by the School Exceptional Circumstances Committee (SECC) which meets prior to the meeting of the Board of Examiners.  The SECC has discretion to accept or reject your application, and if accepted, will make a recommendation to the Board regarding concessions which may be granted. Every student’s circumstances are different.  Therefore, every case is considered on its own merits. 

During the teaching period:

If a decision on your exceptional circumstances application is required before the next scheduled meeting of the SECC, a delegated member of the SECC (nominated by theChair) will consider your application and communicate the outcome to you.

For more information on the School Exceptional Circumstances Committee (SEEC) please see the .

Your exceptional circumstances application will be accepted or rejected by the SECC, or you could be asked for further information.

If accepted, the SECC may recommend to the Board of Examiners that you be permitted to take a new assessment for full marks at the next available opportunity (normally during the supplementary examination period in the summer). A list of the recommendations that the SECC can make can be found at Regulation 5.7 of the Study Regulations for Undergraduate Programmes / Study Regulations for Postgraduate Taught Programmes.

For continuous assessment/coursework, you may also be granted an extension to the submission date. However, this extension may mean that your result will miss the normal Board of Examiners meeting, and so your result will not be ratified until the next meeting of the Board (normally following the next examination period). An extension may also result in the delay of feedback. In some instances, depending on the length of extension required and the assessment profile of the module, the School may determine that you should defer the continuous assessment/coursework to the next available opportunity. Where this decision is applied, you would be provided with the opportunity to take a new piece of continuous assessment/coursework as a first sitting at the next available opportunity.  

The Board of Examiners cannot change your mark or award extra marks.  

Your module results will be published on QSIS, if available.  If you have failed a module or if you did not take an assessment, your transcript will reflect the decision of the Board of Examiners, including any concession granted as a result of an exceptional circumstances application.

If you have requested an extension to a continuous assessment/coursework submission deadline date, your School will advise you whether this has been granted.

If your School is concerned with your progress, you may be called to discuss these concerns with your Personal Tutor or to attend a Student Support Meeting in your School.  It is strongly recommended that you attend this meeting and avail of the advice available.  In any case, you may wish to discuss your progress with your Personal Tutor or Adviser of Studies.

Appealing the Decision

You can submit an appeal against the decision of the Board of Examiners to the Faculty Student Appeals Committee (FSAC).  The grounds for appeal are set out in the . It is your responsibility to identify the grounds upon which you wish to appeal.  Please see guidance on the appeals process to assist you, and the key dates for appeal deadlines.

Highly Sensitive and Personal Circumstances

Failure to disclose informaton to your School or withholding information from the Board of Examiners because it was of a highly sensitive and personal nature is not a ground for appeal to the FSAC.  However, you may contact the Director of Academic and Student Affairs who may consider an application under the Personal and Sensitive Procedure and may decide to refer your case back to the Board of Examiners for consideration.  Please see guidance on personal and sensitive circumstances.