- Do I need exceptional circumstances or a coursework extension?
- What are exceptional circumstances?
- When should I apply?
- How do I apply?
- What evidence do I need?
- What happens after I apply?
- When can I make an exceptional circumstances request?
- Where can I get help?
Do I need exceptional circumstances or a coursework extension?
Apply for exceptional circumstances if:
- Something serious and unexpected has happened that is outside your control.
- You cannot submit your assessment or sit your exam.
- A short extension would not give you enough time.
- You have not submitted your assessment or sat the exam.
Do not apply for exceptional circumstances if:
- You could complete the assessment with a few extra days. Apply for a coursework extension instead.
- You have already submitted the assessment or sat the exam. This is known as the fit to sit rule.
If you are unsure which option is right for you, speak to your module leader, programme leader or personal tutor as early as possible.
What are exceptional circumstances?
Exceptional circumstances are serious situations that are unexpected, outside your control and significantly affect your ability to complete an assessment or attend an exam.
Examples include:
- Sudden illness or hospitalisation
- Bereavement
- Serious family or personal difficulties
- An acute mental health crisis
- A serious unexpected incident, such as being a victim of crime
Check the exceptional circumstances supporting evidence guidance for further examples, reason codes and details of the evidence you need.
If your request is approved, your assessment will be deferred to the next available assessment period. You will normally complete a new assessment at that time.
When should I apply?
You must submit your exceptional circumstances request:
- No more than 15 working days after the assessment deadline.
- At least five working days before the relevant Board of Examiners.
You can only apply if you have not submitted your assessment or sat your exam.
If you have submitted/sat your assessment see the Fit to Sit Policy.
How do I apply?
You must apply through your Student Record. This is the only way to submit an exceptional circumstances request.
Step 1: Check the reason code and evidence you need
Before applying, read the exceptional circumstances supporting evidence guidance.
This explains:
- Which reason code to select.
- What supporting evidence you must provide.
- Which evidence can be accepted.
Step 2: Submit the form through your Student Record
- Log in to your Student Record.
- Select Submit request.
- Complete the form.
- Select the appropriate reason code.
Step 3: Email your supporting evidence
Email your evidence to:
exceptionalcircumstances@herts.ac.uk
Remember to:
- Include your student ID number.
- Send your evidence at the same time as you submit the form.
What evidence do I need?
The evidence you need will depend on the reason for your application.
Check the exceptional circumstances supporting evidence guidance before applying. It explains the reason codes and required evidence.
Do not submit:
- Photographs as evidence, such as photographs of prescriptions, medication or a car.
- Evidence that does not show the date of the event.
- Incomplete self-certification forms.
Missing or unsuitable evidence may delay the outcome of your request.
What happens after I apply?
The Student Cases team will review your request and supporting evidence.
Check your Student Record regularly for updates and the outcome of your request. Do not rely only on receiving an email.
If your request is approved, your assessment will be deferred to the next available assessment period. Final confirmation of acceptance will be provided after the relevant Board of Examiners.
Where can I get help?
You do not need to manage this alone. Support is available from the following teams and services.
Academic advice
Contact your module leader, programme leader or personal tutor for advice about your studies and assessments.
Questions about exceptional circumstances
Contact the Student Cases team:
- Email: exceptionalcircumstances@herts.ac.uk
- Telephone: +44 (0)1707 285858
- Telephone opening hours: Tuesday and Thursday, 10.00 to 12.00 and 14.00 to 16.00
Wellbeing support
Student Wellbeing Services provides mental health, counselling, disability and wellbeing support.
Independent advice
The Herts SU Advice and Support Centre provides free, independent and confidential advice.
Further information
Read the exceptional circumstances frequently asked questions and guidance on Ask Herts.
If you are unsure which option is right for you, ask for advice as early as possible. Getting help early can help protect your academic progress.