Exceptional circumstances - supporting evidence

 Disability Reason Code 

Type of EXCEPTIONAL CIRCUMSTANCES reported 

Examples and evidence required (all evidence must be in English)

1 

Serious/Urgent physical or mental health condition at the time of assessment    

For example: Broken Limb, Influenza “flu”, Clinical depression  

You will need to provide evidence of the impact of a serious/urgent physical or mental health condition around the submission date of assessment.

You can self-certify using a self-certificate (link on the previous AskHerts page) for an urgent medical condition provided that it meets the criteria detailed in the form 

For illnesses not covered by self-certification you will need to provide medical evidence

We are unable to accept photos of prescriptions or medication, or appointment confirmations (e.g. text messages, screenshots or letters) without additional supporting evidence.

N.B. This is not for disabilities that are already recognised as these are covered in Section 2.

2a 

2b 

Disability including mental health disabilities.  

You were unable to take the assessment for reasons directly related to your disability / mental health.  

An agreed adjustment as described in a Study Needs Agreement (SNA) was not implemented.  

You need to provide evidence of the impact of a disability or mental health condition at the time of assessment as the diagnosis alone is not valid grounds for Exceptional Circumstances. Medical evidence must be dated around the assessment date. If you have an SNA that supports Exceptional Circumstances related to a chronic condition, please note this within your submission.

You can self-certify using a  self-certificate (link on the previous AskHerts page) for an urgent medical condition provided that it meets the criteria detailed in the form 

3a 

3b 

Death and Bereavement  

Death of a significant relative or of a close friend close to the assessment date. 

Attendance at a funeral at the time of the assessment.  

You should try to obtain documentary evidence of the death and explain the relationship if that is not immediately clear as we recognise that families are all different. If this is impossible you may self-certificate (link on the previous AskHerts page) detailed in the form.  

An Order of Service for the funeral or statement from a religious/humanist officiant is sufficient. 

If your Personal Tutor has been aware of this situation, you may ask for a statement of support from them.

4  

Serious personal/domestic problem 

(not medical)   

This includes but is not limited to separation from spouse/partner, a victim of crime, eviction or housing crisis within the semester, loss of formal sponsorship.

You may provide evidence from a Police Report, Housing Officer report or similar relevant to the situation. This must relate to the current assessment period.  

If your Personal Tutor has been aware of this situation, you may ask for a statement of support from them.

Students with a WASS Adviser may request a statement of support from the Adviser. 

If you are formally sponsored by an individual or organisation and funding is unexpectedly withdrawn, you should provide evidence from that person or organisation. 

5  

Exceptional Transport problem 

A serious or out of the ordinary rail delay or road traffic accident, snow causing serious or out of the ordinary delays to traffic on the day you were due to travel to the exam or assessment. 

You should provide police, traffic or weather reports and your public transport ticket. Evidence must include the time and date of the delay.

6  

Serious illness in the family  

You can self-certificate (link on the previous AskHerts page) for this to explain the situation and/or the impact that this has had on your ability to submit/sit the assessment. 

For situations not covered by self-certification you will need to provide medical evidence dated around the time of the assessment. 

·       Carers

·       Parental leave – not sure that these belong here as could be confusing/ limiting

7  

Commitment outside of the student’s control   

Unforeseen circumstances and emergencies, including and not limited to an unexpected loss of childcare or other carer support,

If your Personal Tutor has been aware of this situation, you may ask for a statement of support from them. Students with a WASS Adviser may request a statement of support from the Adviser.

8  

Work commitments 

For students registered as a part-time student or studying on a degree apprenticeship programme only. 

You should provide evidence from your employer and/or tutor that explains how your work commitments impacted on your ability to sit or submit your assessment 

9  

Religious reasons 

Where activity is proscribed or limited due to religious requirements. 

You should provide evidence from your religious leader that explains the circumstances. e.g Religious Pilgrimage.

Fasting is not a valid reason for EC

10  

Holidays 

This must be booked before you have accepted your place at the University of Hertfordshire.

Evidence must show the date of booking as before you accepted your place and the date of the holiday.

 Please note, a leave of absence form is not acceptable evidence for this reason code.

11  

Re-instatement following barring of access to StudyNet 

This only applies if a student has not already been withdrawn. 

Please provide your email confirmation to show that you have been reinstated.

12a 

Computer Problems 

For online or SDL students: Failure of own computer or software – leading to loss of time to complete coursework, loss of files/data/work 

For on-campus students, failure of own computer can only be considered where students did not have access to on-campus facilities 

For online students: screencap showing failure that must show the date and time. 

For on-campus students, evidence of failure of own facilities e.g. screencap showing date and time, AND evidence of closure of on-campus facilities or evidence for not being able to travel to campus for substantive part of the assessment period. 

If your device requires repairs, you should provide a copy of the receipt for the work carried out.

12b 

Failure of UH/partner supplied equipment, infrastructure or software.  

Evidence of communications from UH/Partner confirming failure of equipment, infrastructure or software. 

12c 

For students unable to access and/or submit an assignment (not related to debt): 

Failure or restricted operation of equipment, infrastructure (could be ISP or power failure, or failure of 3rd party online assessment system/invigilation) or other software affecting ability to upload coursework. 

Evidence of failure or lack of access (e.g., communications with 3rd party, public status reports etc). Any screenshots or screengrabs must show time and date. 

An upload error resulting from incorrect file type or size is not grounds for exceptional circumstances. Students are expected to prepare files that adhere to Canvas size restrictions and any file restrictions set by the tutor. 

Minor internet connections or interruptions are not acceptable grounds for exceptional circumstances.

12d 

For students who have started an online test (including practice quiz) but not able to complete: 

Technical or other difficulties that prevent completion once a quiz, online test or exam has been started  

Evidence of technical or other difficulties. Any screenshots or screengrabs must show time and date. 

Students must complete the exceptional circumstances request and submit it, via Student Portal, by midnight (GMT applies) on the day following the quiz/test/exam.