The University recognises that from time to time you may experience personal circumstances which will make it difficult for you to attend class or submit your assessments on time. Those circumstances may be short-term or longer-term and there are a number of ways the University can help you.

It is vitally important you let us know you have problems as soon as possible so we can advise on the best course of action for your particular circumstances. We cannot normally take retrospective action, so telling us about your problems at the end of the year, or after your results have been released, is too late for us to help you. Make sure you speak to someone at the Student Hub as soon as you think you might be having difficulties. They will be able to guide you to the appropriate support.

The following are the main ways in which the University can offer help to students who are experiencing personal problems that affect their ability to study.

Extenuating circumstances

The University defines extenuating circumstances as:

Significant, unforeseen, and normally short-term matters that result in a major impact on a student’s ability to be able to complete, or submit, or attend an assessment.

Students can request their EC are accepted to receive a seven calendar day extension without penalty or to submit the work during the next opportunity without penalty (known as a deferral). Please note, there is no late submission for resit work except where a late submission on the grounds of EC has been accepted and in this case marks will be capped at 40%.

Dependent on the timing of an Extenuating Circumstances Panel you may not know if your EC submission is approved in advance of any submission deadline. If you are seeking an extension to a submission deadline then you may have to submit your work late without knowing if the EC request for an extension is approved. Any penalties applied will be removed if your application is successful.

It is very important to remember that the Extenuating Circumstances Policy can only be used for personal matters that are short term and where you do not miss too much learning. This policy is therefore only for issues that do not last longer than 20 working days (25 working days where there is a compelling reason). If you are experiencing long-term issues, please refer to the suspension section at the bottom of this page and contact the Student Hub for further advice.

We’ve updated our EC Policy for the 2022/23 academic year – what’s changed?

You can submit an EC application for a maximum of one assessment date in any semester by ‘self-certifying’ and therefore without further evidence for an extension of up to seven calendar days for course work or to defer an exam to the resit period; self-certification will not be accepted if you wish to defer coursework. The claim must meet the University’s published criteria for extenuating circumstances and be submitted in the usual way. This means that you can apply for extensions to assessments or to defer more than one exam, provided they were due on the same date. Any additional applications or to request to defer a course work assessment must be supported by evidence as outlined in Annex A of the Policy.

You also need to be aware that we operate a ‘fit-to-study’ policy, which means you are responsible for deciding that you are fit to submit an assessment or take an exam. So, if you submit coursework or sit an exam you cannot also submit an EC claim to say you were not well and you wish your illness to be taken in to account when marking. If you have taken the exam or submitted a piece of work, you have declared yourself fit to do so; your work will be marked and your EC claim disregarded.

Extenuating circumstances forms must be submitted to the Student Hub or by email to student.registry@solent.ac.uk as soon as possible after the event/illness. The deadline to submit applications for each EC Panel is 2pm two working days before. If this deadline is missed your application may go to the following EC Panel. In some circumstances, and to enable cases to be processed swiftly for the benefit of the students, clear cases that are supported by high quality evidence or self-certified within the scope of the policy will be processed by Student Registry and will be reported to the next meeting of the panel.

Decisions of the EC Panel will be emailed to you at your Solent email address. If you wish to appeal the decision of the EC Panel you must do so within 10 working days of receiving your EC outcome. Please refer to complaints, conduct, and appeals for the academic appeals policy and form.

Final year students who defer all assessments in a module are then unable to achieve an Honours or Ordinary Degree until after the assessment has been completed and considered by the resit Progression and Award Board, will therefore not be eligible to attend the Graduation ceremony until the following year, when they have been awarded their target degree, diploma or certificate.

EC panel dates

Thursday 13 October 2022
Thursday 10 November 2022
Thursday 8 December 2022
Thursday 5 January 2023
Thursday 9 February 2023
Thursday 9 March 2023
Thursday 20 April 2023
Thursday 11 May 2023
Tuesday 13 June 2023
Thursday 29 June 2023
Thursday 20 July 2023
Thursday 17 August 2023
Thursday 7 September 2023
Thursday 12 October 2023

Documents

Further details and guidance regarding the University’s extenuating circumstances policy and procedural guidelines, as well as the submission form can be found below or can be obtained from the Student Hub.

Medical evidence template

Extenuating circumstances form

Extenuating circumstances policy

If you are experiencing difficulties that are not covered by the extenuating circumstances procedure, please contact the Student Hub who will be able to advise you.

Suspension of studies

If you are absent from studying for more than 20 working days, the University will normally advise that you suspend your studies and start again the following academic year at the stage that you suspended.

This is because of the amount of teaching you will have missed. This may also provide the time you need to resolve all personal difficulties and commence studying without worry. You will then be in the best position to do as well as possible. Suspension means that you will keep all the marks you have achieved up until the point you suspend, and when you return you will simply continue to complete the outstanding units and assessments. You cannot undertake any study while you are suspended from the course.

If you think you may need to suspend your studies you can speak to someone at the Student Hub who will advise you and may direct you to further support where needed. You will then be provided with all the advice and guidance you need about the timing of your return to your course.

Case studies