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 EC 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. Any pass grade achieved of above 40% would still be capped at 40% due to being a referral.

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.

EC is an evidence-based process: no evidence means no EC accepted.

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.

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 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 for each panel is two working days before, if this deadline is missed you application may go to the following EC panel. Your EC form will be considered by the University’s EC panel.

EC panel dates

Thursday 28 October 2021
Thursday 25 November 2021
Thursday 9 December 2021
Thursday 13 January 2022
Thursday 10 February 2022
Thursday 3 March 2022
Thursday 17 March 2022
Thursday 7 April 2022
Thursday 21 April 2022
Thursday 5 May 2022
Thursday 26 May 2022
Thursday 30 June 2022
Thursday 4 August 2022
Thursday 22 September 2022

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.

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