Sheffield Hallam University Form Ec1 Issue 03/13 Notes For Completion and Submission of Extenuating Circumstances

SHEFFIELD HALLAM UNIVERSITY
Form EC1
Issue 03/13
Notes for completion and submission of Extenuating Circumstances

1. Before completing an Extenuating Circumstances Form, it is important that you read the University's Extenuation Policy. This is on
shuspace, located under Rules and Regulations - Illness and Difficult Circumstances section:
https://students.shu.ac.uk/regulations/extenuation/Extenuation%20Policy.pdf It is also strongly recommended you seek advice
from your Faculty helpdesk/reception point, Student Support Officers, Student Advice and Information Service, or the Students'
Union who can offer advice on whether to submit Extenuating Circumstances.
2. Please ensure that you understand the different options that are available within the policy particularly the
differences between procedures for Exceptional Extension Requests and the submission of Extenuating
Circumstances in relation to the submission of coursework. The form must clearly state what your extenuating
circumstances are, the timing of the circumstances and how you have been affected. You are either unable to
complete/attend the assessment or have concerns regarding underperformance
3. An EC1 Form should be completed and submitted if you consider that you have suffered from circumstances that are beyond the
normal difficulties experienced in life which may have caused exceptional interference with assessments. Normally you must
submit independent evidence of these circumstances.
4. As extenuating circumstances are exceptional, it is difficult to give examples of any. But some examples of circumstances which
would normally be accepted and examples of the documentary evidence that would normally be expected include:
Illness
o medical note, letter or certificate from GP, hospital consultant, SHU Medical Centre, dentist, or health practitioner
such as osteopath, - this must contain a clear medical diagnosis or opinion and nor merely report your claim that you
felt unwell, nor report your claim that your had reason to believe you were ill.
o self-certification declaration for short illness (1 5 days duration using University procedures - Please note: selfcertification would not normally be accepted for coursework)
o hospital appointment cards (showing name/dates),
o prescription or medicine labelling (showing name/dates),
Theft or burglary: crime report and number
Exceptional work commitments: letter from employer
Unforeseen transport difficulties which could not have been avoided: letter from transport company
Criminal investigation or proceedings, litigation, other legal matters: solicitors letter
Personal or domestic problems: letter from someone in a professional capacity who has direct knowledge of the problems
and / or has been involved in supporting the student
Examples of circumstances that would not normally be accepted;

Coursework
completing and submitting coursework too late and missing deadlines
losing work not backed up on disk
normal work commitments
a minor ailment such as a cold, or a domestic upset
a long-standing condition, such as susceptibility to hay fever

Examinations
misreading the timetable
over sleeping / alarm clock not going off
normal work commitments
holidays
missing the bus

5. How to submit extenuating circumstances
Please note that there are time limits for submitting extenuating circumstances. The timescale for submission is no later than 5 days
after an examination or 5 days after the deadline date for coursework assessment, in the relevant semester or assessment period.
If extenuating circumstances are submitted after the time limits Extenuating Circumstances Panels would normally decline them
unless there is a valid reason for late submission (eg if you are confined to hospital and could not fill in an EC1 form).
6. How are extenuating circumstances considered?
Extenuating circumstances claims are considered by an independent panel. Please refer to the Submission of Extenuating
Circumstances Section of the Extenuation Policy on shuspace. Once your EC form has been submitted, it will be considered at the
next scheduled EC panel. You will be informed of the panel's decision via your SHU email.
7. If you are submitting an EC1 as a result of a medical condition or a physical, sensory or mental health difficulty and it is likely that
this condition may be an on-going one, you are advised to obtain advice from Disabled Student Support in Student & Learning
Services. It may be that recommendations can be made for a permanent change to your assessment conditions within a Learning
Contract. Other support and/or equipment may also be recommended, if appropriate.
FORM EC1 Issue 03/13

SUBMISSION OF EVIDENCE OF EXTENUATING CIRCUMSTANCES TO THE UNIVERSITY
You should read the University's Extenuation Policy on shuspace under Rules and Regulations: https://students.shu.ac.uk/regulations/extenuation/Extenuation%20Policy.pdf before you
complete this form. You must also remember to attach all necessary documentary evidence. Also please read the Student Guidance notes attached before completing this form.
It is strongly recommended that you discuss your problem with someone in the University such as your Student Administrator, Course Leader, Programme Manager, Level Tutor, Student
Support Officers, Student & Learning Services or the Students Union who will also be able to advise you on the completion of the EC1 form.
How to complete and submit the EC1 form
To complete this form you will need the following: personal details
module/s affected, including exact details of each assessment task which has been affected
documentary evidence to support how your performance has been affected by your circumstances in these assessments (eg medical note, letter from student counsellor)
Once you have completed all sections and all boxes of the form and attached your evidence, you must submit it to your Faculty Reception
If you are submitting your form directly to the Chair due to exceptional confidentiality reasons (see section 4D of the Extenuation Policy), please provide details of the member of staff
to whom you have made your circumstances known.
You must submit your EC1 form no later than 5 days after an examination/deadline date for coursework assessment. Forms received later than this will only be considered in
exceptional circumstances if there is a valid reason for the late submission of the form supported by documentary evidence.
I am submitting my EC1 form late
YES / NO
My EC1 form is late because ...
...
REPORT ON EXTENUATING CIRCUMSTANCES
PERSONAL DETAILS
Name
Student ID Number
Faculty
Course Title and Year (eg 1,2)
Course Code
Mode of Attendance
Academic Year
Semester
Contact telephone number
(eg Full-time/part-time/sandwich/distance learning)
MODULE/S AFFECTED AND SUMMARY OF CIRCUMSTANCES
Name of
Module(s) and
Module code(s)
(only listed
modules will be
considered)
Assessment task
affected (eg name
of assignment,
presentation,
examination)
Deadline date
of coursework,
date of
examination
(as
appropriate)
Course work
only
Have you
had an
extension?
Dates when these circumstances

applied e.g. for ill health, the date when
you first became ill to the date when you
felt you had fully recovered
Please indicate non-attendance/non submission or

underperformance by ticking appropriate box. PLEASE
ONLY TICK ONE BOX
Please tick as
appropriate
No
Yes
If yes date of
extension
Non-submission/non-
attendance
Underperformance
(please only
tick one box)
No
Yes
If yes date of
extension
Non-submission/non-attendance Underperformance (please only

tick one box)
No
Yes
If yes date of
extension
Non-submission/non-attendance Underperformance (please only

tick one box)
No
Yes
If yes date of
extension
Non-submission/non- attendance Underperformance (please only

tick one box)
No
Yes
If yes date of
extension
Non-submission/non- attendance Underperformance (please only

tick one box)
DETAILS OF THE EXTENUATING CIRCUMSTANCES
Explain how the circumstances affected your ability in the assessment task. The key information to include is what the circumstances are, how the relevant
assessments have specifically been affected, what support you have sought/received and include dates where relevant. Please be as clear and concise as
possible. Remember that the panel are impartial and will therefore only reach a decision based on the information provided on the form. If you have a
Learning Contract, please also complete the box at the end of section 3. Please continue on a separate sheet if necessary
Learning Contract student only (see Extenuation Policy Annex 2):

Tick reason that applies: Reason for deferral request:
1. Reasonable adjustment to examination conditions was not in place.

2. Variable or unpredictable medical condition.
3. Learning contract states that a deferral for an examination can be
requested.
Signed by: (student responsible for

collecting signature from Disability
StudentSupport/Student Support Officer
prior to submission of form)
Disability Student Support:
Student Support Officer:
Disability Student Support:
DOCUMENTARY EVIDENCE
Please list the supporting evidence that you will be providing or reasons why documentary evidence cannot be attached. It is important that
documentary evidence includes details of the circumstances, relevant dates/duration and where possible, its impact. Some examples of documentary
evidence can be found on the front page of the EC1 form. (Point 4).
5.
UNIVERSITY STAFF COMMENTS
For use by University staff eg Module Tutors, Course/Programme Leaders, Student Support Officers, Counsellors, Multifaith Chaplaincy staff:
Students are not obliged to discuss extenuating circumstances claims with staff, but if a student has discussed this claim with you and has asked you to comment in writing, and if you have sufficient
knowledge to do this, please write any comments below and return this form to the student.
Please note that the EC Panel will take factual information and evidence into account but will not normally take account of statements which only offer support but give little or no factual details.
Signature of staff member

Name (please print) .
Date ..
CHECK YOUR FORM AND EVIDENCE
Before you submit this form to your Faculty, have you:
Correctly listed all the assessments you believed were affected and their dates (see section 2)?
Fully completed the boxes under each of the headings in section 2? Tick here when you have checked
Linked the timing of the circumstances with the assessments you listed (see section 2)? Tick here when you have checked
Clearly explained what your extenuating circumstances were and how they affected assessment (see section 2 and 3)? Tick here when you have checked
Attached independent documentary evidence about your extenuating circumstances? If not, have you explained why? (see section 3) Tick here when you have checked
Tick here when you have checked
CERTIFICATION OF FORM
I certify that:
- the information I have given on this EC1 form is correct to the best of my knowledge
- I have attached to the EC1 form all the documents listed in 3 above
- I understand that appropriate staff will have access to the information provided on this form
Signed ....................................................................
Date:.............................................................
Date .............................
BEFORE YOU SUBMIT THIS FORM, PLEASE READ CHECKLIST ABOVE AND CHECK THAT YOU HAVE COMPLETED FORM CORRECTLY
For Office use only
Date form was submitted:

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SHEFFIELD HALLAM UNIVERSITY

Notes for completion and submission of Extenuating Circumstances

Examples of circumstances that would not normally be accepted;

completing and submitting coursework too late and missing deadlines

losing work not backed up on disk

normal work commitments

a minor ailment such as a cold, or a domestic upset

a long-standing condition, such as susceptibility to hay fever

misreading the timetable

over sleeping / alarm clock not going off

normal work commitments

missing the bus

FORM EC1 Issue 03/13

REPORT ON EXTENUATING CIRCUMSTANCES

(eg Full-time/part-time/sandwich/distance learning)

MODULE/S AFFECTED AND SUMMARY OF CIRCUMSTANCES

Dates when these circumstances

Please indicate non-attendance/non submission or

tick one box)

Non-submission/non-attendance Underperformance (please only

Non-submission/non-attendance Underperformance (please only

Non-submission/non- attendance Underperformance (please only

Non-submission/non- attendance Underperformance (please only

DETAILS OF THE EXTENUATING CIRCUMSTANCES

Learning Contract student only (see Extenuation Policy Annex 2):

1. Reasonable adjustment to examination conditions was not in place.

Signed by: (student responsible for

UNIVERSITY STAFF COMMENTS

Signature of staff member

CHECK YOUR FORM AND EVIDENCE

Before you submit this form to your Faculty, have you:

Tick here when you have checked

Date form was submitted:

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