What is an Extenuating Circumstance?
An Extenuating Circumstance (EC) is a situation beyond your control that negatively affects your academic performance. This could mean missing a deadline or exam, or performing worse than expected due to the circumstance. ECs could be anything that you feel has had a significant impact on you and your studies.
Some common examples of extenuating circumstances are:
- Health-related issues
- Injury
- Bereavement
- Family circumstances
- Personal factors
However, there are some things that wouldn't usually be accepted as an Extenuating Circumstance even if you feel they have been difficult. These include:
- General workload or time pressures
- Holidays, weddings or other planned events
- Oversleeping or misreading an exam timetable/assessment deadline
- Financial difficulties that are common to student life
- Existing health conditions for which you have effective reasonable adjustments
How to Submit an Extenuating Circumstance (EC)
Steps to Submit an EC Claim:
- Complete the Extenuating Circumstances form – Formal submission is required even if you have spoken with someone about your situation.
- Submit before the University's published deadlines – Late claims may not be considered.
- Explain your circumstances clearly – Describe what happened, when it happened and the period of time that was impacted. Check out the University Policy for more detail.
- Provide an Impact statement – Make sure you provide clear explanation of the impact these circumstances had on you and your studies – this is key for the committee to assess the significance of your circumstances.
- Report Exam Absences Separately – If you miss an exam, you must also report your absence.
How to write a Statement of Impact
The University understands that challenging circumstances can impact people in different ways. In order for them to understand more about your you have been personally impacted by your circumstances you are asked to provide a 'Statement of Impact'. In most cases a Statement of Impact will be sufficient evidence for your EC to be considered. However, you can also choose to submit additional evidence if you wish.
When writing a statement of impact you are advised to follow this format:.
- Outline the circumstances – Example: On 14 March 2025, I was involved in an accident and fractured my wrist.
- Specify dates or periods when the issue affected you – Example: This impacted me from 14 March to 10 May 2025, including during the revision and exams period
- Specify the assessment(s) impacted – Example: I was unable to attend an in-class test for module HR-100-1-FY on the afternoon of 14 March 2025 as I was in hospital. I also feel my performance in HR200-1-FY coursework submitted on 05 May 2025 was impacted
- Describe the Impact – Link your circumstance directly to the academic consequences. Example: Due to reduced mobility and pain, I was unable to type for long periods, which delayed my coursework completion. I was also taking pain medication which caused drowsiness and affected my concentration during my lectures and when working on my coursework.
- Is the issue still affecting you? – If you have an idea of when you expect it to be resolved you can include that too. Example: Although my wrist has now healed, I continue to have reduced grip stregth and pain which slows my writing and typing. The Doctor expects this could last for around 8 weeks..
What Happens Next?
Your claim is reviewed by the EC Committee (a designated group within your Department), which assesses the evidence and to make a recommendation to the Board of Examiners.
The Board of Examiners considers recommendations and decides what action should be taken.
Possible outcomes of accepted ECs:
The Rules of Assessment for your course tell you what will happen as standard if no ECs are accepted.
They cannot give extra marks, waive failed core modules, or annotate transcripts.
They may offer uncapped reassessment opportunities, voluntary reassessments (where you have passed but not done as well as usual) or in some specific circumstances may be able to remove some assessments from your overall mark for a module.
How SU Advice can support you
We can guide you through the process but cannot complete forms for you.
Contact us at suadvice@essex.ac.uk to discuss your situation confidentially. You can also book an appointment via our online booking system. Please attach relevant documents when booking or bring them to your appointment.
DIVE DEEPER
Want even more in depth information? You can download our guide on Extenuating Circumstances here.