During their study students may encounter significant personal difficulties that are outside their control and impact on their ability to study and/or complete assessments.
This page explains the various mechanisms by which students may bring circumstances having a detrimental impact on their study to the attention of the University.
This regulation and the associated procedures allow for the consideration of the impact of those circumstances on their academic performance and the provision of measures to address the impact, where possible and appropriate. This regulation is applicable to all types of student on all programmes or courses.
2.0 Key Principles
2.1 Underpinning criteria for circumstances to be taken into account.
Includes: criteria; application
In order to be considered under this regulation, such difficulties must meet all of the following criteria:
- They must be out of the student’s control – the student could not have prevented them.
- They must have had a significant impact – they must have had a demonstrably negative impact on the student’s ability to study or to undertake an assessment.
- The timing of the circumstances must be relevant to the claimed impact.
- The appropriate management of circumstances affecting students’ study and assessment is significant in ensuring that academic standards are maintained and that students are treated fairly.
2.2 Types of circumstance
Two types of circumstances may affect student performance in study and/or assessment:
2.2.1 Long term conditions/disabilities including Specific Learning Differences, such as dyslexia, dyspraxia, and ADHD, a recognised disability and/or long-term health condition, autism spectrum disorders (ASD) and mental health difficulties.Additional information in this regard (such as support for students with long term conditions or disabilities; about coursework extensions; for thesis pending extensions; or voluntary interruption of study) are provided in the ‘Related Regulations, Policies and Procedures’ Section below.
2.2.2 Shorter term circumstances such as a self-limiting illness which require consideration as and when they arise and may affect study and/or assessment. Additional information in this regard (such as the regulation for extenuating circumstances; or for thesis pending extensions) are provided in the ‘Related Regulations, Policies and Procedures’ Section below.
2.3 Guidance on acceptable and unacceptable circumstances
Guidance on types of circumstance and whether they might be considered as good cause for failing to comply with an assessment requirement is provided in each associated procedure.
2.4 Ongoing circumstances
Where a student has had circumstances that affect their ability to study and/or take assessments for one period accepted but continues to be affected by or has a recurrence of the same circumstances, they must seek medical/other advice. If necessary, they must either refer to the regulation on long-term conditions or disabilities affecting students’ ability to study and complete assessments so that appropriate support for study or individual arrangements for examinations can be put in place or discuss with their School/Department the possibility of voluntarily interrupting their studies until the circumstances have been resolved.
Further information regarding ongoing circumstances can also be found in the extenuating circumstances procedure.(see ‘Related Regulations, Policies and Procedures’ Section below).
If a student has made, or is making, a complaint under the Student Complaint Procedure and feels that the matters covered by that complaint may have affected their assessment performance, they must make the School/Department aware in writing of their complaint such that it can be taken into account if appropriate. More information about the Student Complaint Procedure and the regulations for Student Complaints can be found in the ‘Related Regulations, Policies and Procedures’ Section below.
Timescales for submissions of claims will be published within the relevant procedure and must be adhered to.
The timescales are deemed to be reasonable and allow students adequate opportunity to notify the University of circumstances affecting their ability to study and/or complete assessments.
2.7 Evidence
Includes: reasons for rejection
All claims made under this policy must be supported by evidence/documentation as required in each procedure, except where explicitly permitted otherwise.
Claims will be rejected if appropriate evidence is not included at the point of submission or provided within the relevant permissible timescales.
2.8 Confidentiality of evidence
Confidential information will only be shared within the University for the purposes of implementing this regulation in a fair and rigorous manner. Any student wishing to restrict the sharing of such information must make their wishes known to the appropriate members of staff, preferably in writing.
Normally such wishes will be respected unless to do so would be against the best interests of the University community or the interests of safety or security of any person.
Data protection principles will be observed at all times and records of claims will be kept in accordance with the University’s records retention schedule.
3.0 Roles and Responsibilities
3.1 Responsibilities of Schools/Departments
3.1.1 Schools need to ensure that all students are aware of this regulation and associated procedures. As a minimum they are expected to include information in their initial induction packs and remind students each year of its existence. This may be done by inclusion in the School/Programme Handbook. Assessment level information (e.g. opt out of ‘no evidence’ extensions) needs to be included in module handbooks (so information is at module level for joint honours students).
3.1.2 Each School must ensure that students are aware of primary contacts for submission of claims and need to ensure that advice about possible outcomes/consequences is easily available to students. There may be times when a School will need to respond to students in a short timeframe so their procedures must support the ability to do this.
3.1.3 Schools must ensure that their Personal Tutors and Academic Guides are aware of this regulation, associated procedures and their responsibility, if appropriate, to support and advise their tutees when they know of their intention to submit a claim.
3.1.4 Schools must consider and respond to claims in accordance with the associated procedures.
3.2 Responsibilities of students
3.2.1 Students are responsible for ensuring that they inform the University promptly of any circumstances that they consider are affecting their ability to study and/or undertake assessments. With early warning of a problem, the University can provide appropriate support. Students need to be aware that the University cannot respond to a student's circumstances if they remain unaware of relevant information.
3.2.2 Where possible, students are recommended to their Personal Tutor or Academic Guide, Support and Wellbeing Officer (UNUK), Disability Liaison Officer (UNNC) or other appropriate staff member in advance of engaging with associated procedures, so that they may receive guidance and support in these processes.
3.2.3 Students are expected to observe timeframes for the submission of claims defined in procedures associated with this regulation.
3.2.4 Students are responsible for obtaining and providing the required evidence demonstrating their claimed circumstances. The University will not seek documentary evidence on a student’s behalf.
3.2.5 Students must make every effort to ensure that they are fit to study and undertake assessment, and where a student feels that there are circumstances that are affecting them adversely it is their responsibility to seek advice and professional help, where relevant, to assist in resolving the problem.
3.2.6 Students are responsible for ensuring that they are available for all necessary study and assessment. A student will be in breach of the University’s attendance and engagement requirements if they do not attend an examination or comply with a coursework deadline and do not submit an appropriately evidenced claim in accordance with one of the procedures associated with this regulation.
For more information about the University's Regulations governing attendance and engagement, please see the information in the ‘Related Regulations, Policies and Procedures’ Section below.
3.2.7 Students must use the regulations and procedures reasonably and only for circumstances with a genuine, significant and demonstrable negative impact
3.3 Responsibilities of personal tutors and Academic Guides
3.3.1 Personal Tutors and Academic Guides need to support students making submissions related to the procedures associated with this regulation, as appropriate.
3.3.2 If they have previously been made aware of circumstances affecting a student’s ability to study and/or complete assessments and believe those circumstances to have had an adverse impact on the student’s performance, at the student’s request, Personal Tutors and Academic Guides are recommended to provide a statement as per the evidence requirements of associated procedures.
3.3.3 Personal Tutors and Academic Guides must direct students to professional support for their circumstances and/or direct them to and help them navigate through University processes and procedures, and/or provide other appropriate support.
3.3.4 Personal tutors and Academic Guides must ensure their knowledge of these policies is current and provide advice within the parameters of published policies and procedures.
3.4 Responsibilities of Support and Wellbeing Officers
3.4.1 Support and Wellbeing Officers (UNUK) or Senior Disability Support Advisors (UNNC) must provide help and guidance to students in relation to their health and wellbeing within the parameters of published policies and procedures. They will direct students to professional support for their circumstances and/or direct them to and help them navigate through University processes and procedures, and/or provide other appropriate support.
3.4.2 Support and Wellbeing Officers (UNUK) or Senior Disability Support Advisors (UNNC) need to support students making submissions related to the procedures associated with this regulation. Often this will be part of a wider package of support provided to an individual student.
3.4.3 If they have previously been made aware of circumstances affecting a student’s ability to study and/or complete assessments and believe those circumstances to have had an adverse impact on the student’s performance, at the student’s request, Support and Wellbeing Officers (UNUK), or Senior Disability Support Advisor (UNNC) are recommended to provide a statement as per the evidence requirements of associated procedures.
3.4.4 Support and Wellbeing Officers (UNUK), or Senior Disability Support Advisors (UNNC) will attend and advise extenuating circumstances panels on student cases, but are not a member of the panel and are not part of the decision-making process.
3.4.5 Support and Wellbeing Officers (UNUK), or Senior Disability Support Advisors (UNNC) may meet with students to explore support relevant to the issues identified in the claims the student has submitted.
3.5 Responsibilities of Student Services staff (UNUK) or Faculty Office staff (UNNC)
3.5.1 Staff will offer support, information and direction to relevant procedures and specialist services. Guidance provided will be within the parameters of published policies and procedures.
3.5.2 Staff will receive, log and process for consideration claims submitted by students. Staff will keep complete records of all claims and ensure that they manage and note extensions to deadlines and deferrals of examination such that relevant University offices are informed of the later assessment.
3.5.3 Staff will notify students of the outcome of their claims and update student records accordingly.
3.5.4 Staff will attend meetings of local extenuating circumstances panels to ensure records are kept and due process is followed.
3.5.5 Staff will review outcomes of claims, provide data and highlight inconsistent or incorrect application of process or outcomes with the relevant Head of School/Department and, if appropriate, with Faculty Teaching and Learning Committees (UNUK), or Faculty Education and Student Experience Committee (UNNC).
The relevant procedural steps can be found with the associated regulation for the circumstances in question. Additional information can be found in the ‘Related Regulations, Policies and Procedures’ Section below.
4.1 Informing students of outcomes
Registry and Academic Affairs (UNUK) or Faculty Office (UNNC) must inform students of the outcomes of claims in writing according to the relevant procedure in a timely and reasonable manner.
5.0 Related Regulations, Policies and Procedures
Please be aware that during academic year 2019/20, the University introduced exceptional regulations in response to the Covid-19 pandemic. These were campus specific and meant to be read in conjunction with all pre-existing content.
From the beginning of academic year 2021/22, the active application of the exceptional regulations affecting this page has now ceased, with the sole exception of those which cover extenuating circumstances at the University of Nottingham Malaysia (UNM). The following will remain active at UNM until further notice in light of the current situation in Malaysia:
Any outcomes from the application of the regulations during academic years 2019/20 and 2020/21 across all three campuses will, however, continue to be honoured and used in all decisions regarding those affected.
Further details about those regulations which have NOT been extended into academic year 2021/22 can be found in the "Exceptional regulations applied in response to Covid-19" section below.
Exceptional regulations applied in response to Covid-19 
Actively applied in 2019/20 and 2020/21
Noted differences in 2020/21
During academic year 2019/20, the University of Nottingham also introduced exceptional regulations in relation to postgraduate research extensions (including for UKRI-funded programmes, as well as the Doctor of Philosophy (PhD) and MPhil awards).
Outcomes from the application of those regulations during the 2019/20 academic year, in relation to PGR extensions, will be honoured, and used in all future decision making.
However, from academic year 2020/21 onwards, the Covid-19 PGR Extensions (UKRI funded) Exceptional Regulations and Covid-19 Exceptional Regulations for PGR Students will no longer be actively applied to a student's period of study.
Actively applied in 2019/20 only
Please be aware that the following Exceptional Regulations were developed and only applied in academic year 2019/20 due to the coronavirus pandemic. These records need to be read in conjunction with all other content on this page. For more information, please consult the following:
For more information about the Exceptional Regulations as a whole, please consult the following:
Exceptional Regulations: Covid-19 - 2019/20 to 2020/21
6.0 Version Control Table
Version Control Table
| Version Number | Purpose/Change | Approving Committee | Date |
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| 1.0 |
Reformatted to align with new University of Nottingham Policy Management Framework based on content last modified on 24/11/2023 |
QSC |
April 2025 |
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