Standards of evidence

This page outlines the key principles and standards that relate to the submission of supportive evidence where this is required as part of a university regulation, process or procedure

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1.0 Purpose

This page outlines the key principles and standards that relate to the submission of supportive evidence where this is required as part of a university regulation, process or procedure

2.0 Key principles

2.1. Where university regulation, processes or procedures require the submission of supporting evidence, this must be independent, reliable documentary evidence.

2.2. Evidence presented with a request must :

(a) Where written by appropriately qualified professionals who are independent of the student, be on headed paper and signed and dated by the author. Evidence presented by email may be acceptable if the email has been sent by the author from the official domain name of the author's organisation. Students will note that services, such as medical services or university support services, are unlikely to be able to provide evidence if the student has had no engagement with that service.

(b) Confirm specifically that the circumstances were witnessed on the relevant date, as opposed to being reported retrospectively. Evidence reported by the author as being informed retrospectively about the circumstances will not be considered acceptable.

(c) Be in English. It is the student's responsibility to provide supporting documentation, and any translation must be undertaken by an accredited translator (e.g. be a member of the Association of Translation Companies (UNUK), or an accredited translator from a qualified translation institution (UNNC)). Any associated costs must be met by the student.

2.3. Other evidence supplied by other members of staff known to the student may also be considered, for example, Personal Tutors, Academic Guides, Support and Wellbeing Officers or Residential Experience Team (ResX), where appropriate. It is not possible for university staff to give evidence for medical conditions.

People in these roles must only provide supporting evidence if:

The student must have engaged with them sufficiently in advance, such that they are fully conversant with the student’s situation. Evidence based solely on retrospective engagement or after-the-fact knowledge will not be accepted.
They are satisfied that there will have been an adverse impact on the student’s ability to study, engage with processes and/or take assessments, as appropriate. .A template is provided in Section 3 below for staff wishing to provide a supporting statement for evidence.

2.4. The university reserves the right to take such steps as are deemed necessary to verify the evidence submitted. Where the university is unable to authenticate the material to its satisfaction, the evidence may not be accepted. The university reserves the right to request sight of original documents. If there is evidence that a student has fraudulently presented documentation to the University, including by altering original documents, the matter will usually be referred for consideration under the University’s Academic Misconduct regulations or disciplinary processes.

2.5. The following table offers examples of the type of evidence that is normally required . These are given without prejudice and for general guidance; it is not exhaustive, definitive, or prescriptive. Due regard must be given to the reasonableness and proportionality of the outcome in determining what is and is not acceptable evidence.

It should be noted that medical certificates supplied by online doctors will not be accepted as evidence at UNNC.

For UNUK, online medical certificates can be accepted, if issued by a UK-based, Care Quality Commission (CQC)-registered service.

2.6 What evidence do students need to submit?

The following table provides details of the evidence that a student would need to submit where a university regulation, process or procedure requires them to provide evidence.

What evidence do students need to submit?
Circumstance	Evidence
Illness	NHS app printouts indicating the relevant medical issue (UK only). Letter from a relevant medical professional or the University Counselling Service (or equivalent), confirming the nature and likely impact of the illness. UK-based online medical certificates are accepted if issued by a CQC-regulated service. If a student is taken ill during an exam and if they tell the invigilator this before leaving the exam then the invigilator will write a report that may be used as evidence. If the invigilator report indicates significant negative impact during the assessment, this would replace the need for medical evidence if the student would not normally need medical treatment for the circumstance e.g. sickness and diarrhoea or migraine. If the student is unwell during an exam and leaves without the invigilator knowing they are unwell, an EC claim will be declined. UNNC-specific requirements: Letter of diagnosis from an AA or AA+ hospital (or equivalent), or the UNNC Health and Wellbeing Centre. Letter must bear a hospital letterhead and be officially stamped. Online doctor certificates are not acceptable.
Hospitalisation/acute injury	Discharge notes from hospital. Medical letter or certificate confirming the condition and its impact. Appointment letter for a specialist consultation, investigation, or outpatient treatment. Obvious physical injuries (e.g. visible fractures, use of crutches) do not require formal certification; corroboration (e.g. tutor observation or hospital note) is normally sufficient. UNNC-specific requirements: Discharge report issued by an AA or AA+ hospital, officially stamped and on letterhead.
Pregnancy	Depending on the nature of the situation, either medical documentation or a supporting letter from a personal tutor or Academic Guide.
Acute personal/emotional circumstances	Medical certificate or letter from an appropriate medical professional. Alternatively, a statement from the university Wellbeing Services or Counselling Service (or equivalent) confirming dates of sessions attended. UNNC documentation standards apply (as for illness).
Family illness	Medical certificate or letter from a health professional confirming the nature and severity of the illness. UNNC-specific documentation applies (as for illness).
Bereavement	Death certificate. Letter confirming the death from an independent person (not a family member), or evidence from a hospital bereavement centre. Where this is not available, a funeral order of service may be acceptable. Schools may exercise discretion, such as accepting a staff members statement (as per Section 2.3 above). Where the deceased is known to the university, for example a student or staff member, no evidence is required.
Domestic disruption	Letter from an independent individual or appropriate authority describing the nature of the disruption, its timing, and its likely impact. Must include contact details for verification.
IT or computer failure	Screenshots showing the nature, timing, and duration of the issue. If applicable, a statement of disrupted service from the internet provider.
Equipment issues	Correspondence from a supplier which demonstrate the timing and duration of the issue. Where relevant, a statement of disrupted service from an equipment supplier or a senior member of staff with responsibility for the management of such equipment (e.g. senior lab technician).
Victim of crime	Student’s written statement of the incident and supporting evidence from the Police (including a crime reference number). Where relevant, additional evidence such as: Medical certificate or counselling letter describing the impact. In extreme cases (e.g. domestic or sexual abuse), a supporting letter from a university staff member may be accepted (see Section 2.3).
Jury service (UK)	Letter from the Court confirming jury duty and proof that a deferral was requested and either rejected or previously accepted.
Court attendance (UK)	Where attendance is required as a witness, defendant, or plaintiff: Official letter from the court or tribunal confirming dates and purpose, or A solicitor’s letter outlining the proceedings and the student’s required presence.
Representing the University at a national event or involvement in some other significant/ prestigious event	Confirmation from the organising body (or their webpage) of the dates and requirement for the student to attend. Student’s supporting statement outlining the significance or prestige of the event, reasons for any absence and the impact on them. For High Performing Athlete cases, a letter from the coach, personal tutor or academic guide may be appropriate.