Special Considerations guidance for taught students

Special Considerations guidance What you need to know - for undergraduate and postgraduate taught students

What to do when things do not go to plan You may find yourself in a position where your work or assessments are negatively affected by exceptional circumstances outside of your control.

For example, you are unable to attend an exam or assessment, or meet a deadline.

The Special Considerations process is your way of letting us know about anything that may have affected your work.

Bookmark our four-part guidance so you know what to do if you ever need to apply for Special Considerations.

Part one: When to make a Special Considerations request Part two: How to make a Special Considerations request Part three: What happens when you submit a Special Considerations request Part four: Where to find help and support Appendix

Part one When to make a Special Considerations request If your work or assessments have been negatively affected by exceptional circumstances outside of your control, you can apply for Special Considerations. Before you do, consider whether your circumstances are likely to be accepted.

Some examples of circumstances likely to be accepted: Ò Accident or major injury Ò Bereavement Ò Extreme weather conditions Ò Short-term illness (where this has impacted your academic ability and performance.) Ò Significant, adverse personal/family circumstances Ò Significant disruption of an examination Ò Significant failure of due process by the University Ò Other significant, exceptional factors where there is evidence.

Some examples of circumstances likely to be rejected: Ò Holidays Ò Poor time management Ò Poor practice. For example, electronic documents have not been backed up Ò Pressures created by commitments to paid or voluntary work (where placements are required as part of teaching and learning, unexpected demands of an employer may be considered.) Ò Failure of non-university IT equipment and/or services Ò Claims of being unaware of submission dates or examination times.

Please note Ò Special Considerations do not apply to reasonably foreseeable situations, and/or where reasonable steps could have been taken to avoid or mitigate the impact on your performance. Ò Long term issues do not count as exceptional circumstances. For example, personal or financial issues which affect your ability to study or your performance generally. Ò Remember, if you have any questions and concerns relating to fees, financial support, accommodation, wellbeing, disability, careers and course administration, The Student Hub are here to support you 24/7.

Part two How to make a Special Considerations request If you think your circumstances are likely to be accepted, you will need to apply using the Special Considerations request form.

Supporting information You will be asked to provide supporting information as part of your request.

It should: • Clearly relate to your circumstances for the period you were affected.

• Be dated to show that you requested it around the time of the assessment or work. Information requested a long time after this period is unlikely to be accepted.

• Wherever possible, keep copies of the supporting information as these may be requested later on.

If you are waiting for supporting information...

You should submit your request and follow up with the supporting information as soon as you can.

This is normally within two weeks of submitting the form, but you may be required to follow up sooner towards the end of the semester in order for your case to be considered at a Board.

We need supporting information to give you an outcome, so it is important to let The Student Hub know if you have any difficulty in meeting these timescales.

• All supporting information must be submitted in English.

Your Details Forename

Surname

Student ID

Course

Circumstances Period Affected

Project Affected

Please describe your circumstances and how they have impacted upon you.

Provide Supporting Information I was affected by the following circumstances...

Visit the website to access the online form: southampton.ac.uk/specialconsiderations

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Examples of some acceptable supporting information:

Example

Further information

Support from University services

If you have been receiving support for the circumstances described prior to requesting a letter of support.

Letter of support/ explanation from a third party outside the University

Examples and guidance of acceptable medical evidence can be viewed here.

Letter of support from members of staff

For example, your Personal Academic Tutor/Senior Tutor, but note that staff members are not obliged to provide such letters and will only do so if they know your circumstances and feel they can support your request.

Using self-certification as supporting information

When you should submit your Special Considerations request

Self-certification may be used when you have experienced an illness lasting one to five consecutive working days without receiving medical advice, or other extenuating circumstances where you are unable to provide supporting information.

You should submit your request as soon as you can – usually no longer than five working days after any assessment or deadline may have been affected by exceptional circumstances.

If you use self-certification as part of your Special Considerations request, we recommend that you contact your Personal Academic Tutor, Senior Tutor, Programme Lead or Director of Programmes to discuss your circumstances.

What happens if you miss the deadline We can only consider your request if you are able to demonstrate exceptional reasons for the delay. An example that may be accepted could include if you have been in hospital or have been with family due to a bereavement and did not have internet access. Examples that may not be accepted could include a lack of knowledge of the process or the deadline for submission.

If you need to make a request after you have received your confirmed results, please refer to the Regulations Governing Academic Appeals.

Special Considerations Request Form File Edit View Insert Format Help

Deadline extension request for assessments If you are unable to meet an upcoming assessment deadline due to exceptional circumstances outside of your control, you should make a deadline extension request via the extension to assessment request online form.

You will need supporting information to apply. Your request should be submitted as soon as possible, before the submission deadline(s) – extensions cannot be accepted after the deadline has passed.

Please also note the following: Ò You should only use the Special Considerations process in relation to late submissions where you were unable to submit an extension request on time. Ò You cannot apply for a late penalty to be removed using the Special Considerations process in advance of your deadline(s). Please apply for a deadline extension request instead. Ò You cannot extend the deadline for take-home time assessments, so you may wish to consider Special Considerations instead.

Part three What happens when you make a Special Considerations request

Once you have submitted your request and supporting information: 1

A Special Considerations accessor in your School will review your request to consider whether your claim for exceptional circumstances is in line with the University Regulations. You will receive this outcome by email.

1a

2

3

4

There may be occasions where the School accessor cannot decide if the case is in line with the University Regulations. They will refer the decision to the Special Considerations Board and notify you by email if this is the case.

The Special Considerations accessor will recommend an outcome to the Special Considerations Board.

The Special Considerations Board will make a recommendation (without disclosing the circumstances) to the relevant Board of Examiners, who will make the final decision regarding the action to be taken in respect of your application.

The Special Considerations Board may recommend that your case is carried forward to the end of the year, or the end of your programme to be reviewed again when further marks are available to discuss. An outcome may take longer when considering such cases.

Extension and late penalty requests

If your request relates to an extension request or the removal of a late penalty, the School will review your request, and you will receive this outcome by email.

If the School feels they cannot make this decision, or would like to take advice about a decision, it will be referred to the Special Considerations Board for consideration. You will receive an email if your request is referred to the Board.

After this, the request will follow steps two, three and four as shown on the flow chart.

Your Special Considerations outcome

If it is agreed that your marks have been affected due to exceptional and relevant circumstances, there are several different recommendations that may be made. View the possible outcomes on this page.

Following the Board of Examiners, when marks are released, your Special Considerations outcome(s) will also be available on Banner under ‘My Student Record’ and included in your marks release email.

Your overall performance and marks

In all successful Special Considerations cases, assessments must always reflect your actual academic performance, and we cannot estimate the mark that you might have received.

This means that your work will not be re-marked, and your marks cannot be changed. If you failed an assessment, this cannot be changed to a pass.

Part four Where to find help and support If you need help or support You may wish to talk to your Personal Academic Tutor in the first instance for academic support.

If you have any questions or concerns, you can contact The Student Hub – your first point of contact for questions and concerns relating to fees, financial support, accommodation, wellbeing, disability, careers and course administration. The Student Hub are contactable 24/7 via the online chat, by email, or by calling 02380 599 599. You can also visit the team across our campuses.

You can also get free, independent and confidential advice from the SUSU Advice Centre contactable by email or by calling 02380 592 085.

Special Considerations and Academic Appeals There is no specific right of appeal against a Special Considerations outcome.

However, you can appeal on any of the grounds detailed in the Regulations Governing Academic Appeals by Students, as applicable, after the Board of Examiners has met to confirm your academic results, and the results have been published.

These regulations require supporting evidence for any appeal, and you cannot appeal the proper exercise of academic judgement. For example, you cannot appeal because you disagree with a decision.

The SUSU Advice Centre offers guidance about the process and regulations.

Useful links Ò Special Considerations University website Ò Special Considerations Regulations including deadline extension request Ò Regulations Governing Academic Appeals

by Students Ò SUSU Advice Centre

Postgraduate research students can find Special Considerations guidance, policy and procedure via this link.

Appendix Types of medical supporting evidence

Cost

Additional guidance

Self-certification

No cost

Self-certification may be used when you have experienced an illness lasting one to five consecutive working days.

‘Fit note’ (also referred to as a sick note)

No cost

If you are also in employment, your GP may issue a ‘fit note’. If you are issued with one of these forms, it can be used to show you have experienced an illness lasting more than five consecutive working days, and will include dates for the period affected.

Screenshot from the NHS app or GP portal

No cost

The screenshot should include your: Ò Name Ò DOB (if possible) Ò NHS number (if possible) Many GP practices allow you to access your medical notes from either the NHS app or via a portal offered by your GP practice. This will show any notes the GP has entered on your medical record following an appointment.

If the screenshot is identifiable as one of these official sources and supports the time period, this is a quick, easy and free form of supporting information.

Hospital discharge papers

No cost

If you have been admitted to hospital and discharged, you should be able to receive a copy of your hospital discharge paperwork as supporting information.

Letter/emails from health care professionals

Sometimes

If you are receiving treatment for a condition, you may receive emails or letters about your treatment from various health care professionals which may support your application.

For example, correspondence from your: Ò GP Ò Consultant Ò Psychiatrist / psychologist Ò Mental health professional – e.g., Improving Access to Psychological Therapies (IAPT) Ò Counselling service

Photos

No cost

Prescriptions/medication packets These must show your name and date of issue. Further information may be required if using this form of supporting documentation.

Please note We do not accept other types of photos – for example: Ò Body/injuries Ò X-rays Ò Ultrasound scans

GP letter or report

Circa £20

You can request a personalised letter or report from your GP which sets out specific information to fulfil a specific purpose. This will involve a charge.

Published October 2023 Last updated October 2023

Find out more: southampton.ac.uk/ specialconsiderations