How to submit an extenuating circumstances request

What are extenuating circumstances?

Extenuating circumstances, also known as mitigating circumstances or concessions, are unforeseen or unpreventable circumstances which negatively affect your performance in assessed work. You can request to have these circumstances taken into account.

There are two types of extenuating circumstances requests: In-Course and End of Year.

In-Course extenuating circumstances requests are used by your Division to recognise minor events or circumstances, outside of your control, that affect your ability to submit assessments by the deadline or attend an assessed event. If your request relates to absence from an assessed event, it may not be possible to schedule an alternative event (for example an exam or live performance) and should be raised as an End of Year request. Examples of assessments that can be included for In-Course mitigation are:

  • Advance requests for extensions to coursework deadlines, ie before the deadline
  • Request to submit a piece of coursework after the deadline, ie late submission of work

End of Year requests for mitigation of extenuating circumstances are used by your Division to recognise events or circumstances which caused exceptional interference with your academic performance throughout the academic year and/or could not be considered as an In-Course request. Examples include:

  • Serious personal illness
  • Serious personal accident or injury or hospitalisation
  • Significant adverse personal or family circumstance
  • Worsening or acute episode of an existing medical condition
  • Absence from an assessed event (that could not be rescheduled)
  • Advance request for permission to be absent from an In Course Test
  • Absence from an In Course Test after the test has taken place

All requests are considered by the Mitigation Committee on behalf of the Board of Examiners.

Full details of extenuating circumstances criteria and the procedures you should follow can be found in Annex 9 of the Credit Framework for Taught Programmes.

When should I submit a request?

Applications should be made as soon as the extenuating circumstances are known to you.

Applications for extensions to coursework deadlines should be submitted as soon as possible and normally no later than 24 hours (ie one full working day) in advance of the deadlines to which they relate.

You are advised to submit your application as soon as possible and, for End of Year requests, in time for the applications to be considered by the Mitigation Committee prior to the Board of Examiners’ meeting. Forms submitted beyond such meeting will have to be processed as per the Early Informal Resolution procedure.

How do I submit a request?

Below is text and video guidance for submitting either an In-Course or End of Year extenuating circumstances request.

Please note that some Schools or Divisions may not currently be using KentVision for requests. Please check the list before continuing to the KentVision guidance.


1. In KentVision, choose the Student Support tile and then choose the Extenuating Circumstances tile.

2. After reading the on screen information, click Apply for extenuating circumstances.

3. Choose the appropriate option for your request: the Extension, Late Submission or Absence button for an In-Course request, or click on the text 'End of Year - Academic Performance'.

4. If you are submitting an End of Year request, you will need to either choose a date range or click the ongoing box. You will see a list of your modules. Use the plus icons on the far right of the screen to view the assessment options within the chosen module. Choose the appropriate assessment line(s) and click Continue.

5. Complete the application summary information and give consent for your information to be shared with appropriate university staff. Click Save.

You will have two choices in the application summary area:

If you have notified your Division at the time of the absence, you may self-certify for a period of up to 7 days at a time and a maximum of 2 occasions per academic year.

If you choose not to self-certify, you will need to upload supporting documentation or chose the option of document to follow. If you choose the latter, you can later edit your application and upload the supporting evidence. Your application will not be considered until it has been submitted.

6. You will now see the final review page for your request. Here you can restart, update, or save and submit your form later. If your request is complete, click Submit. Your application will not be submitted until you click the submit button.

7. You will see a confirmation message that your application form has been submitted and, after clicking OK, see a summary page. You will also receive an email notification.

8. You will receive an email of the outcome once your application has been reviewed by staff.

Video guidance on how to submit an In-Course extenuating circumstances request.

Video guidance on how to submit an End of Year extenuating circumstances request, including what happens if you have chosen to provide proof at a later stage.

What do I do if I cannot complete the request on KentVision?

FAQs

FAQs can be found in KentVision. From the dashboard, choose the Student Support tile and then choose the Extenuating Circumstances tile. Click Apply for extenuating circumstances and you will see the FAQs in gold text. You can exit this page by clicking the Quit button at the bottom of the page.

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