Do I have to provide evidence with my claim?
When you start your extenuating circumstances claim, the second dropdown box allows you to select the claim type as either ‘Standard Claim’ or ‘Self-Certification’. The claim type cannot later be changed - if you selected the incorrect type you will need to delete your claim and start a new one.
- Providing evidence
- Medical evidence
- What if I'm not registered with a doctor?
- Non-medical evidence
The ECs policy states that as an alternative to providing evidence relating to a claim, each student is entitled to submit up to three self-certified claims per academic year (NB – each individual claim can relate to multiple assessments/modules), which involves providing details of the extenuating circumstances without the provision of documentary evidence. Each self-certification can cover a period of up to seven calendar days. Acceptance of such claims still falls to your academic department/EC sub-board.
If you have reached the limit of the number of claims you can self-certify for then you must provide formal documents to evidence your extenuating circumstances claim. If the documents that you have are not in English, you must provide a certified translation of the documents into English. Your documents must be provided by an independent professional; you cannot use documents written by a friend, family member or any other personal friend / colleague. All evidence must include details of the impact that the extenuating circumstances had on your ability to complete the assessment. The evidence that you might provide is described below, and is summarised in the annexe at the end of this guide.
Your evidence can be uploaded within your extenuating circumstances claim via the 'Select Files' button, which opens up an upload screen that allows for as many files as necessary to be attached to the claim. If you want to submit your claim before you have obtained evidence you can select an option ‘I wish to upload evidence later’. Your claim can then be submitted but will not be assessed until evidence is provided which you need to do within 14 days of submitting your claim.
Another option you can select is ‘I do not have any evidence to upload’, after which a text box will appear to allow for a reason to be entered as to why no evidence is being provided. You must give a reason in order for your claim to proceed.
If your extenuating circumstances relate to physical health, mental health or emotional well being, you should get documentation from a medical practitioner who is registered with a recognised professional body such as the General Medical Council or Nursing and Midwifery Council (www.gmc-uk.org or www.nmc-uk.org). If you have consulted another type of health professional, they should be registered with the Health Professions Council (www.hpc-uk.org). Counsellors or Psychotherapists should normally be registered with the British Association for Counselling and Psychotherapy (www.bacp.co.uk). There are nine health professional regulatory bodies in the UK listed in Appendix 1. You should check that your medical practitioner is registered with one of these.
If you missed an exam because you were unwell, or you became unwell during an exam, your medical documentation must cover the date/s of all the missed exam/s.
If your documentation relates to medical circumstances, you should always have a medical consultation before getting your documentation, and this consultation should take place within 3 working days of you becoming unwell. If you are unable to get a medical appointment within 3 working days, or you have another good reason for not being able to meet this timeframe, you should explain this on your extenuating circumstances claim form. Ask your medical practitioner to confirm the delay in their documentation, if they are willing to.
You may have to pay for medical documentation.
All students should be registered with a doctor. If you are not registered with a doctor you will need to do so as soon as possible and try to make an urgent appointment to see a doctor. Students living in Queen Mary accommodation at Mile End or Whitechapel and students living in the borough of Tower Hamlets (postcodes E1, E2, E3 and E14) are encouraged to register with the Student Health Service. Also, if it is clinically appropriate and practical in your individual case, the Student Health Service offers out of area registration without home visits for the students who live within inner London. Registrations can take place online.
Extenuating circumstances may also relate to a non-medical event or incident. You must provide formal documentation to confirm this. The type of documentation you provide will depend on the type of incident or event. Examples might include:
- Bereavement – a copy of the death certificate is required
- An incident involving the police, ambulance or fire service – documentation and reference numbers are required
- Travel delays – proof of a major disruption to travel arrangements is required. For local journeys, travel delays are not normally considered as valid extenuating circumstances and you are expected to make travel arrangements that enable you to arrive at least 30 minutes before the start of the assessment or the submission deadline. For longer journeys, you are expected to have made travel arrangements that enable you to arrive at least one hour before the start of the assessment or the submission deadline
- Jury service – Anyone who is normally resident in the UK can be asked to perform this public service. In some circumstances it may be possible to delay your jury service. If you receive a letter asking you to do jury service, please discuss this with your personal tutor or academic adviser immediately to help you decide if you should apply to delay it. Jury service is not normally accepted as grounds for an extenuating circumstances claim as it is not unplanned or outside your control.
Law, regulations and policies can change quickly. The information on our website is given in good faith and has been carefully checked but QMUL cannot accept responsibility for any errors or omissions. QMUL is not responsible for the content or reliability of the linked websites which are provided for further information.