Extenuating Circumstances

The University operates a Fit to Sit policy.  Please refer to this flowchart: EC and Fit to Sit appeal flow chart

If you attend, submit, or engage with an assessment, you are declaring that you are fit to sit it. 
This means: 

• Any EC claim for that assessment will be disregarded 

• The mark achieved will stand, even if your claim is otherwise valid 

If you are unsure whether to submit or attend an assessment, seek advice before doing so. 

To make a claim, you must complete an Extenuating Circumstances Claim Form. 

Before you submit 

Ensure your form includes: 

• Module code(s) and title(s) 

• Assessment item(s) and submission date(s) 

• A clear explanation of how your circumstances affected your studies 

• Appropriate documentary evidence 

All information is treated confidentially. 

Submission process 

• Complete the form online 

• Email it to the assessment team 

• Attach files directly — shared files cannot be opened 

Your claim will be reviewed by the Extenuating Circumstances Panel (details are in Appendix 3e of the Academic Regulations). 

Submit your EC claim within 5 working days of the affected assessment deadline 

• EC claims will not be accepted after the Module Confirmation Process 

• If circumstances arose before submission, you may wish to consider requesting an extension instead 

If you were unable to engage with the EC process, you may consider an Academic Appeal Form 2025 26 after receiving your formal results.

Claims must be supported by independently verifiable documentary evidence. 

Students should keep their Personal Tutor informed of any adverse personal circumstances. Where circumstances are of a nature that make it difficult to obtain independent evidence and your course tutor or personal tutor is aware of your situation they may provide a letter of support as evidence on your behalf.   

Acceptable examples include: 

• Medical certificates or doctor’s/hospital letters 

• Solicitor’s letters 

• Death certificates 

Medical evidence must clearly state: 

• The relevant dates or timeframe 

• How the condition may have affected your ability to study or submit work 

Evidence must: 

• Be written in English 

• Be factual and verifiable 

The following will not be accepted: 

• Letters from family or friends 

• Newspaper articles or general internet pages 

• Photographs, unless directly linked to you and the circumstances 

Submitting fraudulent information may result in disciplinary action.

If you are incapacitated due to physical or mental illness, the EC form may be completed on your behalf by a member of staff, such as: 

• Your Personal Tutor 

• Your Programme Leader 

Your claim is reviewed by the Extenuating Circumstances Panel 

You are notified by email whether it is:  

• Valid, or 

• Not valid 

The decision is confirmed through the:  

• Module Confirmation Process (MCP) 

• University Progression and Award Board (UPAB) 

Once confirmed: 

• The outcome appears on your transcript of results 

• It is also visible in ICON 

If you submit or attend an assessment after submitting an EC claim, any provisional decision will be voided under Fit to Sit. 

What happens if my claim is valid? 

Possible outcomes include a deferred assessment opportunity, depending on your attempt status: 

• Deferred initial attempt 

• Not capped (Levels 3–6: up to 40% / Level 7: up to 50%) 

• Applies if you had not made a first submission 

• Deferred reassessment attempt 

• Mark capped (40% at Levels 3–6 / 50% at Level 7) 

• Applies if you had already submitted a first attempt 

In some cases, ECs may be valid for one assessment within a module but not another, especially if submission dates differ. 

What if my claim is not valid? 

• You will be informed once the claim has been reviewed 

• The Assessment Board will confirm the outcome 

• This will appear on your transcript and in ICON 

If you need guidance or support, help is available: 

• Assessment & Awards Team 
  Email: assessment@cumbria.ac.uk (include your student number) 

• Personal Tutor or Programme Leader 
  For advice on ECs, extensions, or next steps. 

• Students’ Union 
  Independent advice and support. 

• Mental Health and Wellbeing 
  Visit: Mental Health and Wellbeing | MyCumbria 

• Student Services 
  Support with finance, library skills, safeguarding, and more: 
  Student Services | MyCumbria.  Assessment Support

• Academic Regulations