TPG Absences and Illness

If you know in advance that you are going to miss a one-off class, you are expected to notify the module organiser. You can find a full list of staff email addresses at: www.sheffield.ac.uk/seas/staff

Short-term illness and other circumstances leading to absence should be reported to the SEAS General Office: tel. 0114 222 8400; email seas@sheffield.ac.uk to ensure that your Personal Tutor and Module Organisers are informed.

Acceptable reasons for absence to be authorised include:

• Health problems;
• Bereavement;
• Serious personal difficulties.

Unacceptable reasons for being absent include:

• Travel delays;
• Attending family celebrations;
• Paid employment;
• Extra-curricular sports activities.

It is your responsibility to catch-up on any missed work due to your non-attendance.

Extenuating Circumstances

During your studies you may experience difficulties which could affect your academic performance. Such difficulties are known as ‘extenuating circumstances’ and may include: medical problems, including long-term conditions or short periods of illness; personal problems or difficult events e.g. bereavement; and serious incidents e.g. being affected by crime.

Which form should I complete?

Student Self-Certification Form
For a period of absence of less than one week, and not affecting assessment.

Extenuating Circumstances Form
For a period of absence due to medical or personal reasons, totalling more than one week, which has had, or may have, an impact on your assessment.

  • If you were seen by a doctor at the University Health Service (UHS), you should complete the Online Extenuating Circumstances Form. This form will then need to be collected from UHS and submitted to the SEAS reception, 6/8 Shearwood Road or, in the case of Dual degrees, to your home department as soon as possible after an illness and.
  • If your problem is personal, or you have alternative medical evidence, you should download and complete the Extenuating Circumstances Form. You should then submit the form to the SEAS reception, 6/8 Shearwood Road or scanned in PDF format only
    In the case of Dual degrees, to your home department as soon as possible after an illness.

You can find full guidance on the Explanatory Notes page.

PLEASE NOTE: Extenuating circumstance may be dealt with differently in the build up to, and during the exam period. Please see below for further details.

Deadline Difficulties

Extensions cannot be granted by Module Organisers. Any student who is unable for good reasons to submit assessed work on time should contact Katherine Gallagher by email to request an extension. This request must be made before the assessment deadline. Extensions may be granted for medical or personal reasons, and requests must be accompanied by an Extenuating Circumstances Form and appropriate documentation. If marking is completed before evidence reaches the SEAS General Office, late penalties will be applied; however, any marks deducted will be restored once the evidence is received. Computer problems will not be accepted as reasonable grounds for late submission of work. You should always keep back-up copies of any computer work, and you should always save at regular intervals while typing to protect yourself in case something goes wrong. If you are taking a module in another department, ensure that you inform yourself of the relevant requirements.

A student who has failed their dissertation should not apply for an extension to time limit, but should instead apply to re-sit their dissertation. Full details are available at: www.shef.ac.uk/ssid/change-of-status/extension

Examinations and Illness

Examinations take place twice a year at the end of each semester. There is also an opportunity to re-sit failed examinations during August.

Regulation 3.1 of the Examination Conventions states that: It is the responsibility of students to notify their tutors/supervisors, or other appropriate departmental staff, at the earliest opportunity if there are any extenuating circumstances that might have a bearing on their performance in assessments. Students should provide notification by completion and submission of a Special Circumstances Form, along with any additional relevant documentary evidence where appropriate.

All medical evidence should be submitted using an Extenuating Circumstances Form to the SEAS General Office or, in the case of Dual degrees, to your home department as soon as possible after an illness and (except in the case of illness on the day of an examination) before any affected examination deadline. Significant personal evidence should be reported in the same way.

Evidence received after the Exam Board for the relevant semester can only be considered as part of the appeals process.

If you fall ill on the day of an examination, you must contact the School as a matter of urgency, and provide evidence as soon as possible confirming that you were ill and unable to take the examination.

If you are ill in the period immediately before the examinations and feel that your work has been seriously affected, you must provide medical evidence.

If you feel ill during an examination, you must inform the invigilator so that your condition can be taken into account.

Serious Illness/Extenuating Circumstances: Not Assessed If your work on a module has been seriously impaired, the Examinations Officer may be able to declare you 'not assessed' for a module, which enables you to sit the examination during the summer re-sit period as a first attempt. This means that any mark you achieve will not be capped at 40% (as is normally the case in a re-sit). You will need to support your case with an Extenuating Circumstances Form and submit it to the Examinations Officer by the end of the relevant semester. Evidence submitted after this time cannot be considered at the Exam Board and will need to become the subject of an appeal. Exam Boards take place at the end of February and the end of June. See the Extenuating Circumstances section of the Examination Conventions for further details.

Student Attendance Monitoring (SAM)

The University Senate has agreed a unified University policy on attendance monitoring for all home and international students. This is to ensure equity of treatment across the whole student population and enable attendance monitoring to be an effective tool for identifying any problems at an early stage and offering students appropriate support. Departments are therefore required to monitor attendance and review engagement with the programme of study, for all home and international students.

Students who are deemed not to be engaged with their studies may be reported to Student Services, who may in turn take formal action such as invoking the progress of student regulations or informing the UK Border Agency if appropriate.