Extenuating Circumstances Form

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In order to respond to the current situation in the UK, in relation to the impact of COVID-19, the University of Sheffield has updated the Extenuating Circumstances Procedure to allow students to self-certify and report medical and personal circumstances, without the need to provide supporting evidence or the authority of a health care professional.

You must read the Extenuating Circumstances Form: Explanatory Notes before submitting the Extenuating Circumstances Form. This provides further information on what constitutes extenuating circumstances.

If any absence is likely to be prolonged, e.g. your illness/medical condition may last for several weeks or months, you are strongly advised to apply for an official Leave of Absence.

If you are planning to take time off from your studies in the future, e.g. there are other personal circumstances which will necessitate a prolonged period of absence or you want to take an extended period of time out to undertake a non-compulsory work placement, you will need to apply for an official Leave of Absence.

Applying for a Leave of Absence

If you are self-isolating:

If you have had to self-isolate, you should contact your academic department in the first instance. They will be sympathetic to your situation and support you in using the extenuating circumstances process if required. Please also let the University's support services know that you are self-isolating by completing the CV-19 Coronavirus self-isolation declaration Google form (which will be available from the week commencing 14th September). The form will signpost you to the sources of welfare support available during this time. If you are simply following government guidance and staying at home in order to halt the spread of the virus, you do not need to complete the Google form.

It is important to stress however that your health and wellbeing and those of your fellow students is the first priority. As such, self-isolation for those too unwell to engage in online learning as stated by Public Health England is vital and doing so will not harm you academically, nor will it impact any Tier 4 visa restrictions for international students. UK Visas and Immigration (UKVI) has indicated that it will work to ensure students are not disadvantaged by the situation.

What if I cannot complete my assessment because of COVID-19 or other circumstances?

If you think that you have symptoms of COVID-19, or you have been in close contact with someone with symptoms, please follow the guidance on self-isolation and do not visit your GP surgery.

If you have to self-isolate or your circumstances affect your ability to complete assessments, you should contact your academic department in the first instance – they will be sympathetic to your situation and support you in using the extenuating circumstances process if required. You do not need to get supporting medical evidence and you do not need a medical professional to authorise the form.

Please also let the University's support services know that you are self-isolating by completing the CV-19 Coronavirus self-isolation declaration Google form (which will be available from week commencing 14th September). The form will signpost you to the sources of welfare support available during this time. If you are simply following government guidance and staying at home in order to halt the spread of the virus, you do not need to complete the Google form.

It is important to stress however that your health and wellbeing and those of your fellow students is the first priority. As such, self-isolation for those too unwell to engage in online learning as stated by Public Health England is vital and doing so will not harm you academically, nor will it impact any Tier 4 visa restrictions for international students. UK Visas and Immigration (UKVI) has indicated that it will work to ensure students are not disadvantaged by the situation.

How long can I use the Extenuating Circumstances Form to self-certify for?

You can use the Extenuating Circumstances Form to self-certify for the full duration of the period covered by your extenuating circumstances.

Do I need evidence?

No. You can use the Extenuating Circumstances Form to self-certify. You do not need to provide evidence and you will be automatically be considered for mitigation in line with the University’s Extenuating Circumstances Procedural Guidance.

What if I have extenuating circumstances which are not COVID-19 related?

During the Autumn Semester of the 2020-21 academic session, you can self-certify for any valid extenuating circumstances (not just COVID-19-related circumstances) using the Extenuating Circumstances Form.

You do not need to get supporting evidence and you will automatically be considered for mitigation in line with the University’s Extenuating Circumstances Procedural Guidance.

I'm worried about self-isolating and the consequences on my assessment. What should I do?

If you think that you have symptoms of COVID-19, or you have been in close contact with someone with symptoms, please follow the guidance on self-isolation and do not visit your GP surgery.

If you have to self-isolate or your circumstances affect your ability to complete assessments, you should contact your academic department in the first instance – they will be sympathetic to your situation and support you in using the extenuating circumstances process if required. You do not need to get supporting medical evidence and you do not need a medical professional to authorise the form.

Please also let the University's support services know that you are self-isolating by completing the CV-19 Coronavirus self-isolation declaration Google form (which will be available from week commencing 14th September). The form will signpost you to the sources of welfare support available during this time. If you are simply following government guidance and staying at home in order to halt the spread of the virus, you do not need to complete the Google form.

It is important to stress however that your health and wellbeing and those of your fellow students is the first priority. As such, self-isolation for those too unwell to engage in online learning as stated by Public Health England is vital and doing so will not harm you academically, nor will it impact any Tier 4 visa restrictions for international students. UK Visas and Immigration (UKVI) has indicated that it will work to ensure students are not disadvantaged by the situation.