Fit to Sit and Extenuating Circumstances

Did you know that when you attend an exam or submit coursework, you are declaring that you are well enough to complete the assessment to the best of your abilities?

If you have an issue that might impact you during assessments, you need to tell us on time. If you don’t, this will likely prevent you from successfully claiming extenuating circumstances.

Please do not wait until you have your assessment results to tell us about something that has impacted you, as it will be too late by then.

 
 

What is Fit to Sit?

We operate our assessment processes on the principle of ‘Fit to Sit’. This means that if you attend and exam or submit a piece of coursework, we are assuming that you are fit enough to do so to the best of your abilities.

Once you have submitted the work, we will assess your submission on the assumption that you have been able to complete the assessment without the negative impact of any underlying issues such as ill-health, personal issues or other concerns.

We understand there are occasions when you are unable to submit coursework on time or sit an exam on the day it is scheduled. We know that sometimes there are situations where you need an extra few days, that sometimes it would be better for you to undertake the assessment in a few months or that sometimes you will submit or present for an assessment and soon realise you should not have.

The information on this page tells you how to tell us about such situations. It is important that you tell us by using the correct process at the correct time.

Please do not wait until you have your assessment results to tell us about something that has impacted you as it will be too late by then.

The following sections explain what to do if you think you cannot submit your coursework on time, cannot sit an exam on the day it is scheduled, or submit something and realise later that something was impacting you. It is important you adhere to the deadlines outlined in these processes.

 
 

Apply for an extension or deferral

How to apply for an extension

If the assessment is a non-exam-based assessment, e.g. an essay or a presentation, and you just need a short period of additional time (up to 5 working days), you should ask your Module Leader for an extension using the RE1 form. In extreme circumstances, or for modules above 20 credits, a student can apply for up to 10 working days by filling out the RE1 form. Time-relevant third-party evidence might be requested from the Module Leader for applications up to 10 working days.

Requests for extension must be submitted no later than the date on which the coursework is due (Extenuating Circumstances, Extensions and Deferrals Regulations, EC2.2).

Apply for an extension

How to apply for a deferral of assessment

If your circumstances are more serious or relate to a formal exam, you need more than an additional 5 working days and/or you are not able or ready to attempt the assessment at all, you can apply for a Deferral of Assessment. This normally means handing in the assessment or sitting the exam at the next available opportunity, which will either be the following trimester or over the summer assessment period.

Applications for Deferral of Assessment should be made ahead of the assessment point by submitting the completed DE1 form and appropriate time-relevant third-party evidence to the relevant School Office (see School Office email addresses below).

Where submitting before the assessment deadline is not possible, an application for Deferral of Assessment (DE1 form) and associated supporting evidence may be accepted up to 5 working days after the assessment point (Extenuating Circumstances, Extensions and Deferrals Regulations, EC3.2).

The decision to defer assessment could affect whether you can carry on to the next year of your studies, so you should always seek advice from your Programme Leader, Personal Development Tutor and/or ENSA Advice before applying for a deferral.

Completed DE1 form and time-relevant third-party supporting evidence should be emailed to the relevant School Office:

In exceptional circumstances where it is not possible to use email, forms and evidence may be submitted directly to a campus iPoint and reception.

Apply for a Deferral of Assessment

How to declare yourself unfit to sit after you’ve completed an assessment

If you submit your assessment or sit an exam and then realise that you were not 'fit to sit' and should have applied for a deferral, you can apply for Retrospective Extenuating Circumstances. For example, you may have undertaken the assessment but now believe in hindsight there were circumstances which impacted completing the assessment to the best of your abilities.

Exceptionally, the University will permit applications for Retrospective Extenuating Circumstances to be taken into account after the assessment due date. The Retrospective Extenuating Circumstances application should be submitted no later than 5 working days after the date on which the assessment was taken or submitted. Applications beyond this deadline will not be considered, and any grade received for the assessment will stand as per the Extenuating Circumstances, Extensions and Deferrals Regulations (EC4.2).

The Retrospective Extenuating Circumstances deadline is your absolute last opportunity to tell us about any personal or health related issue that has impacted your performance. If you need to, please take this opportunity and do not wait until you have your assessment results to tell us about something that has impacted you as it will be too late by then.

Applications for Retrospective Extenuating Circumstances should be submitted by completing the DE1 form and submitting time-relevant third-party evidence supporting your rationale for not having been able to use the Deferral of Assessment procedure at the appropriate time.

If your submission is deemed valid, the Programme Assessment Board will take your circumstances into account in relation to your academic progression.

Completed DE1 form and time-relevant third-party supporting evidence should be emailed to the relevant School Office:

In exceptional circumstances where it is not possible to use email, forms and evidence may be submitted directly to a campus iPoint and reception.

Apply for Retrospective Extenuating Circumstances

  • Deadline: Apply within 5 working days after the original submission date - do not wait until your assessment results as this will be too late.
  • Download the DE1 form
 
 

Exceptional Extenuating Circumstances

If your circumstances were so serious that you could not apply for a Deferral of Assessment in due time and you have not attempted the assessment, you can apply for Exceptional Extenuating Circumstances.

Please note, this is only for students who did not attempt the assessment. It cannot be used for retrospective extensions or for assessments that were taken, regardless of circumstances.

The Exceptional Extenuating Circumstances application must be submitted no later than the below dates for the relevant period:

Deadlines applicable ONLY for Exceptional Extenuating Circumstances applications Date
Trimester 1 04/01/23
Trimester 2 19/05/23
Summer Assessment 11/08/23
Trimester 3 01/09/23

Applications beyond this deadline will not be considered, regardless of the circumstances as per the Extenuating Circumstances, Extensions and Deferrals Regulations (EC5.2). If you have not sat or submitted an assessment, this is your last opportunity to tell us about a personal or health matter that prevented you from doing so. Do not wait until after the deadline has passed, as it will be too late by then.

Applications for Exceptional Extenuating Circumstances should be made by submitting to the relevant School Office (see School Office email addresses below):

  • the completed DE1 form,
  • appropriate time-relevant third-party evidence,
  • further evidence and a detailed explanation of the extenuating circumstances that prevented you from submitting a Deferral of Assessment application in due time.

The decision to defer assessment could affect whether you can carry on to the next year of your studies, so you should always seek advice from your Programme Leader, Personal Development Tutor and/or ENSA Advice before applying for a deferral.

Completed DE1 form and time-relevant third-party supporting evidence should be emailed to the relevant School Office:

In exceptional circumstances where it is not possible to use email, forms and evidence may be submitted directly to a campus iPoint and reception.

Apply for Exceptional Extenuating Circumstances

 

 
 

Frequently Asked Questions

Where can I find out more about Extenuating Circumstances regulations?

The Extenuating Circumstances, Extensions and Deferrals Regulations document has full details on a number of areas you may find useful, including suitable grounds for extenuating circumstances, information about support available to you, and what constitutes suitable supporting evidence.

You'll find information in the following sections of the regulations:

  • EC1.2 – Acceptable grounds for extenuating circumstances
  • EC1.3 – Unacceptable grounds for extenuating circumstances
  • EC9 – signposting to support for students
  • Annex 1 – examples of suitable supporting evidence

How do I apply if I study an Edinburgh Napier University programme that is delivered abroad?

Please submit a digital copy of your form to your local programme administration team with appropriate supporting documents. The deadlines applicable to you may vary from those published on this page.

In the first instance, students studying overseas with our partner institutions, should speak to your local programme team for support and your ENU Programme Leader. If required, you can also contact internationalprogrammes@napier.ac.uk

I study on an online programme, what should I do?

Students studying online should follow the processes detailed on this page but the deadlines applicable to you may vary and if this applies to you, you may wish to contact globalonlinesupport@napier.ac.uk with any queries.

What support is available to me and how do I access it?

If you are experiencing ill health (this includes any mental health issues) or personal problems that are impacting your studies, please tell us about them as soon as possible. The sooner we are aware of a problem, the easier it is for us to support you appropriately. The earlier we are aware of it the less chance of it having a long term impact on your studies. It also increases the chances of us being able to assist you to get you back on track with your studies. You can speak to your Programme Leader/Personal Development Tutor or go directly to one of our wellbeing support services if you have anything troubling you.

Please be proactive and seek help with any problems as and when you identify them. Please do not wait until you have your assessment results before telling us about a problem.

The sooner you make contact/request support, the sooner we can help you. You can seek support, advice and guidance from the following sources: