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uNDERGRADUATE (UG)
What is an Extension Request?
You must put your extension request in at least two working days before the coursework deadline.
The extension procedure allows you to request a short 5 working day extension to a coursework deadline in order to manage short / minor illnesses, or other minor life events. You can self-certify one request per semester (this may cover a number of deadlines in the affected period) and you will need to request and have this approved by the department, giving a short explanation about why you need an extension, but you will not need to submit evidence.
If approved, you will be granted an extension of 5 working days. The department will let you know the outcome of the request, with a new date as appropriate, within 2 working days of the extension request. This procedure is designed to support you with your personal circumstances, but requesting numerous extensions may not be beneficial to your progress and multiple extension requests may prompt a further discussion with your department and referral to the relevant support.
If you require an extension of longer than 5 working days, i.e. 10 working days, or have already made a self-certification extension request, the department may require you to have a support appointment and/or to submit additional evidence.
For more information on the Extension procedure, including what circumstances we would consider, please follow the link here
What are Extenuating Circumstances?
Where you are worried about the impact of your personal circumstances on an exam(s) or your ability to complete coursework/assessments, you can apply for Extenuating Circumstances.
This procedure allows you to put the challenging personal circumstances affecting your academic performance on record, so that they can be considered at the examination board. Please note, not all difficult or distressing events will be considered in this way.
The process is intended to cover events where there is:
A demonstrable adverse effect on your academic performance;
A reasonable case that the circumstances were not foreseeable and/or preventable;
Timely disclosure of extenuating circumstances; all submissions must be made as close as is reasonably possible to the time the problems arose.
Supporting evidence should be submitted in support of this request as outlined here. Please email journalism@sheffield.ac.uk if you have any questions.
For a full definition of extenuating circumstances and examples of what would and would not be considered, please read this page carefully.
The Extension & Extenuating Circumstances Process
[Recommended] If you are experiencing any circumstances that are affecting your studies, we strongly recommend you to get in touch with your Personal Tutor, the Senior Student Experience Officer, Module Leaders, or Module Tutor ahead of submitting the form. Email journalism@sheffield.ac.uk if you aren't sure who to contact.
Complete the Extension & Extenuating Circumstances Form using the appropriate link at the bottom of this page. Please only use the departmental Google Form as extension & extenuating circumstances request cannot be accepted via email, or in any other capacity.
You will receive a copy of your completed form once you submit it. If you do not receive a copy, you have not clicked Submit.
If everything is in order, you will receive confirmation of the outcome of your application via an email from journalism@sheffield.ac.uk. Module Leaders will be copied into the email.
Note. It can take up to 2 working days for us to process your request. Failure to complete the form correctly may delay this process.
What actions/outcomes can I request as part of the Extenuating Circumstances process?
Below are the different actions/outcomes you can request as part of the extenuating circumstances process. Please read this information carefully as not all actions/outcomes are applicable in every situation.
Additional 5 working day deadline extension
If you have already submitted a 5 working day extension request but need more time, you can apply for an extra 5 working day extension. Evidence will be required for this.
Note - You cannot submit an Extenuating Circumstances request on the assessment deadline. You must apply for Extenuating Circumstances 2 calendar days before the deadline.
Removal of Lateness Penalty (NP) for the late submission of an assessment
This is not an extension, but a waiving of late penalties ordinarily applied for work submitted in the 5 working days after the deadline. Weekends and Bank Holidays are not included in this count. (Please see this page for an explanation of how late submission penalties are ordinarily applied.)
Note - The outcome of a NP request will be shared after the Semester Exam Board has taken place.
You can submit an NP request AFTER the assessment deadline. You can submit an NP request AFTER an Extension Request has already been granted.
Note - This action cannot be requested for exams or other in-person assessments.
Not Assessed (NA) for an assessment or exam
This would only happen if you failed or didn’t attend your exam and evidence strongly suggests that you’ve been seriously disadvantaged by your circumstances. You will be allowed another attempt at the exam/module without academic penalty.
You can submit an NA request AFTER the deadline/exam. You can submit an NA request AFTER an assessment has already been submitted/exam has been sat.
Important - Please be aware that requesting NA for multiple assessments can have a significant impact on your workload over the course of the year. Additionally, it can impact your progression or graduation. We strongly recommend you speak with a member of staff if you are considering this option.
Note - The outcome of a NA request will be shared after the Semester Exam Board has taken place.
Consideration of overall degree classification (Final year students ONLY)
For further information on how extenuating circumstances may be taken into account, please see here.
Do I need to provide evidence of my extenuating circumstances?
Yes. You should provide relevant and verifiable evidence as part of your extenuating circumstances request, However, not all circumstances are valid. Please see here for more information.
(The exception is in cases where students have Learning Support Plans (LSPs) which specifically outline circumstances where evidence is not required for extenuating circumstances. Please don't hesitate to contact us to discuss this further.)
What if the Extenuating Circumstances Process is not sufficient to address my needs or I need more time to submit my assessments?
If you are experiencing very substantial difficulties in attending or engaging with your studies, it is likely that a Leave of Absence (LOA) is in your best interest.
A Leave of Absence is designated time away from your studies. It's taken by many students each year, for a variety of reasons as is designed to provide you with an opportunity return for academic success. Taking a Leave of Absence can be a positive move for lots of students but it does come with some implications (for example on tuition fees, loans and bursaries, accommodation or visa).
This webpage includes lots of helpful information about the Leave of Absence Process. If you are considering taking a Leave of Absence, or are generally feeling like you are experiencing significant difficulties and need some help working out what to do next, please contact us at journalism@sheffield.ac.uk or email your Personal Tutor to arrange to talk further.
Medical Evidence - University Health Service
Where medical evidence is required you will need to contact your GP practice for this. Before completing the departmental Google Form, students registered with University Health Service (UHS) should download and complete the UHS Extenuating Circumstances Evidence Request Form (Word, 60KB) and email it to UHS at this address: Syicb-sheffield.universityhealthservice@nhs.net. Once this is done, you will receive a response email from UHS (this may take around a week to arrive). You can then upload the form and a PDF file of the UHS email response (as proof of verification) to your application.
Academic Problems
If you are experiencing academic difficulties related to the content of the assessment (such as what the assessment is asking you to do or how you should approach it), you should get in touch with the Module Leader or the relevant Module Tutor to discuss the difficulties you are experiencing well in advance of any deadlines. The extenuating circumstances process cannot be used for this purpose. All academic and teaching staff are available to students during their office hours or by appointment via email. Please feel free to approach staff for a conversation and additional academic support. Before you do this, you should ensure that you have fully read the assessment information and the marking criteria for the assessment that is available on Blackboard. Common queries and frequently asked questions will be covered there.
Deadlines
Deadlines
The deadline for submission of extenuating circumstances is:
Autumn semester: 10th February 2025
Spring semester: 16th June 2025
PGT Summer dissertation period: 22nd September 2025
link to UNDERGRADUATE Spring semester EXTENUATING CIRCUMSTANCES FORM:
link to UNDERGRADUATE Spring semester EXTENUATING CIRCUMSTANCES FORM:
Please complete the form below. Extenuating Circumstances request will not be accepted via email, or in any other capacity.
link to UNDERGRADUATE Autumn semester EXTENUATING CIRCUMSTANCES FORM:
link to UNDERGRADUATE Autumn semester EXTENUATING CIRCUMSTANCES FORM:
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