Sometimes things happen that can seriously impair your performance in an assessment or prevent you undertaking the assessment at the scheduled time. If these events are unforeseeable and exceptional (ie serious and unusual) you may be able to defer an assessment or take it again.
Update to EC policy for 2023 (April 17th): students who have multiple assessments to be submitted within 72 hours of each other can combine a self-certification application and an EC application to gain an extension of 4 days on all such assessments. You will need to self-certify for one of those assessments and then make an exceptional circumstances application in relation to the any other assessments that you wish to gain an extension for that are due to be submitted in the 72 hour period (i.e. 3 days) after the deadline for the self-certified assessment. You can then use the self-certification email receipt for that first assessment as the evidence to support those other extension requests. You may only get a 4-day extension for each later assessment and only if the application is made before the relevant assessment deadline. Otherwise, you will have to use the exceptional circumstances process, supporting the application with evidence in the usual way.
Find out more: ECs and SSPs - Academic Year 2022-23 (April 2023 update)) (PDF , 115kb)
Student Support Plans (for students with a disability) sometimes have the option to request an extension on a piece of work as part of their Plan's adjustments or to defer an examination attempt. The way to request such an extension or exam deferral is to use the exceptional circumstances claim form (at the end of this page) but to indicate that you are requesting an adjustment via your SSP when the form asks for this. Your request will then be forward to your departmental Disability Officer directly. Do not use self-certification for conditions which are addressed in your SSP.
If your performance in or completion of a summative assessment has been seriously impaired by medical or other unforeseen circumstances, then you may be able to claim exceptional circumstances through this policy using:
A summary of these processes and other FAQs are included in the tabs below (the full details are in the EC policy link further down the page).
Students studying on 100% online part-time Masters programmes have a different policy to support disruptions that impact assessments. See the York Online Programmes tab below or your Orientation module to learn more about the York Online Fit to Sit / Submit policy.
Not to be confused with self-certification of illness if you are ill during term time and miss teaching.
This information does not apply to York Online students, please see the York Online Programmes tab or your Orientation module for guidance about the York Online Fit to Sit / Submit policy.
Self-certification of assessment has changed for 2022/23 - please see this memo with details and rationale for the changes: Student certification update Feb 2023 (PDF , 88kb)
Note: although not ‘self-certification’, it is now possible to use the exceptional circumstances process to claim for a 4-day extension to any coursework task that is due to be submitted on the same day as an assessment for which you have sought self-certification (using your self-certification receipt as the evidence to support the exceptional circumstances request).
For most departments, this can be done via the Self-certification Task in e:Vision. Please follow the guidance from your department.
This process means a student may either defer or have a short extension to an assessment without the need for evidence - this is suitable for short-term, acute illnesses or short-term unforeseen circumstances prior to submission of an open assessment or commencement of an examination. Students may use self-certification for a maximum of 3 assessments per academic year.
Assessment types permitted for Self-Certification (see EC3 for details).
This may apply to the following assessment types -
Deferral - only before the start of the exam window
4 calendar day extension - only up until the submission deadline.
Grounds for Self-certification (See EC2 for details of circumstances)
When a student asks for self-certification, approval will be automatic, as long as the criteria are met and the request is made on time. Students will be required to state the reason for the claim - ie one of the following:
Knock-on impact of extensions and deferrals: Students must be aware of the impact of using self-certification on a number of assessments. If you use self-certification, this may have a knock-on effect on assessment and progression.
For example,
Monitoring: Departments will track usage of this system for signs of abuse or students who may need further support to manage their studies. Fabrication of exceptional circumstances using self-certification will be treated as academic misconduct.
So please, only use Self-certification where you have exceptional circumstances and it is absolutely necessary and appropriate to do so.
Self-certification is not available for usage on PGR programmes or York Online Programmes.
Submitting a claim
All self-certification claims must be submitted before the relevant deadlines.
Any exceptional circumstances claim made on the basis of multiple submissions deadlines on the same day as a self-certification is made must be submitted on that same day. Claims of this type do not have to be accepted if received after the day of the relevant deadline.
This information does not apply to York Online students, please see the York Online Programmes tab or your Orientation module for guidance about the York Online Fit to Sit / Submit policy.
Evidenced claims are made using the link to the Exceptional Circumstances Application Form at the bottom of this page.
In certain cases, self-certification may not be possible due to the severity of the circumstances/impact on assessment or the deadline/exam has passed or due to the assessment type (see EC3.6). Students may then submit an exceptional circumstances claim to a departmental Exceptional Circumstances Committee. These claims must be evidenced (see EC4.1 for details). Evidence is preferably submitted with the claim and no later than three weeks after the assessment deadline or after the date of the Board of Examiners.
Claims must not be received more than one week after the assessment deadline or date of the examination.
If you do not make an application for an extension at least two days prior to an assessment deadline, your department may not be able to confirm your application before the relevant deadline. We recommend that you submit an assessment by the deadline just in case your claim is rejected. Your department will respond to your application as soon as they can.
Outcomes of ECA claim via committee:
Long-term conditions or circumstances
For more long-standing conditions and circumstances you will be expected to use the appropriate support services provided by the University (eg Disability Services) in order to have relevant adjustments made, and/or to develop coping strategies which will see you through your study.
Step by step guide to requesting individual arrangements
Submitting a claim
You must submit a claim before the deadline for the assessment (or date of the exam) if possible, or in any event no later than 7 days after the date of the assessment. You must also check your departmental guidance on deadlines for submission of a claim.
Any exceptional circumstances claim made on the basis of multiple submissions deadlines on the same day as a self-certification is made must be submitted on that same day. Claims of this type do not have to be accepted if received after the day of the relevant deadline.
This information does not apply to York Online students, please see the York Online Programmes tab or your Orientation module for guidance about the York Online Fit to Sit / Submit policy.
Can I submit an Exceptional Circumstances claim if I am unable to submit my online exam?
Students are allowed to submit an ECA claim citing any of the circumstances or any circumstances normally covered by the Exceptional Circumstances Policy
Before the start of the examination: Use self-certification
After the start of the examination: Apply via Exceptional Circumstances Committee
Although we will allow extensions, and assessments to be taken 'as if for the first time', if those assessments are similarly affected, or students fail to meet the progression criteria at the delayed attempt at the assessment, it is unlikely that they will be able to recoup the assessment in time for progression or graduation. For Undergraduate students is very likely that you will need to take a Leave of Absence for the following academic year.
York Online programmes operate a “Fit to Sit / Submit” policy to support students to manage any disruptions that could impact their ability to complete a summative assessment on time. This means that if a student sits an exam or submits an assignment, they are declaring themselves fit to do so and the mark achieved should stand. “Fit” means that the student is well and unaware of any circumstances that would prevent them from undertaking or being able to prepare for an assessment. Students who are not capable of taking the assessment should not attempt to do so and should declare to the University that they are not fit to sit the assessment. Students are only considered unfit to take an assessment when they inform the University in the timescales and manner set out in the policy.
Further information is available in your Orientation module and within the York Online Fit to Sit - Submit policy 2022-23 (PDF , 188kb)
The Fit to Sit / Submit policy is designed as a short-term support for students whose ability to prepare for or attempt a summative assessment (including reassessments) has been negatively affected by circumstances outside of their studies.
This policy is not designed to support students in the case of long-term health conditions or changes of circumstances. In these cases, students are expected to use the appropriate support services provided by the University (eg Disability Services or taking a Leave of Absence). Students whose studies have been disrupted for more than two weeks should contact their Student Success Coordinator to discuss alternative methods of supporting their studies.
Circumstances that may fall into this category are:
Academic studies are challenging and everyday life is full of ups and downs. We expect you to use the appropriate support services to help you develop strategies for managing normal difficulties. Your supervisor, college staff or other members of the academic community can help you access these.
The following never qualify as exceptional circumstances:
a. submitting the wrong file type or a corrupted file
b. starting the upload after the deadline has passed
c. a claim of technical issues on behalf of the University with no proof of an error message/ system failure on either the VLE or the University network.
The following may only be regarded as exceptional if there is evidence that they are unforeseeable, unavoidable and had an impact on the assessment:
Exceptional circumstances affecting assessment policy
- Exceptional Circumstances affecting Assessment 2022/23 (PDF
, 222kb) (Annex 1 of the University staff Guide to Assessment)
- York Online Fit to Sit - Submit policy 2022-23 (PDF
, 188kb)
Use support available
The University offers a range of services to help you develop skills to cope and manage challenges:
To submit an evidenced exceptional circumstances claim, you should complete and submit the online form.
Self-certification: This form may be used by some departments for self-certification - so please check first with your department as they may have a different form for self-certification.