Cymraeg

Special Circumstances

Special Circumstances: We’re here to support you

We know life can be unpredictable and sometimes things beyond your control can affect your studies. If something unexpected affects your ability to complete coursework or sit an exam, the University has a process to make sure you’re treated fairly. If you’re struggling because of illness, personal issues, or other unexpected events, the University and Undeb Aber are here to support you.

What Are Special Circumstances?

Special circumstances are unexpected and uncontrollable events or problems that make it hard for you to complete assessments, attend an exam or perform as usual.
Examples:

  • Illness or injury
  • Bereavement or other compassionate reasons
  • Victim of crime
  • Financial or housing issues

Not included:

  • Computer or printing problems
  • Lack of access to resources
  • Having more than one deadline on the same day
  • Finding the material difficult or not knowing how to answer a question
  • Taking part in departmental activities (e.g. crisis games, performances, study trips)
  • Non-academic commitments (e.g. voluntary military training)

How do I submit a request?

Log in to your Student Record and complete the online ‘Special Circumstances’ form.

Complete the form with clear, detailed answers.

Give a clear explanation of how your circumstances affected specific assessments. Be specific, providing dates and impact. For example:

 

“I couldn’t complete my assignment because I was in hospital from 8-12th of December 2025.”

 

“I was unwell during the exam on the 14th  of January 2026 and couldn’t perform to my usual standard.”

 

“I was attending a funeral on the 11th of November and had to travel home which meant I was unable to spend the day before or after on my assignment either due to travelling.”

 

Upload supporting evidence if possible. (e.g. medical notes, diagnosis letters, letters from support services, death certificates, Confirmation from the Students’ Union if you missed an assessment due to representing the University in an official sporting event).

 

If a student has had ongoing contact with one of our Advisors at a time of difficulty, we can provide a letter confirming the nature of our contact with the student and the issues presented. Unfortunately, we cannot provide letters for students unless they have been using our services during the time for which they are claiming special circumstances.

  • If you can’t provide evidence, explain why, giving a detailed account of the circumstances and impact on your ability to complete the work by the deadline.
  • If evidence is delayed, explain this and upload it as soon as you can.

If your situation is linked to someone else (e.g. a family member or friend), try to provide evidence that shows how it affected you. If you submit evidence about someone else, you’ll need their written consent which should also be submitted alongside any evidence.

 

Submit your request as soon as possible and before the end of the assessment period.

You must submit a new form for each module affected.

What happens next?

Your request goes to the Registry Special Circumstances Panel, which meets regularly.

  • You’ll usually hear back within 15 working days. If there’s a delay, they’ll let you know.

Possible Outcomes

  1. Accepted
    • If you fail a module, you may be offered a free, uncapped resit.
    • Note: UAP (Unacceptable Academic Practice) penalties override this.
  2. Rejected
    • You’ll get an email explaining why.
    • You can submit a new form if you have updated information.
  3. More Information Needed
    • You’ll be asked for extra details.
    • Send them within 15 working days or by the end of the assessment period (whichever comes first).

Final Approval

Before results are confirmed, the Senate Special Circumstances Panel reviews all cases to ensure fairness and consistency.

What can the Undeb Aber Advice Service do to help?

The Undeb Aber Advice Service is independent from the University and provides a free, confidential and impartial service to all Aberystwyth University students. 

The Advice Service can assist you in a range of ways, including:

  • Discuss your circumstances in confidence either in person, over the phone or by email.
  • Review any draft statements that you prepare and offer suggestions.
  • Accompany you to any meetings to provide support and representation.
  • Help you to collate appropriate evidence to support your case.

To make an appointment to discuss all your options, including what support is available to you, please contact us.

Contact an Advisor

Remember: We can only help if you tell us what’s going on.

Useful links: