At some point in your studies, you may experience significant personal circumstances which impact your ability to submit an assignment, submit an assignment on time, take an exam, or impact your marks and you may wish to submit an Exceptional Circumstances (EC) claim. General university pressures, such as high workloads and conflicting deadlines, are not considered exceptional circumstances.
Before submitting a claim, please read the guidance below and note that this page is only guidance and is not exhaustive; you are advised to also read the Exceptional Circumstances Guide, Exceptional Circumstances (EC) Framework and Guidance.
Find out:
- What are Exceptional Circumstances
- Who can make an exceptional circumstances claim
- The types of claims that can be made
- Circumstances that are likely to be accepted
- Providing evidence for your claim
- How to submit a claim
- Deadlines for submitting a claim
- The claims process
- What to do if you have a reasonable adjustment
- More information and support
- When an EC claim might not be the solution
What are Exceptional Circumstances
An Exceptional Circumstance (EC) is a significant circumstance that may negatively impact your ability to study, prepare or complete an assessment or to sit an examination which is:
- Short term
- Arisen unexpectedly
- Beyond your control
All three of these criteria must be met in order for a claim to be successful.
Who can make an exceptional circumstances claim
You can submit an EC claim if you are studying on:
- A Foundation Year
- An Undergraduate Degree
- A Taught Postgraduate Degree (including Online Distance Learning)
- An Undergraduate or Postgraduate taught degree at the Joint AI Institute, Zhejiang Gongshang University, China
- A Postgraduate Research degree that includes taught modules
(an EC claim can only be applied for the taught modules. Contact your Supervisor if your exceptional circumstance relates to the research element of your degree).
You may also apply for Exceptional Circumstances if you are:
- A Visiting and Exchange student
- Studying with the Institute of Development Studies
If you are studying with the Brighton and Sussex Medical School (BSMS) you should submit requests for additional consideration via Brighton University.
- If you are studying abroad, on a placement or a research student
If you are studying abroad, you cannot submit an Exceptional Circumstances (EC) claim to the University of Sussex for assessments taken at your host institution. Instead, you must follow your host institution’s procedures and contact them directly for support. If you are required to retake an assessment, this should normally be arranged during your host institution’s study period, where possible. If you experience difficulties resolving issues with your host institution, you should contact the Sussex Abroad Office for advice and support.
If you are undertaking a placement, you should follow your employer’s or placement provider’s sickness reporting procedures. If your absence lasts for six consecutive days or more, you must also notify your School.
EC claims cannot be submitted for placement attendance or sickness absence. Claims are only accepted for your placement portfolio or project and only in cases of non-submission or late submission.
The types of claims that can be made
There are four different types of exceptional circumstance claims (EC) you can submit for consideration.
Late submission
Some assessments allow a late submission period after the original deadline. Where this applies, a late submission penalty is normally applied. If your EC prevented you from meeting the original assessment deadline, but you submitted or plan to submit within the permitted late submission period, you should submit a late submission EC claim. If your claim is approved, any late submission penalty will be waived. You should not submit a late submission EC for assessments that do not have a late submission period.
Non-submission
If you have exceptional circumstance that has resulted in you not submitting an assessment, you should apply for non-submission.
Non-attendance
If you have an exceptional circumstance that has resulted in your missing an in-person examination or practical assessment, you should apply for non-submission. Successful claims for either non-submission or non-attendance will give the examination board the option to offer you an uncapped sit of the assessment at the next available opportunity.
Impairment
If you submitted your work on time or attended your exam/practical, but you feel your circumstances affected your performance and that your result will not reflect your true ability, you should submit an impairment claim. If your claim is approved, the examination board may allow you another attempt at the assessment, without a cap on your mark, at the next available opportunity.
Important: You cannot submit a claim for impairment before you have submitted your assignment or taken your examination. Once the exam date or deadline has passed, you should submit your claim at the earliest opportunity. You should not wait for your marks to be released before claiming as late claims cannot be approved.
Visiting and Exchange students: your claim will not be considered by an Examination Board, but you will be given one further opportunity to pass any modules that you have failed at the first attempt.
Circumstances that are likely to be accepted
Claims are considered on a case-by-case basis under our Exceptional Circumstances (EC) Framework and the associated Guidance. The Guidance contains a non-exhaustive list of examples that may, or may not, be considered exceptional circumstances. The presence of a particular circumstance does not guarantee a specific outcome, as each claim is assessed on its individual facts.
Examples of the types of circumstances that may be accepted by type are included in the Exceptional Circumstances Guidance. Please read this carefully.
Providing evidence for your claim
You must provide evidence to support your claim. Evidence should be robust, must be dated and correspond with the assessment date or dates in question, where appropriate. Examples of the types of evidence that could be accepted by type of circumstance are included in EC Guidance. If your evidence is a letter or email, this should be from someone who knows you in a professional capacity and who can independently verify the circumstances that you detail in your claim.
Important:
- Screenshots or photos of original documents are acceptable.
- Do not upload graphic images for example showing body parts or injury.
- Evidence must be in English or provided by a certified translator.
- Confidential third-party evidence must include written permission from the individuals named to be submitted.
What should I do if I do not have evidence?
The University understands that in some situations it can be difficult or disproportionate for you to provide evidence for your EC claim. In line with workplace practice, the University allows self-certification in certain circumstances. You can do this by submitting a completed Self-Certification Form. The use of Self-Certification is limited and students should refer to section 11 of the Exceptional Circumstances Guide for further information including how self-certification can support students registered with the Disability Advice service.
How to submit a claim
You should submit an Exceptional Circumstances (EC) claim through Sussex Direct.
You will need to:
- Log-in using your University username and password
- Select ‘study’ and then ‘exceptional circumstances’ from the drop-down menu
- Select ‘new claim’ to start writing your claim
When making a claim, please provide sufficient information on the EC claim form so we can fully understand your circumstances and how they have impacted you.
Important: You will receive an automatic email to your Sussex email address confirming that we have received your claim. If you don’t get this email, please check that you have clicked ‘submit’ and that your claim isn’t still saved as a draft.
Deadlines for submitting a claim
You must ensure that you submit your exceptional circumstances (EC) claim (and any required/requested evidence) as close to your assessment deadline or exam date as possible and no later than the claim deadlines (see table below).
Deadlines for EC claims take place throughout the year. It is important that you meet the relevant deadlines to ensure that your claim can be considered and processed in a timely way.
Your EC claim will be rejected if you submit after the relevant deadline.
If you have not been able to submit a claim by the published deadline you should refer to the Academic Appeal process.
Online distance learning (ODL) and ZJSU-Sussex AI Joint Institute only
- Online Distance Learning
Initial assessment attempts
Assessments during Semester 1: modules running from September to December 2025 (D1, D2)
Monday 26 January 2026Assessments during Semester 2: modules running from January to April 2026 (D3, D4)
Monday 1 June 2026Assessments during Semester 3: modules running from May to August 2026 (D5, D6)
Thursday 10 September 2026Resit assessments
Resit assessments between 27 April - 11 May 2026
Monday 1 June 2026Resit assessments between 24 August - 7 September 2026
Thursday 10 September 2026 - ZJSU-Sussex AI Joint Institute
Undergraduate (non-finalists)
Assessments for Autumn Term modules (S1, A1)
Monday 26 January 2026Assessments for Spring Term modules (S2, A2) and resits in A1
Monday 6 July 2026Resit assessments undertaken in A3
Thursday 10 September 2026Final-year undergraduates
Assessments for Autumn Term modules (S1, A1)
Monday 26 January 2026Assessments for Spring Term modules (S2, A2) and resits in A1
Wednesday 27 May 2026Resit assessments in A3
Thursday 10 September 2026Taught postgraduates
Assessments for autumn term modules (S1, A1)
Monday 26 January 2026Assessments for spring term modules (S2, A2) and resits in A1
Monday 6 July 2026Resit assessments done in A3
Thursday 10 September 2026
All other students
- Undergraduate (non-finalist including Foundation Year)
Assessments for Autumn Term modules (S1, A1)
Monday 26 January 2026Assessments for Spring Term modules (S2, A2)
Monday 1 June 2026Resit assessments (A3)
Monday 24 August 2026 - Final year undergraduate
Assessments for Autumn Term modules (S1, A1)
Monday 26 January 2026Assessments for Spring Term modules (S2, A2)
Wednesday 27 May 2026Resit assessments (A3)
Monday 24 August 2026 - Taught postgraduate
Assessments for Autumn Term modules (S1, A1)
Monday 26 January 2026Assessments for Spring Term modules (S2, A2)
Monday 1 June 2026Resit assessments (A3) and dissertation/projects
Thursday 10 September 2026
All deadlines are subject to UK time and by 11:59pm of the date stated, unless specified otherwise.
The claims process
The exceptional circumstances claims process consists of three stages following your submission:
-
Assessment (stage one)
Your claim will be reviewed by specially trained staff to see if it can be accepted.
-
Outcome (stage two)
Accepted claims for late submission at stage one will result in the removal of any late penalty. Once you receive your marks and feedback you will see an ‘XNS’ which means excused non-submission on your Module Results page in Sussex Direct.
If your claim relates to another form of EC and it is accepted at stage one, it will be sent to your examination board for consideration. If the exam board agrees an outcome this information will be available to you when your stage results are formally published (usually the end of the academic year).
-
Appeal
If you are not satisfied with the outcome of stage one or stage two, you can submit an academic appeal. You are advised to read the Academic Appeal process and comply with any requirements specified – such as when you need to submit your appeal.
Important: Decisions made by an Examination Board are based on academic judgement and not the severity of your circumstances. The Examination Board can only offer outcomes that are permitted under the University’s Progression and Award Regulations. For more information see section 16 of the Exceptional Circumstances guide.
What to do if you have a reasonable adjustment
A long-term health condition does not normally meet the criteria for an Exceptional Circumstance (EC) claim, as the EC process is intended for short-term, unexpected or temporary situations that affect a students’ studies.
Students with a long-term condition are encouraged to register with Disability Advice. This may enable access to a range of support measures called Reasonable Adjustments (RAs), which can help you manage your studies more effectively. This may include extra time in exams, late penalty waivers (where permitted) and in some cases, mentoring support. Depending on the circumstances you may also be eligible to apply for assignment extensions. For more information visit Reasonable Adjustments for your Studies or contact the Student Centre.
In some situations, you may need both reasonable adjustments and an exceptional circumstances claim. This may apply when:
- You are experiencing an unusual flare-up, worsening, or significant change in your ongoing condition, and the reasonable adjustments already in place are no longer enough to mitigate the impact.
- There is a temporary problem with the provision or implementation of your reasonable adjustment, meaning additional short-term support or measures are required.
- You are affected by an exceptional circumstance that is unrelated to your disability or the reasonable adjustments you receive.
Find out more under section 11 of our Exceptional Circumstance Guide including how you can use self-certification to support an EC claim.
More information and support
If you need more help and advice about making an Exceptional Circumstances (EC) claim:
- Read our Exceptional Circumstances Guide
- Contact the Student Centre
- Contact the Students Union support and advocacy service (link to be added)
When an EC claim might not be the solution
We understand that sometimes personal circumstances can be difficult to resolve quickly. In some cases, the support you need may be beyond what the University can reasonably provide. If this happens, a temporary interruption to your studies (temporary withdrawal) may be the most appropriate option.
If you are considering this, please contact our support services. They will be able to discuss your situation, explain the support available, and help you understand your options. You can contact them via the Student Centre.