Submit a Notification of Extenuating Circumstances

Find out what constitutes extenuating circumstances and how to submit a Notification of Extenuating Circumstances (NEC).

Sometimes events beyond your control can affect your academic performance. Such events can include illness.

Submitting a Notification of Extenuating Circumstances (NEC) form allows you to inform the University of this. You can then seek guidance and support.

You can submit an NEC at any time of the year, but the timing of this notification is important. You should refer to our NEC policy for more information. It is also important that you:

  • include the outcome you're seeking as a result of your submission, and
  • provide as much information and evidence as possible to enable us to support you.

If we uphold your NEC, we many grant you an extension on your assessment. We may also permit you to complete the assessment at the next available opportunity. You should not assume that your NEC will be upheld. If you're unsure whether to attempt an assessment, you should seek advice from your School.

If you need advice about your circumstances

Contact your Academic School administration team or personal tutor. You can find their details on NOW or in your course handbook.

If you need more support

Contact Student Support Services.

NEC Policy

You can find more details on timelines, process and outcomes in our NEC policy.

Submit an NEC

Notification of Extenuating Circumstances process FAQs

What is an NEC?

NECs allow you to inform NTU of events beyond your control that affect, or may affect, your academic performance.

An NEC enables you to seek guidance and support as appropriate from:

  • your Academic School
  • Student Support Services.

You may submit an NEC at any point during the year. However, the timing is important. Refer to to our NEC policy for more information on the timing of NECs.

If we uphold your NEC, we may grant you an extension. We may also offer you the chance to attempt the assessment or exam at the next assessment point.

What are extenuating circumstances?

Extenuating circumstances are events beyond your control. Examples include, but are not limited to:

  • illness
  • bereavement
  • accidents
  • being the victim of a crime
  • procedural irregularities.

Extenuating circumstances are not problems arising from things within your reasonable control. Examples include IT issues, holidays, travel to exams, and so on.

Am I eligible to submit an NEC?

Almost all NTU students can use the NEC process.

The only exception is students pursuing research degrees. There are separate and specific procedures in place for them. See the Doctoral School regulations.

When you submit coursework, sit an exam, or attend an assessment, you accept we'll judge your performance on its own merits alongside that of your peers. Where you decide to attend an assessment event, you cannot submit an NEC after that event.

How do I submit an NEC?

You can submit an NEC through the online Academic Appeals Portal. For guidance on using the portal, please download the NEC Portal FAQs.

You may submit an NEC at any time of year, but the timing of this notification is important. Refer to the relevant regulations for more information on the timing of NECs.

Please make sure you state which module or modules are affected, and what outcome you are seeking.

The submission of your NEC form is not evidence in itself. You need to be able to substantiate your case with independent documentary evidence. Independent evidence is something more than your assertion alone. The evidence should normally be original (i.e. a doctor's note) and not a copy. If you have difficulty with this, contact your School Administrator immediately.

What is appropriate evidence for my NEC?

Examples of appropriate NEC evidence include:

  • medical evidence in the form of a medical certificate, hospital appointment card or similar
  • police crime incident report
  • death certificate
  • independent, professional third-party evidence.

In some cases, if you have been receiving regular support from Student Support Services, staff may be able to provide you with a supporting statement to accompany your NEC. However, they will not be able to provide one if you are on a waiting list or if you have not engaged with their support at all.

If you've had regular support from Student Support Services, they may be able to provide a supporting statement you can submit. They won't be able to supply one if:

  • you're on a waiting list
  • you haven't engaged with their support at all.

A student may self-certify in the following circumstances.

  • They contracted a short self-limiting illness up to seven calendar days before an:
    • examination
    • individual presentation
    • other assessment under timed or controlled conditions.
  • They must not have:
    • attempted the assessment, or
    • presented themselves at the assessment venue.
  • There is a sudden deterioration in a long-standing medical condition or disability. The student must already have Individual Requirements in place for it.
  • Access to specific laboratories is restricted due to illness.

Download the self-certification form.

I don’t feel well enough to sit a timed assessment. What do I do?

You may not feel well enough to perform to the best of your academic abilities. If so, you must decided whether to sit your timed assessment.

You can submit a self-certification form if:

  • you're currently suffering from a self-limiting illness, or
  • you've suffered from such an illness in the seven calendar days before the assessment.

Assessments can include:

  • exams
  • individual presentations
  • any other assessment activity under timed or other assessment conditions.

Submit the self-certification form as an attachment with an NEC. You must submit them through the online Academic Appeals Portal.

If we uphold your NEC, we'll give you the chance to complete the assessment at the next opportunity. You should consider how you'll manage the extra assessment and associated workload.

I have a disability. Do I need to submit an NEC?

Some students may need more time to complete coursework for reasons related to their:

  • disability
  • Mental Health Difficulty
  • Specific Learning Difference (SpLD).

Where a disability or dyslexia officer has identified this need, it will be recommended on a:

  • Statement of Access
  • Access Plan
  • Action Plan.

If you have a Statement of Access with this recommendation in place, you don't need to submit an NEC to request an extension to coursework deadlines. However, Student Support Services recommend you contact your course team to agree the length of the extension. Get in touch with your School Administrator. They'll help you find the most appropriate person to contact in your Academic School.

You'll need to submit an NEC with appropriate supporting evidence if:

  • you're requesting an extension for reasons not related to your disability or SpLD.

You'll need to submit an NEC if:

  • you don't have an agreed Statement of Access, and
  • you need more time to complete your assessment due to extenuating circumstances.

If you feel you'd benefit from a referral to Student Support Services, you may refer yourself. They provide a wide range of services to all students. This includes health and wellbeing support.

I need some advice about my NEC. Who can I contact?

For clarification on the NEC procedure, first contact your Academic School. The appropriate person to advise you might be your:

  • course leader
  • personal tutor
  • school administrator.

For independent advice, contact the Nottingham Trent Students' Union Information & Advice Service.

For additional support you can contact the University's Student Support Services. They provide a wide range of services to all students. This includes health and wellbeing support.

I submitted an NEC. What happens next?

An NEC Contact (NECC) or NEC Panel (NECP) will review your application and evidence. This will depend on the complexity of your circumstances.

If we uphold your NEC, we may offer you:

  • an extension of five or ten working days, or
  • the opportunity to attempt the assessment at the next available opportunity.

Your Academic School will determine:

  • the length of the extension,  and / or
  • the date of the next available assessment opportunity.

We'll inform you of the outcome of your submission. We'll send you an email through the portal, usually within five working days. You can log in to the portal at any time to see the progress of your submission. We'll also notify you of the Boards of Examiners' decision. This will normally within 10 working days of the Board of Examiners' Meeting.

If you have any queries, contact your School Administrator.

  • Last updated: 04/10/2022