What are "Extreme and Exceptional Extenuating Circumstances" (EEEC)?

The GCU Fit to Sit Policy has replaced the previous Mitigating Circumstances Policy (MITS) from the start of academic year 2022-23. Under Fit to Sit, there is a "default assumption" that if you undertake and submit a piece of coursework, assessed presentation or exam you are declaring that you are fit to do so and you wish it to be marked and counted as an attempt.

If this is not the case, and personal or medical problems or events mean that you wish to defer your attempt at any or all of your module assessments until the next diet (usually the summer re-sit diet) then you must complete a Fit to Sit declaration form for each affected assessment to let your module leader(s) know this in the 5 days before the deadline or exam date, or up to 2 days after it.

If you have already submitted/attempted your assessment but afterwards wish for it not to be marked or counted then you can still complete a declaration under Fit to Sit to request this, as long as this is within 2 days (consecutive days, including weekends) of your submission/attempt.

You can read more about completing a Fit to Sit declaration and points to consider before doing so at our Fit to Sit page here.

If you were not able to complete the Fit to Sit declaration forms to request that you preserve and defer your attempt at the time of your assessment dates due serious personal or medical issues or events that prevented you from engaging at all with GCU then you can apply for your circumstances to be considered using the Extreme and Exceptional Extenuating Circumstances (EEEC) process.

The GCU guidance defines engagement with GCU as including checking and responding to your GCU emails, accessing GCU Learn and attending online or in person classes and placement activities for any modules, not just those you are applying for EEEC against.

Students not having completed Fit to Sit applications at the appropriate time due to any other reason, e.g. not having been aware of the process/timescale, or whilst you remained engaged with university in other ways (e.g. accessing your GCU emails, GCU Learn, attending classes and/or submitting other assessments in the same time period) would not meet the criteria for a successful EEEC application.

How and when do I apply?

As soon as you are able to re-engage with the university you are expected to contact your personal tutor, year lead or programme leader to make them aware of your circumstances and get guidance on applying for EEEC.

There is no set deadline for applying other than the maximum period of registration for your course but you must make contact as soon as you are able to. You can check the maximum period of registration regulations in the GCU Assessment Regulations, Section 7 – linked here.

It is also important to note that you are required on the EEEC form to state the dates between which you were unable to engage with the university (at all, as outlined above) due to your adverse circumstances and to provide evidence to cover this period.

There is a requirement to attach documentary evidence of the personal/medical issues that have impacted on you/your assessments and prevented you from declaring under Fit to Sit at the relevant periods.

In order to make your application to have your circumstances considered, and your attempts at your missed assessments preserved, you need to complete the EEEC application form on the GCU website here.

The application will be considered by your Head of Department and Associate Dean of Learning, Teaching and Quality.

Important Points to Note

Unlike the Fit to Sit declaration forms, one single EEEC form should be completed and submitted to cover all of the assessments that you wish to be considered.

There is a requirement that you provide documentary evidence to corroborate the dates that you were not able to engage with the university or use the Fit to Sit declaration forms as well as the circumstances that led to this period of disengagment.

This evidence “…must normally be independent and verifiable, such as a letter or certificate from a GP or other medical professional or other appropriate third-party evidence.”

It cannot be a personal statement from family or friends or similar.

Evidence must also be in English, with the responsibility for any translation required being that of the student making the application. Where this applies the original document and a verified translation must be provided with the application.
You evidence must be uploaded to the form as a JPEG or .pdf document and document names must include your student ID.

It is very important that you are prepared before you start the application with the accurate module and module leader information for each of the module assessments you are including.

For each of the individual module assessments you are applying to be considered you need to have the following information to input on the form:

Module Code
Module Title
Module Leader
Module Leader’s email address
Date of assessment/coursework hand-in

It is crucial that you check that the above information (for EACH ASSESSMENT) is accurate and that it is inputted into the form accurately as it states on the form that if there are mistakes then this may result in your application not being considered.

If you leave off an assessment (for example if there are 2 assessments for one module and you only include details for 1) then this will not be considered and you will not retain your attempt at any assessment not detailed on the form.

The information you provide on your EEEC application will be shared with the Student Wellbeing Team to ensure that support can be offered to you. If you do not want this to happen you can decline referral to the Student Wellbeing Team on the form.
In order to access the online form to submit your EEEC application you will need to login with your GCU user credentials.

How the Advice Centre can help

If you are considering making an application for EEEC please contact the Advice Centre to talk it over with a student adviser.

We can listen to your individual circumstances and give confidential advice to ensure that you fully understand any potential unforeseen impacts this application could have on you.

If you decide to go ahead we can provide practical advice and support with following the policy, and support afterwards.

Click here to contact a student adviser using our webform (we aim to respond within 2 working days) or by phone or drop in (Monday to Friday, 9am-5pm).

Where can I find out more?

Full details on Fit to Sit and EEEC, including a guide for students and FAQs are available from the GCU website at https://www.gcu.ac.uk/currentstudents/essentials/exams/fit-to-sit

The Fit to Sit Policy (including policy on EEEC) is available on the GCU website here - https://www.gcu.ac.uk/currentstudents/essentials/policiesandprocedures