Extenuating Circumstances / Amgylchiadau lliniarol

The University has introduced new Extenuating Circumstances regulations and procedures for the 2012-13 academic year onwards. These replace the previous Mitigating Circumstances regulations.

This page is accurate for students on courses accredited by the University of South Wales (formerly Glamorgan). It has not yet been updated to include advice for students whose courses are accredited by the University of Wales (i.e. courses based in Newport).

Fit to Sit Policy

As part of the new regulations, the University has introduced a Fit to Sit Policy starting this academic year 2012-13. In submitting each assessment and/or sitting an examination you are confirming that you are fit to sit and you will not subsequently be able to claim that your performance in that assessment was affected by extenuating circumstances. If you consider that you are not ‘fit to sit’, this must be for a substantial reason and you should inform the University in advance unless this is not possible (as set out in the new regulations). You will therefore need to take responsibility for deciding in advance whether you are unwell or facing other significant extenuating circumstances. If so, you should contact the University to seek either an extension for submission or non submission/attendance. In making such a decision, you need to consider the consequences of delaying your studies and your faculty advice shop/tutors will be able to provide you with guidance about this should you require it.

What are extenuating circumstances?

Extenuating circumstances are defined as “Exceptional circumstances which are outside the control of the student and which have prevented, or will prevent, him/her from performing in assessment at the level expected or required of him/her.”

If you are requesting extenuating circumstances:

Claim forms are obtained from your Faculty Advice Shop.
The claim must be presented by you as soon as the circumstances arise.
All circumstances should be supported by evidence from an independent source.
It is your responsibility to seek and provide evidence.

A successful claim may involve extending a deadline, or offering you the opportunity to retake a piece of assessment. However, you should note that you cannot ask for the original piece of work to be regraded. The options available to you will be explained when you discuss your claim with your Faculty Advice Shop.

Why should I apply?

If you feel that circumstances beyond your control have affected your ability to study effectively you should submit a claim.

How do I apply?

Making a claim is a straight forward process. Extenuating circumstances forms are available from your Faculty Advice Shop where you can also obtain advice and guidance on preparing your claim and the evidence you will be required to provide in support of your claim.

University regulations about Extenuating Circumstances

Extenuating Circumstances are covered in section B.2.6.7 of the Regulations for Taught Courses. The procedures can be found in the Extenuating Circumstances Procedures document. Please familiarise yourself with these sections to understand how your claim will be processed.

Medical certificates

For students seeking medical certification from the University Health Service, Ashgrove Surgery or Llanedeyrn Health Centre please note that doctors/nursing staff can only provide independent confirmation in support of a case for extenuating circumstances if a doctor/nurse has previously seen you and there is a written record of this in your medical notes. This independent confirmation will be a statement of fact, derived from the medical records. It will usually only cover the period of time for which you were being seen for that particular medical condition. It is your responsibility to explain how the medical condition affects your ability to study.

Whilst the Medical Officer, doctors and nursing staff appreciate that there are often other circumstances when your ability to study is affected, such as a bereavement, a relationship break-up, or other stressful life events, they are unable to issue a medical certificate under these circumstances, unless these circumstances are such that they have led to a recognisable medical condition. Further information is available from the Health Service.

If you decide to consult external agencies to obtain medical evidence, the University has prepared guidance to health professionals who will be providing medical evidence for a student who is applying for extenuating circumstances at the University of South Wales. Please download the guidance and provide it to the healthcare professional you consult.

Counselling and Mental Wellbeing Services

If the Counselling and/or Mental Wellbeing Services are working regularly with you during a time of difficulty for which you wish to claim extenuating circumstances, then at your request and with your permission, they are able to provide you with a letter which confirms your attendance.

The Counselling and/or Mental Wellbeing Services will not be in a position to provide letters for students who have not been using the service during the time for which they are claiming extenuating circumstances.

Students who have on-going mental health conditions for whom an Individual Support Plan (ISP) has been put in place are advised to note the guidance below under Disability & Dyslexia Service.

Disability & Dyslexia Service

If you have a disability or health condition which impacts on your ability to study you should contact the Disability & Dyslexia Service (DDS) as soon as possible to discuss appropriate assistance and the possibility of additional funding in the form of the Disabled Student Allowance. It is your responsibility to inform the University and seek assistance for a disability or health condition as early as possible.

Extenuating circumstances can be applied for only in cases where there is a sudden or unexpected deterioration of a disability of health condition which has impacted on your ability to study.

When you complete a faculty form for extenuating circumstances you will be asked whether you are registered with the DDS and if your application is in relation to an existing disability. You will be asked to give consent to the information about your support requirements to be shared between the DDS and the faculty.

You may request an Adviser from the DDS to provide evidence to support an application for extenuating circumstances if you are registered with the service.

Further information

For further information and advice on processing an extenuating circumstances claim please contact your Faculty Advice Shop.

Yn y Gymraeg: Amgylchiadau lliniarol

Mae’r Brifysgol wedi cyflwyno rheoliadau a gweithdrefnau Amgylchiadau Lliniarol ar gyfer blwyddyn academaidd 2012-13 ymlaen. Mae’r rhain yn disodli’r rheoliadau Amgylchiadau Lliniarol blaenorol.

Polisi Addas i Sefyll

Fel rhan o’r rheoliadau newydd, mae’r Brifysgol wedi cyflwyno Polisi Addas i Sefyll sy’n dechrau yn ystod y flwyddyn academaidd hon 2012-13. Wrth gyflwyno pob asesiad a/neu sefyll arholiad rydych chi’n cadarnhau eich bod yn ffit i sefyll ac na fyddwch yn ddiweddarach yn gallu hawlio bod eich perfformiad yn yr asesiad hwnnw wedi’i effeithio gan amgylchiadau lliniarol. Os ydych chi’n ystyried nad ydych chi’n ‘ffit i sefyll’ rhaid bod rheswm sylweddol am hyn a dylech hysbysu’r Brifysgol o flaen llaw oni bai bod hyn yn amhosibl (fel yr eglurir yn y rheoliadau newydd). Bydd angen i chi gymryd cyfrifoldeb felly am benderfynu o flaen llaw a ydych chi’n glaf neu’n wynebu amgylchiadau lliniarol sylweddol eraill. Os felly, dylech gysylltu â‘r Brifysgol i geisio naill ai estyniad i’ch cyflwyniad neu beidio â chyflwyno/bod yn bresennol. Wrth wneud penderfyniad o’r fath, mae angen i chi ystyried canlyniadau gohirio eich astudiaethau a bydd siop gyngor eich cyfadran / eich tiwtoriaid yn gallu rhoi arweiniad i chi ar hyn os byddwch am ei gael.

Beth yw amgylchiadau lliniarol?

Diffinnir amgylchiadau lliniarol fel “Amgylchiadau eithriadol sydd y tu hwnt i reolaeth y myfyriwr ac sydd wedi ei atal, neu a fydd yn ei atal rhag perfformio mewn asesiad ar y lefel disgwyliedig neu ofynnol”.

Os ydych chi’n gwneud cais am amgylchiadau lliniarol:
Ceir ffurflenni hawlio yn Siop gyngor eich cyfadran.
Rhaid i chi gyflwyno’r hawliad cyn gynted ag y bo’r amgylchiadau’n codi
Rhaid cael tystiolaeth i gefnogi’r holl amgylchiadau o ffynhonnell annibynnol
Eich cyfrifoldeb chi yw canfod a darparu tystiolaeth

Gall hawliad llwyddiannus gynnwys estyn dyddiad terfyn, neu gynnig y cyfle i chi ailsefyll asesiad. Fodd bynnag dylech nodi na chewch ofyn am gael ailraddio’r darn gwreiddiol o waith. Bydd yr opsiynau ar gael i chi yn cael eu hesbonio pan fyddwch chi’n trafod eich hawliad gyda Siop gyngor eich cyfadran.

Pam ddylwn i wneud cais?

Os ydych chi’n teimlo bod amgylchiadau y tu hwnt i’ch rheolaeth chi wedi effeithio ar eich gallu i astudio’n effeithiol dylech gyflwyno hawliad.

Sut ydw i’n gwneud cais?

Mae cyflwyno hawliad yn broses syml. Mae ffurflenni amgylchiadau lliniarol ar gael o Siop Gyngor eich cyfadran lle gallwch hefyd gael cyngor ac arweiniad ar baratoi eich hawliad a’r dystiolaeth fydd angen i chi ei darparu i gefnogi eich hawliad.

Rheoliadau’r Brifysgol ar Amgylchiadau Lliniarol

Caiff amgylchiadau lliniarol eu trafod yn adran B.2.6.7 y Rheoliadau Cyrsiau a Addysgir. Mae’r gweithdrefnau i’w gweld yma. Dylech ymgyfarwyddo â’r adrannau hyn er mwyn deall sut y bydd eich hawliad yn cael ei brosesu.

Tystysgrifau meddygol

I fyfyrwyr sy’n ceisio ardystiad meddygol gan Wasanaeth Iechyd y Brifysgol, Meddygfa Ashgrove neu Ganolfan Iechyd Llanedeyrn nodwch er mwyn i feddyg/staff nyrsio ddarparu cadarnhad annibynnol i gefnogi achos o amgylchiadau lliniarol rhaid bod meddyg/nyrs wedi eich gweld yn flaenorol a rhaid bod cofnod ysgrifenedig o hyn yn eich nodiadau meddygol. Bydd y cadarnhad annibynnol hwn yn ddatganiad o ffaith, a dynnir o’r cofnodion meddygol. Fel arfer bydd yn cwmpasu’r cyfnod o amser yr oeddech chi’n cael eich gweld ar gyfer y cyflwr meddygol penodol hwnnw yn unig. Eich cyfrifoldeb chi yw esbonio sut y mae’r cyflwr meddygol yn effeithio ar eich gallu i astudio.

Er bod y Swyddog Meddygol, y meddygon a staff nyrsio’n gwerthfawrogi bod amgylchiadau eraill yn aml y gallu codi a fydd yn effeithio ar eich gallu i astudio, megis profedigaeth, diwedd perthynas, neu ddigwyddiad bywyd arall sy’n achosi straen, nid ydynt yn gallu rhoi tystysgrif feddygol dan yr amgylchiadau hyn, oni bai bod yr amgylchiadau hynny yn rhai sydd wedi arwain at gyflwr meddygol y gellir ei ddynodi. Ceir rhagor o wybodaeth oddi wrth y Gwasanaeth Iechyd

Os benderfynwch chi geisio tystiolaeth feddygol oddi wrth asiantaethau allanol, mae’r Brifysgol wedi paratoi canllawiau i weithwyr iechyd proffesiynol a fydd yn darparu tystiolaeth feddygol i fyfyriwr sy’n gwneud cais am amgylchiadau esgusodol i Brifysgol De Cymru. Gofynnir ichi lawlrwytho’r cyfarwyddyd a’i roi i’r gweithiwr iechyd proffesiynol y byddwch yn ei gweld.

Gwasanaethau Cwnsela a Lles Meddyliol

Os yw’r Gwasanaethau Cwnsela a/neu Les Meddyliol yn gweithio’n rheolaidd gyda chi dros gyfnod anodd yr ydych chi’n dymuno hawlio amgylchiadau lliniarol ar ei gyfer, yna ar eich cais a chyda’ch caniatâd, gallant roi llythyr i chi sy’n cadarnhau eich bod yn mynychu cwnsela.

Ni fydd y Gwasanaethau Cwnsela a/neu Les Meddyliol mewn sefyllfa i ddarparu llythyrau i fyfyrwyr nad ydynt wedi bod yn defnyddio’r gwasanaeth cwnsela yn ystod y cyfnod y maent yn hawlio amgylchiadau lliniarol ar eu cyfer.

Y Gwasanaeth Anabledd a Dyslecsia

Os oes gennych chi anabledd neu gyflwr iechyd sy’n effeithio ar eich gallu i astudio dylech gysylltu â‘r Gwasanaeth Anabledd a Dyslecsia cyn gynted â phosibl i drafod cymorth priodol a’r posibilrwydd o gyllid ychwanegol ar ffurf Lwfans Myfyriwr Anabl. Eich cyfrifoldeb chi yw hysbysu’r Brifysgol a cheisio cymorth am anabledd neu gyflwr iechyd cyn gynted â phosibl.

Gellir gwneud cais am amgylchiadau lliniarol dim ond mewn achosion lle ceir dirywiad sydyn neu annisgwyl mewn anabledd neu gyflwr iechyd sydd wedi effeithio ar eich gallu i astudio.

Pan fyddwch yn cwblhau ffurflen gyfadrannol ar gyfer amgylchiadau lliniarol bydd yn gofyn i chi a ydych chi wedi’ch cofrestru gyda’r Gwasanaeth Anabledd a Dyslecsia ac a yw eich cais yn ymwneud ag anabledd sydd eisoes yn bodoli. Bydd gofyn i chi roi caniatâd i rannu’r wybodaeth am eich anghenion cymorth rhwng y Gwasanaeth Anabledd a Dyslecsia a’r Gyfadran.

Cewch ofyn i Gynghorydd o’r Gwasanaeth Anabledd a Dyslecsia roi tystiolaeth i gefnogi cais am amgylchiadau lliniarol os ydych chi wedi’ch cofrestru â’r gwasanaeth.

Ceir rhagor o wybodaeth a chyngor ar brosesu hawliad am amgylchiadau lliniarol drwy gysylltu â Siop gyngor eich cyfadran.

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