How to submit an Extenuating Circumstances claim
Note: This page is also available as a PDF
How to navigate to the EC system on Portico
How to submit an EC claim
How to submit evidence for your EC claim
How to upload evidence later
How to delete an EC claim
How to find out the outcome of your EC claim
Log in to Portico and click on the MyStudies tab in the navigation bar:
Click on My Extenuating Circumstances
You will now see your Extenuating Circumstances homepage.
All previous claims will be listed on this page under the following categories:
- Claims not submitted: these are claims that you have started to create but have not yet submitted – nobody other than you can view or action these claims.
- Claims awaiting further evidence: these are claims that you have submitted but that you have not yet added evidence for, or that the panel reviewing your claim have returned to you with a request for additional evidence. Note that you should upload supporting evidence within 4 weeks of submitting a claim (does not include self-certification claims which you do not need to submit evidence for).
- Claims under consideration: these are claims that you have submitted and that are currently under review by the relevant panel. You will be notified by email once a decision has been made on these claims.
- Completed claims: claims that you have submitted and received a decision on – both accepted and rejected claims will be listed here.
- Deleted claims: claims that you started to create and then deleted before submitting.
You can access the claim detail for any of these by clicking on the title of the claim category you wish to view to show a list of all claims in this category and then clicking on the relevant claim.
Navigate to the Extenuating Circumstances homepage and click on Apply for Extenuating Circumstances
After clicking this, please read the information on the screen to ensure you understand UCL’s regulations on extenuating circumstances before submitting your EC claim.
Check the “I Agree” box once you have read the information and are happy to proceed and click “Next"
You will be presented with the list of modules that you are enrolled on.
Click “Select Assessments” against the module(s) affected by your extenuating circumstances .
For each selected module, you will be presented with the assessment components of the module (e.g. coursework, essay, exam, project). Select the relevant components using the check-box and click Add to request
If you add a component by mistake, you can remove it - just click Select and Remove from request
Once you have selected all affected components for all relevant modules, click Next on the Select Affected Assessments screen.
You now need to enter the due date of your assessment and the type of mitigation sought.
If you have a SORA extension, please enter your SORA deadline in the due date box.
Once you have entered due date and mitigation sought, click Next.
Note that this is your opportunity to select the mitigation you would like to receive but the panel reviewing your claim can use their discretion to change this and give the mitigation that they feel is best suited to your circumstances and the assessment.
Select from the dropdown box the nature of your circumstances.
Provide a summary of your circumstances in the relevant boxes (nature of circumstance, summary of circumstances and how the circumstances have affected the assessments).
If you are not eligible for Self-Certification you will need to upload evidence – you can do this now if you have evidence available or you can select to upload the evidence later if you do not have it to hand.
Please refer to section 1.5 Providing Supporting Evidence of the Academic Manual for guidance on when to provide evidence and requirements for medical and non-medical evidence.
If you have evidence available when creating your claim:
Click the Browse and Upload Evidence button. Select the file that you want to upload from your computer and click Next.
Please note that only the following file extensions can be uploaded - .JPEG, .JPG, .PDF, .TIFF, .TIF, .PNG – and the maximum file size is 5MB.
Word documents (.DOC, .DOCX) cannot be uploaded. Please refer to Microsoft’s guidance on how to convert a document to pdf.
If you do not have evidence available when creating your claim:
If you do not have evidence at this stage, select the option from the drop down box that informs the panel you wish to upload evidence later – please see how to upload evidence later for guidance on this
You will now be presented with the Summary screen – here you can review and amend your EC if required.
To submit your EC claim, select the tick box at the bottom of the screen to confirm the details you have entered are correct.
Click Submit claim
Once submitted, you will be able to see your claim under the Claims Under Consideration tab
Your EC Claim will now be processed by your Faculty/Department. You should receive a response as soon as possible and no more than ten working days after submitting your application (unless you are uploading your evidence later).
You should upload supporting evidence within 4 weeks of your claim submission date.
To do this, navigate to your Extenuating Circumstances homepage and click on Claims Awaiting Further Evidence – all claims you have submitted that are awaiting evidence will be listed.
Click on View / Update Claim for the relevant claim to launch the claim details page.
You will now be able to check the details of the claim and add evidence as outlined above.
You can delete the following categories of EC claims:
- Claims not submitted
- Claims awaiting further evidence
- Claims under consideration
Please speak to your department if you no longer wish to use an EC Claim for which you have received a decision. Whilst completed EC claims cannot be deleted, accepted claims can be rejected so that the mitigations will not be applied.
To delete a claim, navigate to your Extenuating Circumstances homepage and expand the relevant claim category section.
Locate the claim that you wish to delete and click the delete button on that row.
Scroll down the page to the Completed Claims section
Select the EC claim and click View
Here you will be able to view the decision and details of your claim, along with any notes from your Department, as soon as a decision has been reached.