Section 4: Reasonable Academic Adjustments for Disabilities and Long-term Conditions

Published for 2025-26

4.1 What are Reasonable Adjustments?	4.4 How to apply for Reasonable Academic Adjustments
4.2 When to use Reasonable Adjustments	4.5 Acute episodes and fluctuating conditions
4.3 What support is available?	4.6 Frequently Asked Questions

4.1 What are Reasonable Academic Adjustments?

1.	In line with the Equality Act (2010), UCL is responsible for anticipating and implementing ‘Reasonable Adjustments’ for students with a disability. We do this by working with you to provide Reasonable Academic Adjustments.
	Help and advice
2.	Help with using these procedures is available from UCL’s Student Support and Wellbeing Services team. Section 1.2: Help and Advice includes more information.
3.	Your Department has a dedicated Reasonable Academic Adjustments Contact. You can get in touch with them if you have any questions or concerns related to your Reasonable Academic Adjustments.
	Looking after your data
4.	UCL will look after your data carefully and sensitively. Where your personal information needs to be shared with members of the UCL community in order to facilitate your support, this will be done only with your consent and on a 'need-to-know' basis. Section 1.4: Confidentiality and Looking After Your Data includes more information.

4.2 When to use Reasonable Academic Adjustments

A disabled person is defined in the Equality Act (2010) as someone with "A physical or mental impairment which has a substantial and long-term adverse effect on their ability to carry out normal day-to-day activities."

Normal day-to-day activities include mobility, manual dexterity, physical co-ordination, continence, ability to lift, carry and move everyday objects, speech, hearing, eyesight, memory or ability to concentrate, learn or understand, and perception of risk or physical danger.
Substantial means more than minor or trivial e.g. it takes much longer that it usually would to complete a daily task like getting dressed.
Long term means likely to last for 12 months or more.

The definition includes (but is not limited to):

	a)	Mobility differences such as wheelchair users, or musculoskeletal conditions
	b)	Sensory differences, such as individuals certified as blind or partially sighted, and those who are deaf
	c)	Long-term health conditions such as diabetes, arthritis, cancer, HIV or autoimmune conditions
	d)	Long-term mental health conditions such as depression, eating disorders or schizophrenia
	e)	Specific learning differences (SpLD) such as dyslexia or dyspraxia
	f)	Social or communication differences such as an Autistic Spectrum Condition (ASC)
	g)	Progressive conditions such as motor neurone disease, muscular dystrophy or forms of dementia
	h)	Fluctuating or recurring conditions such as bipolar disorder, epilepsy, rheumatoid arthritis, myalgic encephalitis (ME) or chronic fatigue syndrome (CFS)

3.	It is also important to note that:

	a)	Any terminal condition is included regardless of timeframes involved.
	b)	Progressive conditions are covered from the point of diagnosis, regardless of the symptoms.
	c)	Conditions that are intermittent, or that fluctuate in their effects will entitle the person to protection under the Equality Act at all times (provided the condition is likely to recur), even at a particular point in time the condition is in remission.

4.	Unlike other protected characteristics, the Equality Act (2010) places an obligation on education providers to take active steps to reduce discrimination of students with a disability, impairment, mental or physical health condition, and to make reasonable adjustments to learning, teaching and assessment.
5.	UCL follows the ‘social model’ of disability. Society is structured in a way that many individuals with protected characteristics experience a number of barriers. The social model views the barriers experienced by disabled people as what disables the individual, rather than the conditions themselves (medical model). Removing these barriers enables the access, participation and inclusion of disabled people in work and study. Reasonable adjustments are one way of removing these barriers for individuals where it is possible and reasonable to do so.
6.	All UCL programmes require you to reach specific academic standards in order to be awarded a UCL qualification and some also have particular Fitness to Practise requirements or Professional Competency Standards (e.g. for clinicians or teacher training). UCL cannot reduce or change those standards, but we are committed to removing barriers to helping you attain them.
7.	UCL’s Equality, Inclusion and Diversity website provides further guidance about the definitions of Disabilities and Reasonable Adjustments. If you are unsure if you meet the definition under the Equality Act (2010), you can contact UCL’s Student Support and Wellbeing Services team for advice.

4.3 What support is available?

1.	Reasonable Adjustments can take a wide range of forms depending on your specific circumstances. The following examples are provided to help you understand the types of adjustments that might be available (please note that some adjustments are subject to eligibility criteria):

For lectures, seminars and teaching events	Recorded lectures via UCL’s education recording policy Lecture slides available in advance Hand-outs and lecture notes that can be modified so that you can edit the font or background to your own preference Hand-outs and lecture notes in alternative formats such as email, large print or braille Prioritised reading lists to help you access and digest readings ahead of time Extended library loan facilities and other library support Sign language interpreters for lectures, seminars or group work A reader or scribe to help you take notes and participate in classes Access to the Digital Accessibility Hub - a dedicated IT workroom and team of advisers to help you study independently using a variety of assistive technology software
For your assessments	Regular coursework extensions Extra time in exams and take-home papers Rest breaks in exams Exam papers in accessible formats, including large print or braille Assistive technology in exams such as sitting exams on a PC with assistive software A reader or scribe for exams Adapted or improved lighting for exams Adapted or ergonomic furniture for exams Sitting your exam in a smaller venue Support for your PhD upgrade meeting, viva or oral examination Alternative methods of assessment (please note that this is only available if approved by your Programme Leader and External Examiner)
For getting around campus	Support with travel for academic purposes Personal Emergency Evacuation Plans (PEEPs) Liaison with UCL Estates to minimise physical barriers in the built environment AccessAble – a website with accessibility information on thousands of buildings across London, including around UCL’s campus Adjustments to UCL accommodation e.g. an en-suite, a larger or accessible room, continuing accommodation beyond your first year Guided tours of campus Early access to large-scale events so that you can avoid busy periods
For your ongoing health and wellbeing	Specialist welcome events Access to a specialist mental health mentoring scheme including regular meetings with a mentor who will work with you to help you identify and overcome barriers to your learning Access to a specialist Autistic Spectrum Condition (ASC) mentoring scheme including regular meetings with a mentor who will work with you to help you identify and overcome barriers to your learning. Specialist study skills tutoring for specific learning differences (SpLDs), providing tailored learning strategies to remove academic barriers.
For placements delivered in workplace environments	Access to UCL Workplace Health to determine adjustments appropriate to the placement. Departmentally-issued Student Support Card carried on placement with an agreed form of words describing the needs. Exemption from specific activities which do not compromise ability to achieve competence standards.

2.	You can find more detailed information about the types of support available for different circumstances on the Student Support and Wellbeing Services website.

4.4 How a Apply for Reasonable Academic Adjustments

From the start of the Academic Year 2025-26 view the process for Reasonable Academic Adjustments on the Reasonable Academic Adjustments webpage.

4.5 Acute episodes and fluctuating conditions

4.5.1 What is an acute episode or fluctuating condition?

If you have a disability or long-term health condition, you may feel better at some times than others. This may be because you have symptoms which change over time, or you may experience ‘flare-ups’, or a period of crisis. Your Reasonable Academic Adjustments are designed to proactively support all the different aspects of your condition, including acute episodes and fluctuations. It does this by anticipating your needs in advance and making sure that you have easy access to effective support when you need it. A typical example is coursework extensions – your Reasonable Academic Adjustments may give you the option of having a 5 working day extension as and when you need it. It is up to you to decide when to use it. You do not need to ‘apply’ for an extension each time, and you do not need to keep providing supporting evidence; you can just take advantage of the support that is already available to you as Reasonable Academic Adjustments.

4.5.2 When to use Extenuating Circumstances for a longer-term condition

1.	Extenuating Circumstances (ECs) are for shorter-term emergencies and unexpected events, including short-term physical and mental health conditions. If you already have Reasonable Academic Adjustments, you are not expected or required to use the Extenuating Circumstances procedure to support your condition.
2.	If you have an acute episode or flare-up of a condition and you feel that your Reasonable Academic Adjustments do not provide sufficient mitigation, your first step should be to speak to your Departmental Reasonable Academic Adjustments Contact or a UCL Student Support and Wellbeing Services Adviser to request a review of your Reasonable Academic Adjustments (see Section 3.4, Step 9).
3.	There may also be occasions where you have another difficulty which is separate from the condition covered by your Reasonable Academic Adjustments e.g. you might experience a bereavement. You can still apply for Extenuating Circumstances if you need shorter-term support for other difficulties.
4.	While we will try to put your SoRA in place as quickly as possible, there may be occasions where you need support for teaching events or assessments while you are waiting for your Reasonable Academic Adjustments to be set up. If you are in this position, you should speak to your Departmental Reasonable Academic Adjustments Contact who can liaise with UCL Student Support and Wellbeing Services to work out whether temporary adjustments can be put in place until your Reasonable Academic Adjustments are confirmed. You should not normally need to submit Extenuating Circumstances to access temporary adjustments.

4.5.3 Submitting an EC claim relating to a Reasonable Academic Adjustments condition

1.	Any EC claim relating to a condition that is already covered by your Reasonable Academic Adjustments should normally be accompanied by supporting evidence. Section 1.5: Providing Supporting Evidence includes more information.
	First EC claim relating to a Reasonable Academic Adjustments condition
2.	The first time that you submit an EC claim relating to a Reasonable Academic Adjustments condition, the EC approver should consult both your Departmental Reasonable Academic Adjustments Contact and UCL Student Support and Wellbeing Services, and together agree one of the following:

	a)	Normally, your Reasonable Academic Adjustments should be reviewed to ensure that it covers all aspects of your condition. If SSW feels that you are eligible for additional support, they may amend your Reasonable Academic Adjustments, for example by including adjustments for use in the event of an acute episode or fluctuation, such as access to longer extensions.
	b)	If Reasonable Academic Adjustments amendments are not possible (e.g. there is not enough time to put them in place before the assessment), you may be offered a one-off EC mitigation, if that would be appropriate in the circumstances.

	Subsequent EC claims relating to a Reasonable Academic Adjustments condition
3.	If you submit a subsequent EC claim relating to a Reasonable Academic Adjustments condition, a full EC Panel should be convened to discuss the options:

	a)	You should be referred for a more holistic review of your support needs in the form of a Support Plan under the Support to Study Procedure (see Section 7).
	b)	If the EC Panel feels that a Support Plan is not yet necessary, they may agree to consult both your Departmental Reasonable Academic Adjustments Contact and UCL Student Support and Wellbeing Services, and together agree whether your Reasonable Academic Adjustments should be amended, for example to include additional adjustments for use in the event of an acute episode or fluctuation, such as access to longer extensions.
	c)	The EC Panel may offer you a one-off EC mitigation, if that would be appropriate in the circumstances.

4.6 Frequently Asked Questions

1.	What happens if I have assessments before my Reasonable Academic Adjustments are set up? The start of the academic year is always a busy time for the Student Support and Wellbeing Services team and it may not be possible to give you an appointment as quickly as we would like. If you are able to provide evidence that you have made an appointment with SSWS but are yet to be seen, your Extenuating Circumstances Panel may use its discretion to offer you an extension or other temporary mitigations - see Section 2: Short-term Illness and other Extenuating Circumstances for details of how to apply.
2.	Can I have reasonable adjustments for attendance? Each faculty has a minimum attendance threshold that allows for a small amount of absence, for example if you need to attend medical appointments. This means that reasonable adjustments are already built into UCL’s Student Attendance Policy. It is not possible to lower the minimum attendance thresholds any further. If you are unable to attend an individual class on a particular day or time, but you will still be able to meet the minimum attendance thresholds, please ensure that you check the local policy before taking any leave. If you think you might be unable to meet the minimum attendance requirements, please get in touch with your Department as soon as possible to discuss your options.
3.	How do extensions work? If extensions are considered to be an appropriate adjustment for you, this will be explicitly stated in your Reasonable Academic Adjustments. You do not need to complete a separate ‘Extenuating Circumstances’ claim. Your Department will automatically apply Resonable Academic Adjustments extensions to your submission due dates. You can choose whether to submit work by the original deadlines or the extended ones. We encourage you to consider your decision holistically, taking into account all deadlines you are working towards. If a Department has concerns about the impact of an extension on your ability to attend teaching activities or complete other assessments, they should contact the SSW team for advice. If extensions are not explicitly included in your Reasonable Academic Adjustments then the same regulations around extensions apply to you as to all other students i.e. you will need to submit an Extenuating Circumstances claim.
4.	What happens if I am on a Study Abroad or Placement programme? If you are going on a Study Abroad Year or Placement, you will be encouraged to contact a Student Support and Wellbeing Services adviser beforehand to discuss your plans. The adviser can liaise with the receiving institution/organisation to put adjustments in place for you, and can also discuss whether you will continue to engage with any support at UCL.
5.	What happens on Clinical and Initial Teacher Education placements? If your programme includes a professional placement, such as teacher training or a clinical placement, you are required to notify UCL of any condition which might affect your ability to undertake the placement at the application stage or during pre-enrolment. If any health-related issues arise during your programme, you should contact UCL Workplace Health directly for a confidential one-to-one appointment. Your Personal Academic Tutor or Programme Leader may also refer you to UCL Workplace Health using a Student Referral Form. UCL Workplace Health will invite you to an appointment to discuss your support needs and then draw up a report giving suggestions on the support and adjustments that the placement provider may wish to consider. Your placement provider, Personal Academic Tutor and/ or Programme Leader are responsible for determining whether the adjustments are possible and appropriate in that environment. Faculties or departments may publish local Fitness to Practise policies covering students on professional placements on their programmes. The faculty is responsible for ensuring that these policies are communicated to the students which are affected.
6.	Does my Personal Emergency Evacuation Plan (PEEP) apply if I take a module in another department? Yes, your PEEP applies across the UCL campus and online environments. The Module Organiser in your Teaching Department should find out which students have a PEEP from Portico. They should then work with your Home Department to make sure that appropriate arrangements are put in place. Your SoRA Contact or SSWS adviser can also liaise with the Teaching Department.