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Circumstances Affecting Your Studies

During your studies, you may experience circumstances which can have a significant impact, such as illness, personal or family problems.

We’re here to support you if you need to change your study arrangements on a temporary or permanent basis, for example, changing or leaving your course.

This information is for undergraduate and postgraduate taught students only. Postgraduate research students should consult the Change of Circumstances page for PGR students.

If you are in need of adjustments to your assessments due to your personal circumstances, you may find the information on the Personal Extenuating Circumstances page more helpful.

Advice and guidance

As a first step, we would encourage you to liaise with your school/tutor/degree programme director (DPD) about any change, so that all of your options can be discussed before a decision is made. You can also get support from the Student Wellbeing Service. The Careers Service can provide impartial and confidential advice if you are thinking about transferring or leaving your course.

Circumstances covered and what to do

Absence Request

If you have been ill or unable to study for more than three working days, you should complete an Absence Request Form and return the completed form to your academic unit or tutor / supervisor as soon as you can return to your studies.

The Absence Request Form should also be used for other absences, eg time away from the University for personal or religious reasons.

Personal Extenuating Circumstances (PEC)

This information is for undergraduate and postgraduate taught students only. Postgraduate research students should see PGR Change of Circumstances.

 

We understand that life events can sometimes affect your studies. When they do, you should advise your academic unit by completing the Personal Extenuating Circumstances (PEC) Form. This is so that appropriate adjustments can be considered to your assessments.

You can submit a PEC request if you experience circumstances which are:

  • Significant: The circumstances must have had a big negative effect on your ability to study.
  • Unforeseen: Sometimes, things happen that you can’t predict.
  • Unavoidable: Some events are beyond your control, and you need support to navigate them.
  • Relevant: Not all difficult or challenging circumstances require adjustments to be made to your assessments, so it’s important to tell us how these will affect your assessments and deadlines.

 

Disability or Long Term Illness

 

If you have a disability or long term illness that requires adjustments, please contact the Student Wellbeing Service. They will be able to assess your needs and recommend appropriate support

To get in touch with the Student Wellbeing Service, please email:

Temporary Disability and Examinations

 

If you have a temporary disability that you believe will impact on your performance in your exams, you can apply for a short-term adjustment for the exam period.

You can find more information on the Exams web page.

Programme Transfer

If you decide to change your degree course at Newcastle University, please speak to your Tutor/Degree Programme Director first.

You’ll need to complete a DPD Request Form . Please see the Programme Transfer Procedure for more details.

Interruption of Studies

If you want to leave the University on a temporary basis and you intend to return to the same or alternative degree programme, please speak to your Tutor/Degree Programme Director about interrupting your studies before completing a DPD Request Form .‌

Prior to making your decision, please visit the Tuition Fees website at: Suspensions and Withdrawals | Tuition Fees | Newcastle University in order to check what the fee implications of your decision would be. If you require further information, please contact the Tuition Fees team at tuition-fees@ncl.ac.uk or 0191 208 5520.

Please note that if your tuition fees are being funded by a 3rd party, for example Student Finance, it is your responsibility to ensure that funding will still be available if you choose to suspend or withdraw from your studies.

For more information about the implications to your student loan if you interrupt your studies, please visit the Student Financial Support website.

Outside Study / Travel Requests

During your studies, you may need to travel outside the UK to complete fieldwork or to undertake a placement as part of their programme of study.

Please refer to the specific travel policies that have been created for undergraduate and postgraduate students:

To request a period of outside study, please speak to your Degree Programme Director first, before completing a DPD Request Form .‌ If you are a Doctoral or MPhil student please refer to the PGR Outside Study Process 

If you’re an international taught postgraduate student, please see our information for advice on what will happen to your visa if you need to change your circumstances.‌

You should also see the University’s Travel Insurance Cover for Undergraduates or Postgraduates, as appropriate, prior to travelling.

Information for postgraduate research students can be found at Change of Circumstances in Guidance for PGR students. 

Presumed Withdrawn

If you’re absent from your course and haven’t informed your school that you will be absent, you may be classed as ‘Presumed Withdrawn’ and your school may begin the Presumed Withdrawn Procedure.

For further information about attendance please see our Attendance webpage.

 
Withdrawal

If you decide to withdraw from the University on a permanent basis, please complete the Student Withdrawal Questionnaire (online form), with your personal tutor where possible.

Prior to making your decision, please visit the Tuition Fees website at: Suspensions and Withdrawals | Tuition Fees | Newcastle University in order to check what the fee implications of your decision would be. If you require further information, please contact the Tuition Fees team at tuition-fees@ncl.ac.uk or 0191 208 5520.

Please note that if your tuition fees are being funded by a 3rd party, for example Student Finance, it is your responsibility to ensure that funding will still be available if you choose to suspend or withdraw from your studies.

For information on the implications of withdrawing from your studies for your student loan, please visit the Student Financial Support website.

Suspension / Discontinuation or Combining of your Programme of Study

In exceptional circumstances it may be necessary for programmes of study to be suspended, discontinued or combined with other programmes. If such changes are made to your programme of study after you have accepted your offer, the University will try to notify you as early as possible and will take reasonable steps to minimise the impact by offering suitable alternative arrangements. Please see the University Terms and Conditions for more information.

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