Extenuating Circumstances

There are remedies for short absences that can be implemented quickly during the teaching term if the Module Coordinator is aware of the absence. 

An application for short periods of illness and absence is not required and you should contact your module coordinators directly, unless the absence is due to circumstances outlined above.   

If your circumstances are more personal or complex and impacts for a prolonged period, you should submit an application for extenuating circumstances via (opens in a new window)the online system.  The online system can be accessed through your online registration under the ‘Programme Services’ tab.

When you complete the application form online you are required to submit copies of the appropriate current and up-to-date supporting evidence to the Science Office (see below under Supporting Documentation) as close as possible to the time the circumstances occurred.  For in trimester assessment, this must be within 10 working days of the missed assessment or deadline. Late applications will be lapsed.

Supporting documents should be emailed to Jb Kenny ((opens in a new window)jeilbonn.kenny@ucd.ie(opens in a new window) ) if your online application has already been completed and submitted.

Please follow the information and guidance on the Current Students’ webpage and note the following:

• Applications for Extenuating Circumstances must be submitted no later than 5pm on Tuesday 7th January 2025 (five working days after the final exams).
  

• Supporting documentation: All applications for extenuating circumstances require current up-to-date supporting documentation.

 Evidence from one of the following qualified professionals will be accepted:

• Registered medical practitioner/health professional
• Member of An Garda Síochána
• Registered counsellor/psychotherapist
• Psychologist
• UCD student support professional (i.e. UCD Student Adviser; member of the UCD Access & Lifelong Learning staff; official UCD student counsellor or UCD Chaplain).

Please note: for Covid-19 related circumstances which impact the end of term exams, supporting documentation is also required (e.g. text from HSE to confirm a positive case).

If you require further assistance or have any queries in this regard, please contact the Science Office and we will respond to your query as soon as possible.

Please see the IX Grade Awards - Infographic for further details.

IX Grades - what are these?

This is a grade that can be given if you are unable to complete part of your module assessment due to extenuating circumstances such as a short illness. Documentation is required, e.g. medical certificate, stating why you were unable to complete the module. The Programme Board decides if the IX grade will be awarded.

How do IX grades impact registration and fees:

• An IX is grade point neutral, which means it does not count towards your GPA.
• Credit is only awarded on completion of outstanding work – the IX grade will then be changed to the new grade.
• There is no registration associated with an IX grade and therefore no additional fees are incurred.
• If your module coordinator decides that the resit at the end of the trimester is the most suitable method of remediation, there is no resit fee associated with this. However, if the exam is being held in the RDS (or an alternative location if you are registered with UCD Access and Lifelong Learning), you will need to make it known to the invigilator that you are sitting an IX paper. You will then be seated in an IX area. This is because there is no resit registration associated with the IX and therefore no exam number is generated.

Next steps:

• Outstanding work must be completed within two trimesters (including summer) of the first attempt at the module per academic regulation 4.31 pertaining to IX grades N.B. you need to contact your module coordinator directly in relation to the remediation of the module as they decide on how and when the grade is remediated.
• If the module is not remediated within that time-frame then the original grade will be reapplied at the end of the two trimesters.
• If you have any queries about the above, please consult with your College Office via the Student Connector.
  

Further Information

Further information can be found under the Other Grades heading at: https://www.ucd.ie/students/exams/gradingandremediation/understandinggrades/

WN Grades - What are these?

WN means withdrawn from a module if a student has been unable to satisfactorily attend or participate with a module due to extenuating circumstances.

In the context of Extenuating Circumstances, the Programme Board decides if the WN grade will be awarded and it provides the student with an opportunity to take the same module again with no fee or academic implications.

How do WN grades impact registration and fees:

• The modules are included in the credits for free fees. However, when the student takes the same module again, there is no charge for that second attempt i.e. the module will only be counted once, or the student will only have to pay for it once, depending on the circumstances.

Next steps:

• Students can normally re-register for WN modules online. If you register to the module again it is treated as a first attempt. If the WN module is a core module, it must be taken again.
• If you register for an alternative module, there will be fee implications as additional modules are not included in free fees.
• If you need assistance with registration you should consult with your College Office via the Student Connector.

Further Information

Further information can be found under the Other Grades heading at: https://www.ucd.ie/students/exams/gradingandremediation/understandinggrades/

If you have not submitted an application for extenuating circumstances by the published deadline, and have serious documented grounds for submitting a late/retrospective request, please contact the College Office or the Science Student Adviser for further advice and access to the (opens in a new window)application form.

Request to change grade from IX to WN

If you have been awarded IX grade(s) in the previous academic year, but due to particular circumstances, you wish to register and attend the module(s), you may submit a request to the Governing Board to change the grade from IX to WN (Withdrawn).  The subsequent registration to this module will not incur a fee or academic penalty.  Please contact the College Office first for further advice and access to the (opens in a new window)application form. 

Reqest to extend completion of IX grade

If you have not been able to complete outstanding IX grade within the given timeframe (within the next two trimesters including Summer term) normally your IX grade would revert to the original failing grade. If there were exceptional circumstances which has affected your ability to complete the IX grade you will need to request to extend completion of IX grade(s) from the relevant module coordinator (s). Once approved you must submit the (opens in a new window)application form as soon as possible.  

To discuss these options please contact Dave Kissane (dave.kissane@ucd.ie) or a Science Office staff member.