In the normal course of events, the University operates a ‘Fit to Sit/Submit’ approach to student assessment. This means there is a default assumption that when a student sits / submits a piece of assessment they are declaring that they are fit to do so.. Any mark and/or attempt at an assessment will be considered a legitimate attempt, unless a student has indicated that they were not ‘Fit to Sit/Submit’.
Where exceptional circumstances or serious problems occur and you do not believe that you are fit to sit, the policy allows you to make a simple declaration from five days prior to the date of the assessment, and up to two days after you sat/submitted a piece of assessment (these are days, not working days, so includes weekends and public holidays).
More information is available on the University’s policy regarding Fit to Sit.
A Student Guide provides a summary of the policy, with additional information provided in the sections below.
Please read the information below
How to declare that you are not Fit to Sit
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You can inform the University if you can't take an assessment or if you did attempt but upon reflection felt that due to circumstances out with your control you now feel you were not fit to sit/submit by filling out a simple online form. Students will need to login with their GCU User Credentials to complete the form. You must use this form to directly advise your Module Leader that you are not fit to sit. You can submit this form up to five days prior to the date of assessment and up to two days after the date. Failure to submit within this period, or with inaccurate information will not normally be accepted and any mark awarded. Please note that you need to submit a separate declaration for each piece of assessment which has been affected as your submitted form goes directly to the appropriate Module Leader.
You can also submit a declaration on the day of assessment / submission. However, where a module has an exception to the two-day post sit/submission reflection period you will only be able to submit a declaration on the actual day of assessment / submission if you have not already sat / submitted the assessment.
Please note – you must be logged in to Office365 with your student credentials. If you are using a computer which logs you into Office365 with other credentials (e.g. personal or work) then you may receive an error stating you are not authorised to access the form.
If that occurs then we suggest you open a “incognito browser window” or “inprivate browser” browser page and paste in the following link: https://forms.office.com/e/EKTuwD5gJY where you will be asked to enter your GCU userID and password
What happens when I declare that I was not Fit to Sit?
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When you confirm that you are not fit to sit/submit, your attempt will be declared void; no feedback will be provided for you and no mark will be given.
Your attempt at a piece of assessment will be preserved on one occasion and thereafter, the number of attempts remaining will count down and not exceed the maximum number of attempts set by the University’s Assessment Regulations.
Please also note that, where you have submitted a second or subsequent fit to sit/submit declaration, your Progression and Award Board (PAB) will review your overall performance and counsel you appropriately. Your PAB also has the discretion to consider your performance overall to determine whether it is in your best interest to continue with your programme of study.
I declared myself not fit to sit/submit – when will I get an opportunity sit/submit the assessment?
Students with outstanding assessments, who are permitted by their Progression & Awards Board (PAB) to resit/submit normally get an opportunity to do this during the resit diet (which for the majority of programmes is in August). For any (re)assessment that is not successfully completed in August, the resit/resubmission is normally in Trimester A or B of the following academic year, depending when the module is next available – your Programme Coordinator will be able to advise.
What happens to my assessment if I submit and then declare unfit
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If you do submit, you have two days to reflect on your performance and submit a declaration to confirm that you were not fit to sit/submit. If you do so, no mark will be awarded and no feedback will be given. Any declaration which arrives after the two-day reflection period will not normally be accepted.
Please note that due to either a PSRB requirement or the nature of an assessment, some assessments are exempt from the two-day post-sit/submit period. These exceptions will be clearly indicated in the relevant module handbook.
Please note that some assessments may be subject to an approved exception to the two-day post period – where this is the case, it will be cleared noted within the module handbook.
Extreme and Exceptional Extenuating Circumstances (EEEC)
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The University recognises that there may be situations where a student is not able to declare themselves unfit to sit within the standard timeframe (-5/+2days) where an acute circumstance is so extreme and exceptional that they are not able to engage at all with the University; a hospital stay or a severe, life-impacting event.
In such cases, there is no set time limit for contact with the University, subject to standard maximum period of registration regulations. You are strongly advised to make contact with staff prior to the completion of an Extreme Extenuating Circumstances Form. Please refer to sections two and three of the Fit to Sit Policy, prior to commencing an application for consideration, ensuring that you have appropriate evidence ready to submit as part of your application. To apply for EEEC, you need to complete the EEEC Form and provide formal evidence (e.g GP Fit Note or letter) with a deadline of either the end of the Trimester assessment period (as noted on the Academic Calendar as “Trimester exam diet” or within three weeks of re-engaging with the University where you have been unable to engage for a long period of time. Prior to commencing an application under EEEC, you should contact University staff (i.e., Personal Tutor, Programme Leader, or the Student Wellbeing team) for guidance before submitting the EEEC Form. Students can also seek advice from a Students’ Association Advisor. Your EEEC application will be reviewed by the appropriate staff within your school. Apply online An application under Extreme and Exceptional Extenuating Circumstances can be made via an online form , students will need to login with their GCU User Credentials to complete the form.
EEEC with respect to Suspension of Studies after midway point in Trimester
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In normal circumstances, students who suspend their studies after the mid way point of a trimester are considered to have attempted ALL assessments for modules registered on for that Trimester, whether they attempted them or not. Students who suspend their studies before the mid-way point are not considered to have attempted assessment for which they did not sit/submit.
However the University recognises that there may be extreme & exceptional circumstances whereby a student suspends their studies AFTER the mid-way point which has impacted their ability to suspend earlier.
In such circumstances, an application can be made to have all attempts on assessments not attempted preserved.
Students in such circumstances must discuss their situation with their Programme Leader/Year Tutor. Where a student then wishes to make a Suspension of Studies EEEC application, they should complete an online form .
Please note that these are two separate forms, once to request a suspension of your studies and the other, where appropriate to request a preserved attempt on any assessment not attempted due to taking a break in your studies. Such applications are considered by the relevant Academic Head of Department and School Associate Academic Registrar.
What options do I have?
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If, due to unforeseen circumstances, you are not able to submit/attempt an assessment, there are options available, such as requesting a short extension, Fit to Sit or EEEC.
To assist you in considering which option could be the most appropriate, please go through our options decision maker. This will point you in the most appropriate direction based on answers to some questions .
Option Decision Maker
Duty of care and appeals
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If you disclose severe health issues or life circumstances, this information may be shared with the Student Wellbeing Team, and/or other teams as appropriate, for follow-up support. For any procedural irregularities in your application review, you should submit an Academic Appeal. Please note that academic appeals can only be considered where you believe there has been an administrative error by the University, not regarding any decision made.
PABs and Student Fit to Sit Declarations
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The Progression and Awards Board (PAB) will take into account any valid Fit to Sit declaration when reviewing your academic profile The first Fit To Sit declaration for any piece of assessment will result in the attempt being preserved for the next assessment period. You cannot submit a second Fit to Sit declaration for a piece of assessment that you have previously been granted a preserved attempt via F2S. If you are unable to attempt the resit, you will have to submit an EEEC and include evidence.
Not sure when to submit a Fit to Sit declaration?
Fit to Sit declarations can only be submitted within 5 days before the assessment or 2 days afterwards (see note 2 below). Select the date your assessment is due below for specific dates:
When a student submits early, the 2 days post submission is based on 2 days after the date that the student submits Where an extension has been given by a module leader, the 2 days post assessment date is based on the extension deadline Some assessments are exempt from the 2 day post submission/attempt period. Where this is the case, it will be clearly notified on the relevant module’s GCULearn page and/or module handbook. Student Support and Advice Students who are experiencing difficulties which may affect their ability to successfully undertake their studies should engage with their programme team and Wellbeing Services as soon as possible to discuss what support the University can provide to assist them in achieving success, and where necessary, what other options may be available. Details on further support services which are available.
