Student LifecyclePersonal Circumstances

The University acknowledges that students can occasionally encounter circumstances that negatively impact their studies, attendance and/or performance in assessments/exams. The University defines these as personal circumstances.

The Personal Circumstances Procedure ensures fair treatment for all students, whether full-time or part-time, protecting them from disadvantages due to circumstances beyond their control.

Notifying the University

If your attendance and/or performance in assessments/exams has been affected by acute, severe, or uncontrollable circumstances, you should record this using the personal circumstances facility in Pegasus. 

Students should also inform their academic department of these circumstances as soon as possible. 

Recording personal circumstance

  1. Log into Pegasus
  2. Use the Filter services box to search for ‘Personal Circumstances’
  3. Click Personal Circumstances link
  4. Click Add circumstance
  5. Enter all mandatory fields
  6. Click ‘Confirm’ button

Uploading official supporting evidence (if available)

  1. Click the ‘Upload Evidence’ button on the relevant circumstance
  2. Complete mandatory fields
  3. Click ‘Close’ button

Evidence should not be submitted via email, the upload facility in Pegasus is configured to automatically delete supporting documentation in accordance with the university’s retention policy.

If returning to your studies following a period of voluntary suspension, you can also use this facility to upload your fit-to-resume document (if required). Select ‘Fit to Resume’ for Circumstance type.

If the documentation uploaded is not in English, an independent translation must also be provided (for example, from a professional translation service, member of university staff, or embassy).

  1. You should make every effort to ensure that you are fit to study and undertake assessments. If you feel that there are circumstances that are affecting you adversely, it is your responsibility to seek help either within or outside of the University, to assist you in resolving the problem.
  2. You are responsible for ensuring that you are available for all necessary study and assessments.
  3. You are responsible for ensuring that you inform your Department of any circumstances that are affecting your ability to study and/or undertake assessments.
  4. You should note that there are defined timeframes for the submission of Personal Circumstances.
  5. You are responsible for providing the required evidence [embedded link to PCs evidence guidance doc] demonstrating your Personal Circumstances.
  6. If you fail to submit Personal Circumstances prior to the Board of Examiners’ meeting, without good reason,  you may not subsequently appeal against that Board of Examiner’s decision on the grounds of Personal Circumstances.
  7. You are encouraged, if appropriate, to register with the Disability Service. Designated staff and Exam Coordinators have responsibility for ensuring that recommended exam and other teaching, learning and assessment arrangements are put in place for students requiring reasonable adjustments.

  • personal circumstance must be recorded first
  • evidence can be uploaded at the same time as recording a personal circumstance or at a later date
  • document title must not exceed 60 characters, and some special characters are not permitted
  • a maximum of 10 documents can be uploaded against each personal circumstance
  • each uploaded document must not exceed 10MB

It is important to submit relevant evidence to support your Personal Circumstances. You should submit any evidence that you want to be considered, as the University will not seek evidence on your behalf. 

Evidence submitted should align with the Personal Circumstances Evidence Guide for Students. Evidence may not be accepted if it does not meet the standards described in the guidelines. 

Evidence should: 

  • be provided and signed by an independent person, organisation, or support service. Examples of this would be a doctor or other medical practitioner, counsellor, solicitor, member of University staff, Strath Union Advice Hub, Chaplain or other religious leader. 
  • confirm matters of fact, and where appropriate, explain the full impact of the circumstances on engagement with study. 
  • be dated from the affected assessment or confirm awareness of circumstances at the time of the affected assessment. 
  • be written in English or accompanied by a certified and dated translation from a professional translation service. 
  • enable clear reading, and where letters or reports are provided these should be typed, signed, and dated. 

You should avoid providing photos of people, injuries or accidents when submitting evidence.

How we will use your information 

Information submitted can only be viewed by staff who have the appropriate authority to access your student record. Your academic department may contact you for further information. 

Find out more about your rights and how the university uses your information.

Contact 

Email the Student Business team if you require a circumstance or upload to be amended/removed.