Evidence for Student Academic Appeals

Appeal Evidence

This page provides information about evidence that you should include in your appeal. 

This information applies to all appeal types.

General information about evidence

  • The type of evidence that you need to provide may vary depending on the grounds of your appeal.
  • Normally it will be sufficient for you to submit images or scanned copies of any evidence that you have. However, if we have concerns that your evidence is falsified, we may ask you to provide us with original copies.
  • Please note that if we suspect that your evidence has been falsified, we will refer your case to the Student Conduct and Complaints Office for consideration under the Student Discipline Procedure. This also may result in your appeal being paused or the outcome being withheld from you until the matter is resolved.
  • If your evidence is not in English you also have to submit a translation into English. Translation can be provided by either an accredited organisation or verified in writing by a member of University staff fluent in the original language.
  • Please label any evidence clearly with what it contains.
  • When completing an appeal form, you will be asked whether you have any evidence to support your appeal. If you answer 'YES', the Quality Assurance and Compliance Team will be in touch with you within 2-3 working days with instructions on how to submit your evidence.
  • Please note that we will normally email to your University/Institutional account only, so be sure to check your emails regularly, as you will be given the deadline by which you need to submit your evidence.
Evidence for Formal Appeals Evidence for Appeal Reviews

What evidence do I need to provide for a formal appeal?

The type of acceptable evidence depends on the grounds that you are appealing. We have compiled a few key examples of evidence, and the requirements for such evidence, you should hope to be able to provide.

Administrative, Clerical or Procedural Error

Examples of evidence to support your statements that an error has occurred

Illness or Other Extenuating Circumstances

Examples and requirements for evidence to support claims of illness and/or other extenuating circumstances

Bias

Examples of evidence to support your statements of bias

Unreasonable Outcome

Information about evidence to support your statements that the outcome reached in your circumstances was unreasonable

Evidence to support procedural, administrative or clerical error

When submitting a formal appeal

You should include any evidence that shows that an error has occurred. Examples of evidence include:

  • Extracts from the University's Regulations that you believe were not followed.
  • Copies of emails with members of staff referring to the error or demonstrating that the error has occurred.
  • Screenshots of the relevant information online.
  • Any relevant digital information, including photographs and film.
  • Witness statements.

Please note that this list is not exhaustive.

Evidence to support extenuating circumstances

When submitting a formal appeal and an appeal review request

Important: do NOT send photos of injuries or ill persons!

Medical certificates and other evidence related to an illness and/or medical condition should:

  • Be provided on headed notepaper giving the name and contact details of the provider or may take the form of an email sent from a professional or other email address that confirms the qualified status of the provider.
  • Include a signature or an electronic signature.
  • Relate specifically to the dates and duration of the illness or incident.
  • Contain a clear medical diagnosis or opinion provided by an appropriately qualified practitioner (where applicable).
  • Give details of the impact of the illness or incident on you and, where known, on your academic performance.

Acceptable evidence includes letters/statements from third parties who know you in a professional capacity and can verify your circumstances from a position of authority (for example, Lecturer, Academic Adviser, College and Community Life Team, Students’ Union representative, University Counsellor or University Student Support and Wellbeing Adviser).

The letter or statement should fulfil the following requirements:

  • Be provided on headed notepaper giving the name and contact details of the provider or may take the form of an email sent from a professional or other email address that confirms the qualified status of the provider, where appropriate.
  • Include a signature or an electronic signature.
  • Relate specifically to the dates and duration of the illness or incident.
  • Contain a clear medical diagnosis or opinion provided by an appropriately qualified practitioner (where applicable).
  • Give details of the impact of the illness or incident on you and, where known, on your academic performance.

  • In cases of bereavement, you may provide a death certificate as supporting evidence to confirm the death of a family member or a close friend, however, this is not essential. 
  • A statement from you, with a supporting letter from a family member, friend or personal tutor is sufficient and may provide better information than a death certificate. 
  • Where the effects of the circumstances have longer-term impacts on your academic performance, it will be necessary to provide other evidence (such as medical certificates).
  • Do not send photographs showing any deceased person.

  • You can use self-certification as supporting evidence, where the period of self-certification coincides with non-submission of assessments, leads to late submission of assessments, absence from ICTs/practical assessment and absence from examinations. 
  • Where you want to self-certify your absence from examination(s), you must inform your Division on the first day that you are unable to attend.
  • Where your Division has already accepted your self-certification as evidence that you refer to in your appeal, there is no need to provide additional evidence.
  • However, if your extenuating circumstances extend beyond the period accepted by the Division, additional evidence will be required. 
  • You cannot use self-certification retrospectively to evidence non-attendance at examinations.     

For more information and limitations of self-certification, please see section 5.2 of Annex 9: Mitigation of Extenuating Circumstances. 

  • If you have been affected by the illness or personal circumstances of a relative or close friend, supporting letters or statements from family members, friends, senior tutor or similar staff members are acceptable.
  • You should only provide the minimum data possible about other people to support your case and should focus on providing your own evidence.
  • Consider alternatives  you could use instead of third party evidence. One such example would be where you have sought counselling  as a result of a family member's illness. Evidence around the counselling would show how it has impacted you much better than the family members medical records.
  • If you have no choice but to provide evidence about someone other than yourself you must share with them the Appeals Data Privacy Notice so they understand how this data will be used and stored. 

  • If you have a fluctuating condition that is covered by your Inclusive Learning Plan (ILP), and have suffered an acute episode or worsening of your condition, you are not required to submit fresh medical or other evidence related to the condition.
  • Your ILP is treated as the already established evidence-base for such applications.
  • However, you are required to submit evidence relating to conditions or extenuating circumstances that are not covered by your ILP.


Extenuating Circumstances do NOT normally include:

  • Completing coursework too late and missing deadlines because of computer or transport difficulties.
  • Losing work not backed up digitally.
  • Failure to make alternative travel plans in the face of known disruptions.
  • Normal employment commitments.
  • Normal financial/budgetary commitments.
  • Failing to read an examination timetable or other instructions correctly.

Evidence to support statements of bias

When submitting a formal appeal

We understand that it may be difficult to source evidence for cases of this nature. We take claims of bias very seriously, but your statement on its own may not be sufficient to investigate your appeal under these grounds.

Examples of evidence include:

  • Witness statements.
  • Relevant digital information; including photographs and film.
  • Relevant emails and text messages.
  • Published comments that show bias or favouritism.

This list is not exhaustive.

Evidence to support your statements about unreasonable outcome

When submitting a formal appeal

  • You don't normally have to provide evidence when appealing on the grounds of unreasonable outcome. 
  • You also cannot provide new evidence under these grounds.
  • Your statements should include information to explain why you believe that the outcome was unreasonable based on the evidence/information you submitted before or evidence/information which was otherwise available to the decision making body.
  • You can, however, refer to parts of the Regulatory Framework if it's appropriate to your case.

What evidence do I need to provide for an Appeal Review?

The type of acceptable evidence depends on the grounds that you are appealing. We have compiled a few key examples of evidence, and the requirements for such evidence, you should hope to be able to provide.  

Failed to follow Appeal Policy

Examples of evidence to support your statements that the Case Manager failed to follow the Academic Appeals Policy.

Relevant new evidence

Examples and requirements for evidence to support claims of illness and/or other extenuating circumstances.

Bias in the decision making

Examples of evidence to support your statements of bias showed by the Case Manager.

Unreasonable decision

Information about evidence to support your statements that the Case Manager's decision was unreasonable.

Failed to follow Appeal Policy

When submitting an appeal review request

  • You should include any evidence that shows that the Case Manager did not follow the Academic Appeals Policy. 
  • Examples of such evidence normally include references or extracts from the Academic Appeals Policy.
  • You cannot provide new evidence under these grounds.

Relevant new evidence

When submitting an appeal review request

You should only include new evidence that is relevant to your appeal and that could make a difference to the appeal outcome.

This evidence would have normally become available since you submitted your formal appeal, and that you were not able to provide earlier.

You will have to provide reasons to explain why you did not submit this evidence to your Division or with your formal appeal.

Information and requirements outlined above under 'Illness and Other Extenuating Circumstances' apply when submitting evidence under these grounds.

Bias in the decision making

When submitting an appeal review request

  • You should include evidence that demonstrates that the Case Manager of your formal appeal was biased against you when they made their decision.
  • Examples of this evidence could be relevant emails or extracts from your case file.
  • You cannot provide new evidence under these grounds.

Unreasonable decision

When submitting an appeal review request

  • Your statements should include information to explain why you believe that the Case Manager made an unreasonable decision, given the evidence available to them.
  • You should include any evidence that shows that the Case Manager's decision was unreasonable.
  • Examples of evidence could be parts of the Regulatory Framework or the Academic Appeals Policy, if appropriate to your case.
  • You cannot provide new evidence under these grounds.