Additional Considerations for Assessment

It’s UCD’s new university-wide policy that replaces the Extenuating Circumstances and Late Submission of Coursework policies. It introduces clearer and more flexible options for students facing challenges that affect their ability to complete assessments on time.

The new policy will be implemented from the 2026–27 academic year. Ahead of this, preparations are underway, including system development, development of training and guidelines for all stakeholders, and communications.

The existing policies were outdated and inconsistently applied. The new policy was developed through extensive consultation and aims to:

• Promote fairness and consistency
• Reflect the complexity of students’ lives
• Provide timely and transparent processes
• Clearly define staff responsibilities

This policy has been designed to help staff and students. Here’s how:

• Less ambiguity, more consistency: Clear processes and shared standards reduce uncertainty and ad hoc decision-making.
  
  
• Earlier engagement from students: The new system encourages students to act proactively, meaning fewer last-minute issues and crisis interventions.
  
  
• Better alignment with our values: It recognises that flexibility and compassion are compatible with academic standards — and key to student success.
  
  
• You asked, we listened: This policy responds directly to feedback from across the UCD community — including schools, colleges, support services, and students themselves.

By working together to implement this change, we are creating an academic environment that is fairer, more transparent, and better equipped to support student wellbeing and progression.

The policy was approved by Academic Council on 23 October 2024.

This policy applies to:

• All Undergraduate and Graduate Taught students (full-time, part-time, occasional, Erasmus, Exchange).
• Graduate Research students (for taught modules only).
• It does not apply to post-degree medical graduates undertaking HSE Internships.

There are three main routes:

• Self-Declare for Extension: Up to 5 working days extra for eligible assessment types without documentation.
  
  
• Certified Additional Considerations: For longer-term or more serious issues, with supporting documentation.
  
  
• Retrospective Applications: For exceptional cases where students couldn’t apply on time.

Typically, it applies to:

• Written assignments (essays, reports, portfolios, etc.)

It does not apply to:

• Exams (timetabled/invigilated) 
• Group work
• Labs, practicals, or studio work
• Internships or placements
• Frequent low-stakes assessments (like weekly quizzes)

Module Coordinators can define eligible assessment types in the module descriptor.

There is no university-wide cap, but Module Coordinators may set limits per module. These must be clearly stated in the module descriptor. Students are advised to consider the impact of multiple extensions on their workload and progression.

Applications can be based on:

• Significant life events (e.g., financial crisis, legal issues, jury duty, serious accommodation issues)
• Health and wellbeing (physical or mental)
• Logistics (e.g., transport failures, performance events)
• Caring responsibilities (childcare, eldercare, etc.)
• Bereavement
  
  

Each case must be supported with documentation.

Governing Boards (or a delegated subcommittee) are responsible for reviewing and deciding on applications. They consider each case fairly and confidentially, in line with policy principles.

The Additional Considerations policy applies to taught modules only at UCD. Graduate students may submit an application for any applicable taught modules that they take as part of their programme.

Graduate research students who are experiencing difficulties in their studies leading to challenges ahead of their stage transfer assessment/viva voce would still call on a number of supports, including liaising with their supervisor(s), RSP and those detailed on the Graduate Studies website.

It may be appropriate for students whose research progress is impacted over a significant period to discuss the possibility of a leave of absence or, if near the end of the programme, an extension to their registration. Please see page 10 of the Graduate Research Handbook and the Thesis Extensions information on the Graduate Studies website for further information. 

Students with difficulties relating to the day of their Viva Voce should still contact the Chair of their Viva Voce Examination Committee as soon as possible ahead of the assessment. For similar difficulties relating to a Stage Transfer Assessment, students should advise their Supervisor as soon as possible before the assessment.

For now:

• Be aware of the routes available to students and the eligibility criteria.

When the policy comes into effect:

• Encourage students to apply early and guide them to the appropriate support services.
  Respond to queries and extension requests promptly.
• Capture all relevant information in relation to your assessment in the relevant systems. 
• Ensure assessment opportunities are clearly communicated and timely.

A tailored communication and training programme will be rolled out in early 2026. This will include, for example:

• Online resources and guides
• Case studies and role-specific guidance
• Info sessions for faculty and support staff
  
  

More information will be shared closer to the time.