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					                                                                                     Revised February 2009

                                Guidance on Student Absence Due to Illness

The following is a guide to students indicating what to do if absence through illness occurs. Students
should ensure that they also meet any departmental or programme requirements concerning notification of
absence.

1. General absence due to illness
           Duration                                     Form of Notice
           Up to and including 5 term-time days         Student Self-Certification form only
     1.1
           (excluding Saturdays and Sundays)
           More than 5 term-time days (excluding        Student Self-Certification form AND
     1.2
           Saturdays and Sundays)                       the University’s Medical Certificate Form*

2.    Inability to submit a coursework assignment by the agreed deadline
The Department should normally be notified of the need for an extension due to illness BEFORE the
assignment deadline.
           Duration                                     Form of Notice
           Up to and including 5 term-time days         Student Self-Certification form only
     2.1   illness during the assessment period
           (excluding Saturdays and Sundays)
           More than 5 term-time days illness during    Student Self-Certification form AND
     2.2   the assessment period (excluding             the University’s Medical Certificate Form*
           Saturdays and Sundays)
Please note that deadlines are set well in advance and already allow for the possibility of illness. Students
who are ill for a period of time during the assessment period, whether close to the deadline or not, should
submit work on time unless an extension has been agreed by the Department. Normally Departments will
not accept late submission without penalty where no extension has been granted.

3.    Absence from any summative examination due to illness
Students should consider carefully the implications of attending a summative examination if they
feel that their illness will significantly affect their performance. They are recommended to seek the
advice of their faculty or school.
If a student decides not to attend a summative exam due to illness then the following will apply:
           Occurrence of illness                        Form of Notice
     3.1   Within the 24 hours prior to the             Student Self-Certification form AND
           examination                                  the University’s Medical Certificate Form*
In such cases students must attend an appointment with the Doctor PRIOR to the summative
examination and inform the department of their non-attendance.
           Occurrence of illness                        Form of Notice
     3.2   During the examination                       Student Self-Certification form AND
                                                        the University’s Medical Certificate Form*
 Students who are ill during an examination should report it to the invigilator and then make an
appointment to see a Doctor.

* The student should complete the Self-Certification form and then present it and the University’s
Medical Certificate form to their doctor and ask him/her to complete. Students must attend an
appointment with a Doctor whilst they are ill as retrospective diagnoses are not able to be made.

In all cases the forms should be submitted by the student to the student’s department within TWO working
days of the end of the period of absence.

Information on reasons for absence from examinations and non-submission of coursework
assignments may be considered by the relevant Board of Examiners.
This information will be held by the University and processed by staff in departments and Faculty Offices in
order to keep a record of student absences through illness. Departments will monitor the frequency of self-
certified absences and will inform students of their procedures to follow up multiple instances. A Head of
Department may request that the student provides a doctor’s medical certificate in multiple and sustained
instances of self-certified illness. Information will be recorded and processed in accordance with the Data
Protection Act.

The Faculty will decide if it is necessary to notify a student’s absence to their LEA or sponsor.

Approved by Senate, 18 February 2008




Extract from the University Examination Regulations (available at
www.bristol.ac.uk/secretary/studentrulesregs/examregs.html)


                             5 INFORMATION FOR BOARDS OF EXAMINERS

5.1 INFORMATION BEFORE BOARD OF EXAMINERS MEETS

If a student wishes a board of examiners to take any relevant matters into account, for example personal
matters such as illness or bereavement, he or she must so inform the chairman of the board before the
meeting of the board at which the student’s examination performance is to be considered and a written
record must be kept of this. Any such matters which could have been raised before the meeting of the
board, but without valid reason were not raised, will not be considered in the event of an appeal.

5.2 ILLNESS

If the student claims to have been adversely affected by illness, he or she should submit a written report
from an appropriately qualified medical practitioner to the chairman of the board of examiners, before the
meeting of the board at which the student’s examination performance is to be considered.
                                                                                                               Revised February 2009
                                                 Student Self Certification Form

Completing the forms:
To notify absence of up to and including five term-time days (excluding Saturday and Sunday) due
to illness, students should complete the student self-certification form ONLY.
To notify absence of more than five term-time days (excluding Saturdays and Sundays) or absence
from any summative examination due to illness, students should complete the student self-
certification form and present it and the Medical Certificate form to the doctor, the latter should be
completed by the doctor.
Please refer to the “Guidance on Student Absence Due to Illness” when completing these forms.

Student name                                                                            University No.

Degree programme                                                                        Faculty

Personal tutor                                                                          Year of study

Period of absence (both dates inclusive)

From ________________________________ Until ________________________________

Please explain fully the nature of the illness and the effect on your attendance or performance in an
examination or coursework (if you require extra space, please attach continuation sheet). Please list all
areas of work affected. If you do not wish to disclose the nature of the illness on the form please submit
this information in a sealed envelope and attach it to this form and tick this box.




Teaching missed / Coursework affected /                                        Type of teaching or assessment
Examination missed or affected (please select which)                           (e.g. lecture, tutorial, examination, fieldwork)




This information will be held by the University and processed by staff in departments and Faculty Offices in
order to keep a record of student absences. Departments will monitor the frequency of self-certified
absences and will inform students of their procedures to follow up multiple instances. A Head of
Department may request that the student provides a doctor’s medical certificate in multiple and sustained
instances of self-certified illness. Confidentiality will be respected and any requests to keep information
confidential will be complied with.

I agree to the University of Bristol recording and processing this information about me. I understand that the
information will only be used for the purpose(s) set out above and my consent is conditional upon the
University complying with its duties and obligations under the Data Protection Act.

Student Signature..................................................................               Date.............................


Please deliver/send this form to the departmental office within TWO working days of the end of the
period of absence.
                                                                                         Revised February 2009
                                          Medical Certificate Form

This form should be used in addition to the Student Self-Certification Form to notify absence of more than
five term-time days (excluding Saturdays and Sundays) or absence from any summative examination due
to illness. It should be completed by the student’s doctor.

To the Doctor:

Thank you for assisting the University by certifying this student’s illness. The student should have stated
the effect of this illness on his/her academic performance on the attached Student Self-Certification form.
We would be grateful for any comments you are able to make on this statement. Please could you return
the completed form to the student.



Student name


Doctor's name

Surgery



Nature of illness / clinical diagnosis




Please comment on the likely impact of the illness on the student’s performance:




Please attach a separate letter if you think it is appropriate

 Doctor’s signature                                                                                  Practice stamp



  Date



To the Doctor:
If you would prefer to certify this illness in the form of a letter to the University please do so (providing a
copy to the student to present to the University) and tick this box



To the Student: Please deliver/send this form together with the completed Student Self-Certification form
to the department office within TWO working days of the end of the period of absence

				
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