Sitting Exams at an Alternative Location 2025-26

1. Purpose and Scope of the Policy

1.1 Purpose

1.1.1 All students taking first-sit or resit examinations are expected to sit their scheduled examinations at the University of East London (UEL); however, in exceptional cases, advance approval may be sought to take an examination at a UEL-approved institution outside of the UK.

1.2 Scope

1.2.1 This policy applies only to students registered and studying at the University of East London (not for students studying with an Academic Partner) and who are not registered as distance learning students on a distance learning course. Students registered on a Distance Learning Programme should refer to the Distance Learning Examinations Policy or the Supporting Elite Athletes’ Academic Study Policy (links available in Section 4.1). Students registered with an Academic Partner should contact the Academic Partner in relation to sitting examinations at an alternative location.

1.2.2 Students are required to be available to sit examinations during the central examination periods, typically at the end of each teaching term, and the resit examination periods.

1.2.3 The sitting of an examination outside of the UK is not an entitlement. Approval will only be given where it is determined that a student has a good reason why they are unable to sit the examination at UEL.

1.2.4 Applications will be considered by an assessing panel that may require evidence to support the request before approval is given.

2. Policy Statement

2.1 Sitting Examinations at an Alternative Location

2.1.1 A student being on holiday or working not in the UK at the time of the examination will not be considered a good reason for taking the examination outside the UK. Examples where an application may be accepted, but not guaranteed, are:

Serious illness or bereavement of a close relative
The funeral of a close relative
Student visa issues
Students accepted under the Supporting Elite Athletes’ Academic Study Policy with agreement under section 3.5.2

2.1.2 If you are unable to attend an examination due to serious personal circumstances, please refer to the mitigating circumstances procedures.

2.1.3 A student will only be able to sit an examination outside of the UK at institutions that are approved by UEL.

This will be either a British Council or a reputable College or University
The student must not have any connection with the venue or its employees

2.1.4 The examination must be held at the same time as the examination at UEL in the UK; however, a very slight overlap may be permitted.

2.1.5 When the examination cannot be held at the same time as the examination at UEL, for example, if the time difference is too great, then alternative assessments may be considered by UEL. If alternative assessments are not possible, please refer to point 11.

2.1.6 There may be instances where examinations cannot take place off campus. This may be due to various reasons such as a suitable venue not being available, insufficient time to organise the examination or prohibitive time differences.

2.1.7 In situations where a student cannot attend the examination, or an off-campus examination cannot be agreed and/or organised, and an alternative assessment is not possible, the component of assessment will be failed.

Any failed component could have a detrimental effect on a student’s undergraduate progression decision or ability to continue on their course of study. It is therefore recommended that students make themselves available to attend examinations at UEL

2.1.8 If an application is agreed, all costs incurred for the examination, including any agreed additional examination arrangements such as a scribe or reader, are the responsibility of the student.

3. Procedure

3.1.1 Student Responsibilities

3.1.2 If unsure that a venue will be acceptable to UEL, submit details via the web form accessible via uel.ac.uk/exams, including the institution’s webpage URL and a contact name and email address for UEL to consider. Sufficient time must be allowed for this process to ensure the application deadline can be met.

3.1.3 Confirm with the venue that they can hold the exam at the same time as it is being held at UEL. This must be clearly stated on the application to UEL.

3.1.4 All fees charged by the venue will be met by the student and paid directly to the venue by the student (usually no later than seven days before the exam). The cost of an exam will vary between venues and will be confirmed by the venue upon the student’s initial contact.

3.1.5 To submit an application at the earliest opportunity to allow the panel to consider the request in good time ahead of the examination period. UEL will use the contact details provided on the application to contact the host venue and verify the examination details and procedures.

3.2 Application Process

3.2.1 Complete and sign the ‘Application for Sitting Examinations At An Alternative Location’ webform available on the UEL intranet exams page. The absolute deadline for applications is:

For first sit examinations - 30 days before the published date of the examination
For resit examinations - no later than 1 week after the publication date of the first

4. Links to other Institutional Policies and Procedures

4.1 Internal Policies

This Policy/Regulation relates to the following institutional regulations, policies or procedures:
Manual of General Regulations:

Part 4 - Assessment of Students
Part 5 - Mitigating Circumstances Policy
Distance Learning Examinations Policy (available soon)

Policy owner: Exam Manager in Assessment Services

Version	Effective from	Amendments	Equality analysis	Stakeholders consulted	Approval date	Author	Date for review
V 1.0	01/09/2022	Updated to ensure aligns with current academic framework. Included that alternative assessment/online provision should minimise the need for overseas examinations. Reviewed to ensure policy meets PSRB requirements		Policy Review Group Education and Experience Committee Academic Registry		Ian Porton	01/03/2023
V 2.0	01/09/2025	Renamed Policy from Sitting Exams Overseas Updated weblinks Reviewed to ensure alignment with Compassionate Policies Framework		Policy Review Group Education and Experience Committee Academic Registry	18/06/2025	Frank Wilcox	30/04/2026

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