The phrase IB extenuating circumstances is commonly used by schools, but the IB's official term is adverse circumstances. These are situations outside a student or school's control that arise during examinations, or up to three months before the written examination period, and affect assessment performance.
DP coordinators should respond promptly, protect examination security, document the facts, collect appropriate evidence and consent, and submit the case through the current IB procedure. The IB makes the final decision, so schools must not promise a particular mitigation measure or assessment outcome.
What counts as an adverse circumstance?
The IB adverse circumstances policy covers events beyond the student or school's control that have a meaningful bearing on assessment. Examples may include:
- acute illness, injury or a temporary medical condition
- serious psychological difficulty supported by suitable evidence
- bereavement or exceptionally difficult family circumstances
- an accident, natural disaster, civil disturbance or safety incident
- a major examination disruption affecting one or more candidates
For this policy, an incident occurring during an examination includes the 24-hour period before the scheduled written examination and the examination itself. Circumstances beginning more than three months before written examinations normally belong under access and inclusion procedures rather than an adverse circumstances request.
The policy does not ordinarily cover inadequate preparation, oversleeping, misreading the timetable, avoidable lateness or misunderstanding instructions. Administrative mistakes, such as providing the wrong paper or failing to implement an authorized arrangement, must still be reported but are managed under the relevant examination procedures.
The coordinator's immediate response
When a serious problem is reported, the coordinator should follow a controlled sequence:
- Protect health and safety. Medical care and safeguarding take priority.
- Establish the facts. Record what happened, when it began and which components were affected.
- Preserve examination security. Do not arrange an informal later sitting or allow discussion of live content.
- Record the candidate's status. Note whether the student was absent, stopped early, received a supervised break or completed the paper.
- Contact the IB when urgent direction is needed. Rescheduling and venue changes must follow current procedures.
- Gather evidence immediately. Do not wait until the examination session ends.
For an in-room incident, invigilators should record exact start, interruption and restart times. Reports should describe observable facts, such as fainting or leaving for treatment, rather than attempting a medical diagnosis.
Students should report illness during the examination rather than waiting for results. Schools can explain this through an examination briefing and resources such as the IB exam day checklist and guidance on illness on an IB exam day.
Documenting the request
A strong request creates a clear chronological link between the circumstance and the affected assessment. Relevant, dated and verifiable information is more valuable than a lengthy emotional account.
| Record | What it should show |
|---|---|
| Candidate and assessment | Candidate code, subject, level, component, date and start time |
| Chronology | When the event began, when the school learned of it and what happened |
| Functional impact | Effects on attendance, writing, concentration, stamina or completion |
| Action taken | Medical support, breaks, evacuation, supervision or venue changes |
| Evidence | Medical documentation, professional statement or incident report |
| Requested measure | The proportionate mitigation requested and why alternatives were unsuitable |
Distinguish the circumstance from its functional impact. A certificate stating only that a student had influenza is less useful than evidence showing when symptoms began and how they affected the student's ability to complete a particular paper.
For a room-wide disruption, prepare a central incident report and an accurate list of affected candidates. Record the cause, duration, supervision arrangements, possible access to examination content and whether candidates communicated.
Supporting evidence and consent
Requests require supporting evidence. Depending on the case, this may include medical or psychological documentation, an official incident report, or a statement from the school, parent or legal guardian.
Medical documentation should identify the issuing professional, be appropriately dated, state when the condition began and relate to the relevant examination period. Under the policy, it must be dated fewer than three months before written examinations begin. Evidence not written in English, French or Spanish requires a translation into one of those languages, submitted with the original.
Before sharing medical documentation, the school must obtain consent from a student who has reached the jurisdiction's legal age of consent. Otherwise, consent comes from a parent or legal guardian. Only relevant information should be transmitted and stored through approved confidential systems.
Choosing a mitigation measure
The coordinator may recommend a response, but the IB determines what can be authorized.
| Measure | Purpose |
|---|---|
| Inclusive access arrangements | Provides access following a recent injury or medical or psychological difficulty |
| Rescheduling | Moves an assessment within a tightly controlled permitted period |
| Alternative venue | Allows safe administration under full examination conditions elsewhere |
| Deferral | Moves external assessment to a later examination session |
| Submission extension | Extends an IB submission deadline when authorized |
| Missing mark procedure | Addresses incomplete assessment in limited qualifying cases |
The missing mark procedure is not an automatic estimated grade. The school must explain why access arrangements, rescheduling, an alternative venue or deferral were not viable. Similarly, emergency rescheduling is not an ordinary make-up examination and must comply with IB authorization and security requirements. The RevisionDojo guide to missing an IB examination can help explain these limits to families.
Submitting the request
The student should notify the DP coordinator in writing, after which the coordinator submits the case. Requests may be made no earlier than 1 February for a May session or 1 August for a November session.
Where circumstances arise more than two weeks but fewer than three months before written examinations, mitigation should not be implemented without IB authorization. If an event occurs within two weeks of or during an examination and evidence cannot be assembled in time, the policy allows schools to implement policy-consistent measures and seek retrospective authorization.
The IB must receive the request within 10 days after the student's last written examination. Requests are not processed after results are issued. Coordinators should consult the current session's Diploma Programme Assessment procedures for the correct form and secure submission route rather than reusing an older form.
Before submitting, verify that dates are consistent, every affected component is identified, functional impact is explained, translations and originals are attached, consent is recorded, and the requested measure is clear. Retain a confidential copy of the submission.
Common mistakes to avoid
Coordinators should not wait for perfect evidence before seeking urgent IB instructions. Other mistakes include promising a grade adjustment, arranging an unauthorized sitting, submitting a diagnosis without explaining impact, omitting invigilator records, treating a long-standing need as a last-minute event, or waiting until results day.
Formal adverse circumstances should also be distinguished from general wellbeing support. Students experiencing persistent stress need appropriate pastoral or clinical assistance; guidance on managing IB exam stress may supplement but cannot replace professional care or official procedures.
Conclusion
Handling IB extenuating circumstances requires speed, precision and careful judgment. Coordinators must use the official term adverse circumstances, protect examination security, document functional impact, collect proportionate evidence and consent, and meet the IB deadline.
RevisionDojo can support broader examination readiness through its coordinator guidance and school resources. Formal requests, however, must always use current IB policy and official submission channels.
Sources and referenced URLs
- IB adverse circumstances policy
- IB Diploma Programme general regulations for 2026
- IB inclusive education overview
- RevisionDojo IB exam day checklist
- RevisionDojo guidance for illness on exam day
- RevisionDojo guide to missing an IB examination
- RevisionDojo guide to managing IB exam stress
- RevisionDojo guide for IB coordinators
- RevisionDojo for Schools
