Reports and Certificates

We produce medical certificates to provide evidence in support of students requiring extensions or who have extenuating circumstances.

An extenuating circumstance (EC) is a factor outside the student’s control which affects an assessment such as; coursework, written assignment, dissertation, project or presentation. 

UEA Medical Certificate

We will only accept medical certificate request forms electronically – once you have completed it, send it to [email protected] *do not send via sharepoint as we can not open it

Once your request has been received it will be reviewed and actioned accordingly – you will receive an email advising the outcome of your request.

Please note the following:

  1. Requesting a medical certificate whilst visiting the urgent doctor clinics is inappropriate and the doctor will not be able to do one.  The urgent doctor is for urgent medical problems requiring immediate treatment. A medical certificate is not considered an urgent medical problem.
  2. There is no guarantee that the doctor will provide a certificate
  3. Medical certificates will only be provided where there is sufficient medical evidence and that it is likely to have affected studies
  4. Completed certificates are emailed directly to your Hub within 10 working days
  5. Certificates go through a centralised process so there is no point, if refused a certificate by one doctor, in trying to book an appointment with a further doctor to try and convince them to give you a certificate instead. 

Students are entitled to self-certify 2 extenuating circumstances of 3 working days each per academic year for deadline assessments (coursework, written work, dissertations and projects). 

Students are not required to use their self-certification before seeking other evidence, if they think their illness or other extenuating circumstances will last longer than 3 working days.

Missing An Exam/OSCE/Course Assessment?

This UEA medical certificate request form must not be used for an exam certificate request. 

Requests for EXAM certificates must be made in person, to the urgent doctor clinic, on the same day as the exam. 

DO NOT fill in the request form if you are missing an exam or course test. 

Absence Reporting (up to 7 days)

If you wish to report an absence on medical grounds for up to 7 consecutive days where such absence does not involve attendance at a course test, assessed practice or seminar at which a student was scheduled to give a presentation, or submission of a item of assessed work, then you can self certify and do not need a medical certificate. 

Click on ‘other UEA forms to download’ for details.

Guidelines for UEA Medical Certificates (general)

In accordance with Extenuating Circumstances (ECs) for Taught Programmes Regulation – Guidance for Students and Staff” document (available to download below), please note specifically extracted points 6.3.2 and 6.3.4 from appendix 1;

6.3.2

The following is a non-exhaustive list of examples that a university would commonly regard as extenuating circumstances that could have seriously affect performance and could not have been remedied in the time available;

  • Bereavement – death of a close relative/significant other (of a nature which, in an employment context, would have led to an absence in accordance with the compassionate leave regulations)
  • Serious short-term illness or accident (of a nature which, in an employment context, would have led to an absence on sick leave)
  • Evidence of a long term health condition worsening
  • Significant adverse personal/family circumstances
  • Other significant exceptional factors for which there is evidence of stress caused

6.3.4

The following is a non-exhaustive list of circumstances unlikely to be regarded as falling within the relevant definition and, where there is conflict with the above list, a decision will need to be made based on each case:

  • Alleged statement of a medical condition without reasonable evidence (medical or otherwise) to support it
  • Alleged medical circumstances outside the relevant assessment period of learning period  for which appropriate adjustments for extenuating circumstances have already been made
  • Alleged medical condition supported by ‘retrospective’ medical evidence – that is, evidence that is not (contemporaneous) in existence at the same time as the illness, eg; a doctors note which stated that the student was seen (after the illness occurred) and declared they have been ill previously
  • If there is a reasonable case that circumstances relied on were foreseeable or preventable
  • Minor illness or ailment, which in a work situation would be unlikely to lead to absence from work 
  • Holidays
  • Financial issues
  • Personal computer/printer problems
  • Poor practice eg; no back up of electronics
  • Claims that students were unaware of the dates or times of submissions or examination

Source: https://portal.uea.ac.uk/learning-and-teaching/students/advice-on-difficulties/extenuating-circumstances.

Guidelines for UEA Exam/Event Assessment Certificates

IMPORTANT: All students (irrespective of whether you are registered with us or not) – If you are going to miss an exam/event assessment, you must phone the medical centre so we can then book a telephone/video consultation with you same day.

Event assessments include:  

  • Examinations 
  • Course Tests 
  • OSCEs (for medical students) 
  • OSPEs (for pharmacy students)

You should make every effort to contact the Medical Centre before the start of your exam/event assessment and ask for a call back from the urgent clinician, explaining that you have a course test or exam (today) and feel unwell.  You will be added to the urgent clinician list for a consultation.  This must be done same day otherwise we are unable to provide a medical certificate for this situation.

Completed medical certificates are emailed directly to your HUB. Please note that while we endeavour to process medical certificates as soon as possible they can take up to 10 working days to be sent. To prevent fraudulent application for medical certificates we reserve the right to check on all details given to us. Fraudulent applications will be reported to the University

INTO Student Self Certification

INTO Student Self Certification (up to 7 days) 

This certificate is for use by students at INTO to self-certify absence from classes on medical grounds for up to 7 consecutive days.  This certificate will not permit absence from a course test, assessed practical or seminar at which a student was scheduled to give a presentation, or submission of an item of assessed work. 

You do not need to see a doctor before completing this certificate – you can complete it yourself (link below) and hand it to INTO.

Employer Sickness Certificates

You do not require a doctor’s sickness certificate for any illness lasting seven days or less. Your employer may however require you to complete a self-certification form (SC2) which is available from your employer or on the HMRC website.

Evidence that you are sick

If you are sick for more than seven days, your employer can ask you to give them some form of medical evidence to support payment of SSP (statutory sick pay).

It is up to your employer to decide whether you are incapable of work. A medical certificate, called a ‘Statement of Fitness for Work’ or ‘Fit Note’ from your doctor is strong evidence that you are sick and would normally be accepted, unless there is evidence to prove otherwise.

Non-NHS Reports/Certificates

Certificates and private letters for third party organisations and schools are not covered under NHS funding, therefore a fee will be applicable for the completion of such documents.

We can only do these for our registered patients. 

In the first instance, you will need to bring your form into the medical centre so the receptionist/secretary can you advise you of the correct fee – which has to be paid in advance.

Due to the volume of requests for private certificates and private medical reports, they can take approximately 3-4 weeks for completion from the date of payment. 

If you have a query with your request then please telephone the doctors’ secretaries on 01603 251601. Otherwise we will contact you when it is ready. Please ensure we have up-to-date contact details for you.

Examples of medical reports/certificates/forms for which a fee is payable

Certificates for:
Disability StatusAir Travel
Health Professions Council Forms (HPC)Charity Events
Insurance MedicalsEducation Departments
PassportsEmbassies
Pre Drug Trial Health QuestionnairesEmployers outside UEA
Pre Employment Health StatusHousing Departments
Private Healthcare InsuranceMarathon Organisers
Sporting Activity MedicalsSchools/Universities outside UEA
Cancellations of holidays

Please note – this is not an exhaustive list

What further information should I provide?

Please provide an official proforma if available. If not, it is helpful for the doctor to have some background information so that an appropriate report can be prepared. The following information is useful in this case:

  • Who the report is for
  • An itinerary 
  • A job description
  • A description of activities planned

Frequently asked questions:

Why does it sometimes take my GP a long time to complete my form?

Time spent completing forms and preparing reports takes the GP away from the medical care of his or her patients. Most GPs have a very heavy workload.We always ensure the clinical needs of patients takes priority.

I only need the doctor’s signature – what is the problem?

When a doctor signs a certificate or completes a report,it is a condition of remaining on the Medical Register that they only sign what they know to be true. In order to complete even the simplest of forms, therefore, the doctor might have to check the patient’s entire medical record. Carelessness or an inaccurate report can have serious consequences for the doctor with the General Medical Council (the doctors’ regulatory body) or even the police.

Why do I need a Medical Examination?

Some forms require the doctor to state that you are fit to perform certain activities. Without assessing you at the time it is not always possible to confirm this. Some forms will state that a medical examination is not necessary and that information from your medical records is sufficient– check with whoever is requesting the form if in doubt.

Non-NHS Fees

Fees are payable for the completion of many certificates, medical reports and associated procedures which are not covered by NHS funding. Our fees are based on the amount of time it will take a doctor to complete the report.

The below list shows examples and current costs (updated 1st April yearly).  

Please note: this list is not exhaustive and prices are subject to change without notice.  Please speak to the receptionist/secretary for further enquiries.

2021/22 Price List

Student PriceNon-Student Price
Medicals – involving patient examination  
Full medical examination including report or certificates
(eg for Visa, driving, HGV, sporting activities etc…)
£90£125
British Antarctic Medical £90£125
Camp America / Camp Leader Medicals£65£85
VSO or other charities £90£110
   
Other Private Work – non registered (private) patients   
Doctor consultation (10 minutes)£35£35
Nurse consultation (10 minutes)£15£15
   
Certificates/ Letters/Reports  
Need to carry medical equipment on a plane etc…£15£15
Sickness verification (private individual) (letter/report)£15-£55£15-£55
Fitness to travel (letter/report)£15-£55£15-£55
International Certificate of Vaccination£15£15
Other Reports  
BUPA or other private health insurance verification claim£40£40
Holiday Cancellation Claim£40£40
Health Professionals Council (HPC) – fitness for registration£35£35
Occupational Health Questionnaire (work placements)£35£35