Results Extenuating Circumstances in Assessment Policy and Procedure

1.0 Policy

To deliver its strategic policy aims of excellence in: Curriculum Innovation; Learning, Teaching and Assessment; and the Student Experience, Results has a policy of enabling students to claim extenuating circumstances for an extension of a submission deadline or to be taken into account when marking a submission. Extenuating circumstances may only granted in exceptional circumstances and students should submit third-party evidence (for example from a doctor) to substantiate any claim.

Note to students

Extenuating Circumstances are circumstances which:

  • Impair your examination performance prevent you from attending examinations or other types of assessment, or
  • Prevent you from submitting coursework or other assessed work by the scheduled deadline date

Such circumstances rarely occur and would normally be

  • Unforeseeable – in that you could have no prior knowledge of the event concerned, and
  • Unpreventable – in that you could do nothing reasonably in your power to prevent such an event, and
  • Expected to have a serious impact on performance

You are expected to make reasonable plans to take into account commonly occurring circumstances (such as transport or computer problems) even those which, on occasion, may have been unforeseeable and unpreventable

2.0 Procedure

2.1 The Results Academic Board is responsible for implementation of this procedure.

2.2 Students who wish to claim Extenuating Circumstances should first contact the Programme Leader who will offer information advice and guidance on the situation and refer the students to this policy and procedure.

2.3 Students claiming Extenuating Circumstances are required to complete an Extenuating Circumstances Form, HEDEL6.

2.4 For an extenuation claim to be considered, it is the student’s responsibility to inform the college as early as possible of any difficulties they have encountered which will affect their ability to submit coursework or attend exams and ensure that for each component affected:

2.4.1 they submit details of the circumstances via email to the Programme Leader
2.4.2 details are submitted as soon as possible but, in any event, before the designated date and time
2.4.3 details are submitted with accompanying documents and evidence
2.4.4 all relevant sections of the Extenuating Circumstances Form (HEDEL6) have been completed.

2.5 Claims should be submitted before the scheduled date and time for the submission of the assessed work. Only in exceptional cases will claims submitted after the scheduled submission date and time be considered.

2.6 It is recognised that there may be cases where a student is unable to submit a claim for extenuation within the above time period (e.g. emergency inpatient hospital treatment occurring immediately prior to the submission date and time). These are classed as exceptional cases. In these cases, submission of the claim should be made at the earliest opportunity. Exceptional case claims must be made before the day of the Assessment Board for the cohort the student is included in. If students have a valid reason for not having claimed extenuating circumstances by the published deadline, they can appeal using the academic appeal process.

2.7 All claims must be complete and accompanied by evidence at the time of submission. Incomplete claims, including those without evidence will not be considered. Claims will not be considered unless submitted on form HEDEL6 by the designated date and time with accompanying evidence.

2.8 Any claim for extenuation that is found to be in any part fraudulent will be considered as a matter of misconduct and dealt with under the student disciplinary procedure.

2.9Completed Extenuating Circumstances Forms should be submitted to the Programme Leader.

2.10 The Programme Leader will present Extenuating Circumstances Forms to an Extenuation Panel.

2.11 The Results Academic Board will determine the Chair and appropriate staff to sit on the Results Extenuation Panel. The panel will be quorate with a minimum of three Results staff members, including the Programme Leader. The panel will sit as required to meet student demand.

2.12 Minutes of Extenuating Circumstances Panel meetings will be retained by the Programme Leader for three years after the completion of a student applicant’s period of study. The records must be presented to the relevant Assessment Board and made available to the External Examiner for a programme on request.

2.13 The Programme Leader will be responsible for notifying students of the outcome of their Extenuating Circumstances claim as made by the Extenuation Panel, within two days of the panel sitting.

2.14 The duration of extensions granted will be consistent across all students.

2.15 Extensions will not be made beyond the date of release of summative assessment feedback to other students in the cohort. In cases where the only practical date for submission is after the date of the latest release of feedback to the cohort, the student will be required to complete a re-submission. See Summative Assessment Policy and Procedure (HEDEL2).

2.16 If the Extenuation Panel does not grant extenuation, the student will receive the mark achieved; the mark achieved will not be notified to the student until the relevant Assessment Board results are published. In exceptional circumstances re-submission due to extenuating circumstances, and at the discretion of the Director of Studies, may avoid having the grade capped.

2.17 Where a student submits an application for extenuation that has been considered by the Extenuation Panel the application cannot be withdrawn at a later date.

2.18 Where extenuation is sought, this will be recorded on the student record (so that the student is aware that the extenuation claim was considered).

2.19 Once a unit has been assessed and capped, extenuation does not uncap the module.

2.20 Appeals against the decisions of the Extenuation Panel. There will be no appeal against the decision of the Extenuation Panel, other than on the grounds that an administrative or procedural error has occurred. Assessment Appeal will be through the normal assessment appeal procedures.