UNIVERSITY POLICY AND PROCEDURES FOR

MANAGING CASES OF EXTENUATING CIRCUMSTANCES

This documentis intended to inform both staff and students of the University’s policies and procedures in respect of extenuating or special circumstances. It attempts to help Faculties manage cases of extenuating circumstances in a consistent and equitable way. The policies and procedures are derived from existing regulatory requirements concerning extenuating circumstances, which are to be found in:

  • the Assessment Regulations
  • the Regulations Governing Undergraduate Awards
  • the Regulations Governing Postgraduate Taught Awards

at the following address:

1.How does the University Define Extenuating Circumstances?

The Assessment Regulationsprovide a general definition ofextenuating circumstances, as:

  • ‘good cause’ which has prevented a student from attending required assessments or from completing a particular assessment.
  • ill-health or other form of adverse circumstances which may have led to significant impairment of a student’s performance in an assessment;

Section 8 of the ‘Regulations Governing Undergraduate Awards’ also makes reference to ‘unforeseen circumstances’ which could prevent a student from submitting assessed coursework on time. It goes onto state that these are the only grounds for agreeing an extension to coursework deadlines.

The University further defines extenuating circumstances as follows and Faculties should include this in the student handbook:

‘These will normally be exceptional circumstances beyond the students’ control which cause them to perform significantly less well, in coursework or examinations, than might have been expected on the basis of performance in other work. They will have prevented the student from demonstrating the skills, knowledge or competencies required to meet the learning outcomes of the assessment which contributes to the award for which the student is studying.

In general, extenuating circumstances will be of a medical or personal nature affecting the student for a significant period of time and/or during the examination period.

The key principle is to try to ensure that a student who has extenuating circumstances is not unfairly disadvantaged whilst also trying to ensure that such a student is not advantaged disproportionately over other students. The aim is to create a ‘level playing field.’

The University must make their decisions in a consistent and fair way, based on objective criteriaand the evidence provided but this should also be balanced with the need to ensure that there is the degree of discretion necessary to enable decision makers to respond flexibly to the particular circumstances of each case. The decision on whether or not to accept a request for an extension shall be at the discretion of the Faculty, having regard to the student’s circumstances, any academic requirements relating to the module(s) concerned or the programme of study as a whole, and the avoidance of any unfairness with regard to other students.

The University encourages students to try to undertake an assessment or hand in a piece of assessed work, wherever possible, rather than miss an assessment. If the student then feels that they have not performed as well as they might due to extenuating circumstances, this can be considered.

It is important that students are able to manage minor illness and difficult or distressing life events at the same time as pursuing their programme of study (just as they will have to do in the work-place). It is at the discretion of the Faculty to decide the point at which such events become ‘extenuating circumstances’. This is a difficult and sensitive area and there will always be a need for a measure of flexibility. There are certain life events which may impact significantly on students from some cultural background which may be outside the experience of staff and for which documentary evidence will not be readily available. These may include forced marriage, issues surrounding inter-cultural relationships, death of extended family members, family responsibilities, etc.

In such cases, and indeed all cases where documentary evidence is difficult to obtain, Faculties will have to exercise judgement and a degree of empathy and understanding with people in situations whose life experiences are not necessarily their own.

2. What will the University accept as Extenuating Circumstances?

Faculties should include a list of examples of what will and will not be accepted as extenuating circumstances in the Student Handbook.

2.1 Commonly accepted grounds

The following is a non-exhaustive list of commonly accepted grounds, which nevertheless allow Faculties to use their discretion based on the given facts of a particular case within a broad set of criteria. Such circumstances are likely to have impacted on the assessment preparation/actual attendance or submission in a way which could not be remedied in the time available prior to the actual attempt at assessment:

  • bereavement – death of close relative/significant other. Faculties should be aware that what might be considered ‘close’ can vary considerably and a degree of flexibility might be needed. The effect that bereavement might have on an individual can also vary depending on individual circumstances.
  • 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
  • other significant/exceptional factors for which there is evidence of stress caused. This could include religious/cultural issues and their impact on individuals and families

2.2Grounds which are unlikely to be accepted

The following is a non-exhaustive list of groundsunlikely to be accepted as extenuating circumstances:

  • alleged statement of a medical condition without reasonable evidence (medical or otherwise) to support
  • alleged medical circumstances outside the relevant assessment period for which extenuating circumstances have been applied for
  • alleged medical condition supported by ‘retrospective’ medical evidence, that is, evidence which is not contemporaneous, ie. in existence at the same timeas the illness, eg. a Doctor’s note which states that the student was seen after the illness had occurred and declared they had been ill previously. If a student is genuinely unable to visit a Doctor at the same time as the illness, preferably on the first day, then every effort should be made to speak to the Doctor so that there is a record which can be used as evidence. If a student sees the Doctor whilst their illness is still verifiable, then this should be accepted. What is not acceptable is a Doctors note saying that a student tells them that they were ill 3 weeks before, as this is unverifiable.
  • if there is a reasonable case that circumstances cited were foreseeable or preventable
  • long term health condition for which the student is already receiving reasonable or appropriate adjustments
  • minor illness or ailment which in a work situation would be unlikely to lead to absence from work
  • holidays
  • normal financial pressures, however, issues of an exceptional nature can be accepted at the discretion of the Faculty
  • claims that students were unaware of examination/submission deadlines
  • transport difficulties, unless unforeseeable and unpreventable, or failure to make alternative travel plans when disruptions were known about in advance
  • computer/printer failure/losing work not backed up on computer disk
  • poor time management
  • poor practice eg. losing work not backed up on a computer disk
  • normal work commitments on behalf of an employer, however, exceptional or unexpected/unplanned issues can be accepted at the discretion of the Faculty
  • late disclosure of circumstances on the basis that the student ‘felt unable/did not feel comfortable’ confiding in a staff member. The University encourages students to confide in a personal tutor or other staff member at the appropriate time.All disclosures made by students are treated in confidence and it is possible for statements to be made and kept in a sealed envelope. This reflects the view that students should take the consequences of their actions (if they decide not to disclose originally but then change their mind) and encourages a more professional approach to their work in preparation for later life and responsibility for their choices.

3.How should a Student Notify the University of a Claim of Extenuating Circumstances?

It is the responsibility of the student to inform the University of Extenuating Circumstances and submit supporting evidence according to the agreed policy and procedures and within the agreed deadlines. Extenuating circumstances apply on two different occasions: Firstly, where a student is unable to attend an assessment or complete a piece of assessed work by the deadline; secondly, if a student thinks that their performance in an assessment which they have attended or submitted may have been impaired. There are different regulations relating to the submission of requests under these two scenarios.

3.1Absence/Non-submission

If a student is prevented for good cause from attending required assessments or from completing a particular assessment they are required to inform the Faculty responsible for administering the course for which the student is registered of the circumstances, in writing, and gain approval in advance of the date of the assessment or submission. Faculties will have made available to students a list of the relevant contact numbers to enable this to happen.

3.2Impaired Performance

Students who attend an assessment or submit assessed work but who consider that their performance in any aspect of their assessment may have been significantly impaired by ill-health or other form of adverse circumstances may submit extenuating circumstances in writing at the earliest opportunity and no later than 7 days after the examination/assessment period to which they apply.

4.What Evidence should be Provided?

A claim for extenuating circumstances must be accompanied by supporting evidence, as appropriate. Where it is not possible to provide this immediately, students will be allowed up to 7 days after the date of the assessment or submission deadline for receipt of the supporting evidence, though the initial application must have been made and approval given (subject to the evidence being provided) priorto the assessment deadline. This also applies to students who feel their performance was impaired due to extenuating circumstances. Obviously, there may be cases where some types of evidence take longer to obtain than 7 days and Faculties should exercise their discretion in such cases.

Evidence supporting a claim of extenuating circumstances will usually originate from an independentthird party, who knows the student in a professional capacity or who can verify the circumstances from a position of authority (e.g. GP, police officer, religious leader, hospital worker, solicitor, University counsellor) and can give impartial and objective evidence. Evidence from family members or fellow students would not usually be accepted under normal circumstances, though there may be cases where it could be taken into consideration. Where evidence can be provided it should be provided however, there may be exceptional cases where, for a variety of reasons, this is not possible and Faculties will need to exercise discretion.

The following is a non-exhaustive list of evidence which would be accepted:

  • death certificate
  • medical/health certificate with relevant date to the assessment
  • letter of support/explanation from a Support Service in the University eg. Counselling service, Disabilities Service, IF the student is currently attending, or was attending the Counselling Service when the situation arose.
  • letter of support/explanation from independent third party, such as a religious leader

A number of Faculties have developed standard ‘Extenuating Circumstances Forms’ which they include in their Student Handbooks for students to use to make claims. If the extenuating circumstances are of an exceptionally personal nature, which the student wishes to be kept highly confidential, then these can be attached in a sealed envelope to the form.

5.What will happen if a student does not attend for assessment or submit assessed work and does not inform the University of Extenuating Circumstances in advance and gain the necessary approval?

It is the responsibility of the student to submit their extenuating circumstances and supporting evidence within the criteria and deadlines set by the University. This reinforces the approach which mature adults would need to adopt in any profession if unable to fulfil their work duties.

To this end, students who do not attend required assessments/submit assessments or gain approval in advance for missed assessments/non-submission shall be given a mark of ‘0%’.

However, in circumstances where it is impossible for the student to notify theFaculty and gain approval in advance for missed assessments, details and evidence must be provided to explain why the student was unable to comply with the regulation. If it is subsequently accepted that the circumstances amount to good cause, which could not have been notified in advance, the request shall be treated as if it had been received and approved by the due date.

6.How should Faculties Consider and Make Judgements on Claims of Extenuating Circumstances - Processes and procedures to be followed

6.1Information for Students

Arrangements for the completion of assessed work, including submission dates, shall be determined and made known to students (normally within one week of the start of the semester) by the Faculty.

Faculties shall clearly communicate to their students at the commencement of their programme of study the procedures for the granting of extensions to submission dates and the penalty imposed by the University for late or non-submissions.

Faculties shall publicise this procedural information:

  • in Student Handbooks;
  • at Staff/Student Liaison Committees;
  • and on Student Notice-boards.

Students must also be informed of the University regulations in relation to extenuating circumstance; the deadlines involved, supporting documentation required and the procedures by which their Faculty will deal with cases of extenuating circumstances.Faculties should contact all their students to remind them of the procedures for claiming extenuating circumstances and of the deadline for submission of evidence.

6.2Procedures to be followed

Faculties need to establish a standard procedure for consideration of cases of extenuating circumstances, whether under 6.2.1 or 6.2.2 below, so that there is the same level of consistency of treatment and confidentiality under both procedures. In so doing, they need to ensure that such procedures comply with basic principles of fairness and natural justice, including the need to:

  • maintain the greatest possible level of confidentiality concerning the personal affairs of students;
  • define clearly the nature of admissible evidence;
  • ensure equity of treatment and maintain a clear and permanent record of accepted cases.

6.2.1Extenuating Circumstances - Approval in advance

All claims for Extenuating Circumstances were previously considered by the Extenuating Circumstance Sub-Committee of the Board of Examiners. However, in the light of the recently introduced changes requiring the reporting and approval of extenuating circumstances in advance, Faculties are now also required to have in place mechanisms for the receiving, consideration and granting of approval in advance when a student has not attended an assessment or missed the deadline for the submission of assessed work.

Decisions will be made by specified staff within Faculties in relation to non-submission of assessed work regarding both the veracity and relevance of evidence submitted as part of the request for extenuating circumstancesand the length of the extension to be granted. Faculties should have agreed standard lengths of extensions to coursework assessment deadlines which can be granted when students request extra time due to extenuating circumstances to help ensure consistency and equity of treatment of students. Whilst Faculties will still being able to respond flexibly to individual student circumstances, as appropriate, this will provide a baseline from which to make judgements.

Decisions made by specified staff as part of the arrangements put in place by Faculties for approval of non-attendance at assessments in advance, will be confined to a judgement as to whether the extenuating circumstances are genuine and relevant. They will not make any recommendation to the Board of Examiners as to an appropriate course of action in relation to a student’s progression or award.

A confidential, written report will need to be made to the Chairperson of the Board of Examiners of the decisions made in both the above categories.

6.2.2Extenuating Circumstances - Impaired Performance

In cases where students make claim of impaired performance,after the event, due to extenuating circumstances, the University regulations state that these will continue to be considered by Extenuating Circumstances Sub-Committees of the Board of Examiners. Again, the decision will be confined to whether or not the circumstances are genuine and relevant and no recommendation as to a particular course of action in relation to the student’s progression and award will be made.

6.2.3Extenuating Circumstances Sub-Committees

These are established within Faculties to ensure appropriate levels of confidentiality and consistency of treatment for students. The Sub-Committees meet separately before the Board of Examiners to discuss cases of extenuating circumstances and make recommendations to the Board of Examiners. They must not adjust any marks in recognition of extenuating circumstances. A confidential, written report of the decision recommended by the group is made to the Chairperson of the Board of Examiners.

The decisions made by Extenuating Circumstances Sub-Committees or by specified staff as part of the

arrangements put in place by Faculties for approval of non-attendance at assessments in advance, will be confined to a judgement as to whether the extenuating circumstances are genuine and relevant. They will no longer make any recommendation to the Board of Examiners as to an appropriate course of action in respect of a student’s progression or award. The Extenuating Circumstance Sub-Committee will also consider claims from students who did not meet the deadline for approval in advance due to good cause.

The University regulations require that minutes are taken at Extenuating Circumstances sub-committees and standard model minutes are available.

6.3The Board of Examiners

The Board of Examiners remains the body which takes extenuating circumstances into account in making decisions about progression or classification of a student’s award. The Board of Examiners considers the performance actually achieved by the student, and then takes into account the decisions already made regarding good cause in relation to any claims of extenuating circumstance before reaching its decision.

The University regulations require that minutes are taken at Board of Examiner meetings and standard model minutes are available.