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Procedures for the Consideration of Exceptional Circumstances
Preamble
1.1 In determining these procedures Senate has sought to ensure that students with valid reasons for requesting to defer an assessment or to be granted an extension to a coursework deadline will be treated fairly and have their requests considered as quickly as possible whilst also protecting the standard of the University’s awards by deterring frivolous or unnecessary requests.
1.2 These procedures should be applied by Faculties and by partner institutions approved to offer collaborative programmes, unless alternative arrangements have been approved in respect of a particular partner. For ease of reference, partner institutions are described as the ‘College’ in these procedures.
1.3 When applying these procedures to students with disabilities, Faculties are required to take account of the Procedures for Applicants and Students with a Disability or Specific Learning Need outlined on pages P 62 – P 71 of Part II of the University’s Academic Regulations and Policies.
1.4 These procedures govern the treatment of all requests to defer an assessment unless, exceptionally, the Senate has agreed that an exemption may be applied in respect of a particular programme. In such cases the alternative regulations will be detailed in the Student Course Handbook.
Policy
2.1 It is the responsibility of students to attend invigilated assessments and other forms of assessment and to submit work for assessment as required.
2.2 Information about the nature and timing of assessment will be published to students. The Student Course Handbook will also define those items of assessment which are classified as coursework.
2.3 Exceptional circumstances are defined as personal circumstances which are unforeseeable or beyond the student’s control and which have a major impact on the student’s ability to submit or attend an assessment.
2.4 A student who is unable to attend an invigilated assessment or other form of assessment task or to meet a coursework deadline because of exceptional circumstances may make a request either:
- to defer the attempt at the assessment(s) to a later date i.e. to delay taking the assessment until the next scheduled opportunity. A different assessment task may be set for the deferred assessment;
or
- for an extension to complete coursework.
A student must select which of these two remedies he or she is seeking. A request cannot be made for both simultaneously.
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2.5 A request to defer an assessment or for a coursework extension may be made in respect of each assessment attempt.
2.6 If a student with disabilities has a Support Summary recommending additional time to complete coursework, the student may be granted an alternative deadline in accordance with the Procedures for Applicants and Students with a Disability or Specific Learning Need in Part II of the Academic Regulations and Policies. The granting of additional time to complete the coursework does not affect the student’s right to submit a request for a deferral of assessment on the grounds of exceptional circumstances provided the student’s request is based on exceptional circumstances which have not already been taken into account in the Support Summary.
2.7 Extensions will be granted only where the nature and timing of the particular assessment are such that an extension can be granted. Where the nature or timing of a particular assessment is such that an extension to the deadline cannot be granted this will be made clear to students in the schedule of assessment. A student may submit a request to defer the assessment because of exceptional circumstances if the nature or timing of the particular assessment is such that an extension could not be granted. Where, in accordance with 2.6 above, a student with disabilities has been given an alternative deadline and it would not be possible for a further extension to be granted because of the nature of the coursework or the timing of the alternative deadline, the written confirmation of the alternative deadline will make it clear that it will not be possible for the student to apply for an extension to this deadline.
2.8 If a student develops long term medical problems or personal difficulties he or she should consider requesting an interruption of studies until his or her circumstances improve. A student wishing to interrupt study should consult his or her personal tutor/course director. All requests for an interruption of study must be approved by the Faculty as described in the Guidance Notes on Withdrawal and Interruption of Studies by Students on Taught Programmes.
2.9 Students who submit an item of coursework or attend an invigilated assessment, such as an examination, presentation or recital cannot subsequently claim that poor performance was due to exceptional circumstances, except in cases where a student is taken ill during the invigilated assessment or is subsequently found to have been suffering from an undiagnosed condition at the time (see 4.9 - 4.11 below).
Procedures
A diagram of the following procedures can be found in the Notes of Guidance for Students Making a Request for the Consideration of Exceptional Circumstances below.
3. Arrangements for the submission of coursework
3.1 It is the responsibility of the Faculty or College to ensure that coursework hand-in procedures are published to students and that students are notified of the dates by which they should submit each coursework. The coursework hand-in procedures include arrangements to ensure that accurate records are kept that work was submitted on time.
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the assessment deadline. Where a decision to refuse a request is communicated to the student after the assessment deadline or date of the assessment task/invigilated assessment and the student has not submitted work for that assessment the student will be deemed to have failed an attempt at the assessment.
4.9 In cases where a student is taken ill during an invigilated assessment it is the student’s responsibility to submit a request for a deferral of assessment as soon as possible. The last date on which such a request may be submitted is 5 working days after the invigilated assessment. Requests submitted after that point will only be considered where the student provides a satisfactory reason and evidence for the delay. If, however, it is concluded that there was no good reason for the delay the request will be refused.
4.10 There may, exceptionally, be a valid reason why a student cannot submit a request prior to the date of assessment, for example, a previously undiagnosed medical condition. It is the student’s responsibility to submit a request for a deferral of assessment as soon as possible. Such claims will be considered where the student provides a satisfactory reason and evidence for the delay in submitting the request. If it is concluded that the circumstances are insufficient to approve the request or that there was no good reason for the delay or that the delay has been longer than necessary the request will be refused. Requests relating to an assessment taken in a previous academic year will not be considered. A request for a coursework extension will not be considered after the published assessment deadline for submission.
4.11 Where a disability has been identified after joining the University, the student may elect to repeat, as though for the first time, any or all of the assessments he or she has already taken during that academic year using the support specified in his or her Student Support Summary. The student will not be permitted to repeat any assessments taken in a previous academic year. In relation to dyslexia identified after joining the University, the student may re-submit the same assessment in order to have it re-marked in accordance with the University’s guidelines. The student will not be permitted to re-submit any assessments taken in a previous academic year. A student who wishes to repeat an assessment or have it re-marked should apply to do so by sending the form called “Request for consideration of exceptional circumstances” to the Student Complaints, Appeals and Conduct office. Applications may be made at any point during the relevant academic year within a reasonable time after the identification of the disability. The Student Complaints, Appeals and Conduct office will contact the Director of Faculty Administration and Disability Services to confirm that the student has a Support Summary and that the support specified within it was not in place for the assessment in question. Once this has been confirmed, the claim to repeat an assessment will be upheld (see Procedures for Applicants and Students with a Disability or Specific Learning Need in Part II of the Academic Regulations and Policies).
5. Consideration of Requests
5.1 Requests for the consideration of exceptional circumstances from students taking programmes offered by a Faculty/College are considered by the Student Complaints, Appeals and Conduct office and members of the Register maintained by the Student Complaints, Appeals and Discipline Committee (SCAD). No other body or individual member of staff has the authority to grant a deferral of assessment or an extension to a coursework deadline.
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5.2 The Student Complaints, Appeals and Conduct office is authorised to grant a request in the following circumstances:
5.2.1 when the student has submitted an original medical note or Doctor’s letter or other satisfactory documentary evidence indicating inability to work or study which covers the date(s) of the assessment(s) concerned;
5.2.2 when the student has submitted acceptable independent evidence of a close bereavement which took place no more than one month before the assessment concerned;
5.3 The Student Complaints, Appeals and Conduct office is authorised to refuse a request in the following circumstances:
5.3.1 where there is no evidence to support the claim;
5.3.2 the dates of the exceptional circumstances do not match the date of assessment.
5.4 Where, exceptionally, a claim has to be submitted before the accompanying evidence can be provided:
5.4.1 The Student Complaints, Appeals and Conduct office is authorised to make an initial judgement as to whether the circumstances are such that the claim will be upheld provided satisfactory evidence is supplied;
5.4.2 when the supporting evidence is submitted it will be considered by the Student Complaints, Appeals and Conduct office and a member of the register maintained by SCAD. This person will not be a member of the student’s Faculty or College. If the evidence does not support the claim, or the reason for late submission is found to be invalid, the student will be deemed to have failed the assessment.
5.5 Where the facts or the evidence submitted are complex, requests will be considered by the Student Complaints, Appeals and Conduct office and a member of the register maintained SCAD. This person will not be a member of the student’s Faculty or College.
5.6 The decision on the validity of the request will be based entirely upon consideration of the documentary and supporting evidence provided by the student.
5.7 The Student Complaints, Appeals and Conduct office or the nominee from the register maintained by SCAD should establish whether there is acceptable evidence of exceptional circumstances and should look for medical or other documentary evidence. Only an original copy of a medical certificate or Doctor’s letter can be accepted. Account may also be taken of other evidence where the nature of the exceptional circumstances is such that this would be appropriate or necessary.
6. Decisions
6.1 A response to the student regarding a request for a deferral of assessment or a coursework extension will be communicated to the student no more than 5 working days after receipt of the request provided the request was made more than 7 working days before the assessment.
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6.10 Where an extension is granted a subsequent request to defer the assessment cannot be made unless new circumstances arise during the period of extension.
6.11 Decisions will be communicated to the next meeting of the Examination Board. The Examination Board cannot vary a decision or take it into account when considering a student’s performance.
7 Decisions of the Examination Board regarding students who have been granted a deferral of assessment
7.1 Where a student’s request for a deferral of assessment has been granted and his or her exceptional circumstances are such that it would not be possible for the student to be assessed or re-assessed at the next opportunity, the Student Complaints, Appeals and Conduct office will refer the matter to the Examination Board. The Examination Board will agree a later date by which the student must be assessed or re-assessed unless 7.2 below is invoked.
7.2 Where a student’s exceptional circumstances are such that it would not be possible for him or her to complete the assessment an aegrotat award may be recommended where it is available. In such circumstances the Student Complaints, Appeals and Conduct office will refer the matter to the Examination Board, which will decide whether or not an aegrotat award should be made. In making such an award the Examination Board must be satisfied that, but for illness or other valid cause, the student would have reached the standard required for the award.
7.3 Before an aegrotat award is conferred under 7.2 above, the student must have signified that he or she is willing to accept the award and understands that this implies waiving the right to be assessed or re-assessed under 6.3 or 6.4 above.
8. Records of Requests and Decisions
8.1 The Student Complaints, Appeals and Conduct office shall keep a full record of decisions and shall ensure that appropriate records are maintained in order that it can, if necessary, take into account how similar cases have been treated in the past when determining decisions.
9. The Role of Staff
9.1 Where a student invites a member of staff with personal knowledge of the exceptional circumstances to provide relevant information in support of the request the member of staff may do so if he or she deems it appropriate and in the interests of the student.
10. Procedures for Appeal against a Decision
10.1 A student may appeal against the decision if:
10.1.1 he or she believes that there has been a material procedural irregularity which has demonstrably affected the outcome;
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or
10.1.2 there is new evidence which would demonstrably have affected the outcome and could not reasonably have been made available when the claim was considered.
10.2 Appeals must be made on the appropriate form and submitted to the Student Complaints, Appeals and Conduct office within 15 working days of the publication of the decision. The grounds for appeal must be made clear on the form. Where the appeal is based on the availability of new evidence (10.1.2 above) appropriate documentary evidence must be provided with the form and the student must state on the form why the evidence was not available at the time of the request was submitted. The notes of guidance on these procedures published below describe the nature of the evidence that will be required.
10.3 Within 5 working days, the Academic Registrar or nominee will review the appeal. The outcome of this review will find that either:
- there are no grounds for the appeal. If this is the case, the Student Complaints, Appeals and Conduct office will advise the student accordingly in writing and issue a Completion of Procedures letter;
or
- there appear to be grounds for appeal. If this is the case, a Panel will be convened by the Student Complaints, Appeals and Conduct office to consider the appeal (see below).
10.4 Membership of the Panel shall comprise a Chair and two members of staff, all of whom will be selected from the register maintained by SCAD and none of whom will have had any previous involvement in the case.
10.5 A Secretary to the Panel will be appointed by the Academic Registrar. S/he will have had no previous involvement in the case. None of the members of the Panel will be from the Faculty/College which delivers the student’s programme. In order to reach a decision, the Panel may request additional evidence from the Faculty/College or the student. Normally, the Panel will not need to meet the student or representatives of the Faculty/College but the Panel may request a meeting if they believe this would be useful.
10.6 All members of the Panel must be involved in reaching the decision but the Chair may uphold an appeal on behalf of the Panel in the circumstances described at 10. below.
10.7 The Panel will consider the evidence provided by the student and, where appropriate, any evidence provided by the Faculty/College and either:
10.7.1 uphold the appeal
or
10.7.2 decide that there is no case for reconsideration.
