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Guidelines and Form for Undergraduate Students making a request for Extenuating Circumstances to be drawn to the attention of a Board of Examiners 2013-2014

 

The link for the form is at the bottom of this page, please make sure you read these guidelines before completing the form

  1. What does the University define as 'Extenuating Circumstances'

  2. How do I inform the Board of Examiners?

  3. What is an Extenuating Circumstances Committee?

  4. How much information do I need to include?

  5. What documentary evidence do I need to provide?

  6. What circumstances are not taken into account?

  7. What is a Board of Examiners?

  8. How are extenuating circumstances judged by a Board of Examiners?

  9. What action can the Board of Examiners take?

  10. What action will not be taken by a Board of Examiners?

  11. False Claims

  12. Data Protection Act 1998

  13. Equality Act 2010

  14. Professional Suitability and Fitness to Practise

  15. Where can I get more guidance or feedback?

  16. Deadlines
    Link to forms

A   What does the University define as ‘Extenuating Circumstances’?

Extenuating circumstances are formally defined as “circumstances beyond the student’s control which cause the student to perform less well in his or her coursework or examinations than he or she might otherwise have been expected to do (on the basis of other work).  In general, extenuating circumstances will be of a medical or personal nature affecting the student for any significant period of time and/or during the examination period.” 

It is important to realise that only the most serious extenuating circumstances will have any significant impact on your overall performance, particularly when degree classifications are being considered as these are based on at least 2 years’ work.  Therefore the Board of Examiners is unlikely to take any action unless it believes that the extenuating circumstances have had a material effect.  A Board of Examiners can only make judgements about the impact of extenuating circumstances in light of evidence of your academic ability demonstrated in non-affected work.  Boards cannot make judgements about your potential to have gained a higher mark if there is no evidence in the rest of your performance to support this.  Furthermore, unless it appears that the extenuating circumstances have had a material affect on your results, the Board of Examiners is unlikely to take any action.  You should therefore consider this carefully before submitting a form.  (See also section H for details on how the Board judges extenuating circumstances claims).

For claims of extenuating circumstances relating to your inability to submit coursework by the deadline and to request for your marks to instated,  you should read the Guidelines on Late Submission of Coursework and complete the Late Submission of Coursework form. 

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B   How do I inform the Board of Examiners?

It is your responsibility to inform the Board of Examiners about extenuating circumstances.   You can do this by completing an Extenuating Circumstances Form which will be considered by an Extenuating Circumstances Committee who will then make recommendations to the Board of Examiners regarding the effect your circumstances have had on your performance (including non-submission of work or absence from an exam). 

Although you may have previously discussed your difficulties with staff in your department, this does not in itself constitute the submission of extenuating circumstances.  You must formally submit an Extenuating Circumstances Form for the Board of Examiners to consider; informal notification will not be considered by the Board. You need to complete an Extenuating Circumstances Form which must be returned to either the Registry (Colchester Campus), the Student Administration Office (Southend Campus) or the Academic Administrator (Loughton Campus) by the published deadline.  We cannot guarantee that forms submitted after this date will be referred to the Extenuating Circumstances Committee or sent directly to a Board of Examiners

It is essential to inform the Board of any extenuating circumstances before it meets because you cannot subsequently appeal against any decision of the Board of Examiners on the grounds of extenuating circumstances if you could reasonably have been expected to inform the Board in advance.  It is also your responsibility to explain fully the impact of extenuating circumstances on your work.  If you do not sufficiently explain their impact then you cannot subsequently appeal and ask the Board to consider additional information.

C   What is an Extenuating Circumstances Committee?

Extenuating circumstances will be considered by a small designated group within each department; the Extenuating Circumstances Committee.  The Extenuating Circumstances Committee will consider extenuating circumstances relating to examination performance, examination absence, coursework performance, late submission of work which constitutes 100% of the assessment for the module and has the status of an examination such as a project or dissertation), (if the departmental Late Submissions Committee was unable to consider the claim), the non-submission of coursework, and other extenuating circumstances affecting the academic year. These Committees meet shortly before the Board of Examiners meets, and recommend action to be taken by the Board of Examiners in light of students’ extenuating circumstances.

D   How much information do I need to include?

You should include on the form details of specific coursework or exams affected by your extenuating circumstances.  Make sure you explain the impact these circumstances had on your performance.  It is not the role of the Board of Examiners to try to work this out or to seek further information on your behalf.  Make your submission clear and concise.  Remember that Extenuating Circumstances Committees and Boards of Examiners are trying to determine whether the circumstances are likely to have significantly affected your academic performance.

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What documentary evidence do I need to provide?

Extenuating circumstances of a non medical nature
You should if possible submit appropriate third party evidence to support your claim.  We realise that it in some cases it may be difficult to do this, and then Boards may accept claims which are not accompanied by documentary evidence.  However, lack of third party evidence may weaken your claim. It is your responsibility to get this evidence as the University will not seek it on your behalf.  In some cases, Boards of Examiners may request third party evidence in order to qualify a decision they have made based on your extenuating circumstances.

Extenuating circumstances of a medical nature
In consultation with the local Health Centre (Colchester Campus) the University has developed a Medical Evidence Pro-forma for you to use if, having read the following guidelines, you believe that you need to supply medical evidence to support your claim.  The Pro-forma is attached to the Extenuating Circumstances Form (see the link at the bottom of this page).  In most cases Health Centres will not issue formal medical certificates.  

Examinations and Invigilated Tests
If you miss an examination or an invigilated test due to illness, or you are claiming to have been affected by medical problems during your examination or test, you must seek medical attention on the day, and you must submit documentary evidence using the Medical Evidence Pro-forma at the end of the Extenuating Circumstances Form.  The evidence must relate specifically to the time of the illness and must make it clear that you were medically unfit to take the exam/test.  Evidence stating that you retrospectively reported your illness will not be regarded by the Board of Examiners as satisfactory.

Coursework
If you are claiming a minor illness has affected your coursework work (including non-submission) then please note that the Health Centre, and indeed most doctors, will not issue medical certificates either for short-term or minor illnesses.  Neither will they issue medical certificates when you were not treated at the time and you report your illness to a doctor retrospectively.  Boards of Examiners are aware of this, and therefore may accept claims without this form of third party evidence.  They may accept other evidence submitted by you to self-certify your illness (such as a duplicate copy of the notification of absence form which you should have submitted at the time of your absence).  Please note that accepting a claim without third party evidence does not mean that the Board of Examiners will take any action.  In many cases Boards of Examiners may judge that a short-term or minor illness has not had a significant effect on your overall performance. 

If you have been receiving treatment for a serious or long-term medical condition which you believe has seriously affected your work over a prolonged period, you must submit appropriate evidence.  You should be able to obtain evidence from your Health Centre using the Medical Evidence Pro-forma, or you could resubmit a copy of any documentary evidence which you have already submitted. 

Remember, you will need to provide 2 copies of any documentation you submit and the University reserves the right to check on the validity of the document (s) you submit by contacting the third party directly.

F   What circumstances are NOT taken into account?

It is not possible to list every circumstance that the Board of Examiners would not accept or take into account.  However some of the more obvious examples are listed below: 

  • General pressure of work is not taken to be circumstances beyond your control, as you are expected to plan your work schedule;
  • A short-term problem or illness which has occurred during the year and which is not deemed to have had an overall effect on your performance;
  • Personal disruptions or events which could have been anticipated; such as holidays, weddings, changing address or employment, religious holidays or festivals which are usually known in advance.
  • Excessive demands on time or pressure of one’s employment, which could have been anticipated.
  • Financial constraints commonly experienced by students.
  • Missing an examination because you misread the timetable or overslept;
  • Having more than one examination on the same day or on consecutive days (unless you were already suffering from illness or injury);
  • Where extenuating circumstances have affected you throughout your time at University, it is difficult to determine what your marks might have been like otherwise.  In such cases, the Board of Examiners is unlikely to take any action.

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G   What is a Board of Examiners?

A Board of Examiners is the formal body which considers the marks for each student.  It approves the marks, decides whether students can proceed to the next year, and decides on the degree classifications for final year students.  It comprises a small number of academic staff from the relevant department(s) for the courses under consideration and is normally chaired by a Dean.  In the second and subsequent years External Examiners would normally also attend.  Not all members of academic staff are members of the Board of Examiners.  

The Board of Examiners consider all candidates anonymously, by examination candidate number and great care is taken over the confidentiality of information supplied by students.

H   How are extenuating circumstances judged by a Board of Examiners?

Boards of Examiners try to determine whether, and to what extent, extenuating circumstances have affected your academic performance, and determine what action, if any, can be taken.  In assessing the significance of extenuating circumstances, Boards will normally take into account:

  • the severity of the problem and the length of time involved;
  • any supporting documentary evidence;
  • whether all work in the same period appears to have been equally affected;
  • whether it is possible to gauge the effect of the extenuating circumstances upon academic performance;  
  • whether your achievement is consistent with past performance;
  • the type of assessment affected, and how long you had to complete the work (i.e. date when work set and deadline for submission).

Boards cannot estimate potential.  For example, if you have performed at 2.2 level in your other exams, and then miss an exam in which you believe that you could have got a 2.1 because you had prepared well, you cannot expect a Board of Examiners to share your view. Boards cannot impute marks, that is, add marks or estimate what your mark might have been.

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I   What action can the Board of Examiners take?

The Board of Examiners will try to ensure a fair result based on your overall performance.  It could take a number of actions including:-

  • amending the assessment of a module by changing the weighting of particular units that contribute to the overall course assessment;

  • discounting particular modules, or pieces of work from the assessment of the year or the programme of study;

  • allowing a reassessment attempt to be treated as a first sit, often for uncapped marks where capping applies;

  • instating a formative mark for a late piece of work;

Wherever possible a Board will try to make a decision about what, if any, action can be taken in the second year in the case of problems affecting second year students.  However sometimes it may not be possible for the Board to determine what action would be reasonable, and it may therefore carry forward the extenuating circumstances for consideration by the final year Board when the examiners will have at least two years’ worth of marks to review.

In the case of severe extenuating circumstances affecting the final months of a final year student’s studies there is provision for a Board to consider the award of an aegrotat degree (under the terms of regulation 6.17).

J   What action will not be taken by Boards of Examiners?

Boards of Examiners will not:

  • permit a student who presents extenuating circumstances to proceed to the next year of study if he or she has not met the necessary requirements, unless the examiners are satisfied that it is appropriate to do so on academic grounds;

  • add extra marks because a student’s  work has been affected by extenuating circumstances;

  • amend marks from previous years of study ;

  • award a higher class of degree if the examiners are not satisfied that this is a fair result based on the student’s demonstrated academic performance;

  • annotate statement of results/transcripts with comments about the existence of extenuating circumstances.

K   False Claims

You should note that submitting a false claim or false documentation is a serious matter and would be regarded as an attempt to gain unfair advantage.  This would be an academic offence and would be dealt with under the Academic Offences Procedures.  The University reserves the right to check on the validity of the document (s) you submit by contacting the third party directly.

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L   Data Protection Act 1998 

By submitting an extenuating circumstances form you are agreeing to the University holding this personal data for the purposes of processing your claim.  The University will hold this data in accordance with its notification under the 1998 Data Protection Act.  

M   Equality Act 2010

If you are providing information about your disability on your extenuating circumstances form, please note that this does not count as disclosure to the University as these forms are intended for use only by the Board of Examiners.  We strongly urge you to disclose any persistent medical condition, specific learning difficulty or disability to Student Support. 

N   Professional Suitability and Fitness to Practise

IMPORTANT – PLEASE READ: Information about you that may affect professional suitability

1) The University is committed to a fair and confidential process for handling extenuating circumstances and recognises that this process may involve the disclosure and handling of sensitive personal information.

2) The University is committed to full compliance with its obligations related to professional suitability in order to uphold the highest standards of conduct among its students both during and beyond their period as a student at the University.

3) All University students are required to comply with the University’s Disciplinary Regulations and other regulations of the University regarding conduct. Students enrolled on schemes where a practical professional placement is required have additional responsibilities placed upon them regarding their professional suitability. Failure to meet these responsibilities can lead to the Breach of Professional Conduct, Fitness to Practise and Termination of Training Procedure being invoked. You will have been informed when you registered as a student if your degree scheme is subject to this Procedure

4) Breaches of professional standards by students may involve a range of actions or omissions but may include:

  • actions that are harmful to service users, other members of the public or service provides;

  • actions that are likely to constitute an unacceptable risk to students or others;

  • failure to disclose information about previous matters relating to professional suitability prior to enrolment on the scheme;

  • contravention of the relevant professional code of conduct;

  • actions that are prejudicial to the development or standing of professional practice.

In addition, for students studying law, the University has an obligation to report relevant information related to professional suitability to the Law Society.

5) Any information that is provided on any extenuating circumstances form that raises issues of professional suitability, whether it has been disclosed by you and about you or by another student on another form but relates to you will be disclosed as necessary to the relevant internal or external authorities. Information will only ever be disclosed on a need to know basis to ensure the University is able to comply with its obligations related to professional suitability. These authorities may include the Professional Practice and Conduct Committee, your employer if your registration as a student relates to Continuing Professional Development or any relevant Professional or Regulatory Body.

O   Where can I get more guidance or feedback?

If after having read these notes you feel you need more help in putting forward your extenuating circumstances, you should contact the Students’ Union Advice Centre or the Registry.

If you require feedback on the way in which the Board of Examiners has handled your extenuating circumstances claim, you can contact Registry after the results have been released.  However, please be aware that the exam board period is a particular busy time of year so there may be a delay in your receiving feedback.

Extenuating Circumstances Form

Extenuating Circumstances Form for all Undergraduate students

Remember, you must submit 2 copies of your form and your documentation.  Don't leave it until the day of the deadline to get your form copied, or you might encounter delays or other difficulties.  The form should be either posted to: Registry (Room 6.116), University of Essex, Wivenhoe Park, Colchester, Essex, CO4 3SQ or emailed to the Registry email account taught@essex.ac.uk or hand delivered to the Registry - opening hours are updated daily on the Registry homepage.

We will be issuing a receipt for any forms handed in to Registry from 12 May. 

Extenuating Circumstances Form for Health and Human Sciences Students

DEADLINES

 

September Reassessment Period 2014

Undergraduate Courses

The deadline for submitting the general Extenuating Circumstances Form to the Registry on the Colchester campus (6.116) is 4pm on Monday 8 September 2014*

* If you are taking exams in Essex Business School which are scheduled in the week commencing 8 September, you will be permitted to submit an Extenuating Circumstance Form to Registry by noon on Thursday 11 September.

International Academy Pre-Sessional students

Extenuating Circumstances forms should be submitted to the International Academy by the deadline of: 4pm on Friday 19 September 2014

 

Previous Deadlines for 2014/14

June 2014

The deadline for submitting the general Extenuating Circumstances Form to the Registry (6.116) is 4pm on Monday 9 June 2014

International Academy Certificate of HE students, International Diploma students, International Foundation Programme/Year 0 and January-start students - Extenuating Circumstances deadline is: 4pm on Wednesday 16 July 2014

January Exams 2014

The deadline for submitting forms to Registry (6.116) for the following departments' January exams is: 4pm on Monday 20 January 2014.

Computer Science & Electronic Engineering - Stage 1 January Exams

Psychology - Stage 3 January Exams

 

SOUTHEND CAMPUS

Extenuating circumstances should be submitted to your academic department.  You should confirm the submission deadline with your academic department in advance.

LOUGHTON CAMPUS (E15 Acting School)

The deadline for submitting the general Extenuating Circumstances Form to the Academic Administrator is as follows for the different year groups:-

Students on the Certificate of Higher Education in Theatre Arts: 7 July 2014

First and Second Year Students: 7 July 2014

Final Year (Third Year) Students: 6 June 2014

Forms will not be accepted after the deadline

 

 
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