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Nottingham Trent University Quality Handbook
Section
Nottingham Trent University
Quality Handbook
Part D: Regulations
Section 17A: Notification of
Extenuating Circumstances
Policy and Process
2016-17
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Section 17A: Notification of Extenuating
Circumstances Policy and Process
Section
Contents
POLICY ............................................................................................................... 2
1.
Definitions .................................................................................................. 2
2.
Aims .......................................................................................................... 2
3.
Scope and operational principles ................................................................... 2
4.
Responsibilities ........................................................................................... 4
5.
General Principles ........................................................................................ 5
PROCESS ............................................................................................................ 7
6.
Types of Extenuating Circumstances .............................................................. 7
7.
Responses to Extenuating Circumstances ..................................................... 12
8.
Upheld claims ........................................................................................... 13
9.
Submitting a Request ................................................................................ 15
10.
The Role of the Student ............................................................................. 16
11.
The Role of the Notification of Extenuating Circumstances Contact (NECC) ....... 16
12.
Role of the Notification of Extenuating Circumstances Panel (NECP) ................. 18
13.
At the Board of Examiners Meeting .............................................................. 19
14.
After the Board of Examiners Meeting .......................................................... 20
15.
Courses Operated Under Collaboration and Partnership Arrangements ............. 20
Appendix 1: Standards of Evidence ....................................................................... 22
Appendix 2: NEC Workflow ................................................................................... 23
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PART 1 - POLICY
1. Definitions
“Individual Requirements” means students with identified and specified assessment
support needs (including students with specific learning difficulties, such as
dyslexia, ongoing physical or sensory impairments, medical or mental health
conditions).
“NEC” means Notification of Extenuating Circumstances.
“NECC” means the Notification of Extenuating Circumstances Contact.
“NECP” means the Notification of Extenuating Circumstances Panel.
“Academic Registrar” means the UniversityAcademic Registrar or their nominee.
“Working days” means University working days during the working week from
Monday to Friday, excluding weekends, UK Bank Holidays and all University closure
days.
“RP” means Reconsideration Panel.
2. Aims
2.1
The University will endeavour to provide opportunity and support for students to
engage with their studies and perform to the best of their abilities in assessed
work. It is assumed that students intend, and are able, to work to their optimum
level throughout the duration of their studies, but that their performance may, on
occasion, be affected adversely by circumstances beyond their control.
2.2
The NECprocess provides a mechanism by which students can notify the University
of Extenuating Circumstances and seek guidance and support from their Academic
Schools, and, as appropriate, from Student Support Services, about the
implications of such circumstances for their study and assessment and how these
might be addressed.
3.
Scope and operational principles
3.1
This Process applies to all students of the University irrespective of mode of study
except Research Degree students (i.e. those students studying MPhil, PhD and
Professional Doctorate students) for whom a specific and separate procedure
applies (please see Student Handbook). Separate processes, procedures and
frameworks also exist for the following:
a. Academic Appeals Policy and Process
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b. Complaints - Complaints Procedure for Students
c. Disciplinary issues – Student Code of Behaviour
d. Students studying for a Nottingham Trent University award at another
institution under the University’s collaboration and partnership
arrangements are referred to in Section 15 of this Process.
3.2
The University will ensure that in the implementation of this Process, due regard is
given to the need to ensure that students with protected characteristics, as defined
under the Equality Act 2010, are treated fairly and without discrimination.
3.3
Where a student indicates at any stage of this Process that they have a disability
(including (but not limited to) experience of an ongoing impairment, medical or
mental health condition) the University will communicate with the student through
the appropriate channels at the University (and may also include contact with third
parties where this is deemed necessary due to the student’s circumstances) and
reasonable adjustments will be made (where appropriate to do so) to
accommodate the student’s needs at the University.
3.4
Reference is made within this Process to aspects of the structure and staffing of the
University. It is recognised that there may be some variation in structures and
nomenclature across the University. It is therefore implicit that those of
appropriate seniority and experience will operate this Process at the appropriate
equivalent level throughout the structure of the University and where different
structures are in place. Similarly, where mention is made in this Process of action
by the holders of specific posts, it is implicit that this activity may be delegated to
an appropriate nominee, having sufficient experience and skills and being
sufficiently senior to act on behalf of the designated post holder.
3.5
Information and guidance about this Process will be provided to students via the
Student Handbooks, course handbooks, year group meetings and personal
academic tutorials. Students may also contact the independent advice service of
Nottingham Trent Students’ Union (NTSU)(http://www.trentstudents.org/).
3.6
This Process allows for the circumstances of students with identified and specified
assessment support needs (including students with specific learning difficulties,
such as dyslexia, ongoing physical or sensory impairments, medical or mental
health conditions) to be taken into account. Students with such needs – defined in
this Process as Individual Requirements – should alert their course team to their
circumstances at an early stage, and will normally be expected to consult with
Student Support Services to agree a Statement of Access Requirements. Students
with pre-approved Individual Requirements are not required to use the Notification
of Extenuating Circumstances Process described in this document unless they wish
to notify the University of the impact of specific and unforeseen circumstances that
are related to their pre-declared support and access needs, or, to notify the
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University of unrelated Extenuating Circumstances. The University recognises that
the identification of circumstances which might be defined as Individual
Requirements may occur at any stage of a student’s studies.
3.7
It is also recognised that some students will have Extenuating Circumstances that
have a prolonged and/or fluctuating effect on their performance (for example,
enduring health conditions). In some cases, it may be more appropriate that these
students’ needs are addressed through ‘reasonable adjustments’ in the context of
the Equality Act, requiring agreed access requirements that apply over a longer
timescale.
4. Responsibilities
4.1
Student Responsibilities
Students are responsible for ensuring that they:
4.2
a.
read and understand this Policy and Process and the Common Assessment
Regulations, and seek guidance from their School as required;
b.
inform the University of any Extenuating Circumstances they wish to be taken
into consideration in respect of an inability to meet an assessment deadline
and/or sit examinations or other scheduled assessment;
c.
submit their requests through the online appeals portal along with all
appropriate documentary evidence;
d.
provide documentary evidence which meets the standard of evidence
required by the University (please refer to Appendix 1);
e.
clearly indicate which modules and related assessments have been affected.
School Responsibilities
Schools are responsible for ensuring the following:
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a.
all students are made aware of these Processes. Schools are expected to
include information in the School and/or Course Handbook; and to include
this information in induction sessions for new students and similar sessions
for returning students. Schools should keep records of this information and
any reminders provided to students, especially as they may be required
should a subsequent Request of Reconsideration or Academic Appeal be
submitted.
b.
all students are made aware of the primary contacts for seeking advice on
these Processes within each School. These contacts should be clearly stated
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in each School / Course Handbook. These may be course team members
and/or School administration teams.
c.
Deans nominate one or more individuals to act as a ‘School Champion’ for
these Processes, who will be a key contact for promoting these Processes and
related best practice to staff within their School.
d.
School procedures support the ability to respond to students within short
time-frames where such instances arise.
e.
where Schools are making decisions on Notification of Extenuating
Circumstances for students undertaking courses which are delivered jointly
with another Academic School(s), Schools must ensure the relevant course
team and administration team in the partner School(s) are aware of such
decisions.
f.
a record of advice provided to individual students and of referrals to the
University’s Student Support Services is retained on individual students’ files.
5.
General principles
5.1
All reasonable efforts have been made in the design of this Process to ensure they
embody the principles of fairness and are operated in a fair manner including:
a. reasons will be given for actions taken and decisions made by the University;
b. independent consideration is ensured at each stage of the process to remove
potential bias;
c. submissions to and responses from the University will operate to reasonable
timescales.
5.2
It is not the policy of the University to adjust marks, grades or degree
classifications where a submission by a student at any stage of these Processes is
upheld, but to provide circumstances in which a student can demonstrate their
academic ability unhindered.
Confidentiality
5.3
page
Information provided by students under this Process will be treated confidentially.
It will only be shared with those persons necessary to progress the application
and/or ensure that appropriate support is provided in response to information
provided on the application.
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5.4
The Board of Examiners needs to be able to take into account all circumstances
affecting a student, it will therefore be able to review the profile of NECs submitted
by a student during the current or previous academic year(s).
Representation
5.5
Representation of a student under this Process cannot be made by a third party
unless written consent is received from the student allowing an individual to act on
their behalf. This includes Notification of Extenuating Circumstances submitted by
a parent, guardian or spouse of the student. Where consent is provided to and
accepted by the University, all communications relating to this Process will be
made through the nominated individual only.
5.6
If a Notification of Extenuating Circumstances is made under this Process by a
student who is under the age of 18 (a 'minor') at the time the submission is
received, the University will notify the parents or guardians of the student in
writing and keep them informed of progress. The University will permit the parents
or guardians of the student to act on the student's behalf during the process,
provided the student has confirmed agreement in writing to the University
beforehand.
Timeliness
5.7
The University will use all reasonable endeavours to comply with time limits
prescribed within this Process via its planning and operational processes:
a. there may be circumstances in which the University cannot reasonably
meet such time limits;
b. the University considers that students will normally be able to meet the
time limits in communicating with the University, including by electronic
means, unless affected by circumstances which themselves explain the
delay.
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PART 2 - PROCESS
6. Types of Extenuating Circumstances
The University considers each Notification of Extenuating Circumstances
application on its own merits, as and individual case and not according to the
relevant processes
6.1
Extenuating circumstances that may affect a student’s academic performance are
defined by the University as circumstances which:





may affect a student’s ability to attend or complete an assessment or a number
of assessments;
are serious or significant;
are unpreventable;
can be corroborated by independent evidence;
occurred during or shortly before the assessment in question.
6.2
Circumstances where students have Individual Requirements are set out in 3.6 and
3.7 of the policy above.
6.3
The following table gives examples of acceptable circumstances for consideration of
Notification of Extenuating Circumstances and examples of associated evidence
that is normally required.
The examples below are indicative and the list is not exhaustive. Students are
strongly advised to seek guidance from their School Office.
For standards of evidence required, please refer to Appendix 1.
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Circumstances
Examples of required evidence
Guidance
Short term illness
or injury (7 days or
less)
PLEASE NOTE: Letters from
doctors stating that the
student informed them that
they were unwell at a point in the
past and which do not make a
medical diagnosis will not be
accepted.
Illness, Injury
(more than 7 days)
An original medical certificate:
The Medical Certificate must
be a confirmed diagnosis by a
registered doctor and be
specific about the nature of
the illness and the likely impact
it has had upon the student.
Self-certification is not normally
accepted for short term illness or
injury of 7 days or less.
However, it will be accepted in
situations where there is a sudden
deterioration in a long standing
medical condition or disability for
which the student already has
Individual Requirements in place.
It will not be accepted for minor
illnesses such as colds, sore throats,
headaches, digestive problems etc.
However, it is recognised that there
may be situations where this
guidance may not apply, such as
specific laboratories used by the
School of Science and Technology
where students are not permitted to
enter if they are unwell.
This may include sudden
deterioration in a long standing
medical condition or disability for
which the student has Individual
Requirements in place.
PLEASE NOTE: Letters from
doctors stating that the
student informed them that
they were unwell at a point in the
past and which do not make a
medical diagnosis will not be
accepted.
Hospitalisation
Acute
personal/emotional
circumstances
(more than 7 days)
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Minor illnesses such as colds, sore
throats, headaches, digestive
problems etc. would not normally be
acceptable grounds for Extenuating
Circumstances.
An original medical
certificate/letter from the relevant
hospital confirming the nature
and severity of the circumstances,
and time period of hospitalisation.
It would be helpful if this letter
could also confirm the likely
period of impact on the student’s
ability to undertake formal
assessment and/or study.
An original medical
certificate/letter from an
appropriate medical professional
or counsellor.
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Circumstances
Examples of required evidence
Serious illness or
death of a family
member or close
friend
An original medical
certificate/letter from an
appropriate medical professional
or a copy of a death certificate or
a letter from the family doctor or
a Coroner’s Report. This may be
accompanied, if necessary, by
formal documentation confirming
relationship with the deceased.
A letter or note confirming the
date of the funeral, or a copy of a
funeral service.
Funeral (not
covered by
circumstances
above)
Being the victim of
a serious crime
Crime report and number.
Legal proceedings
Documentary evidence from the
court or a solicitor.
Jury Service
Documentary evidence from the
court.
A material
administrative error
or a
mistake/irregularity
in the conduct of an
assessment event
or outcome
Appropriate documentary
evidence such as a copy of an
email which raises/reports issues
to a member of the School.
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Guidance
Where the impact of the crime has
resulted in the student suffering
serious injury, illness or
hospitalisation lasting more than 7
days, or has required other support
(for example counselling or other
mental health or wellbeing support),
then this may fall within Extenuating
Circumstances through one of the
other categories in this table.
In circumstances where a student
has raised an issue in, for example,
an examination (such as other
students being disruptive), then the
student affected should ensure that
they raise the issues with the
invigilator during or immediately
after the examination so the issue(s)
can be recorded.
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Other significant
circumstances
6.4
Appropriate documentary
evidence.
This list of circumstances is not
exhaustive. The University accepts
that other circumstances may arise
which are not detailed in this policy.
In such cases, students should
submit their Notification of
Extenuating Circumstances,
providing specific facts and with
appropriate supporting evidence.
The following table gives examples of circumstances that would not normally be
accepted for consideration of Notification of Extenuating Circumstances:
Circumstances
Failure to read the
examination
timetable or
assessment
deadlines or
assessment
requirements
properly
Pressure of work
associated with
assessment
preparation and/or
exam stress
Guidance
Students are responsible for ensuring they read and understand
examination timetables, assessment deadlines and assessment
requirements, seeking clarification as appropriate.
Deactivation as a
result of nonpayment of debt
If a student is a debtor to the University and subsequently has their
student record deactivated thereby suspending their access to IT and other
University facilities, then this is not acceptable as a basis for a Notification
of Extenuating Circumstances.
Feeling some level of pressure and/or anxiety leading up to and during an
assessment(s) is a common experience of many students. It is not
considered to be an acceptable extenuating circumstance unless a medical
diagnosis of illness has been made and evidence can be provided. In
circumstances where a medical diagnosis has been made, a Notification of
Extenuating Circumstances can be submitted with the appropriate evidence
in accordance with the table in 6.3 of these Processes.
Minor illnesses (e.g.
coughs, colds, sore
throats etc)
Self-induced
conditions (e.g.
hangovers)
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Circumstances
Religious festivals
Guidance
The University respects the rights and religious views of its students and
will make every attempt to schedule exams avoiding any holy days;
however this is not always possible. As there is already provision in place
for students to email the Academic Registry and their School with any
individual circumstances prior to the published deadlines (please refer to
the Student Exam Guide), then religious festivals are not an acceptable
basis on which to submit a Notification of Extenuating Circumstances.
Personal disruptions
which could have
been anticipated
(e.g. holidays)
Students are expected to plan around assessment submission dates and
examination dates. The University publishes the examination period dates
well in advance. These are on the Term Dates Calendar for the current and
forthcoming three years. They are also published in more detail on the
Student Exam Guide web page around September each year. Students can
also view their examination timetable in NOW. The details on when
timetables are published in NOW are detailed on the Student Exam Guide
web page.
Accommodation
disturbances (e.g.
moving house,
housemate
disturbances)
Disturbances from housemates would generally be considered to be normal
and therefore not acceptable as a reason for Extenuating Circumstances.
Transport issues
It is expected that students will ensure they arrive at the assessment on
time, irrespective of the form of transport used or relied upon. An inability
to travel as a result of circumstances beyond the student’s control may
though constitute sufficient cause. Students would, however, allow a
reasonable contingency time in any travel arrangements as moderate
delays are considered a normal expectation.
IT and/or computer
failure / and/or
failure to save work
properly
Students are responsible for ensuring all work which is electronically
generated, stored, and/or submitted is sufficiently backed up. Loss or
corruption of files or failure to save work properly are not an acceptable
reason for Extenuating Circumstances.
Scheduling of
assessments and
deadlines
Deadlines and examinations scheduled close together are unlikely to
constitute acceptable circumstances for Extenuating Circumstances. As
noted above, the University publishes the examination period dates well in
advance. These are on the Term Dates Calendar for the current and
forthcoming three years. They are also published in more detail on the
Student Exam Guide web page around September each year. Students can
also view their examination timetable in NOW. The details on when
timetables are published in NOW are detailed on the Student Exam Guide
web page.
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Circumstances
Being reluctant to
disclose the
circumstances for
any reason (e.g.
describing oneself
as ‘a private person’
as a reason for nondisclosure).
Guidance
The University can only consider circumstances if they are disclosed in
accordance with this policy.
The University recognises there may be circumstances which students are
unwilling to disclose online due to the highly sensitive nature of the
circumstances. In such cases, it is important that the student discloses
these circumstances to the NECC and that a confidential written record of
any discussion is retained on the students file for reference (rather than
the online system) should it be required in a Request for Reconsideration
or Appeal.
PLEASE NOTE, where students fail to notify the University of
circumstances which may impede their academic performance, they must
be aware that this non-disclosure may affect any future application for
Request for Reconsideration or Academic Appeal should the University
deem the late disclosure and the evidence provided to be that which could
have previously been made available to the NECC, NECP, Board of
Examiners or Reconsideration Panel.
Criminal Conviction
Any disruption caused by either investigation of a criminal offence or
subsequent sentence is not acceptable as a basis for Extenuating
Circumstances. As Court proceedings dates are often known well in
advance, it is expected that students involved in such proceedings plan
their studies around such dates, unless the student is required to attend
Court on the day of an examination or assessment.
7. Responses to Extenuating Circumstances
Extenuating Circumstances are likely to differ in severity and, because they will
affect individuals to varying extents and present diverse practical challenges
7.1
This Process seeks to describe a process by which decisions about Extenuating
Circumstances are made in the light of a student’s contingent circumstances.
Factors to consider include:
a. the nature of the Extenuating Circumstances and the likely duration of their
impact;
b. the extent of learning that the student has missed during the module(s);
c. the student’s knowledge about the effect of their situation on any
preparation for forthcoming assessment tasks;
d. the impact of any delay in assessment in one or more module(s) on work in
other modules;
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e. any implications for the timing of progression or graduation;
f.
7.2
the final date by which coursework will need to be submitted in order for it
to be considered by the Board of Examiners.
Where Extenuating Circumstances are claimed and upheld (and such claims have
been made prior to an assessment event or submission date), the University’s
response will be to:
a. provide a short extension to an assessment deadline where this is
appropriate and practicable; or
b. provide the opportunity for the student to be assessed at the next available
assessment point (see explanatory note) and, where the next available
opportunity is to be considered a first sit, for the mark to be uncapped; or
c. provide the student with the opportunity to vary their rate of study or take
a leave of absence, as set out in QHS2A.
 The School will decide what constitutes the next
available assessment point
 Where the student is undertaking a course and/or
module which is jointly delivered by more than
one School, the School making the decision on
the NEC and on what constitutes the next
available assessment point must ensure the
partner School(s) are suitably informed of the
decision. (see 4.2.e above)
7.3
A student may notify the University of their Extenuating Circumstances at any
time of the academic year (including outside term-time) and, as appropriate,
seek support from their School or from Student Support Services.
7.4
Where the circumstance is likely to impact upon assessment, or has already done
so, the timing of the notification is important.
8. Upheld claims
8.1
page
Where the notification is made before an assessment event or submission date,
permission may be given for a short extension, as outlined in the Common
Assessment Regulations (Quality Handbook Sections 16A-C). Extensions will only
be given after careful consideration of both the nature of the assessment and the
Extenuating Circumstance(s) and may not be appropriate in all cases. The Common
Assessment Regulations set out the length of extensions that may be granted. The
University will endeavour to work with the student to determine the timeframe
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(within the permitted extension timeframe as set out in the Common Assessment
Regulations) and the support that they might require to be able to perform at their
optimal level.
8.2
Whilst an application for an extension is under consideration, a student should not
assume that it will be granted and should therefore aim to submit their assessment
to the original deadline.
8.3
A maximum two extensions may be granted for an individual assessment. Each
extension may be granted up to the maximum period as set out in the Common
Assessment Regulations. Should a student seek a third or more extension(s) for
the same individual assessment, then the NECC should consider whether the
student should be provided with the opportunity to be assessed at the next
available opportunity or to vary their rate of study (see QHS2A). The NECC should
also consider referral to Student Support Services where appropriate.
8.4
Where the NECC upholds the student’s Extenuating Circumstances claim and where
an extension is not deemed to be appropriate because of the nature of the
circumstance(s) or the nature of the assessment (e.g. the event is an examination)
and the student believes that their performance will be impeded if they submit or
attend according to the scheduled assessment timeframe, then the University can
allow the student the opportunity to be assessed at the next most appropriate
assessment date. This will be as a first or further attempt. This decision will need
to be ratified by the relevant Board of Examiners.
8.5
Where the notification is made after an assessment event or submission date, and
the student has not undertaken the associated assessment or submission of work,
extensions will only be considered if notification is made by the student within 5
working days of the submission date, and will not be permitted unless the
circumstance itself explains the delay in notification to the University’s satisfaction.
8.6
Where the Notification of Extenuating Circumstances is made later than 5
working days after an assessment event or submission date, and the student has
not undertaken the associated assessment or submission of work, and the
circumstance itself explains the delay in notification to the University’s satisfaction,
the University may allow the opportunity for the student to be assessed at the next
most appropriate opportunity. Such a decision by the University must be ratified by
the relevant Board of Examiners.
8.7
If the Notification of Extenuating Circumstances is made after the relevant Board
of Examiners, and/or if it concerns unanticipated impaired performance in an
assessment which has been attempted, it should be made using the
University’s Quality Handbook Section 17B: Academic Appeals Procedures.
Students should refer to the Request for Reconsideration (R4R) process which is
set out in these procedures. Students can seek guidance on the R4R process from
their Schools.
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8.8
The implications of this Process are that students with substantiated Extenuating
Circumstances need to make a judgement (supported wherever possible by
University staff and appropriate evidence) about whether or not they wish to be
assessed alongside their cohort within the scheduled timeframe of the assessment.
Where they feel that their performance may be impeded, then students might be
advised not to submit the work or attend the assessment event after seeking
advice.
8.9
In this context, if students decide to submit or attend an assessment event, then
they are accepting that their performance will be judged on its merits alongside
that of their peers and will be considered by the University to be fit to undertake an
assessment, and a student cannot thereafter submit a Notification of Extenuating
Circumstances under this Process. Students may use the Request for
Reconsideration Process (refer to Quality Handbook Section 17B Academic Appeals
Policy and Process).
9. Submitting a request
9.1
Submission of a Notification of Extenuating Circumstances must be made using the
NEC section of the online Academic Appeals portal and should be supported by
appropriate evidence.
9.2
Examples of acceptable and unacceptable evidence can be found in paragraph 6 of
this process.
9.3
The notification of and response to Extenuating Circumstances involves specific
responsibilities for both the student and the University. The role of the student is
described in sections 4.1 and 10 of this document.
9.4
In each academic School, the Dean will identify appropriately qualified and
experienced academic staff to act as a Notification of Extenuating Circumstances
Contact (NECC) who will be the first point of contact for students wishing to notify
the University of Extenuating Circumstances. The name(s) and contact details of
these staff will be made known to students (for example by; inclusion in student
handbooks, through year group meetings, personal academic tutorials). The role
of the NECC is described in section 11 of this document.
9.5
In each academic School, the Dean will identify appropriately qualified,
independent and experienced academic staff to act as a Notification of Extenuating
Circumstances Panel (NECP) which is responsible for the overall effective and
objective implementation of this policy. The NECP will consist of at least three
members of academic staff. The role of the NECP is described at section 12 of this
document.
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10. The role of the student
10.1 The student must inform the NECC as soon as practically possible of circumstances
beyond their control which they believe will impede their performance in
assessment, or prevent them from attending an assessment event or meeting a
submission date.
10.2 The student must complete the Notification of Extenuating Circumstances form and
submit it to the NECC using the online Academic Appeals Portal along with
supporting evidence. Where the NECC regards the claim as substantiated, the
student may be expected to discuss with the NECC what actions may be required
to allow the student to perform to the best of their ability. Actions should be
informed by a consideration of the factors described at section8.1 of this
document.
10.3 It is the student’s ultimate responsibility to decide whether or not they wish to be
assessed alongside their cohort within the scheduled timeframe of the assessment.
If a student decides to submit or attend an assessment event, then they are
accepting that their performance will be judged on its merits alongside that of their
peers and that they are fit to undertake the assessment. Students are strongly
advised to seek help with this decision from the NECC.
10.4 In those cases where a student is claiming that there has been a material
administrative error or a mistake/irregularity in the conduct of an assessment
event or outcome, the NECC will endeavour to resolve this as quickly as possible.
11. The Role of the Notification of Extenuating Circumstances
Contact (NECC)
11.1 Once the student has completed the Notification of Extenuating Circumstances
(NEC) application and provided supporting evidence, this will be considered by the
NECC who will first determine whether the evidence presented substantiates the
claim that is being made. Where necessary the NECC may request that the
student provide further evidence or may undertake an investigation. Where
deemed appropriate by the NECC, the NECC will have a discussion with the
student.
11.2 Having reviewed the Notification of Extenuating Circumstances and any other
evidence or information gathered, the NECC shall make a judgement, inform the
student, and take action in accordance with the following paragraphs. In
determining the appropriate outcome the NECC will refer to the range of factors
outlined previously.
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11.3 The Extension Request outcome is to be confirmed to the student within 5 working
days.
Where an Extension Request is approved, the NECC shall confirm an extension of
either 5 or 10 working days to the student and notify the NECP. The decision as
to whether the extension should be of 5 or 10 working days is at the discretion of
the NECC and will be taken after careful consideration of the factors outlined
previously. No extension periods other than 5 or 10 working days or, to the next
assessment opportunity as determined by the School are permitted (please refer to
7.2 and 7.3 of this Process). Up to a maximum of two extensions per individual
assessment are permitted in accordance with paragraph 8.1 of this Process.
11.4 If the Notification of Extenuating Circumstances is to be upheld but is not to be
referred to the NECP, then the NECC will confirm the outcome to the student within
5 working days of receipt of the claim.
11.5 If the Notification of Extenuating Circumstances claim is not considered to be
upheld, the NECC shall notify the student and notify the NECP of the decision
within 5 working days of receipt of the claim.
11.6 Although it is the student’s ultimate responsibility to decide whether or not they
wish to be assessed alongside their cohort within the scheduled timeframe of the
assessment the NECC should offer support in the making of this decision where the
student has made the NECC aware of their circumstances. The NECC should
endeavour to ensure that the student understands that if they decide to submit or
attend an assessment event, the student will be deemed by the University to be fit
to undertake the assessment event and their performance will be judged on its
merits alongside that of their peers.
11.7 Where the Notification of Extenuating Circumstances claim is upheld and, for
example, if the Extenuating circumstance(s) is/are particularly complex and/or
ongoing, or if the assessment is a scheduled event which cannot be delayed, or if
the notification is made later than 5 working days after the assessment event or
submission date, the NECC shall inform the student within 5 working days of
receipt of the claim that their claim is upheld and that it will be referred to the
NECP to be logged and communicated to the Board of Examiners for ratification.
11.8 Where the NECC considers that the student needs to be referred for further or
specialist support, the NECC is responsible for signposting the student to the
appropriate source of support and facilitating access where necessary. The NECC
will also inform the student’s Course Leader. The School must retain a record of
advice provided to the student and of referrals to the University’s Student Support
Services in accordance with the School’s responsibilities as set out in paragraph 4.2
of this Process.
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11.9 Where the nature of the circumstance indicates a potential need for Individual
Requirements, the NECC should refer to the Course Leader and Student Support
Services. Individual Requirements might be indicated by repeated Notification of
Extenuating Circumstances applications of a similar nature. The Course Leader,
with advice from Student Support Services, will consider whether access
requirements that apply over a longer timescale may be more appropriate.
11.10 In cases where a student is claiming that there has been a material
administrative error or a mistake / irregularity in the conduct of an assessment
event or outcome, and the NECC is able to resolve this, they will do so as quickly
as possible and action the change. Where it is complex and cannot be speedily
resolved it shall be referred to the NECP for a decision.
11.11 Where the nature of the circumstance or evidence is such that the NECC cannot
make a decision about whether to uphold a Notification of Extenuating
Circumstances it shall be referred to the NECP for the NECP to make an appropriate
decision. The student will be informed of decisions on matters that are referred to
the NECP.
12. Role of the Notification of Extenuating Circumstances Panel
(NECP)
12.1 The NECP shall meet frequently throughout the academic year as determined by
each School. The responsibilities of the NECP shall include:
a. having oversight of all decisions made by the NECC(s), identifying any trends
across the School, and recording and tracking actions; and ensuring good
practice is identified and shared across the School;
b. making decisions about NEC outcomes for complex cases, which are referred to
them by the NECC;
c. receiving all claims relating to material administrative errors and resolving any
outstanding issues which the NECC has been unable to resolve;
d. reporting NEC outcomes to the Board of Examiners;
e. receiving an overview of students who submitted extension requests;
f.
reporting annually to School Academic Standards, Quality Committee (SASQC)
and Academic Registry on the implementation of this Process in order to
identify any staff or student development needs;
g. identifying for the Board of Examiners where individual cases may give rise to
further discussion;
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h. ensuring all NECP meetings are minuted and recording discussion and actions
relating to the above points.
12.2 The School shall retain all paperwork from NECPs should these be required for, for
example, Academic Appeals.
12.3 The NECP shall receive, from the NECC, a copy of all Notification of Extenuating
Circumstances and their outcomes. These shall be logged and the information
reported to the Board of Examiners.
12.4 Where a Notification of Extenuating Circumstances has been forwarded to the NECP
because the circumstance(s) is/are complex, the NECP shall determine whether the
claim is upheld.
12.5 The decision of an NECP on a claim will be communicated by the NECP to the NECC
and the student within 10 working days of the claim being referred to the NECP.
Where necessary, the student shall be directed to Student Support Services or
members of the course team by the NECC.
12.6 Where a case has come to the NECP because a student is claiming that there has
been a material administrative error or a mistake / irregularity in the conduct of an
assessment event or outcome, and the NECC has not been able to resolve this, the
NECP shall take appropriate action or shall refer the matter to the Board of
Examiners for a decision. The NECC and the student shall be notified of the
outcome.
13. The Board of Examiners meeting
13.1 The Board of Examiners will be presented with three lists of students from the
NECP in the format as follows:
a. A list of students whose claims of Extenuating Circumstances are deemed not
to be upheld on the basis of the evidence presented;
b. A list of students whose claims of Extenuating Circumstance are deemed to be
upheld on the basis of the evidence presented.
c. Individual cases (where extensions have been granted) which may give rise to
further discussion.
13.2 Schools will put in place arrangements appropriate to their local circumstances to
ensure that the decisions of the NECP are fully and properly communicated to the
Board of Examiners. This may include a requirement that the Chair of the NECP will
attend the Board but not as a member.
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13.3 Where the Board of Examiners’ deliberations and decisions necessitate it, the Chair
of the NECP may further brief the Chair of the Board of Examiners on the nature of
a student’s circumstances, which would otherwise remain confidential.
13.4 The Board of Examiners will consider the NECP report as part of the overall
academic decision-making process relating to the performance and progress of the
students concerned.
14. After the Board of Examiners meeting
14.1 All students will be notified of decisions of the Board of Examiners regarding their
academic performance normally within ten working days of the date of the Board of
Examiners Meeting, together with the outcome of the NECP’s consideration of any
representation.
14.2 The Procedure of the University is that notification of results is made via electronic
posting and students are required to access online results via the University’s
website.
15. Courses operated under collaboration and partnership
arrangements
School-based collaborative provision
15.1 Submissions of Notification of Extenuating Circumstances, Request for
Reconsideration or Appeals should be to the University via the Centre.
Validation Service provision
15.2 Collaborative partners that have been awarded Validation Centre status will
develop and operate their own processes for dealing with NECs and Appeals.
Students do not have the right to approach the University until all local procedures
have been exhausted. The University’s role in reviewing any Appeal application is
to ensure that the Centre has followed its own processes correctly.
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Policy owner
Academic Registry
Change history
Version:
Approval date:
Implementation date:
Apr 2016
Sept 2016
30.09.16
Equality Impact Assessment
Version:
EIA date:
Sep 2015
09.02.16
Sep 2016
30.09.16
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01.10.16
Nature of significant revisions:
New set of regulations agreed at Academic
Board
Updating only
Completed by:
CADQ
CADQ
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Appendix 1: Standards of evidence
All claims made under this process must be supported by independent, reliable
documentary evidence of a student’s inability to comply with the assessment
requirements or to attend teaching or to undertake required study.
The burden of proof lies with the student at all times.
The University reserves the right to take such steps as deemed necessary to verify
evidence submitted without prior notification. Where the University is unable to
authenticate the material to its satisfaction, the application may be unsuccessful.
Evidence presented with a Notification of Extenuating Circumstances must meet the
following standards and should be:
a.
Written by appropriately qualified professionals who are independent of the student.
These include, for example, a student’s personal tutor, Halls of Residence Wardens,
Student Support Service staff as well as suitably qualified medical practitioners and
other professionals.
b.
On headed paper, and signed and dated by the author. Evidence presented by email
may be acceptable if the email has been sent by the author from the official domain
name of the author’s organisation. Extracts of numerous emails merged into single
documents are not acceptable as evidence.
c.
Confirmation specifically that the circumstances were witnessed on the relevant date
as opposed to being reported retrospectively (i.e., a doctor’s note which states a
student told them they were ill several months prior to the note being issued is not
acceptable as evidence).
d.
In English. It is the student’s responsibility to provide supporting documentation and
any translation should be undertaken by an accredited translator (e.g., be a member
of the Association of Translation Companies (http://www.atc.org.uk/en/).
e.
Original. Scanned copies of original documents will be accepted for upload to the
online Academic Appeals System. However, original hard copies may be requested at
any time.
f.
Unaltered by the student. Documentation that has been amended for any reason will
be deemed inadmissible by the University. If there is evidence that a student has
fraudulently presented documentation to the University, the matter will be referred
to the relevant School Dean who will consider it under the Student Code of
Behaviour.
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Appendix 2: NEC Workflow
Student submits an NEC claim no
later than 5 working days after
the original submission deadline.
School Administration Team will
allocate to the School NECC
NECC reviews NEC claim, if
appropriate discusses the
options with the Student.
If additional support is required from another department within the
University, the application will be forwarded to the relevant team
(such as Wellbeing in Student Support Services) to make contact with
the Student. This may include setting up Individual Requirements.
Inform NECP or NECC of
advice given to student
Decision sent to the student
within 5 working days
Referred to NECP and
student notified
within 5 working days
Upheld/
Not upheld
Referred to NECP
BoE informed of the
outcome
NECP review the
application and inform
student and NECC of
decision within 10
working days
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