I’m having some issues which I’m worried will negatively impact on my academic performance this year- what are my options?
Fit to Sit
You may choose to go ahead and submit your assignments and sit your exams in spite of the issues you are dealing with. If you do so, you should be aware that you will not be able to claim at a later date that whatever circumstances you are dealing with should be taken into account.
If you sit an exam or submit an assignment, you are indicating to the University that you are “Fit to Sit” and that you understand that no allowances will be made for your situation.
Extension
Where the Module Leader accepts that there is a “good reason” why a short extension may be appropriate, they can grant an extension of up to 72 hours. A “good reason” might include circumstances which are exceptional, unforeseeable and unpreventable. Pressure of work, computer breakdown, etc. would NOT usually be considered to be “good reasons”.
Extensions cannot be given for examinations, and only one extension for any module will be given.
Leave of Absence
If you are experiencing difficulties in completing work on all of the modules on your programme, you might consider taking a leave of absencewhich is a suspension of studies agreed between you and the University. You should talk to the University or Sunderland SU about this, as there may be implications to taking a leave of absence, for things like student finance or visas.
Extenuating Circumstances Claim
If your academic performance is likely to be negatively affected by exceptional circumstances which are outside your control, it may be appropriate for you to make a claim to have these extenuating circumstances taken into account. When extenuating circumstances are accepted, the assessment board will decide what action should be taken. Normally the assessment decision is a deferral, which would allow you to submit the assessment at a later date.
Reasonable Adjustments for disability
The University has procedures to manage the needs of disabled students and may agree to make reasonable adjustments in relation to assessments on the basis of these needs. Disability Support will work with disabled students to establish if adjustments are necessary and what these should be. If the needs of a disabled student change over the course of the year, Disability Support should be contacted again for further review.A review can be undertaken up to 4 weeks prior to the assessment/examination and it is your responsibility to make an appointment with the Disability Support Adviser if necessary.
Claiming for Extenuating Circumstances
What are the circumstances?
Circumstances which may be considered to be Extenuating Circumstances are generally those which are outside of your control and which are unforeseeable and unpreventable. They should also be serious enough to have a adverse impact on your performance. Examples might include bereavement, serious short term illness or accident, or significant adverse family or personal circumstances.
Circumstances such as computer failure, minor illness, holidays and financial issues will NOT usually be considered to meet the requirements of Extenuating Circumstances.
What evidence can you provide to show that the circumstances exist?
In considering your claim, the Extenuating Circumstances Panel, and Assessment Board will want to see evidence of your circumstances and the effect of those circumstances on your performance. Think about what you can provide in support of your claim.
If your claim is that you suffered from some serious medical issue, you will need evidence from a doctor who saw you DURING your illness. If you go to a doctor AFTER your recovery and tell them that you were ill previously but are not currently, they will not be able to provide evidence of this illness.
If you’re struggling to find evidence to submit at the same time as your claim for extenuating circumstances, don’t worry and submit the claim with whatever you have at the time. You may be able to discuss what you have, and what alternatives may be suitable, with the University when you submit your claim.
How are the circumstances affecting your academic performance?
Be aware that the Panel will look at WHEN the circumstances arose and HOW they could have affected your performance.
For example, if you claim that a sudden illness resulted in you being unable to complete an assignment on time, but produce a doctor’s note which shows that you became ill the day AFTER the submission deadline, the Panel is unlikely to accept that it could have affected your performance.
How do I make my Extenuating Circumstances claim?
The University has a form which you can use to make an extenuating circumstances claim. You can find the form here and when complete it should be returned to the relevant person for your faculty as listed here and not to your programme leader. You must supply all supporting evidence at the same time that you make your request for Extenuating Circumstances.
You should complete the form as clearly and concisely as possible. As a guide, make sure that you are clearly stating:-
- What the circumstances are
- Dates of when the circumstances arose and what the current situation is
- How your circumstances are impacting on your academic performance- be clear about which pieces of work you are referring to
- What evidence you have attached and how it confirms what you have said in your claim
What are the time limits?
You should submit your claim for Extenuating Circumstances as soon as possibleand in advance of the assessment date. Applications made after this date will not be considered unless you can show that you could not reasonably made the application on time, for example if you were medically unable to do so. Applications for Extenuating Circumstances after the relevant assessment board has met will not be considered.
Be aware that, if you sit in exam or submit an assessment (including submitting an assessment after the deadline), then you are indicating to the University that you consider yourself “Fit to Sit”. If you later claim that you had difficulties which affected your performance, no allowances will be made for you.
However, if you do choose not to sit an exam or submit an assessment and instead make a claim for extenuating circumstances, then you should be aware that, if your claim is unsuccessful then you may be in a difficult position. The University will record your mark as “non-submission” with an unsuccessful claim for extenuating circumstances, and this is the equivalent of failing the assessment. The consequences of this will depend upon your academic performance and history. You may be referred and allowed to re-sit the assessment, possibly with your mark capped at 40% but, in some circumstances e.g. if you have repeatedly failed to submit work, the University may withdraw you from your course following this result.
What happens next?
Your claim for Extenuating Circumstances will be considered by the Extenuating Circumstances Panel (ECP) within your Faculty. You will not attend the Panel meeting and so the decision will be made on the basis of the evidence you submit in advance. The Panel will then advise the Assessment Board whether they find that the documentary evidence supports your claim, and whether the circumstances could have affected your performance.
The Assessment Board will then consider whether the claim is relevant to the assessment period. The Assessment Board will generally accept the findings of the ECP, but does have the right to over-rule in some circumstances, for example where additional evidence comes to light.
The Assessment Board will decide what action should be taken- the usual action is to defer the assessment to a later date, with the full range of marks being available. This decision will be sent to you in writing.
What if my claim for Extenuating Circumstances is unsuccessful?
If your claim is unsuccessful you will be informed of the consequences of this in writing. If you wish to appeal against the decision then you can do so under the Academic Appeals procedure. The following grounds can be used for Appeal:-
- There was a material procedural irregularity in the way the Faculty handled the claim
- The ECP and Assessment Board did not consider the claim and all supporting evidence
- There is exceptional, compelling and evidenced reason why the student did not file the claim on time
Key points on Fit to Sit and Extenuating Circumstances
Fit to Sit
If you sit an exam or submit an assignment, you are indicating to the University that you are “Fit to Sit”.
If you have indicated that you are “Fit to Sit”, you cannot claim at a later date that you had Extenuating Circumstances which affected your performance.
Extension
Are you dealing with unexpected circumstances in the run up to an assignment deadline which may affect your performance?
Your Module Leader has the power to grant an extension of up to 72 hours if they accept that there is a good reason to do so.
Examples of good reasons and not so good reasons?
Extenuating Circumstances
If you’re thinking about claiming Extenuating Circumstances:-
-Find out whether your circumstances are likely to be accepted by Uni policies
-Think about how you will prove your claim and gather evidence such as doctors notes
-Make sure you submit your claim on time- know when the Panel will sit to consider claims