Personal Learning Plans, Assessments and Exceptional Factors
Guidance for academic staff
May 2014
1. Introduction and Purpose of the document
1.1 It is possible for students, under certain circumstances, to provide evidence to the Exceptional Factors Panel for assessed course work submission dates to be adjusted .
1.2 It is also possible for disabled students who have a Personal Learning Plan which states so, to request a revised submission date on the basis of their disability without going through ‘Exceptional Factors’.
1.3 The purpose of this document is to provide guidance for academic staff on:
· When to consider a student’s request for a revised submission date due to a Personal Learning Plan (PLP) recommendation
· When to refer the student to the Exceptional Factors Panel.
1.4 For this reason, it is important that it is read in conjunction with the relevant procedure for Exceptional Factors: http://www.mmu.ac.uk/academic/casqe/regulations/assessment/docs/appendix_2_exceptional_factors.pdf.
1.5. Please note: A disabled student (with a personal learning plan), who is unable to sit an examination (or time restricted class test) due to a disability related issue ,which could not have been addressed prior to the exam/ test,will still need to go through the Exceptional Factors process.
However, a statement confirming the reason for the absence from a Departmental Disability Coordinator will suffice, rather than the student being required to present medical evidence. If, however, the Departmental Disability Coordinator is in any doubt about the validity of the request, or does not feel qualified to judge, the student can still be asked to present medical evidence for the approval of the Exceptional Factors Panel.
2. The Personal Learning Plan recommendation relating to renegotiating revised submission dates
2.1 If the following statement is in a disabled student’s Personal Learning Plan, the student has the right to request a revised submission date.
“Consider reasonable requests for renegotiated deadlines (if disability-related)”
2.2 The following phrase also appears in the student responsibility section of the PLP in order to reinforce the message:
“The expectation is that as far as possible you will meet all coursework deadlines. You can discuss, and may be able to renegotiate deadlines for reasons related to your disability by speaking to your tutor well in advance of the deadline.”
If this statement is not present in a disabled student’s Personal Learning Plan, then s/he does not have the right to request a revised submission date under the PLP and must be referred to Exceptional Factors.
2.3 Please note: The student may also be referred back to the Learner Development Service to discuss whether it would be appropriate to add the entitlement to request a revised submission date to the list of recommendations relating to that student, particularly if circumstances have changed since the PLP was originally produced.)
3. Examples of when it may be appropriate to re-negotiate a revised submission dates through a Personal Learning Plan
3.1 It is expected that disabled students will meet original assessment submission dates wherever possible. However, there will always be situations when a disabled student may legitimately struggle to meet the original deadline, and when it may be entirely appropriate for them to renegotiate.
Examples include:
· The student is still in the process of applying for Disabled Students’ Allowance, which means they may not have had access to the relevant equipment, software packages or 1:1 specialist support to enable them to meet the original deadline.
· The submission date was set at relatively short notice and the nature of the disability is such that the student requires a longer amount of time to prepare and complete the coursework (For clarification on what conditions this may cover contact the Learner Development Service.)
· The disabled student has a large number of submission dates within a short period.
· The student’s disability is classed as a ‘fluctuating condition’ and a ‘flare-up’ may have impacted on their ability to meet the original submission date. (For clarification on what conditions this may cover contact the Learner Development Service.)
· The student may be dependent upon timetabled support staff, for example, library support workers and note-takers, and there may have been problems relating to this support thus affecting the student’s ability to meet the deadline.
3.2 If a student misses original submission dates for reasons that are nothing to do with their disability, for example a family bereavement, then evidence must be submitted through the Exceptional Factors process in the usual way, even if their PLP states they can renegotiate submission dates.
If in doubt, contact the Learner Development Service for guidance on ext. 3491.
4. Principles Underpinning the Process – (See Appendix 1 for checklist)
4.1 Assessment
4.1.1 The key principle underpinning assessment is that the objectives of the academic programme are met according to the University’s, and the programme’s, assessment and progression principles and regulations (MMU Assessment Regulations for Taught Programmes). http://www.mmu.ac.uk/academic/casqe/regulations/assessment.php
4.1.2 Disabled students’ marks or grades for assessments should not be altered because of their disability: they should be assessed in such a way that they are neither systematically penalised nor systematically advantaged. http://www.mmu.ac.uk/academic/casqe/regulations/assessment/docs/appendix_4_disabled_students.pdf , Clause 5
4.2 A designated member of academic staff should consider requests for revised submission dates from disabled students
4.2.1 Each academic department (or equivalent) should identify one member of staff to oversee all requests for revised submission dates from disabled students with PLPs, to ensure consistency of approach and maintain an overview of the impact of the full range of assessments on the student. This role should be undertaken by the Departmental Disability Coordinator (DDC) or nominated representative (see Appendix 2).
4.3 Length of revised submission date
4.3.1 There is no standard duration for a revised submission date. Deadlines should be negotiated on a case-by-case basis, taking into consideration the course requirements and the student’s engagement, both with the course and support available.
It may be entirely reasonable to give one student a renegotiated submission date for a few days’ time, and another in a couple of weeks for the same assignment, provided there is a justification for these decisions.
4.3.2 Once a submission date has been renegotiated, staff have fulfilled their duty to make a reasonable adjustment.
4.4 Requests for revised submission dates for the same piece of work
4.4.1 Only one revised submission deadline can be approved for the same piece of work.
Agreeing to repeated requests for revised submission date for the same piece of work could be considered giving an unfair advantage to disabled students as the initial extension will be deemed to be the reasonable adjustment to ‘level the playing field’.
4.4.2 If, after the initial revised deadline, the work has still not been completed by the disabled student, then the regulations of non-submission or late submission of coursework will apply: http://www.mmu.ac.uk/academic/casqe/regulations/assessment/docs/appendix_1_coursework.pdf
4.5 Requests for multiple revised submission dates for different pieces of work
4.5.1 Any renegotiated submission dates for assessments should be considered within the context of other pieces of work that require completion. Renegotiated submission dates in certain circumstances can be counter-productive, as they can have a knock-on effect on the completion of other pieces of work and on revision schedules. For this reason, it is important to have a Departmental Disability Coordinator/ nominee overseeing all requests.
4.6 Ongoing difficulties meeting coursework deadlines
4.6.1 If a disabled student experiences persistent difficulties with meeting deadlines because of the disability, then academic staff should raise this with the Departmental Disability Coordinator (DDC). The DDC should speak to the student to check what the issues are and, with the student’s permission, contact the Learner Development Service (LDS) on ext. 3491 or to see if it may be appropriate to review the support available to the student and discuss any alternatives to methods of assessment/attendance. http://www.mmu.ac.uk/academic/casqe/regulations/assessment/docs/appendix_4_disabled_students.pdf
4.6.2 For some conditions, such as mental health conditions, agreeing repeat extended deadlines without considering the wider impact this may have may not always be in the best interest of the student, and may in fact make the situation worse.
4.6.3 Specific advice and support on how to support students with mental health difficulties can be found by contacting Counselling, Health and Wellbeing on ext. 3493 or
4.6.4 Any student wishing to withdraw or suspend their studies should be referred by the Departmental Disability Coordinator, in the first instance, to the relevant Student Support Officer. If a student wishes to transfer onto a part-time route, they should be advised to discuss this with the Programme Leader. The Learner Development should also be consulted on the impact this will have any Disabled Students Allowances the student is in receipt of.
4.6.5 Occasionally, requests may need to be negotiated retrospectively for students who are absent from the university for reasons relating to a disability (for example, hospitalisation) and have, therefore, not been able to request a revised submission. In these cases, medical evidence should be requested.
4.8 Revised submission dates for Group work
4.8.1 Revised submission dates for assessed group work activities are not acceptable. Disabled students are advised by the Learner Development Service that PLP recommendations apply to individuals only and cannot be allowed to impact on other students.
5. Action to be taken after approving a request for a revised submission date
5.1 Once a revised submission date has been approved on the basis of the Personal Learning Plan, the Departmental Disability Coordinator (or equivalent) must make it clear to the disabled student that further extensions for the same piece of work are not permitted (see 4.4) and the potential consequences of missing the revised submission date should be made clear. See assessment regulations relating to coursework submission:
http://www.mmu.ac.uk/academic/casqe/regulations/assessment/docs/appendix_1_coursework.pdf
5.2 The Departmental Disability Coordinator (or equivalent) must meet with the disabled student, and it is his/ her responsibility to complete a Personal Learning Plan (PLP) Coursework Submission Form, on behalf of the student, for the piece of work to which the revised submission deadline relates. (See Appendix 3).
5.3 The Departmental Disability Coordinator (or equivalent) should immediately email or send the completed (PLP) Coursework Submission Form to the Coursework Receipting Office/Student Life Office, ensuring the student also gets a copy. Details of each Campus/Faculty Coursework Receipting Office/Student Life Office can be found at www.coursework.mmu.ac.uk. This website also contains unit as well as student submission information.
5.4 The student will receive a confirmation email of the revised submission deadline. The revised date will show on the Coursework Cover Sheet for that piece of work and in ‘My Assignments’ against the relevant piece of work.
5.5 Academic staff can access and download the Personal Learning Plan (PLP) Revised Coursework Submission Form (see Appendix 3).
5.6 The Student Life Office will make available to the Exceptional Factors Panel a report listing those students who have had revised submission dates approved related to PLPs. The report will outline the number and length of ‘extensions’ the student has had. This information, in addition to any Exceptional Factors claims that may have been submitted for other reasons, will provide the Exceptional Factors Panel with a clear overview.
Pauline Ford Rita Lewin
Head of Faculty Student & Academic Services Head of Student Employability and
Manchester School of Art/ Success & Deputy Director of
Faculty of Humanities, Languages & Social Science Student Services
May 2014
Appendix 1
Checklist for identifying if the request should be based on the PLP or whether a referral to Exceptional Factors is required.
Basis of the request / Does student have a PLP? / Does the PLP contain the statement‘Consider reasonable requests for renegotiated deadlines (if disability-related)’? / Action to be taken
Disability related request / YES / YES / The student should make an appointment to see the Departmental Disability Coordinator to discuss the possibility of a revised submission deadline. Section 5 outlines some key points to discuss when considering the request
Non-disability related request / YES / YES / If the student is experiencing difficulties meeting deadlines for reasons NOT related to their disability e.g. the bereavement of a close relative/family member, then the student will have to go through the normal exceptional factors procedures. Full details of which are found at http://www.mmu.ac.uk/sas/studentservices/guidance/
Disability related request / YES / NO / If the student’s PLP DOES NOT state the student can negotiate revised coursework submission/Assessment date and the student is experiencing difficulty meeting deadlines for reasons related to disability (e.g. condition has deteriorated), the student should be referred to the Learner Development Service at: http://www.mmu.ac.uk/sas/studentservices/learner-development/
Non-disability related request / YES / NO / If exceptional circumstances, which are not related to the disability, prevent a student from attending, completing or submitting an assessment on time, the student will have to go through the normal exceptional factors procedures. Please refer students to the guidance notes at: www.mmu.ac.uk/sas/studentservices/guidance/
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Appendix 2
GUIDANCE FOR DEPARTMENTAL DISABILITY COORDINATORS (OR EQUIVALENTS) ON SUPPORTING DISABLED STUDENTS THROUGH REQUESTS FOR REVISED SUBMISSION DATES.
The Departmental Disability Coordinator (DDC) should read the Personal Learning Plan (PLP) of the student prior to meeting with him/her. The ‘Information for Staff’ section on the PLP will provide information on the nature of the disability and justification for the recommendations.
When meeting with the student, it is essential that the DDC explores the reason for the request in a sensitive way. Only by having a one-to-one discussion, and asking the right questions, is it possible to make a fair and informed decision regarding the reasonableness and length of any request.
Please note: Any student who already has a PLP will have already submitted medical evidence about their condition to the Learner Development Service, so the purpose of the conversation should not be about proving a disability.
Issues/ Questions to consider when meeting with the student.
1. Are the reasons given by the student for the requested extension covered by the PLP?
Establish why the student needs an extension. If the information provided by the student does not broadly match with the PLP, please discuss this with the student and, with their permission, contact the Learner Development Service as appropriate.