Edinburgh Napier Uni: Deferral & Evidence for Extenuating Circumstances, Study notes of Decision Making

Download Edinburgh Napier Uni: Deferral & Evidence for Extenuating Circumstances and more Study notes Decision Making in PDF only on Docsity! THE UNIVERSITY’S ACADEMIC REGULATIONS: 2015-16 EXTENUATING CIRCUMSTANCES REGULATIONS Contents Page EC1 Extenuating circumstances EC1.1 Definition of Extenuating Circumstances EC1.2 Fit to Sit 2 EC1.3 Deferral of Assessment 2 EC1.4 Examples of Extenuating Circumstances 2 EC1.5 Examples of Circumstances Unlikely to Merit Consideration 3 EC1.6 Application for Deferral of Assessment 3 EC2 Submission of Applications for Deferral 4 EC2.1 Retrospective Application for Extenuating Circumstances 4 EC2.2 Supporting Evidence 4 EC3 Advice and guidance 5 EC4 Extenuating Circumstances Panel 6 EC4.1 Constitution of an Extenuating Circumstances Panel 6 EC4.2 School Extenuating Circumstances Panel 6 EC4.3 Schedule of Meetings 6 EC5 Procedure and decision making process of an Extenuating Circumstances Panel 7 EC6 Confidentiality 8 EC7 Requests to extend a period of Suspended Studies 8 Appendix Ia: Deferral of Assessment Form DA1 Appendix Ib: Extenuating Circumstances Form EC1 Appendix Ic: Flowchart for Retrospective Extenuating Circumstances process Appendix II: Extension Policy EC1 Extenuating Circumstances These regulations apply to all matriculated students of Edinburgh Napier University who believe that their ability to complete an assessment of any type has been adversely affected by extenuating circumstances that have had a detrimental effect on their academic studies or progression. All schools will appoint an Extenuating Circumstances Officer, who will be an experienced member of academic or administrative staff, who will administer the Extenuating Circumstances procedure. These regulations should be read in conjunction with the University’s policy on extensions to coursework deadlines which is attached as Appendix 4. EC1.1 Definition of Extenuating Circumstances The University considers extenuating circumstances, for the purpose of these regulations, to be exceptional adverse circumstances or events which were unforeseeable or unpreventable, for which the student subject to the circumstances could not take reasonable care to avoid, and which occurred at a significant period within the academic year or trimester EC1.2 Fit to Sit The principle of Fit to Sit is that a student who attends, submits or participates in any form of assessment, is declaring him or herself to be in a position to do so and cannot subsequently claim that their performance was adversely affected by extenuating circumstances. The following actions are available where students’ work is compromised by extenuating circumstances:  Extension – the student requests an extension to the submission date for coursework,  Deferral of Assessment – student is unable to complete assessment at the scheduled time and requests deferral of assessment to the next diet,  Retrospective Extenuating Circumstances – where deferral has not been possible the student applies retrospectively for extenuating circumstances to be considered. EC1.3 Deferral of Assessment Students who feel that they are unable to attend, submit or participate in any form of assessment, or that their preparation for assessment has been compromised as a result of extenuating circumstances are permitted to defer that assessment to the next assessment diet, subject to approval of an application for Deferral of Assessment. Approved deferrals are reported to the student’s Programme Board of Examiners. Deferral of assessment may have an impact on progression or award decisions. EC1.4 Examples of Extenuating Circumstances The following are examples of extenuating circumstances that may adversely affect preparation, attendance or performance in an assessment or examination that may be considered as grounds for deferral of assessment. This is an illustrative but not exhaustive list: i) serious illness or injury xi) a notification of death from a recognised and verifiable media source (for example a newspaper) may be acceptable in lieu of other documentary evidence xii) a counsellor’s letter, or University counsellor’s letter or Independent Student Advisory Services Advisor’s letter detailing any relevant non health and non- medical issues xiii) visa documents or documents relating to revocation, tribunal or other visa issues. EC3 Advice and guidance Students are strongly encouraged to seek advice and guidance on these regulations, and on the preparation of their submission. The University has a wide range of sources of support and advisors and students are encouraged to seek advice, in the first instance, from one or more of the following: i) the School Extenuating Circumstances Officer ii) the Independent Student Advice Service located within Napier Students Association iii) Student Wellbeing Support Services iv) relevant Programme Leaders v) relevant Module Leaders vi) Personal Development Tutors vii) other Advisory Staff viii) NHS Occupational Health Service (for nursing and midwifery students only). In addition to the above, students may also seek advice from the Citizens Advice Bureau, or other external advisory service. EC4 Procedure and decision making process Applications for deferral will be considered by the Extenuating Circumstances Officer in the first instance. Where the application is uncontentious and well supported by appropriate evidence the Extenuating Circumstances Officer is empowered to make an immediate decision approving the application for deferral. In cases where there is doubt about the validity of the claim or the supporting evidence, the Extenuating Circumstances Officer will consult with members of a School Extenuating Circumstances Panel. EC4.1 Constitution of an Extenuating Circumstances Panel An Extenuating Circumstances Panel will comprise a minimum of four staff, including the Dean of School or their nominee, the Extenuating Circumstances Officer and a member of staff from another school. The general membership constituting an Extenuating Circumstances Panel will be as prescribed in Regulation EC4.2. EC4.2 School Extenuating Circumstances Panel Membership of the Extenuating Circumstances Panel can be drawn from the following: i) Extenuating Circumstances Officer ii) The Dean of School or their nominee iii) The Subject Group Leaders iv) Members of School academic staff v) A member of academic staff from another School vi) a Clerk to the Panel who will keep a confidential record of membership, proceedings and all decisions. EC4.3 Schedule of meetings In addition to considering applications for deferral as required, the Extenuating Circumstance Panel will meet no later than two days prior to the Programme Board of Examiners to consider applications for retrospective extenuating circumstances. EC5 Procedure and decision making process of an Extenuating Circumstances Panel In considering applications for deferral or retrospective extenuating circumstances, the Extenuating Circumstances Panel will take the following actions in respect of each submission, and will report to the relevant Programme Board of Examiners. The Panel will make a formal decision on each submission and will be entitled to take into account any other relevant information as they see fit, except the progression and award decisions of individual students. Three categories of decision can be made by the Extenuating Circumstances Panel: i) The Extenuating Circumstances Panel considers that extenuating circumstances materially have or will affect the student’s performance and the Panel records such submissions as Valid and approves the deferral of assessment. ii) The Extenuating Circumstances Panel considers that extenuating circumstances did not materially affect the student’s performance, or they fall outwith the definition of extenuating circumstances, the Panel records such submissions as Not Valid and rejects the deferral of assessment. iii) There was insufficient information provided on which the Extenuating Circumstances Panel could make a decision and therefore the decision has been deferred, pending receipt of further evidence. There is no right of appeal against the decision of the Extenuating Circumstances Panel but students whose application for deferral was rejected may subsequently apply using the Retrospective Extenuating Circumstances process detailed in regulation EC2.1, if new information or evidence has become available. The extenuating circumstances decision taken will be recorded in the Programme Board of Examiners’ minute and taken into account as the Programme Board makes academic decisions in relation to a student’s academic progression. In the case where a student has passed a module for which Retrospective Extenuating Circumstances were approved, the Programme Board of Examiners will consider these in the context of the student’s academic profile. In accordance with Regulation A7.14, the Programme Board of Examiners cannot allow the student to retake the assessment specified by the Module Board of Examiners to improve their result. Extenuating circumstances that were presented to the Extenuating Circumstances Panel and deemed not valid will not be raised at the Programme Board of Examiners and any assessment not submitted or examination or test not attended will be treated as failed for the purposes of progression or award decisions. Following the meeting of the Programme Board of Examiners the student’s module record will be updated to indicate if extenuating circumstances were valid and deferral was granted. Information on whether extenuating circumstances have been considered in previous sessions will be flagged on the documentation available to subsequent Programme Boards of Examiners. Students’ results will outline the consideration of extenuating circumstances by the Extenuating Circumstances Panel and consideration of progression and academic study decisions by the Programme Board of Examiners on their final results. EC6 Confidentiality In exceptional circumstances a student may choose to report their circumstances and third party evidence either directly to the convenor of the Extenuating Circumstances Panel or to a nominated member of staff not connected with their programme of study; usually a student counsellor in Student & Academic Services or an advisor in ISAS. On receipt of such a request, the staff member or counsellor should advise the student of the benefits of disclosing information related to their circumstances, to allow their particular circumstances to be disclosed to the full panel and encourage the student to complete the details requested on forms DA1 or EC1. Students should be made aware that whilst strict confidentiality will be adhered to, the more detail disclosed to the Extenuating Circumstances Panel, the greater the Panel’s ability to take full account of the reasons for their application. Should a student still not wish to complete key sections of forms DA1 or EC1 which outline their circumstances, then the counsellor or staff member should make the necessary arrangements for the student to report their circumstances in person and confidentially to the Convenor of the Extenuating Circumstances Panel or their depute. The Convenor of the Extenuating Circumstances Panel must be satisfied that, in their judgement, the circumstances reported have been properly evidenced to justify their recommendation to the Extenuating Circumstances Panel. The Convenor is responsible for making their recommendation to the Panel for approval and homologation. EC7 Requests to extend a period of Suspended Studies The Extenuating Circumstances panel will also be responsible for considering applications for exceptional extension to a period of suspension in accordance with Regulation A8.4 (viii). Please cross the box and attach the third party written evidence you have enclosed: Programme Leader/PDT please write in support of this application Other Evidence (Please Specify): Has an extension to an assessment submission deadline been granted? : Yes No (Please cross the one which applies) if yes what arrangements were made and for which modules: PART FIVE: Third Party Evidence to support your application PART SIX: Extension Deadlines Letter from GP/Medical Certificate Letter from ISAS Letter from other Medical Practitioner Legal or Court Documentation Letter from Counsellor Visa Document Students studying on Edinburgh Napier University programmes delivered with our international partner institutions Please submit a scanned copy of your form to your local programme team with appropriate supporting documents IMPORTANT: Before you submit this form, you must ensure that all sections are complete and that you have signed the box below. The form will be date stamped when it is received, and confirmation of receipt will be posted to your home address or emailed to your University email account (NOT to other personal email addresses). SIGNED: DATE: Please sign and date form before submission. For Submissions via email, a valid email address recognisably registered in your name will be classed as a digital signature. Your Deferral of Assessment form should be submitted to your School Office during office hours (9am – 4.45pm) as follows: Merchiston Campus: School of Arts and Creative Industries: Room C81a, Merchiston School of Computing: Room C34, Merchiston. School of Engineering and the Built Environment: Room C81b, Merchiston. Email [email protected] Sighthill Campus: School of Nursing, Midwifery & Social Care: Room 4.B 27, Sighthill Email [email protected] School of Life, Sports & Social Sciences: Room 3.B.27, Sighthill Email [email protected] Craiglockhart Campus: The Business School: Room 1/53, Craiglockhart Email [email protected] Receipt Stamp: Submission PART SEVEN: Submission Date: Extenuating Circumstances Regulations 2015-16 Retrospective Extenuating Circumstances Form EC1 STRICTLY CONFIDENTIAL Please ensure you consult the Extenuating Circumstances Regulations before completing this form in particular section EC.3 that advises seeking advice and guidance before submitting this form The information you supply on this form and in support of your submission of extenuating circumstances will be held securely by Edinburgh Napier University in accordance with the Data Protection Act 1998. Your information will be entered into a filing system which is accessed only by authorised University staff and will be used strictly for the purposes of processing your submission and preparing statistical and audit data on an anonymised basis. Your form and other documentation will be securely disposed of thereafter in accordance with the University’s records retention schedules. By supplying such information you consent to the University using your data, including any sensitive personal data for these purposes. PART TWO: Important information Applications for Retrospective Extenuating Circumstances will only be considered if You were unable to apply for Deferral of Assessment at the time of the assessment. Please detail the reason(s) why you were unable to apply for Deferral of Assessment at the time of the assessment: PART ONE: Your Details (Please either type out or print and use ink) Full Name and address (for correspondence): Matriculation Number: School: Programme of Study: Year/Level: Telephone Number (s): Appendix 1b Extenuating Circumstances Regulations 2015-16 Has an extension to an assessment submission deadline been granted? : Yes No (Please cross the one which applies) If yes what arrangements were made and for which modules: IMPORTANT: Before you submit this form, you must ensure that all sections are complete and that you have signed the box below. The form will be date stamped when it is received, and confirmation of receipt will be posted to your home address or emailed to your University email account (NOT to other personal email addresses). SIGNED: DATE: Please sign and date form before submission. For Submissions via email, a valid email address recognisably registered in your name will be classed as a digital signature. PART SEVEN: Extension Deadlines Receipt Stamp: Date: Extenuating Circumstances Regulations 2015-16 Your Extenuating Circumstances form should be submitted to your School Office during office hours (9am – 4.45pm) as follows: Merchiston Campus: School of Arts and Creative Industries: Room C81a, Merchiston School of Computing: Room C34, Merchiston. School of Engineering and the Built Environment: Room C81b, Merchiston. Sighthill Campus: School of Nursing, Midwifery & Social Care: Room 1.B 18, Sighthill School of Life, Sports & Social Sciences: Room 1.B 18, Sighthill Craiglockhart Campus: The Business School: Room 2/58, Craiglockhart Submission PART SEVEN: S bmission Students studying on Edinburgh Napier University programmes delivered with our international partner institutions Please submit a scanned copy of your form to your local programme team with appropriate supporting documents Extenuating CircumstancesProcess Flowchart APPENDIX Ic [Exam or Class Test] [Successful Submission] [Able to submit Ad) [Unableto submtDAt] na), Gap publishedresults +! Extenuating Circumstances Regulations 2015-16  Extenuating Circumstances Regulations 2015-16 a) Minor colds, coughs, hangovers. b) Computer or printing failure at home. c) Difficulties in accessing library resources. d) Lost assignments. e) Unverifiable travel difficulties. f) Not realising deadline imminent. g) Poor time management. h) Wanting ‘to get it perfect’. i) Any event that could have reasonably been expected or any anticipated commitments (holidays, weddings, moving house, employment etc) interfering with completion of course work. j) Extensions will not normally be granted to individuals who voluntarily absent themselves to participate in other activities, such as sporting competitions, music festivals or part-time employment. Ignorance of the deadline, or pressure of other work resulting from poor personal organisation, will not constitute good causes for an extension. k) Problems caused by English not being a student’s principal language. Students should seek advice and support in good time. Penalties for the late submission of coursework There should be a consistent approach so that a student is clear as to the penalty which will be imposed for the late submission of coursework – and that that penalty will be the same wherever and whatever they are studying. 1. In accordance with academic regulations B5.9 and C5.11, unless approved otherwise via the University’s module approval process, all coursework, both at first attempt and reassessment, submitted after the agreed extended deadline will be marked at a maximum of 40 per cent or P1 on the masters grading scale. Coursework submitted over five working days (or ten working days on programmes delivered on campuses outside Europe) after the agreed extended deadline will be given 0 per cent or F5 on the masters grading scale, although formative feedback will be offered to the student where requested. Extenuating Circumstances Regulations 2015-16 2. It is acknowledged that, in some areas of the University, the concept of ‘coursework’ does not always lend itself to standard approaches and that some discretion may be required in particular circumstances. This standard process may be varied only in cases where the assessment brief issued to students indicates clearly that a different arrangement will apply. Approved by: Regulations Committee Date: Implementation for: Academic Year 15/16 Policy Review date: TBC Extenuating Circumstances Regulations 2015-16 Name: Matriculation Number: Degree Programme: Module Code/s for which extension is required Date of Original Deadline How many days extension are you requesting? Dates you were affected From: To: Have you submitted evidence with this form: Yes / No (please delete as appropriate) If No, then the maximum extension you can request will be up to 5 working days. Signature: Date: CE1 Request for an Extension to an Assessed Coursework Deadline / / - - / - - / - Give a brief description of the circumstances which affected you: Explain how the situation affected your ability to work: MODULE LEADER/PROGRAMME LEADER APPROVAL I AGREE to the above extension request I AGREE to the extension request BUT only agree to days rather than the time requested I DO NOT agree to the above extension NEW DEADLINE: Signature: Date: / / - - / - - / - / / - - / - - / -