ASSESSMENT CRITERIA by QQ83Sg

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									EXTENUATING CIRCUMSTANCES CLAIM FORM



EXTENUATING CIRCUMSTANCES CLAIM FORM


It is essential you read the Guiding Principles - Extenuating Circumstances before
completing this form. All sections of this form must be completed, otherwise your claim may
not be considered.

Surname/Family Name

Title                                  Forename(s)

Address
[all correspondence relating to this
appeal will be sent to this address]


Telephone Number(s)

Email Address(es)
[all correspondence relating to this
appeal will be sent to this address]


RGU Enrolment Number


School

Course

Stage


SECTION 1
Modules affected
Columns 1 and 2 must be completed. Complete columns 3 and 4 as applicable.

            1                                 2                                 3                     4

                                                                         Coursework            Class Test/
  Module Number                          Module Title
                                                                       submission Date         Exam Date




SECTION 2
Reason for submission of claim
Please indicate the reason(s) you are submitting the form by ticking the relevant box(es):
(i)       Seeking an extension to coursework submission date
          Now complete Section 3

(ii)      Non-submission/late submission of coursework Now complete Section 4

(iii)     Non-attendance at an examination Now complete Section 4

(iv)      Impact on performance Now complete Section 4




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                                  EXTENUATING CIRCUMSTANCES CLAIM FORM




SECTION 3 (Only applicable if you ticked (i) in Section 2 above)
Extenuating Circumstances – seeking an extension to coursework submission date
Describe concisely the extenuating circumstances which have caused you to request a
coursework extension. Include relevant dates and refer to supporting evidence.
Completion of this section is compulsory.




SECTION 4 (Only applicable if you ticked (ii), (iii) or (iv) in Section 2 above)
Extenuating Circumstances – Impact on performance
Describe concisely the circumstances which had an adverse effect on your performance or
ability to undertake an assessment. Include relevant dates and refer to supporting evidence.
Completion of this section is compulsory.




SECTION 4 continued
Impact on Performance
Describe clearly how these circumstances affected your performance when preparing for or
undertaking the assessment. Completion of this section is compulsory.




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SECTION 5a
Evidence Submitted
List the supporting evidence submitted with this form
1.

2.

3.




SECTION 5b
Evidence to be Submitted Later
List the item(s) you intend to submit later. The items should be submitted no later than 10
working days after submission of this Claim Form. Complete the box below only if you have
additional supporting evidence that is not yet available but which you intend to submit shortly.
1.

2.

3.




Forms without supporting evidence will not usually be considered. You should not delay
submitting a form if supporting evidence is not immediately available, but it is your own
responsibility to submit this evidence as soon as possible.




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                                  EXTENUATING CIRCUMSTANCES CLAIM FORM




SECTION 6a
Claim submitted after required deadline
Where it was impossible or unreasonable for extenuating circumstances to be notified to the
School within the 5 working day deadline, describe clearly why this was the case.




SECTION 6b
Evidence to support a late claim
List the supporting evidence submitted to justify a late claim:
1.

2.

3.




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                                  EXTENUATING CIRCUMSTANCES CLAIM FORM




Section 7: Declaration

By signing this form you are declaring the above information to be accurate to the best of your
knowledge, and that you understand the information provided in support of your claim will be
treated in confidence unless disclosure is necessary to progress the claim.
Please be aware the University’s Student Misconduct Procedure, as contained in Academic
Regulation A3: Section 2, might be applied should there be any doubts about the authenticity
of the claim or documents submitted to support the claim.

Signature                                                                Date




Data Protection Statement
The Robert Gordon University is a data controller under the Data Protection Act 1998. The
personal data you provide with this form will be kept on your student file for monitoring
purposes and the data will be anonymised and used for statistical purposes. The data will not
be transferred to third parties. All personal data will be processed according to the Data
Protection Principles and in line with the University’s Data Protection Policy.


What to do next?

Print pages 1-6 and sign this Extenuating Circumstances Claim Form; there is no need to print
the Guidance Notes. Please retain a copy.

If this relates to an extension to a submission deadline, submit this signed form and all
accompanying documentary evidence to the Module Coordinator, either:

        by hand no later than the coursework submission date; or

        posted by recorded delivery to arrive no later than the coursework submission
         date.


If this relates to impact on performance or non-submission of an assessment or non-
attendance at an examination, submit this signed form and all accompanying documentary
evidence to the School Office, either:

         by hand, in a sealed envelope marked clearly with “EXTENUATING CIRCUMSTANCES”
          and your name no later than 5 working days after the examination or
          assessment; or

         posted by recorded delivery to arrive no later than 5 working days after the
          examination or assessment.




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                                  EXTENUATING CIRCUMSTANCES CLAIM FORM



SCHOOL USE ONLY
For completion by School Office

Student’s enrolment number:

Date claim received:

Supporting evidence included: yes/no/to follow:




(i)      Extension to Coursework submission date


Recommendation made:

Date:

Recommendation communicated to student by whom:

Date of communication:


For completion at Extenuating Circumstances Panel

(ii)     Non-submission of coursework
(iii)    Non-attendance at an examination
(iv)     Impact on performance
Date of meeting:

Recommendation made:




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                                  EXTENUATING CIRCUMSTANCES CLAIM FORM



GUIDING PRINCIPLES – EXTENUATING CIRCUMSTANCES



Note: In the event you are appealing against the decision of an Assessment Board then please
complete the Student Appeal Form: Academic Appeal which is available through the Student
Portal or at: www.rgu.ac.uk/academicaffairs/quality_assurance/page.cfm?pge=43104.

In the event you have any questions relating to the completion of this Extenuating
Circumstances Claim Form, please liaise with either your Course Leader or another member of
academic staff within your School.



EXTENUATING CIRCUMSTANCES CLAIM FORM


1.       Timescales for the Submission of an Extenuating Circumstances Claim Form?

         (i)       If your claim relates to the approval of an extension to a submission
                   deadline then this Extenuating Circumstances Claim Form should be completed
                   and submitted to your Module Coordinator by hand or by recorded delivery
                   not later than the coursework submission date.

         (ii)      If your claim relates to impact on performance or non-submission of an
                   assessment/non-attendance at an examination then the form should be
                   completed and submitted to your School Office in a sealed envelope marked
                   clearly with EXTENUATING CIRCUMSTANCES and your name, or posted by
                   recorded delivery to arrive not later than 5 working days after the
                   examination/assessment.


2.       What are Extenuating Circumstances?

2.1      Extenuating Circumstances are exceptional, serious, acute and unforeseen
         problems or events which genuinely affect your performance in your assessments or
         your ability to complete coursework on time, and which were outwith your control.

2.2      In the normal course of life you may occasionally experience minor illness, unexpected
         or adverse events which coincide with the preparation of coursework assignments or
         examinations. It is essential to recognise that these are part of normal life experience
         and that it is expected that some difficult circumstances have to be managed in
         addition to your studies. Such circumstances do not in themselves excuse failure or a
         poor performance. You are expected to manage and organise your learning,
         coursework assignments and revision in a way which anticipates that events
         will not always run smoothly.

2.3      It is important that you keep an academic member of staff fully informed of any
         difficulties at the time at which they occur. With early warning of a problem it may
         be possible for your School or Department to provide support which will make a claim
         of extenuating circumstances unnecessary.

2.4      Many students believe they can cope with these exceptional, serious, acute and
         unforeseen problems or events and, as a result, do not keep their School informed of
         these issues and fail to complete the Extenuating Circumstances Claim Form. By the
         time they realise they have not coped, it is too late to submit the Extenuating
         Circumstances Claim Form and the assessment results have been considered by the
         Assessment Board. Do not make the same mistake. If you are experiencing difficulties
         which are impacting, or have impacted, on your performance then complete the
         Extenuating Circumstances Claim Form.




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2.5      The University recognises many problems or events may be very personal and private,
         and that you may be reluctant to disclose them to a member of University staff. It is
         essential that you do, and the University will ensure the information is not disclosed
         unnecessarily.

2.6      Specifically, the following are normally considered as extenuating circumstances:

              Serious or significant medical conditions or illness (including both physical and
               mental health problems).
              Exceptional personal circumstances (e.g. serious illness or death of an immediate
               family member, guardian or close friend, including participation in funeral and
               associated rites; being a victim of significant crime).
              Exceptional travel circumstances beyond your control which prevented you from
               attending an examination or other scheduled assessment.
              Ailments such as severe colds, migraines, stomach upsets, etc., ONLY where the
               ailment was so severe it was impossible for you to attend an examination.

         This list is not exhaustive.


3.       What are NOT Extenuating Circumstances?

         The following are examples of circumstances NOT normally considered in mitigation:

              Minor ailments such as colds, headaches, hangovers, etc.
              Long term illness or disability, where special arrangements have already been
               made for your assessments (or where such arrangements could have been made if
               the University had been made aware of the problem at the proper time). Also refer
               item 6 below.
              ‘Bunching’ of examinations or coursework deadlines.
              Circumstances which have already been fully catered for by the granting of a
               coursework extension.
              Problems caused by English not being your principal language. You should seek
               advice in good time from the Study Support Centre or the English Language Tutor.
              Poor time management or personal organisation (e.g. failure to plan for
               foreseeable last-minute emergencies such as computer crashes, printing problems
               or travel problems resulting in late submission of coursework; misreading the
               examination timetable).
              Circumstances within your control (e.g. family wedding or holiday; paid
               employment; getting a cheaper flight; choosing to miss an assessment or
               coursework deadline for something considered more important).
              Claims made after the published deadline for their receipt, i.e. not later than five
               days after the coursework submission date or examination, except where you were
               unable to meet the submission date for exceptional reasons which can be
               validated.
              Claims without independent supporting evidence.
              Lack of awareness or understanding of the University’s published Academic
               Regulations and procedures.
              Lack of access to University facilities as a result of an unpaid debt to the
               University.




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                                  EXTENUATING CIRCUMSTANCES CLAIM FORM



4.       What is Acceptable Evidence in Support of Extenuating Circumstances Claims?

4.1      When you submit an Extenuating Circumstances Claim Form you must provide
         independent, objective supporting evidence such as a copy of a death certificate or
         other related document, a police crime number notification, a court summons, a letter
         of confirmation from your Personal Tutor, Site Warden or other appropriate third party
         in order for claim to be deemed as valid. Claims without such evidence will not
         normally be considered. It is your responsibility to organise and provide supporting
         evidence. The University will not request evidence on your behalf.

4.2      Supporting evidence can also be obtained from the Counselling Service. To be eligible
         for this, you must either be, or have been, a client of the Service and have engaged in
         a Counselling contract at the time of the illness. The Counselling Service cannot
         produce a letter relating to this event if you have not required previous contact with
         the University’s Student Counsellor.

4.3      Likewise, supporting evidence can be obtained from your General (medical)
         Practitioner. To be eligible for this you must have attended the practice at the time of
         your illness. Medical Certificates should be specific about the nature of the illness and
         should include a clear diagnosis. Retrospective evidence will generally not be accepted.

4.4      In the event that you have extenuating circumstances but are still awaiting/seeking
         supporting evidence then this should not delay the submission of your Extenuating
         Circumstances Claim Form. You should complete the Form in the normal fashion but
         clearly indicate that the evidence is to follow.


5.       What about long term illness or disability?

         If you have a long term illness or disability then you should have notified the University
         of this condition to ensure that any special arrangements have been implemented, as
         appropriate, to accommodate it. Such conditions can only be considered as mitigation if
         there is demonstrable evidence the condition deteriorated during the specific period
         relating to your assessment.


6.       Overseas Medical Certificates

         International Students are encouraged to register with a local Medical Practice. If, for
         any reason, an overseas Medical Certificate is submitted then it must be the original
         document and be on official letter-headed paper with the relevant stamp of authority. If
         the medical certificate is not in English then it must be accompanied by a translation by
         an official translation service. Any costs incurred for the translation will be the
         responsibility of the student.


7.       What happens to my claim of Extenuating Circumstances?

7.1      If your claim relates to an extension to a coursework submission date then the
         request will be considered by the Module Coordinator.

7.2      If your claim relates to impact on performance or non-submission of an
         assessment/non-attendance at an examination then it will be considered by an
         Extenuating Circumstances Panel which makes a recommendation to the Assessment
         Board for your course.


8.       What will be the Outcome of an Extenuating Circumstances Claim?

8.1      Extension to a coursework submission date: the Module Coordinator will decide in
         the first instance if the reasons given are acceptable and a claim is valid. If there are



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                                  EXTENUATING CIRCUMSTANCES CLAIM FORM



         acceptable reasons, a new submission deadline will be negotiated and details of the
         new date will be issued to you in writing. The length of the re-negotiated deadline will
         be decided on the individual merits of each case, but only in exceptional cases would
         the re-negotiated deadline be after the date that marked coursework is returned to
         students, i.e. 20 working days.

8.2      Impact on performance or non-submission of an assessment/non-attendance
         at an examination: When making a decision on each individual claim both the content
         of the claim and your performance in other relevant assessments will be taken into
         account. It is important to note therefore that a decision on a particular claim cannot
         be predicted in advance, and that it may be the case that two apparently similar claims
         result in different outcomes.

         Any claim which does not meet the criteria for eligibility will be deemed invalid and will
         be rejected.

         The table below indicates the possible outcomes of accepted/rejected extenuating
         circumstances claims.

         Type of Assessment                 Mitigation Accepted                   Mitigation Rejected
                                            (Note: Accepted Mitigation will not
                                            result in a higher grade being
                                            awarded)

                                            The submission will be
         Late Coursework                    marked in the normal
                                            fashion.                              Non-Submission (NS)
                                                                                  recorded and the
         Non-attendance at                                                        submission will count
         Examination                                                              as one of your normal
                                            An ‘M’ will be recorded. The
                                                                                  assessment
                                            assessment will not be
                                                                                  opportunities.
         Non-submission of                  counted as an assessment
         Coursework                         opportunity and, normally,
                                            another assessment
         Failed (i.e. poor                  opportunity will be offered.
         performance)                                                             Fail grade recorded.
         Coursework/Examination


9.       Notification of the Outcome of an Extenuating Circumstances Claim?

9.1      Extension to a coursework submission date: The re-negotiated submission date
         will be issued to you in writing by either the Module Coordinator or another member of
         School staff.

9.2      Impact on performance or non-submission of an assessment/non-attendance
         at an examination: The Extenuating Circumstances Claim Form will be considered by
         the School and discussed at the Assessment Board. The outcomes of your claim will be
         reflected in your assessment results when they are released to you following
         consideration by the Assessment Board.

Finally, please be aware that only authentic claims will be considered and the
University’s Academic Regulation A3: Section 2 Student Misconduct Procedure may
be applied should there be any doubts about the authenticity of the claim.

Data Protection Statement: The Robert Gordon University is a data controller under the Data
Protection Act 1998. The personal data you provide with this form will be kept on your student file
for monitoring purposes and the data will be anonymised and used for statistical purposes. The
data will not be transferred to third parties. All personal data will be processed according to the
Data Protection Principles and in line with the University's Data Protection Policy.



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