Procedures For Making A Claim 2009/2010
For all awards see Faculty/School Office for details - for LPC see the Law School.
Information contained within this form may be forwarded to the Home Office if requested.
Signature of Receipt
Please hand this form into your
Date Faculty / School Office or other
persons nominated in your
It is important you retain this slip for
Q1 When should I use an “Extenuating Circumstances” form? • If most or all of the equipment in a computer workroom fails:
We know that Information Technology equipment can fail. If this
An “Extenuating Circumstance” is something that gets in the way of happens once or twice in a semester, we expect lecturers to make
your studies. This form lets us take this sort of event into account. If alternative arrangements so that you can do your work.
something happens that stops you learning as well as you can, use this However, if this happens over several booked sessions, we would
form. If something stops you doing any of your course assessments then expect the lecturer concerned to countersign your claim for
(including examinations) as well as you can, use this form. extenuating circumstances as proof of what happened. We would also
expect that this problem would be taken into account when your work
Something is not an Extenuating Circumstance if it’s your fault, or if is being marked.
you could have predicted it, or if you could have managed your time • If a single workstation in a workroom fails:
better to avoid it affecting your work. So, Extenuating Circumstances are An Extenuating Circumstances claim based on this event only would
usually either: not succeed.
• Unforeseeable • If your personal computer or personal network link fails:
e.g. your arm got broken just before an examination so you couldn’t If you have chosen to use your own computer and are then unable
write; or to carry out the work as a result of this choice, your claim will fail.
• Unpreventable If you choose to do a project that needs a particular version or type
e.g. you did everything you could to keep your work safe, including of software, you should make sure the software you need is available
keeping back up copies, but a house fire destroyed everything. before you start the project. This should form part of your project plan.
A claim based on problems with software would fail because it would
If you are not sure whether what has happened to you is an Extenuating show you had not planned your work project well.
Circumstance, fill in the form. If you need advice about it, see the • If there are not enough computers in the workroom for the size
contact details under question 9. of your class:
If this happens, we expect the lecturer concerned to take appropriate
There are some things we usually do not accept as Extenuating action (for example: to find a workroom with more computers or to split
Circumstances. These are:
the group) and, if necessary, to take this problem into account as part
of the assessment of the module.
• Lateness due to traffic problems. 2. Cases where Information Technology failure stops you from showing
• Money problems. us what you have learned.
• Claims that you did not know hand-in or exam dates or times. • If a large number of University systems fail at assignment
• Personal computer and printer problems. (See below). deadline time:
• Handing work in late on the due date. If a lot of University computers fail for several hours, this might be
• Cases where your medical evidence is about a different period a good reason for giving you a short extension to the assignment
of time. deadline. We would usually expect you to hand in the latest draft of
• Cases where you do not give us any evidence (medical or otherwise). your work from a few days before the deadline if you ask for this sort of
• If you could have foreseen, avoided or prevented the problem. short extension. Information Services can tell Faculties/Schools when
• Minor illness or accident. this sort of computer failure happens in support of the claim. This
• Late submission if the work is more than ten Working Days late (this information could be sent by email and attached to your Extenuating
would be “Non-submission”). Circumstance claim.
• Poor time planning or poor time management. • If your home computer fails:
• Poor or careless practice (e.g. no computer back-ups). You must make sure your own computer is in good working order,
has good and up-to-date anti-virus software, and is serviced regularly.
Note: Claims from students on Distance Learning Awards which You must back up your work regularly using whatever method is most
are based on IT or computer problems, will be considered by the reliable (e.g. CD-Rom, USB Flash Drive etc.) and the backup should be
Extenuating Circumstances Panels case by case. We know that IT issues stored separately from the computer. If the reason you cannot hand in
are different for Distance Learners who cannot usually use equipment your work on time is a problem with your own computer equipment, an
owned by the University. Extenuating Circumstances claim will not succeed.
• If University equipment fails:
Disabled Students: If, due to unforeseen circumstances, the University’s own computer
If your assessment from the University’s Disabled Students equipment is unavailable for use you can ask for written proof of this
Centre has already told us we need to do something non- from Information Services. The proof should say when, and for how
standard to support you, you do not need to fill in this form to long, the University’s equipment was unavailable. The Extenuating
make your individual arrangement happen. However, if something Circumstances Panel that considers your claim will take into account
unexpected or unforeseen affects your work it will not be covered how soon before the dates for submission of your work this problem
by what we have already been told. If something like that happens, happened when it makes its decision.
you will need to complete this form so we can take the new issue • If your home computer is stolen:
into account. You must back up your work regularly using whatever method is most
reliable (e.g. CD-Rom, USB Flash Drive etc.) and the backup should be
Q2 What happens when Information Technology equipment fails? stored separately from the computer. If the reason you cannot hand
in your work on time is the theft of your computer, an Extenuating
These are some examples of the sort of application we see a lot. After Circumstances claim will not succeed.
each example, we have written the right advice. Use these examples • If we do not have enough computers or printers for you to do
to help you decide how your case might be treated. If you are not sure the work:
when you have read the examples, see contact details under question 9. We know we do not have enough computers to allow everyone to print
out their work at once. We expect you to finish and print your work
Note: when your claim is because of Information Technology before the deadline. You must not wait until the last moment to finish
equipment failure, you will ALWAYS be expected to submit the latest and print your work. A claim based on the University not having enough
draft of your work that you still have. If you do not do so, you will computers or printers would fail because it would show you had not
receive a zero grade for that piece of work. planned your work timetable well.
• If the University’s computer systems are not compatible with
1. Cases where Information Technology failure got in the way of your your home computer:
learning on the module:
If you are doing any University work on your own computer, we expect always submit within a maximum of 5 Working Days or make a claim for
you to check whether you can print it here well before the assessment “Non-submission”.
deadline. A claim based on this sort of problem would fail. For other students:
• If computer failure (of any computer including home) stops you - If you are claiming “Mitigation” you should hand in your work by the
saving your work: original deadline.
If you make a claim based on this sort of problem, you should always - If you are claiming for “Late Submission” you should hand in your
also hand in the latest draft of your work. work as soon as you can but within 10 Working Days of the original
• If the computer rooms close earlier than you expected: deadline. So: you can hand in up to ten working days late.
We expect you to finish and print your work before the deadline. You - If you do not submit the work, your claim would be for “Non-
must not wait until the last moment to finish and print your work. A claim submission”.
based on computer rooms closing early would fail because it would A “Working Day” is classed as Monday to Friday (except public
show you had not planned your work timetable well. holidays). The Extenuating Circumstances Panel will make a decision
• If an electronic storage device (e.g. USB Flash Drive) fails: based on when your extenuating circumstances happened and the date
A lot of Extenuating circumstances claims are based on this sort of when you submitted your work.
event. These claims usually fail.
We expect you to know how to use computers and we expect you to Q6 Who will make the decision about my claim?
have a safe backup of your work. So, we do not expect one device failing
to be a serious problem for you. If you do have a problem of this sort, Each Faculty or School has at least one person who can make decisions
you must hand in the latest draft of your work that you still have by the on simple claims. Each Faculty or School takes complicated claims to its
normal hand-in date. Extenuating Circumstances Panel. Each case is considered individually
Ask Information Services to look at the device that failed. If they can get and anonymously (the panel will not know who you are). When the
access to the work, or even repair the device, their evidence might help Faculty or School has made a decision on your claim, it will write to you
your claim. to let you know the decision. If the Faculty or School cannot make a
If you are a final year computing student, a claim based on this sort of decision without getting more information from you, it might ask you
problem will fail. We expect final year computing students to know more for more details and wait for these to arrive before dealing with your
than any other student about how to back up work safely and to use case. However, the University does not usually do this because it is your
what they know. responsibility to give us all the information we need when you make your
• If your main and back up electronic storage devices both fail: Extenuating Circumstances claim.
We know that system problems can sometimes cause the corruption
(failure) of all of your storage devices. If this happens to you, ask Q7 How often do the Panels meet?
Information Services to look at the failed equipment. They might be able
to confirm that this has happened to you. If you do have a problem of Simple claims will be dealt with as soon as possible. Formal
this sort, you must hand in the latest draft of your work that you still have Extenuating Circumstances Panels normally meet at least two or three
by the normal hand-in date. times during the year. You can ask your Faculty or School Office to tell
• If University printing facilities fail: you when the next meeting will take place.
We expect you to finish and print your work before the deadline. You
must not wait until the last moment to finish and print your work. A claim Q8 Who will know about my circumstances?
based on this sort of problem would fail because it would show you had
not planned your work timetable well. Only the Chair of the Panel and the administrator will be able to see
your name and details of your circumstances. The other Panel
Q3 How do I make a claim? members will not be told who you are. The form has a flap to cover your
personal details to make sure no-one sees who you are by accident.
Fill in the Extenuating Circumstances form. You can get this from your
Faculty or School Office, the University Information Centres, Disabled If your problem is very personal and it would upset or hurt you to tell
Students Centre, Counselling Centre or the Students’ Union Student anyone about it:
Advice Centres. The form is also on the University’s web pages (Use the - Please trust us with your information and fill in the Extenuating
“Quick links” menu and click on “Policies and regulations”). Circumstances form if you can: we want to help and do not want the
If you need the form in a different format because of disability, please situation to harm your course.
contact your Faculty or School Office. - Please ask your Faculty Guidance Advisor, University Student
Guidance Officer or the Students’ Union Student Advice Centre what
Q4 What else do I need to do? other personal support you can get.
- If you want to, you can write, “Confidential” on the form and on each
• You must give us evidence with your claim. We will not search for piece of supporting evidence you give us. You can hand in the
evidence – you must hand in whatever evidence you want us to look at. evidence in a sealed envelope marked, “Confidential” if you want to.
What is appropriate evidence is different in every case. If you need to Our staff will respect your confidentiality.
give us a full medical report or letter, you might have to pay your doctor
to provide this. Note: Whatever your claim is about, please talk to your Personal Tutor,
• We need more than just your own statement of your circumstances to Faculty Student Guidance Advisor, Student Guidance Officer or other
prove you have been ill: you cannot “self-certificate” for late submission appropriate member of staff about your situation as well as putting in
or non-submission of work. A full medical report from your Doctor will an Extenuating Circumstances claim form. Your tutor might be able
be needed. to arrange other sorts of extra support or guidance for you but will
• Do not use the Extenuating Circumstances form if you have missed not be able to influence or change the decision of the Extenuating
a seminar, lecture or lab work because of illness but will be able to Circumstances Panel. If you do not want to speak to any other members
catch up on work and hand it in on time. You need to let us know if of University staff, you could ask the Students’ Union Student Advice
you cannot attend because of illness, but that is a different process (see Centre for advice on what extra support you could get.
Section 3 of the “General Regulations for Students”).
• If you join a course after it has already begun (e.g. part-way through Q9 The Claim Form
the year), this will not be an extenuating circumstance.
Q5 If I submit a claim for extenuating circumstances, when do I have If you have any questions about the form, or need more advice on
to hand in my work? how to fill it in, you can contact the Students’ Union Student Advice
Centre on 01782 - 294469 (Stoke) or 01785 - 353425 (Stafford) or
Pre-registration nursing, and midwifery, students please note: you should Faculty Student Guidance Advisor/Student Guidance Officer,
*Submission is defined as the date at which the claim is received by the appropriate Faculty/School Office.
see www.staffs.ac.uk/study_here/student_services/ In the case of a close family bereavement, you do not have to give us a
student_guidence/index.jsp for for contact details email copy of the death certificate unless you want to. A letter from a relative
email@example.com or Doctor or other appropriate person (like a minister of religion) will
All forms look difficult when you first see them, but we have tried to make
our form as easy as we can. It has two sections: Q12 What if I have no evidence?
- Everything labelled “A” is a section for you to fill in.
Part A: your details (staple the flap across it before you hand the form in) A claim will usually fail if it has no appropriate supporting evidence.
Part A-1: this is where you tell us what happened Think about what happened and who knew about this: try to find an
Part A-2: tick “yes” or “no” to tell us if you are giving us supporting independent person, organisation or support service that could write a
evidence documents. We need supporting evidence with your claim. If letter (or fill in Part B of the form) and tell us what happened. A member
you have no evidence, ask someone suitable (e.g. a doctor if you have of University staff may be able to do this if you spoke with them when
been ill) to fill in “Part B”. the problem was happening.
Part A-3: this is a chart for you to fill in to tell us which of your
assessments were affected and the effect of the circumstances (e.g. Late Q13 What happens next if my claim is upheld/supported?
submission, Non submission etc.)
- You should not write anything in Part “B”. If you have no evidence You will not be given a higher grade as a result of a successful claim. It
documents to prove what you have told us, ask someone else to fill will allow late submission, or to give you another chance to do your best
in this section. The best person to ask will be a professional who has work, if your situation makes this the right thing to do.
witnessed what happened. If a claim for Non-submission is upheld (succeeds), you will be allowed
a new chance at that work as if the deadline you missed had never
Q10 What should I tell you when I explain what happened happened.
(in Part A-2)? If a claim for Late submission is upheld, your work will be marked and
counted as if you had handed it in on time.
Tell us when the circumstances happened. This must have been when If a claim for Mitigation is upheld, you will be told what mark the work
you were learning or being tested on the module. If you missed a got. You can then choose whether to accept that mark or try again if you
deadline, assignment or test because of illness, the illness must have feel you could improve the mark by doing the assessment again.
been at the time when you were preparing for the piece of work or the If you want more detailed information, see Section 1.4.6 (Extenuating
time when you were writing it or the time you should have handed it in. Circumstances) of the Undergraduate Modular Framework Regulations.
If you study part-time and missed a deadline because something These can be found on the University’s website.
happened in your job (e.g. you had to work away from home for several
weeks around the time of the deadline), you must provide a letter from Q14 What happens if my claim is rejected (fails)?
your employer to back up your application. Please be clear when you tell
us what happened but write as short a statement as you can. Make sure If you think the decision is wrong, you can appeal by writing to the Dean
you concentrate on both what happened and why it affected your work. of Students and Academic Registrar. There is a time limit: you must write
Give us just the essential facts, including facts about how you felt if these and appeal within seven working days of the day you were given the
will help us to see how the circumstances affected your studies, so we decision.
can understand your circumstances. For advice on this process please contact either the Students’
Union Student Advice Centre on:
Q11 Supporting Evidence (Stoke - t: 01782 294469) (Stafford - t: 01785 353425)
or your Faculty Student Guidance Advisor or University Student
Remember: a claim based on a minor illness (for example, a cold) will fail. Guidance Officers.
Unless you see your Doctor or Counsellor when you are ill or having The only grounds for an appeal against the decision of an Extenuating
a problem, your Extenuating Circumstances claim will probably fail. Circumstances Panel are: that the Panel did not take proper account of
This is because the Doctor or Counsellor cannot see into the past and the circumstances; or that new evidence which, for good reason, was
cannot provide evidence for something they did not see at the time. not previously available for consideration by the Panel has now been
For example: a letter from your Doctor saying that you were seen on a obtained.
particular date and told him/her that you had been ill will not normally be If your Late Submission claim is rejected, but the work you handed
accepted by the Panel. in would have passed, we can accept it at grade 4R (7R if you are a
We need to be sure when things that affected your course happened. Postgraduate). We do not have to do this – it is at the Board’s discretion.
The dates in your evidence should match the dates you are telling us There is no right of appeal if a Board does not use this discretion in your
about. This means that the best person to ask for evidence is a person favour.
who knew what was happening at the time. If you are not sure who would
be the best person to ask for evidence, ask for evidence from more than Q15 What if I miss the deadline date for submission of my
one person. extenuating circumstances form?
We always need a supporting statement from someone as evidence for
what you are telling us. This can be a letter on headed paper or with an You cannot claim for extenuating circumstances after the Panel has met.
official stamp on it. This can be a statement written in part B of the form
with an official stamp on it. Some doctors prefer to use the form and If there is a good reason why you did not claim Extenuating
stamp it; others prefer to write letters. Circumstances before the panel met, you can write a letter of appeal to:
Counsellors will only give you a supporting statement if you were getting
counselling at the time the problem was happening: they cannot provide Francesca Francis (Dean of Students and Academic Registrar)
evidence about a period when they were not in contact with you. 3 Winton Square
Your evidence should come from an independent person who is qualified Station Road
to give us an opinion about what happened. What sort of evidence you Stoke-on-Trent
should give us depends on what has happened. For example: an illness ST4 2DE.
would need evidence from a Doctor, stress could be evidenced by a
Doctor or a Counsellor. The Students’ Union Student Advice Centre or We strongly advise you to speak to the Students’ Union Student Advice
your tutor will be able to offer advice to you on what sort of evidence Centre on: (Stoke - t: 01782 294469) (Stafford - t: 01785 353425)
would be best in your individual case. It is important that you get advice or your Faculty Student Guidance Advisor or University Student
on this if it is not practically or emotionally possible for you to get Guidance Officers see www.staffs.ac.uk/study_here/student_
evidence straight away (for example: if a close family member has died or services/student_guidence/index.jsp for for contact details email
you have been assaulted). firstname.lastname@example.org if you are thinking about appealing.
Flowchart of Procedures
Complete form and
attach relevant evidence
Hand in form to the Faculty/School
Office in which your award is based DEADLINE DATES
by deadline date. If applicable hand
in latest drafts of work as proof You should hand in your form as soon as
of the work you’ve done possible and by deadline dates as follows:
1) Pre-registration Nursing Students:
Get a receipt from Submit within five working days of the
Faculty/School Office deadline for the piece of work, in respect
of which you are submitting this form.
Simple claims will be dealt with
2) All Education Students:
as soon as possible. Otherwise Extenuating Circumstances
they will be considered by a Panel Meet Submit within ten working days of the
formal panel. deadline for the piece of work, in respect
of which you are submitting this form.
Panel’s decision notified to you 3) For other Awards which operate outside
the standard Undergraduate term dates
e.g National Design Academy, please refer
to your Student Handbook for correct
Appeal UPHELD deadline dates for submission of your
extenuating circumstances form.
4) For everyone else:
Decide to accept grade awarded or
submit for further assessment The deadline for the submission of claims
for semester 1 will be Friday 22 January
2010. The deadline for the submission of
claims for Semester 2 will be Friday 21 May
2010. The deadline for the submission of
claims relating to the resit period will be
Friday 20 August 2010.
Exceptionally, and with the approval of the
Chair of the Extenuating Circumstances
Panel, claims submitted after these dates
but before the meeting of the panel may
Appeal NOT UPHELD
Appeal against the decision by
writing to the Dean of Students
and Academic Registrar
within 7 working days
of receipt of Panel’s decision.
‘Staffordshire University’s commitment to equality and diversity means that this procedure has been screened in relation to the use of gender
neutral language, jargon free plain English, recognition of the needs of disabled people, promotion of the positive duty in relation to race and
disability and avoidance of stereotypes. This document is available in alternative formats on request.’
Claim Form | 2009/2010
Part A You must fill in this part of the form. Cut along the line on the opposite page and staple the flap to the left of this page before you hand it in.
Name Student Number Course title Faculty/School
Address (the Panel’s decision will be sent to the address you write here)
Staple flap here
Telephone Number Email
I confirm that to the best of my knowledge the information given on this Your Signature
form is a true and accurate statement of my personal circumstances.
I understand that details of this claim will remain confidential to the panel
except in certain circumstances detailed in the procedures. Date
Part A-1 - Use this box to tell us what happened and how it affected your work. Use this section only - do not continue on extra sheets.
DO NOT WRITE IN THIS SECTION
Please CUT along the dotted lines and fold over to conceal your personal details in Part A
CHECklIST FOR COmPlETION BEFORE HANDING IN THE FORm
Part A All your personal details completed fully
Staple flap here
Part A - 1 Details of circumstances included
Part A - 3 All the boxes in the table completed
Relevant supporting Evidence attached
Part B completed fully
Latest Drafts of work attached as proof of work completed (if required)
Part A-2 Do you have supporting letters or documents to prove If you have ticked “No” and have no documents about what happened, a supporting
what you are telling us? statement needs to be written in Part B. Depending on what has happened, who
witnessed it, and who is best professionally qualified to confirm it, Part B might be
Yes No completed by a tutor, a member of University support staff, a Counsellor, Faculty
Student Guidance Advisor, University Student Guidance Officer or someone from the
Note: Claims will not be successful without any supporting Students’ Union Student Advice Centre. If your Extenuating Circumstances are about
evidence. (See Q11 + Q12 for advice). illness, your evidence must be from a Doctor, Nurse, or Hospital. If you are not sure who
to ask to complete Part B, get advice from the Students’ Union Advice Centre, Faculty
Student Guidance Advisors or the University Student Guidance Officers.
Part B If you have not included a doctor’s note a Statement must be completed by your General Practitioner (Doctor), Counsellor or other person
suitably qualified such as your personal tutor to provide an opinion/supporting statement on your circumstances.
Telephone No. Signature Date
If the circumstance covers more than one module/course component, part B need only be completed once. Official Stamp
Please provide a brief outline of the extent to which, in your professional judgement, the student was/will be
affected by the circumstance and the dates to which his/her circumstances apply.
Once completed the claimant should return this form to the appropriate Faculty/School Office.
Extenuating Circumstances Claim Form
For School/Faculty Office Use
Date Considered Late Submission upheld rejected deferred
Non Submission of work/Non Attendance at assessment upheld rejected deferred
Mitigating Circumstances upheld rejected deferred
Reasons for Decision
Part A-3 Please indicate AGAINST EACH mODUlE you listbelow the effect of the circumstance that you are claiming for by using one of the following
“M” is for “Mitigation”. Use this code when you were able to hand your work in on time (or attend the exam) but its quality has been affected
by your Extenuating Circumstances.
“l” is for “late”. Use this code if you need up to 10 extra Working Days in order to hand in your best work because your Extenuating
Circumstances have slowed your work down. If you need help in working out when your new submission date will be then please contact your
Faculty or Faculty Student Guidance Advisor. Please note: pre-reg Nursing and Midwifery students must submit within 5 Working Days.
“N” is for “Non-submission” of assignments or “Non-attendance” at assessments/exams. Use this code if you could not attend a test or
could not hand in your work as “Late”.
Read the answer to Q13 to see what will happen if your claim is upheld.
• Use the grid below to list every assessment your circumstances affected. list each assessment separately.
• You can only use one code for each assignment. So, for example, you cannot claim both “Late submission” and “Mitigation” by using
“L” and “M” together both mitigation and non submission by using “M” and “N” together. This is because “M” would mean that
you did submit the work on time (or attend an exam), “L” would mean that you submitted your work late and “N” would mean that you did
not submit your work or attend the exam.
• If something changes after you hand in the form and you need to change the code you used, contact your faculty or School office
• Give full and exact details of the assessment you are claiming for. If the affected assessment is one small component of the whole
assignment (e.g. portfolio) please make this clear on the form.
Module Code Credits / Module Title Assessment Type Original hand Actual hand in Type of
CATS (e.g. exam, project etc, in date(s) date (important circumstance (You
Points state all assessments if you are mUST use only one
affected for each module) claiming ‘L’ or ‘M’) of the codes above)
M1941 RAL 0809