Guide to Appeals by AUBSU

GUIDE TO APPEALS

AUB & AUBSU GUIDE TO APPEALS

Contents Introduction 4 - 7 Informal Stage 8 - 11 Formal Stage 12 - 17 Processing 18 - 22 Review Stage 23 - 27 Appeals Letter Template 28 Your Notes 29 - 33

INTRODUCTION

Making an appeal is a formal procedure in every institution. This guidance will to try and help you understand the policy and the way the process works at AUB. Don’t forget, if you would like to talk it through with somebody on an informal but confidential basis you are welcome to speak with: • The Head of Quality and Standards: (01202) 363215. • The Students’ Union Sabbatical Officers based in the Students’ Union office, K009.

INTRODUCTION

What is an appeal? If you feel that an assessment decision has been made unjustly, you may be able to challenge this decision by making an appeal. You are entitled to make an appeal so long as the grounds for your appeal match one or more of the grounds in the AUB Appeals Policy: • “Your performance in assessment may have been affected by mitigating circumstances that, for good reason, you were unable or unwilling to bring to the University’s attention before your work was assessed. An appeal of this type must be supported by appropriate evidence.” • “There has been a procedural irregularity such as an administrative error or that the assessment was not conducted in accordance with the course regulations.”

INTRODUCTION

Appeals are about assessment outcomes, so either: a unit mark or a decision about your progression to another level of the course or degree classification Appeals are not for voicing unhappiness about course delivery or a service. If you have a complaint about your course, you should look at the Complaints Procedure on viewpoint. If you would like further advice on the Complaints Procedure, please make an appointment to see the Head of Student Services (01202 363034).

INTRODUCTION

When can I appeal? You can only make an appeal once confirmed results have been published. This is usually as follows: Final Year BA and MArch students June Continuing BA students July Most MA students September Is there a deadline? You should make an appeal within 15 working days (not counting Saturdays & Sundays) of your results being published, unless otherwise specified.

INFORMAL STAGE

Before making an appeal:

Read the appeals policy and this student guidance

Identify your grounds for appeal Talk it over with the Head of Quality and Standards or the Studentsâ&#x20AC;&#x2122; Union Sabbatical Officers (optional)

Make an appointment and meet with your course leader

INFORMAL STAGE

I am unhappy about my results, but I’m not sure if I want to appeal. What do I do? Look at the grounds for appeal and think about whether your particular circumstances match one or more of the grounds listed. For example, if you feel that you have been affected by health problems: • Do you have medical evidence to show that the period of ill-health matches the time when you were doing your assessment work? • Can you give reasons why you did not speak to someone earlier and ask for support through the mitigation procedure? Will my future grades be affected? No - if you decide to make an appeal, the University will consider your case fairly and without prejudice; you will not be disadvantaged by making an appeal. What is “academic judgement”? When your tutors/external examiners assess work they are drawing on their professional and academic knowledge, built up over a number of years, to evaluate how well a piece of work meets the assessment criteria. 10

INFORMAL STAGE

This includes checking that the mark is consistent with the standards applied at other institutions across the higher education sector. You may be unhappy with the mark that you have been awarded, but this does not in itself form grounds for appeal. There needs to be evidence that something went wrong in the assessment procedure, and that the result is therefore unfair. What is the point of meeting with the Course Leader? If you wish to make a formal appeal, you should meet with your Course Leader first. This is a confidential meeting in which you are able to discuss your mark(s) or your general performance. Always start this meeting with an open mind; it may be that there has been a genuine misunderstanding that can be sorted out. After this meeting you might feel that, although you are disappointed with your grade, you do at least understand the reason it has been given. If you decide you still wish to go ahead with your appeal, this is the point you will move onto the formal stage.

FORMAL STAGE

To begin a formal appeal: Send appeals letter via email to the dedicated appeals address

Receive an acknowledgment within the week

Yes

Keep checking your post for arrangement details

Chase it up

Donâ&#x20AC;&#x2122;t forget to add your evidence! If you are including information about a third person, make sure you are data protection compliant (page 17).

FORMAL STAGE

Your letter must reach the University Secretary by the deadline: 15 working days after the publication of results. You can email it to studentappeals@aub.ac.uk. The Head of Quality and Standards will be able to help you plan the letter and focus on important points, but will not be able to make your case for you. A template letter of appeal can be found at the back of this booklet and should be sent in an email to the address above. Remember This letter forms the basis of your appeal. You cannot change this letter once it has been submitted. It will be seen and considered by a number of different people, therefore it is important that you take your time in making sure your letter has the relevant information and is easy to understand.

FORMAL STAGE

Advice for letter writing Do • Include a correspondence and email address that you check regularly. • Include your name, course, and student ID number • Make it clear what you are appealing against • Make the grounds of your appeal clear • Provide a relevant explanation of why you are making the appeal • Provide relevant evidence • Make it clear what you want to gain from the appeal

FORMAL STAGE Don’t • Waffle, or include irrelevant information • Lose focus, or include all the things that you have been unhappy about on your course • Make subjective comments that cannot be backed up by evidence • Include information that you would not be happy for your Course Leader, Chair of Examination Board or an appeals panel to read. If you wish specific circumstances to be kept confidential, make this clear in your letter. As long as they are satisfied with the evidence provided, the University Secretary may be able to note “serious personal circumstances” but not mention the detail.

FORMAL STAGE Evidence that provides information about a third person If you are appealing on grounds of mitigating circumstances because you have been affected by the illness/personal crisis of a third person, you need to be aware of General Data Protection Regulation (GDPR). If you do want to provide some evidence that includes personal information about a third person, you must make sure that they understand how their information will be used and kept. If they are happy to supply this information, they should sign to show that they have given you permission. For example:

I am giving permission for the use of information about myself in support of the appeal made by…......... Signed: …………………………..

Remember: it is important to show how the situation impacted upon you; it’s not enough just to detail information about a third person and assume that those making the decision about your appeal will understand the connection. 17

PROCESSING

What happens once I have submitted my appeal? You should receive an acknowledgement of your appeal. Check your post and email regularly; if you have not heard anything within a week, contact the University Secretary immediately. What action will the University Secretary take? They will look at the appeal to make sure that there are no immediate problems (for example, if you forgot to add evidence). They will send your letter to the relevant members of staff for comment; this will always include the Course Leader. Staff will normally be given a week in which to respond, but there may be occasions where a longer time is required. In these cases, you will be notified of the delay; this will not disadvantage your case.

PROCESSING

Where an appeal includes grounds of mitigating circumstances, the University Secretary will hold a meeting of the Mitigation Board to consider the evidence provided. Once everybody has replied, the University Secretary will assemble the following information: • Your appeal letter and evidence • A transcript of your marks • Minutes of the relevant exam board/Progression and Awards Board • Responses from staff • Response from Mitigation Board, if appropriate

PROCESSING

What is the decision making process? The University Secretary will present the information to the Chair of the Exam Board who will make a decision on your appeal. The decision is: EITHER The evidence and replies all indicate that the appeal has justification and should be upheld. If this happens the Chair of the Exam Board could override the previous decision and make a different recommendation to the PAB or they could refer the matter back to the Exam Board OR Lack of evidence and the responses all indicate that there is no case to answer and the appeal should therefore be rejected: the University Secretary will write to tell you and confirm that the appeals procedure is finished.

PROCESSING

Can I ask for the decision to be changed? If you are unhappy with the decision, you might be able to proceed to the Review stage of the appeal, but you can only ask for a review if you can show one of the following: • The appeal process was not followed correctly • New evidence has become available that you were not able to provide when you made your original appeal • The decision of the Chair of the Exam Board was unreasonable in view of the evidence If you want to have the decision reviewed you have to let the University Secretary know within seven days of you being informed that your appeal has been rejected.

REVIEW

REVIEW Appeal Panel Hearing What is an appeal panel hearing? It is a formal meeting to consider your case for review. It is not there to make a decision about your appeal itself, but it looks at the way in which your appeal has been considered. Who are the panel members? Senior academic staff and a student representative. Nobody who has had any contact with you during your time on the course will be a panel member. What about my attendance? You can attend if you want; attendance or non-attendance will have no impact on the decision. If you do not attend, we ask you to provide us with an email address you check regularly. This is for any additional questions the panel members may want to ask you, and will expect a reply within a couple of days. If I attend, can I bring anybody? Yes, you can. they must be a member of the University community (e.g. a friend who is a student, or a student representative). You must let us know in advance that they will also be attending. 24

REVIEW

How do I prepare for the meeting? You will be sent all the documentation seven days before the meeting. Read everything carefully and make note of any queries you may have. Although the panel will encourage you to make your case, it is a formal meeting and it is understandable that you might be nervous. It is a good idea to write down the key points of your case. If you are bringing someone with you, go through everything with them and give them a copy of your key points so they can jog your memory if you forget. Donâ&#x20AC;&#x2122;t forget to focus on your case for review. You are trying to show why the initial decision on your appeal should be set aside.

REVIEW

What happens at the meeting? You will be introduced to everyone at the meeting. The format will be decided by the Chair, taking account of your individual situation. You will be given a chance to explain why you think the original decision should be set aside. The panel may also ask you questions. What about the decision? You will be notified in writing of the decision of the panel within five working days (not including Saturdays, Sundays or Bank Holidays) of the meeting.

REVIEW Additional Questions Can I claim any expenses if I attend the meeting? Yes, we will pay any reasonable expenses. Send details of any travel on public transport to the Head of Quality and Standards. How long does the process take? The whole process should be completed in about eight weeks. For students who receive their results in June/July, appeals panels usually take place in September. What happens to the documentation connected to the appeal? This will be held confidentially in an electronic file for a period of time in line with the University Retention Policy (currently 6 years following completion of studies).

APPEALS LETTER TEMPLATE FOR EMAIL Address to which you want any appeal correspondence sent Email address that is checked regularly Mobile phone number Name of addressee University Secretary Arts University Bournemouth Wallisdown Poole BH12 5HH To Whom It May Concern, RE: APPEAL Course: Name: ID Number: I am writing to appeal against: (is it a unit outcome, classification decision, or progression decision?) The grounds for my appeal are: (indicate which of the grounds listed on page [X] of this booklet are applicable Reason for my appeal: This is the section where you provide full details of all relevant circumstances for your appeal. 1. Be focused, avoid irrelevant information Does your information: â&#x20AC;˘ Make a point relevant to your case â&#x20AC;˘ Clarify a point you are trying to make 2. Reference evidence where appropriate Appeal Summary: summarise the key points and state what you seek to gain from the Appeals Process. Yours sincerely [Name]

YOUR NOTES

NOTES