EXTENUATING CIRCUMSTANCES How to complete an ECF form An extenuating circumstance form (ECF) should be filled in when you wish to present a case to the University to explain that you have personal or health problems that are affecting and are likely to affect your ability to sit an exam or complete a piece of coursework. The form will need to be received as soon as you are able to hand this in. The sooner you submit the form, the easier it is to provide strong supporting evidence.
What is an extenuating circumstance? The list can be exhaustive. It can be anything that relates to your health or personal life which is “serious and significant” enough that you are unable to attend, complete or submit assessment artefacts or a circumstance that will prevent you from performing your best in an assessment. Please note: If your reason for the ECF if likely to extend beyond 20 working days, the guidelines suggest that this is a long term circumstance and that you should consider a suspension of studies. Advice on this can be sought from your Head of Department.
Examples of circumstances that the University may consider: • • • • • • •
An illness or injury that leaves you incapacitated The illness of injury of someone who needs your close and frequent attention Bereavement (the death of a close family member or friend) Domestic problems (a serious problem at home) Court attendance (including witness, jury, Defendant) Religious observance Active exercise of the citizenship- e.g. If you are a member of the TA and are called into duty.
What is not an extenuating circumstance? • If you sit an exam or submit an assignment on time, you are declaring yourself “fit to sit” the assessment and no extenuating circumstances will be accepted. • Suffering from a cold • Computing difficulties- this includes network failure, computer crashing and printers dying • Financial worries • That you don’t like sitting exams • Work commitments- (full time students only) • Course management issues- these should follow the complaints procedure. •
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Where do I get an ECF form from? ECF’s are available from your department/ school office, from the Academic Caseworker at the Students’ Union. We advise also that you have a copy of the Examination and Assessment Regulations in front of you whilst completing the form. Please pay particular attention to Appendix 2, table 1 of the regulations.
What do I need to produce along with the form itself? You will need to produce evidence which confirms what you are alleging. So for instance if you are due to have an operation on the day of your exam and this cannot be moved, you would produce letters from your doctor which would confirm this. This is across the board, everything must be evidenced. If you would like to know more about the types of evidence you can provide, please see the specific criteria in the Examinations and Assessment Regulations on the Academic Registry Website. http://www.port.ac.uk/departments/services/academicregistry/qualitymanagementdivision/ assessmentandregulations
How do I complete the ECF form? You should seek guidance from either a member of staff within your department, or from the Academic Caseworker at the Students’ Union. Make sure you complete ALL parts of the form. You should complete one form for every separate circumstance and hand in prior to the ECF deadline- please ask your department for this deadline date Once the form is completed and your evidence is attached, you can hand this into your department/school office. They will then give you the top copy of the form back.
What happens once you have completed and submitted the form? A panel will meet within your department to consider you application. This panel normally meets twice a year and considers all ECF’s within the department at the same time. The panel will decide whether you case is valid or not and will notify the unit assessment board, or board of examiners of their decision. You will be notified of the panel’s decision within 2 weeks of their meeting. The meeting date will be displayed within your department. If you are unsure of the dates, please ask your head of department.
What will be the outcome if my ECF is found to be valid? There can be a variety of outcomes if your ECF is found to be valid. The most common outcomes are the late penalty will be removed or you may be offered the chance to re do an assessment. 2/3
Confidentiality If your circumstances are serious or distressing you need to speak with your head of department, who can act on your behalf following the Universities guidance on serious and confidential circumstances. If you do not feel happy approaching your head of department, then please see a member of staff that you feel you can talk to. Also remember that the Academic Caseworker here at the Students’ Union is also available for you to talk to.
ECF Criteria Codes There are 2 kinds of Extenuating circumstance either ACUTE (Prevented from being in a specific place at a specific time) or CHRONIC (prevented from doing something over a period of time) For Example: ISSUE
ACUTE/CHRONIC
Acute illness or injury lasting less than a week Extended illness or injury lasting more than a week Illness of another person Bereavement/domestic or personal circumstances Court attendance Work commitment-part time/distance learners only Representing the country or country at sport Religious Observance Exercise of citizenship (eg. participation in TA) Holidays- booked before offered a place on University course Transport difficulties Criminal Activity Computing Difficulties Financial Difficulties Other
Acute Chronic Acute or Chronic Acute or Chronic Acute or Chronic Acute or Chronic Acute or Chronic Acute Acute or Chronic Acute or Chronic Acute Acute or Chronic INVALID INVALID Acute or Chronic
If you have any further questions, please do not hesitate to speak with the Academic Caseworker at the Students’ Union, Gun house - or contact
academicsupport@upsu.net 02392 845 310
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