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Section 3: Short-term Illness and other Extenuating Circumstances

Published for 2024-25


3.1ÌýWhat are Extenuating Circumstances?Ìý

1.‘Extenuating Circumstances’ (often know as ‘ECs’) are events which are sudden, unexpected, significantly disruptive and beyond your control and which may affect your performance at summative assessment, such as a serious illness or the death of a close relative.ÌýÌý
2.You can submit an Extenuating Circumstances claim to access ‘mitigation’ such as an extension or deferring an assessment to a later date.ÌýÌýÌý
ÌýHelp and adviceÌý
3.If you are not sure whether you should use Extenuating Circumstances, Section 1: How to Use This Framework includes details of all the different support that is available to you.Ìý
4.Help with using these procedures is available from your Personal Tutor, your Department and a wide range of UCL support services. Section 1.2: Help and Advice includes more information.Ìý
ÌýLooking after your dataÌý
5.911±¬ÁÏÍøill look after your data carefully and sensitively. Where your personal information needs to be shared with members of the UCL community in order to facilitate your support, this will be done only with your consent and on a 'need-to-know' basis. Section 1.4: Confidentiality and Looking After Your Data includes more information.Ìý

3.2ÌýWhen to use these procedures

1.Extenuating Circumstances are designed for emergencies. If your circumstances are not sudden, unexpected and beyond your control, UCL has a wide range of other options to support your studies – please see Section 1: How to Use This Framework for more details.ÌýÌýÌýÌý
ÌýWho can use these proceduresÌý
2.These Extenuating Circumstances regulations apply to all UCL Undergraduate and Taught Postgraduate students, and to UCL Postgraduate Research students taking taught components/ modules.
3.Please refer to Section 1.3: Who Can Use This Framework for detailed information on the arrangements for Affiliate students, Intercollegiate students, Study Abroad, Placements, Joint Degrees, and Short Courses.Ìý
ÌýFormative and summative assessmentsÌý
4.ECs apply to summative assessments only (i.e. formal assessments where your results count towards your degree). You do not need to submit EC claims for formative assessments.Ìý
ÌýAttendance requirementsÌý
5.You only need to apply for ECs if your summative assessment is affected. If you miss a class or teaching event, please refer to the UCL Student Attendance Policy for more details.Ìý

3.3ÌýQuick guide: How to apply

Step 1:

Read these procedures carefullyÌý

Make sure that you know what you need to submit and the deadline for submitting claims.Ìý

Ìý

Step 2:Ìý

Check whether your circumstances are coveredÌý

UCL’s ‘Grounds for ECs’ explain what will normally be considered.Ìý

If your circumstances are not covered, you may still be eligible to use a Delayed Assessment Permit.Ìý

See Section 3.5: Grounds for Extenuating CircumstancesÌý

Step 3:Ìý

Complete an EC applicationÌý

You can make an EC claim through PorticoÌý(Navigate to the MyStudies tab and click on My Extenuating Circumstances).

A comprehensive guide on submitting an EC claim can be found here: Guide to submitting your claim on Portico

Ìý

Step 4:Ìý

Get supporting evidenceÌý

You will be asked to submit evidence.Ìý

See Section 1.5: Providing Supporting EvidenceÌý

Step 5:Ìý

Submit your claimÌý

AllÌýEC claims should be submitted as soon as possible, and no more than one week (five working days) after the first affected assessment.ÌýÌý

Ìý

Step 6:Ìý

Your claim will be considered by your departmentÌý

Your department will decide whether your claim meets the criteria and which mitigation is suitable for your circumstances. Your department may also need to seek approval from your faculty or from the Vice-Provost (Education and Student Experience) for some types of mitigation.ÌýÌý

See Section 3.7: MitigationsÌý

Step 7:

You will receive a written response as soon as possibleÌý

You should receive a response as soon as possible and no more than ten working days after submitting your application (unless you are submitting your evidence late). There may be good reasons why a decision cannot be made within this timeframe – for example if your case needs to be escalated to your Faculty EC Panel. If this is the case, the panel will let you know, within ten working days of receiving your application, that more time is needed to process your claim.Ìý

See Section 3.8: If you miss the deadline for EC claimsÌý


3.4ÌýBefore you apply

1.Please note the following important information before making an application
ÌýMitigations availableÌý
2.The EC application form will ask you which type of mitigation you would prefer. This will be used to determine how your request is processed but does not determine the outcome of your request. The type of mitigation offered is at the discretion of UCL, and will take the following factors into consideration:
a)The severity of your personal circumstances, andÌý
Ìýb)Academic need (e.g. type of assessment, discipline, timing of the assessment), andÌý
Ìýc)The requirements of any Professional, Statutory and Regulatory Bodies, which may not permit some forms of mitigation, andÌý
Ìýd)Fairness to all students in your year and over time, and
Ìýe)Protecting the academic standards of the degrees awarded by UCL.
Ìý‘Compelling Reasons’Ìý
3.At various stages of this procedure you will find regulations which allow UCL to make an exception. Exceptions will only be considered if there are compelling reasons for doing so; they are not a student entitlement. You should expect that the normal procedures will apply to you.Ìý
ÌýYour Home and Teaching DepartmentsÌý
4.Your ‘Home’ Department and Faculty are responsible for assessing your claim. If you are taking an interdepartmental module, your Home Department/ Faculty should consult with your Teaching Department to ensure that the mitigation is possible and appropriate.ÌýÌý
ÌýGroup workÌý
5.If you are working in a group with other students, the EC Panel may consider the impact of your ECs on other students in the group, for example if the EC prevents the group from meeting the deadline or from completing the required work.Ìý
ÌýIf your ECs affect multiple assessmentsÌý
6.An EC claim can cover more than one assessment – make sure you specify all of the affected assessments on your application.Ìý
ÌýMultiple claims for the same circumstancesÌý
7.ECs are designed to cover short-term problems which are sudden and unexpected. If you submit multiple requests for the same condition or for the same assessment, and your Department/ Faculty considers that you are having a longer-term difficulty, you may be referred to UCL Student Support and Wellbeing for a Summary of Reasonable Adjustments (SoRA), or to the Support to Study Procedure for additional support. The normal course of action is for the EC Panel to accept the EC claim in hand, but let you know that further EC claims for the same condition are unlikely to be approved.Ìý
ÌýIf you have a longer-term condition or needsÌý
8.If you need long-term or ongoing support 911±¬ÁÏÍø has a wide range of options including Reasonable Adjustments for Disabilities and Long-term Conditions and Academic Adjustments. However, there may still be occasions where you need to use the EC procedures for additional help. Section 3.5: Acute Episodes and Fluctuating Conditions includes more information.Ìý
ÌýIf you cannot submit a claim yourselfÌý
9.If you are unable to make an application for yourself, your next of kin (e.g. parent, partner) may submit a request on your behalf. A member of staff can assist you or your next of kin in completing an application, but they are not permitted to submit a request without your consent.ÌýÌý
ÌýIf you are worried about disclosing sensitive informationÌý
10.Any sensitive information will only be accessible to members of staff who are directly involved in making a decision on your claim (see Section 1.4: Confidentiality and Looking after your Data).ÌýÌý
11.If you are concerned about disclosing particularly sensitive circumstances to your department, you can indicate on your application that you would like your claim to be considered by your Faculty EC Panel.Ìý
ÌýAssessment feedbackÌý
12.Please note that, if you submit after the published deadline as a result of an extension or deferral, the one-month UCL Assessment Feedback Turnaround policy will apply from the day that you submit your work, and not from the original deadline.Ìý
ÌýFalsification is a serious offenceÌý
13.If you submit a fraudulent EC claim or evidence you will be subject to UCL’s Student Academic Misconduct Procedures. If you are struggling with your studies, please seek help – Section 1.2: Help and Advice includes details of a wide range of support services.Ìý
Ìý‘Working days’Ìý
14.Throughout this procedure, deadlines are stated in ‘working days’. This means every calendar day except weekends, UK Bank Holidays and UCL College Closure Days. Any other vacation periods or reading weeks count as working days.ÌýÌý

3.5ÌýGrounds for Extenuating Circumstances

ÌýThe following guidance sets out the types of circumstances which will normally be considered. The examples under different categories should help you understand whether you can make a claim. UCL also uses this guidance to ensure that students in different departments and faculties are treated fairly.Ìý

Ìý

GROUNDS FOR EXTENUATING CIRCUMSTANCESÌý

CATEGORY A:Ìý

CATEGORY B:Ìý

CATEGORY C:Ìý

Circumstances which will normally be considered:

Circumstances that may be considered where there is a substantial impact on you:Ìý

Circumstances that will not normally be considered under the EC procedure. Reasons marked (*) indicate type of circumstances you may wish to use a DAP for, if eligible:Ìý

BereavementÌý

  • Bereavement for a child, sibling, parent, carer, spouse or partnerÌý
  • Bereavement for a grandparent, aunt, uncle or other relative not identified in Category AÌý
  • Bereavement for a friendÌý

Ìý

Short-term medical conditionsÌý

  • Serious personal injury, medical condition or mental health conditionÌý
  • Moderate personal injury, medical condition or mental health conditionÌý
  • Minor illnesses or injuries (such as coughs, colds, headaches, hayfever)*Ìý
  • Circumstances supported by evidence from unregistered medical practitioners, such as alternative therapists*Ìý

Long-term medical conditionsÌý

  • Serious worsening or acute episode of an ongoing disability, medical condition or mental health conditionÌý
  • Circumstances where there is insufficient time to put Reasonable Adjustments in placeÌý
  • New disabilities or long-term medical or mental health conditionsÌý
  • Medical or mental health conditions which fluctuate unpredictablyÌý
  • A severe long-term illness which can only be addressed by an extension, deferral or other form of one-off mitigationÌý
  • Gender confirmationÌý
  • An ongoing disability, medical condition or mental health condition (you should apply for a Summary of Reasonable Adjustments)Ìý
  • Conditions which have lasted and remained unchanged for more than 12 months (you should apply for a Summary of Reasonable Adjustments)Ìý

Pregnancy and maternityÌý

  • Serious complications in pregnancy or maternityÌý
  • Moderate illness due to pregnancy or maternity e.g. morning sicknessÌý
  • Pregnancy or maternity where there are no complications (you should apply for Academic Adjustments, Exam Adjustments or an Interruption of Study)Ìý
  • Paternity, parental or adoption leave (you should apply for Academic Adjustments or an Interruption of Study)Ìý

Parenting and caringÌý

  • Serious injury or illness in a child, sibling, parent, spouse or partnerÌý
  • Serious illness of a grandparent, aunt, uncle or relative not identified in Category AÌý
  • Serious illness of a friendÌý
  • Unexpected caring responsibilities for a child, sibling, parent, spouse, partner or other close relativeÌý
  • A breakdown of your normal childcare arrangementsÌý
  • Relatives with minor illnesses or injuries (such as coughs, colds, headaches, hayfever etc.)*Ìý
  • Day-to-day childcare*Ìý
  • School holidays*Ìý

Major incidentsÌý

  • Direct experience of a terrorist incident, war or natural disasterÌýÌý
  • Major fire in residenceÌý
  • Direct experience of war, terrorist incident or natural disaster by a child, sibling, parent, spouse, partner or other close friend or relativeÌý
  • Serious travel or other disruption caused by a terrorist incident, war or natural disasterÌý
  • Booked travel arrangements*Ìý
  • Minor private or public transport failure*Ìý
  • Missed or delayed trains, tubes or buses*ÌýÌý
  • Poor time-keeping*Ìý

CrimeÌý

  • Victim of violent crime (e.g. assault, mugging, sexual assault, rape)Ìý
  • Victim of non-violent crimeÌýÌý
  • Theft of work required for assessmentÌý
  • Victim of petty theft e.g. mobile phone theft, bicycle theft or car break-in (unless these involve mugging or assault)*Ìý

Family and personal difficultiesÌý

  • Domestic abuseÌý
  • Family breakdown (such as divorce)Ìý
  • See above for parenting and caring responsibilitiesÌý
  • Booked holidays*Ìý
  • Trips to see family abroad*Ìý
  • General domestic/ family problems*Ìý

Financial difficultiesÌý

Ìý
  • Serious financial problems preventing you from studyingÌý
  • General financial problems*Ìý

Housing difficultiesÌý

Ìý
  • Serious housing problems preventing you from studyingÌý
  • Moving home*Ìý
  • General housing problems*Ìý

Work and other commitmentsÌý

  • Professional emergencies e.g. medical, police, fireÌý
  • Major changes in professional commitments affecting your ability to studyÌý
  • Changes to work commitments for critical workers (e.g. NHS staff)Ìý
  • Ongoing work commitments*Ìý
  • Participation in extra-curricular activities (e.g. sport)*Ìý
  • Time spent on job/internship applications/ interviews*Ìý

Academic workÌý

Ìý
  • Serious problems with academic project work e.g. obtaining ethical approval, equipment failure, problems with sample collectionÌý
  • General exam or assessment worries*Ìý
  • Fasting during an exam (please refer to the Academic Adjustments procedure)Ìý
  • Visa problems*Ìý
  • Poor time management*Ìý
  • Failure of IT equipment/ printers*Ìý
  • Failure to back up documents*Ìý

Court appearanceÌý

  • Jury ServiceÌýÌý
  • Attendance at court or tribunal as a witness, defendant or plaintiffÌý

Ìý

  • Supporting a relative or friend at court*Ìý

OtherÌý

Ìý

Ìý

  • Circumstances which are foreseeable or preventable*Ìý
  • Claims that you were unaware of the dates or times of submission or examinationÌý
  • Circumstances which do not relate to the timing of the assessment*Ìý
  • Late disclosure of circumstances on the basis that you felt unable to follow the UCL EC proceduresÌýÌý
  • Circumstances without reasonable supporting evidence (medical or otherwise)*
  • Circumstances supported by evidence from a relative or other person with a conflict of interest.Ìý

3.6 Mitigations

1.The ‘Mitigation Options’ table indicates the types of mitigation that are available through these Extenuating Circumstances procedures.Ìý
2.The EC application form will ask you which type of mitigation you would prefer. This will be used to determine how your request is processed but does not determine the outcome of your request.Ìý
3.You should expect to receive a Category 1 or 2 mitigation. These mainly centre around giving you additional time to complete an assessment. This is usually in the form of either an extension or a ‘deferral’:
a)A deferral is the opportunity to take an assessment as if for the first time and without penalty. Deferrals normally take place at the ‘next normal occasion’ which is typically the Late Summer Assessment Period. The regulations for deferrals can be found in Chapter 4, Part A, Section 8: Deferred Assessment.
4.In exceptional circumstances, if the Departmental EC Panel agrees that the options in Category 1 or 2 will not provide sufficient mitigation for you, your case may be escalated to the Faculty EC Panel to consider a Category 3 mitigation.Ìý
5.In extraordinary circumstances, if the Departmental or Faculty EC Panel agrees that the options in Category 3 will not provide sufficient mitigation for you, your Faculty may make a recommendation to the Director of Education Services or Director of Student Operations as appropriate on behalf of the Vice-Provost (Education and Student Experience) to consider a Category 4 mitigation.Ìý

MITIGATIONS OPTIONS

ÌýAssessment TypeÌý

Recommended MitigationÌý

Minimum Approval LevelÌý

Evidence RequirementsÌý

CATEGORY 1 Evidenced MitigationsExam (including in person and online)

1. Deferral without Tuition to the next normal occasion (typically the Late Summer Assessment Period).Ìý

Departmental Extenuating Circumstances PanelÌý

Evidence is required.Ìý

ÌýTake-home paper (including 24-hour assessments)Ìý

2. Extension of 2 hours per 24-hour period (e.g. a 48-hour paper would be extended by 4 hours).Ìý

ÌýQuizzes & In-class testsÌý

3. DeferralÌýwithout Tuition to the next normal occasion (timing determined by the department).Ìý

ÌýPractical examÌý

4. DeferralÌýwithout Tuition (timing determined by the department).Ìý

ÌýDissertation/ research projectÌý

5. Extension of up to 2 weeks (10 working days).Ìý

ÌýCoursework and other assessmentsÌý

6. Extension of up to 1 week (5 working days).Ìý

ÌýAssessment TypeÌý

Recommended MitigationÌý

Minimum Approval LevelÌý

Evidence RequirementsÌý

CATEGORY 2: Evidenced MitigationsAs appropriateÌý7. Suspension of the Late Submission Penalties.ÌýDepartmental Extenuating Circumstances PanelÌýEvidence requiredÌý
8.ÌýCoursework extension longer than 1 week.Ìý
9.ÌýDissertation/ research project extension longer than 2 weeks.Ìý
10.ÌýDeferralÌýwithout Tuition: Not at the next normal occasion.Ìý
11.ÌýDeferralÌýwithout Tuition for assessments immediately prior to a period of Interruption.Ìý
12.ÌýDeferralÌýwith Tuition.Ìý
13.ÌýDeferralÌýwith Tuition for lectures, seminars, tutorials, supervision or other teaching events immediately prior to a period of Interruption.Ìý
14.ÌýExclude component from module calculation: Maximum 10% weighting.
ÌýAssessment TypeÌý

Recommended MitigationÌý

Minimum Approval LevelÌý

Evidence RequirementsÌý

CATEGORY 3: Exceptional MitigationsAs appropriateÌý15.ÌýExtension longer than 12 weeks.ÌýFaculty Extenuating Circumstances PanelÌýEvidence requiredÌý
16.ÌýAlternative Method of Assessment allowing the student to demonstrate achievement of the same learning outcomes (subject to consultation with the Programme Leader and approval by the External Examiner).Ìý
17.ÌýExclude component from module calculation: 11 to 50% weighting.Ìý
18. Exclude module from Progression/ Award Requirements: Maximum 30 credits.Ìý
19.ÌýExclude module from Classification calculation: Maximum 30 credits.Ìý
20.ÌýExclude module from Progression/ Award Requirements and Classification calculation: Maximum 30 credits.Ìý
21.ÌýTransferÌýto Part-Time study (UG and PGT students), or Flexible-Modular study (PGT students only) where possible in the curriculum.Ìý
ÌýAssessment TypeÌý

Recommended MitigationÌý

Minimum Approval LevelÌý

Evidence RequirementsÌý

CATEGORY 4: Extraordinary MitigationsAs appropriateÌý22.ÌýExclude component from module calculation: More than 50% weighting.ÌýDirector of Education Services or Director of Student Operations as appropriate on behalf of the Vice-Provost (Education and Student Experience)ÌýEvidence requiredÌý
23.ÌýExclude module from Progression/ Award Requirements: More than 30 credits.Ìý
24.ÌýExclude module from Classification calculation: More than 30 credits.Ìý
25.ÌýExclude module from Progression/ Award Requirements and Classification calculation: More than 30 credits.Ìý
26.ÌýAny Suspension of Regulations or mitigation not included in this list.Ìý

3.7Ìý·¡±¹¾±»å±ð²Ô³¦±ð

1.Your EC claim needs to be supported by written evidence from an appropriate, independent and verifiable authority such as a doctor or registered medical practitioner. Further information about the types of evidence which you might be able to use is available in Section 1.5: Providing Supporting Evidence.ÌýÌý
2.Your evidence will need to cover the full period for which you are requesting mitigation.Ìý
ÌýEvidence in sensitive or traumatic casesÌý
3.UCL understands that it can be distressing to be asked for ‘evidence’ in the case of very sensitive circumstances such as the death of a close relative, harassment, discrimination or sexual assault. We also understand that it can be very difficult to provide evidence of particularly traumatic events such as war or terrorism. If there are compelling reasons for making an exception, the Department should escalate the claim to the Faculty EC Panel which is authorised to use its discretion to either suspend the need for formal evidence or accept alternative forms of evidence.Ìý
ÌýAdditional evidenceÌý
4.If the EC Panel does not have enough evidence to make a decision, you may be asked to provide new or additional evidence. You will need to provide the additional evidence within four weeks of being contacted. If you do not submit the requested evidence, your claim will normally be rejected.ÌýÌý

3.8ÌýIf you miss the deadline for EC claimsÌý

ÌýLate evidenceÌý
1.If you cannot obtain the necessary evidence in time to submit your EC claim, you must still submit your application on time and indicate that your evidence is to follow.ÌýÌý
2.You must submit your late evidence no more than four weeks after submitting your EC application. A decision cannot be made until your evidence is received. This may affect the type of mitigation that is available to you.Ìý
ÌýLate claims
3.Extenuating Circumstances claims should be submitted as soon as possible, and normally no more than one week after the first affected assessment. Extenuating Circumstances claims cannot be considered through these procedures once your formal results have been published. However, you have the right to appeal your results via the Academic Appeals Procedure.Ìý

3.9ÌýRequesting a review of an Extenuating Circumstances decisionÌý

1.You cannot contest the outcome of an EC request on the grounds of academic or professional judgement. However, you may request a review of an EC decision if you feel that there has been a significant procedural error in the handling of your request.Ìý
2.Requests for review must be submitted within two weeks of the mitigation decision.Ìý
3.Decisions made by Departmental EC Panels should be reviewed by the Chair of the Faculty EC Panel.ÌýÌý
4.Decisions made by Faculty EC Panels should be reviewed by an Assessor appointed by the Director of Education Services or Director of Student Operations as appropriate (typically an FECP Chair from another Faculty).Ìý
5.The FECP Chair or Assessor should consider the request and make one of the following decisions:

a)To uphold the original decision, orÌý
Ìýb)To retain the original decision but amend specific details such as length of extension, Deferral deadline etc., orÌý
Ìýc)To make a new decision.Ìý
6.The FECP Chair or Assessor should communicate their decision to you in writing within one week of receiving the request.

3.10Ìý´¡±è±è±ð²¹±ô²õ

1.You cannot appeal against an academic or professional judgement that has been reached through due process by an Extenuating Circumstances Panel. However, if you are dissatisfied with your progression, award or classification outcome, you may be able to appeal within specified grounds via the Academic Appeals Procedure, where consideration can be given to whether UCL applied its Regulations and Procedures correctly and whether any decision was reasonable and proportionate.Ìý

3.11ÌýRegulations for Departments and Faculties

3.11.1 Approval ProcessÌý

1The Faculty Extenuating Circumstances Panel is responsible for all EC decisions made by the departments under its remit. The following bodies are authorised to assess claims:Ìý

CategoryÌý

Type of MitigationÌý

Approval NeededÌý

Evidence NeededÌý

Category 1:Ìý

Evidenced Mitigations

Departmental Extenuating Circumstances PanelÌý

Evidence required

Category 2:Ìý

Evidenced MitigationsÌý

Departmental Extenuating Circumstances PanelÌý

Evidence requiredÌý

Category 3:Ìý

Exceptional MitigationsÌý

Faculty Extenuating Circumstances PanelÌý

Evidence requiredÌý

Category 4:Ìý

Extraordinary MitigationsÌý

Director of Education Services or Director of Student Operations as appropriate on behalf of the Vice-Provost (Education and Student Experience)Ìý

Evidence requiredÌý

2.While Panels are responsible for all decisions, the administration of claims may be carried out by appropriate academic and/ or professional services staff under the supervision of the Panel Chair and Deputy Chair. Any uncertain or edge cases should be considered by the full Panel.Ìý
3.When liaising with other departments, faculties, colleges or institutions, the discussion should focus on the type of mitigation. Sensitive personal data, such as details of the EC itself, should only be disclosed where it is essential to supporting the student. Please read Section 1.4: Confidentiality and Looking After Your Data for further information.Ìý
4.When assessing interdepartmental claims, approvers are asked to ensure that they consult with the Teaching Department to check that the mitigation is appropriate. Different disciplines have different practices, for example with regards to publishing assessment solutions or setting new assessment tasks, and these might not align with local assumptions.Ìý

3.11.2 Faculty Extenuating Circumstances Panels

1.Each UCL Faculty must have a Faculty Extenuating Circumstances Panel (FECP) which operates under the following Terms of Reference:

a)To oversee decision-making for all EC claims submitted by students in the Departments under the Faculty’s remit.Ìý
Ìýb)To provide Departments with advice and guidance, with a particular focus on the types of mitigation that may be appropriate and/ or restricted in a given discipline or area of professional practice.Ìý
Ìýc)To make decisions on Category 3 claims, and on Category 1 or 2 claims that have been escalated from departments.Ìý
Ìýd)To consider Category 1 and 2 claims where the student has requested that sensitive information is not shared with their department (see Section 1.4).Ìý
Ìýe)To make recommendations on Category 4 claims to the Director of Education Services or Director of Student Operations as appropriate where necessary and appropriate.Ìý
2.The FECP must be constituted as follows:

a)The FECP should be chaired by the Faculty Tutor or equivalent. A Deputy Chair must be nominated to stand in for the Chair where necessary.Ìý
Ìýb)In addition to the Chair and Deputy Chair, the FECP must include at least two members of senior faculty staff such as Faculty Graduate Tutors, Programme Leaders, Departmental Tutors and senior Professional Services staff.Ìý
Ìýc)The FECP secretary should be a named member of staff from the Faculty teaching administration team.
Ìýd)External Examiners must not be members of the FECP.Ìý
3.FECPs may ‘meet’ in person, online or by asynchronous messaging. All decisions must be dated and recorded in writing.Ìý
4.‘Meetings’ should include a minimum of three members, including either the Chair or Deputy Chair.Ìý
5.The Chair or Deputy Chair of the FECP are entitled to take Chair’s Action.Ìý
6.FECP members who have a personal or professional conflict of interest with any student being considered must withdraw from the discussions about that student.ÌýÌý

3.11.3 Departmental Extenuating Circumstances Panels

1.Each UCL Department must have a Departmental Extenuating Circumstances Panel (DECP) with the following Terms of Reference:Ìý

a)To make decisions on Category 1 or 2 claims.Ìý
Ìýb)To escalate claims to Category 3 and 4 where necessary and appropriate.Ìý
Ìýc)To follow Faculty policies and guidance on the types of mitigation that may be appropriate and/ or restricted in a given discipline or area of professional practice.Ìý
2.‘Department’ may cover local variations such as divisions, institutes, short course providers etc.Ìý
3.The DECP must be constituted as follows:

a)The DECP should be chaired by the Departmental Tutor. A Deputy Chair must be nominated to stand in for the Chair where necessary.Ìý
Ìýb)In addition to the Chair and Deputy Chair, the DECP must include at least two members of senior Departmental staff such as Programme Leaders, Departmental Tutors (or equivalent) and senior Professional Services staff.Ìý
Ìýc)The DECP secretary should be a named member of staff from the Departmental teaching administration team.Ìý
Ìýd)External Examiners must not be members of the DECP.Ìý
4.DECPs may ‘meet’ in person, online or by asynchronous messaging. All decisions must be dated and recorded in writing.Ìý
5.‘Meetings’ should include a minimum of three members, including either the Chair or Deputy Chair.Ìý
6.The Chair or Deputy Chair of the DECP is entitled to take Chair’s Action.Ìý
7.DECP members who have a personal or professional conflict of interest with any student being considered must withdraw from the discussions about that student.Ìý

3.11.4 Assessing Claims

1.Approvers are responsible for:

a)Making objective, impartial decisions about the validity of ECs submitted by students under their remit.Ìý
Ìýb)Determining the most appropriate mitigation for the individual circumstances.Ìý
Ìýc)Ensuring that all ECs are supported by appropriate evidence.
Ìýd)Ensuring that mitigation is only applied to the affected module(s).Ìý
Ìýe)Ensuring that mitigation is only applied once for each assessment.Ìý
Ìýf)Processing ECs in a timely manner.Ìý
Ìýg)Keeping sensitive student information confidential to those directly involved in making a decision – Section 1.4: Confidentiality and Looking After Your Data includes more information.Ìý
Ìýh)Storing all data relating to ECs securely.Ìý
2.Claims should meet the criteria in Section 2.5: Grounds for Extenuating Circumstances, which are based on sector best practice from the Academic Registrars’ Council and the Office for the Independent Adjudicator for Higher Education. The examples provided are not intended to be exhaustive but are designed to manage student expectations about the help available to them and to ensure that, as far as possible, students across different Departments and Faculties are treated fairly.Ìý
3.If there is a compelling reason for making an exception, Departmental and Faculty EC Panels may use their discretion to:

a)Accept an EC claim more than one week after the first affected assessment (but not after formal results have been published), orÌý
Ìýb)Accept alternative forms of evidenceÌý
4.If there is a compelling reason for making an exception, Faculty EC Panels may use their discretion to:

a)Suspend the evidence requirement.Ìý
5.The ‘Recommended Mitigations’ are designed to promote consistency across UCL and to manage student expectations about the help available to them. If there are compelling reasons for doing so, approvers may offer another form of mitigation which falls within the same Category, or escalate the claim to a higher Category.
6.For decisions relating to an Interruption of Study, the approver should determine the student’s eligibility for a deferral; all other details of the interruption, such as the Date of Interruption and Date of Return, fall under the remit of the Interruption of Study Procedures (see Section 6).
7.Students should receive a decision within ten working days of their claim being submitted unless:

a)The student submits late evidence (see Section 2.9), orÌý
Ìýb)The student is asked to provide new/ additional evidence (see Section 2.8), orÌý
Ìýc)The student has not yet provided any evidence (see Section 2.9), orÌý
Ìýd)There are good reasons why a decision cannot be made within this timeframe, in which case the relevant panel should let the student know that more time is needed to process their claim.Ìý
8.If the claim is rejected, the decision must clearly articulate the reasons for rejection.Ìý
9.The mitigation decision should be communicated to the relevant Board of Examiners, Teaching Department or Institution (if applicable), and UCL Education Services. Communications must only include the type of mitigation which has been agreed and should not include details of the EC itself – Section 1.4: Confidentiality and Looking After Your Data includes more information.Ìý

3.11.5 Boards of Examiners’ responsibilitiesÌýÌý

1.The Board of Examiners is responsible for applying the mitigation, confirming module marks, determining whether the student may progress or graduate, and issuing official results.Ìý
2.Members of the Board of Examiners must only be notified of the mitigation decision and not the details of the EC itself - Section 1.4: Confidentiality and Looking After Your Data includes more information.Ìý
3.In order to respect the sensitive nature of students’ circumstances and to ensure that the academic standards of UCL are upheld, the Board of Examiners must ensure that:

a)Only approved ECs are considered, andÌý
Ìýb)ÌýNew cases are not raised at the meeting of the Board, andÌý
Ìýc)The nature or severity of the EC is not discussed, andÌý
Ìýd)Marks are not adjusted in any circumstances, andÌý
Ìýe)Students are not raised from a fail to a pass.