Extenuating Circumstances Policy and Procedures
Adopted: January 2017 - Version 1.3
1. Title: Extenuating Circumstances Policy and Procedures
2. Purpose: This document is to outline the policy and procedures that the college and the students should follow in the event the latter experience circumstances that negatively impact their academic performance.
3. Application: The policy applies to all students enrolled with East End Computing and Business College (ECBC)
4. Review and Amendment:
- This policy shall be reviewed yearly
- The next review will be in January 2018
This policy commenced from January 2017 and replaced any previous similar policy
Reviewed and Modified - Sug.by Dr.iqbal
Re-phrasing the title - Sug. by Dr.Iqbal
Part A and B is introduced in the form - Req. by Dr.Iqbal
Approved and Adopted by Academic Board
ECBC deems that an extenuating circumstance is a situation which is outside the control of the students that normally has an adverse impact on their performance and which can be supported by appropriate evidence.
This policy is designed to ensure that the following are maintained in Extenuating Circumstances:
- Students are appropriately supported when such a situation is brought to the attention of the college and is dealt in a timely manner
- Students are fairly treated
- Students are well informed about their responsibilities during and after the Extenuating Circumstance is considered
- Confidentiality about Student's circumstance is preserved
- Academic Standards are maintained
As an academic institution, we understand that during their study students may encounter considerable personal problems that are beyond their control which may negatively affect their ability to study and to complete assessments. However, in order to consider such difficulties as Extenuating Circumstances, the following criteria must be met:
- The situation must be beyond the student's control
- The situation must be or have been unpreventable
- The situation have had a negative impact on the student's ability to study and undertake assessment
- The stated impact must be relevant to the timing of the circumstance
- The request for extending the time must be done at least 7 days before assignments submission deadline.
Extenuating Circumstances is not considered under the following alleged reasons:
- A claimed medical situation where no evidence is available for support
- A claimed medical situation where evidence does not match the period of illness
- A claimed medical situation where evidence provided showing merely a visit to a Doctor or GP
- A claimed medical situation where evidence provided does not relate to the same illness that the students claim they were affected
- A self-certified illness
- A claimed circumstance for which suitable adjustments have already been made by the college and where there is no further evidence that the condition is still posing a problem.
- Stress that are not diagnosed as an illness
- Common illness such as a cough or cold
- Pregnancy unless there are evidence of complications
- Financial problem
- Death or illness of a pet
- Any circumstances stated to be unforeseen that a reasonable person would clearly see as foreseeable or preventable
The list above is not exhaustive, individual cases will be assessed based on the evidence provided and a decision will be taken by the "Extenuating Circumstances Committee".
1.5 Types of Circumstances
There are two types of circumstances that may have an effect on the student's academic performance during their study and assessment.
1. A long condition or disability where special adjustments can be arranged by the college to support study and/or assessment
2. A short term situation where consideration is required as and when it arises that can affect study and/or assessment
The procedures to follow depend on the type of Circumstances.
(a) For a long condition or disability where students believe that their performance of study and assessment are affected, should inform the college as soon as possible. In addition they should read and understand ECBC "Special Considerations and Reasonable Adjustments" Policy. A form that is attached to that policy needs to be filled in and handed to the admin staff. After careful consideration of the situation and evidences provided, the college will make sure that proper adjustments are made to assist students in their study and assessment.
(b) For a short term circumstance where students believe that their performance of study and assessment are affected should:
- Take the responsibility to inform the college immediately, as reporting at a later date might conflict the college decision if no suitable explanation is given
- One or more evidences must be produced from genuine and relevant sources
- An Application form for "Consideration of Extenuating Circumstances" must be filled, which is appended to this policy and must be handed over to the admin staffs. Students should note that there is a defined timeframes for the submission of request in regards to their assignments submission deadline (see conditions in 1.3).
3.0 Consideration of Request and Outcomes
Based on the facts provided, Extenuating Circumstances Committee will analyse the seriousness of the situation and an outcome will be given within 5 working days. In some cases, the committee may require more time to further investigate the matter and may also require more evidences so that a fair decision can be made.
It is important to note that the outcomes of the decisions might differ for students depending on the gravity, nature and evidences provided.
In the case of assignment submission, where the original deadline cannot be met, a reasonable amount of time will be granted for completing the coursework and a new deadline will be set without affecting the student in any way. Please note that the circumstance will be assessed thoroughly before this extension is granted.
In extreme case, where students will not be able to attend classes for a whole semester or more due to the requiring of additional time off, then the college may ask the student to re-enrol for the next semester or next academic year.
In some cases, the college may decide to release the students upon their requests based on their circumstances.Download Application form for Consideration of Extenuating Circumstances