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Covid-19 Extenuating Circumstances Procedure

UCL has agreed that students can self-certify if they have Extenuating Circumstances for the remainder of the 2019/20 academic year. Find out the full details here.


Contents

Extraordinary Extenuating Circumstances Regulations for the remainder of the 2019/20 academic year
Advice for Faculty and Departmental EC Panels
Read the Student FAQs on the Student webpage


Extraordinary Extenuating Circumstances Regulations for the remainder of the 2019/20 academic year

 UCL Education Committee has approved the following extraordinary regulations for the remainder of the 2019/20 academic year:
1.The evidence requirements in the UCL Academic Manual Chapter 4, Section 6.6.7.4, will be suspended and students will be able to submit a self-certified claim for any valid Extenuating Circumstance, not just those related to Covid-19. 
2.

Whilst automatic approval will be granted, the decision on the most appropriate form of mitigation will be determined by the Faculty or Departmental EC Panel. The mitigation will be applied to all assessments during the period for which the student has submitted a claim. Mitigation should take the form of an extension to a date that allows time for the work to be marked in time for the Exam Board* meeting or deferral.

*A revised timescale for exchange of marks and exam boards is under consideration.

3.Exclusion of an assessment component or module, and other types of mitigation in Chapter 4, Section 6.9.2, should be considered in exceptional cases only and in the light of any component exclusions already in place as general mitigation under the material irregularity procedure. 
4.Professional emergencies are covered by the Extenuating Circumstances regulations. If, for example, a student works for the NHS or police, or is involved in critical research, Faculty and Extenuating Circumstances Panels should be as flexible as possible about mitigation offered.
5.If mitigation is required for an assessment for all students, Faculties should utilise the Material Irregularities procedure in Chapter 6, Section 6.

Advice for Faculty and Departmental EC Panels

 
  • We are likely to receive many self-certified ECs, as such Faculties and Departments (depending on structure) will need to consider how best to manage this workload. Whilst Faculties and Departments may wish to use existing local processes, an example process which can be replicated is as follows:

Step 1: Student submits EC Claim (Webform suggested)

Step 2: Type of mitigation

  • Deferral of Online Exams etc
  • 2-week extension for Coursework etc

Step 3: Student receives automatic approval

 
  • Faculty/Department creates a Microsoft Form for students to log requests
 
 
  • Students submit their request and receive an email with locally-created text that states which type of assessments will be granted which type of mitigation. Example:

"Dear student,
Thank you for submitting your self-certified EC request. This request has been approved. Please note that the type of mitigation applied to each component within your claim will vary depending on the type of each assessment:

  • A Deferred attempt has been granted for any timed online exams included in your claim. As such you will be granted an additional attempt at the assessment for this component at a later date during the Late Summer Assessment period. Details of this will be circulated in due course.
  • An extension has been granted for any coursework included in your claim.  You will receive details of extension deadlines separately. It is your responsibility to ensure you meet any coursework extension deadlines.”
 
  • This is a simple process, and Faculties/Departments may wish to enhance this further by using other systems to further automate and customise responses based on assessments covered.