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Extenuating Circumstances Reporting
Overview and contents
Note: This page is also available as a PDF
From October 2022, students will submit EC claims and associated evidence (where applicable) using ECsOnline, our EC system on Portico.
Claims will be routed to the relevant Department EC Panel (DECP) / Faculty EC Panel (FECP) who will be notified of the claim and can review claims and accept / reject or request further information as applicable. Department EC panels can escalate claims to Faculty EC panels where necessary.
Certain members of staff will be able to view EC reports in Portico, for example, to view the number and status of claims (by department / module etc). Reports can be downloaded to a CSV file.
This guidance covers how to:
View and filter reports
Download reports to a CSV file
How to view and filter reports in ECsOnline
1. Log in to Portico and navigate to the Awards, Assessments and Achievements tab.
2. Click on Extenuating Circumstances decisions report in the Data Quality Reports section of the page.
3. The Extenuating Circumstances – Retrieve Criteria screen will load. You should now enter the search criteria as appropriate to your report and then click Next.
Note: If searching by Student ID, only enter the numbers prior to the / e.g. for student ID 12345678/2, you should only enter 12345678 into the search field.
4. Your report will be displayed with entries listed in alphabetical order of student surnames by module. One row is shown for every assessment against which a claim has been submitted and the default setting will return 10 rows per page.
5. To view the report in Excel, click the Download CSV button at the bottom of the page (guidance on this is provided in the next section below).
6. When viewing the report on screen, you should click the symbol below next to the EC code to show additional details for the EC.
The symbol:
The following information is returned in the report:
- EC code: the unique reference number assigned to the related EC claim (note there may be multiple rows for each EC claim to reflect all assessments for which mitigation was requested on the claim).
- Student ID
- First Name
- Surname
- Claim Stage: this may be Request Created, Department Panel, Faculty Panel, Awaiting Evidence, Process Complete
- Assessment Status: this will be Active where a decision has not yet been made or Completed where a decision has been made and recorded
- Submitted Date: the date that the claim was submitted
- Original Due Date
- Faculty
- Faculty Panel
- Department Panel
- Parent Department
- Teaching Department
- Staff Department
- Programme Code
- Programme Name
- Programme Board of Examiners Code
- Route Code
- Route Name
- Year of Study
- Module Code
- Module Name
- Module Delivery Code
- Module Delivery Term
- Module Delivery Board of Examiners Code
- Assessment Name
- Assessment Type Code
- Assessment Type
- Assessment Pattern
- Assessment Sequence Number
- New Deadline Date: this is the new date agreed by the panel. This will be blank until a decision has been recorded
- Date of Decision
- Decision Outcome
- Sought Mitigation
- Approved Mitigation
How to download reports to a CSV file
Exporting a report to a CSV file will enable you to filter and sort the information on the report.
1. Before downloading your report, ensure that it contains only the information that you require. Consider using the search criteria on the Extenuating Circumstances – Retrieve Criteria screen to further reduce the number of rows returned in your search where possible.
2. Click the Download CSV file at the bottom of the page.
3. A Save As window will launch. Select the location where you wish to download your report to and name your file appropriately then click Save.
4. Once downloaded, you will be able to open your report as an excel file and will be able to filter the information shown as required.
5. This report contains personal data and you must handle, process and store it in accordance with the UCL guidance on processing personal data.