extenuating circumstances and fit to sit
DESCRIPTION
MBChB Year 1 2011-2012. Extenuating Circumstances and Fit to Sit. Dr Lesley Roberts and Mr Andrew Shanks MBChB Year 1 Tutors Claire Maitland Student Development & Support Co-ordinator ([email protected]). Session Plan. Fit to Sit Extenuating circumstances. What is Fit to Sit?. - PowerPoint PPT PresentationTRANSCRIPT
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Extenuating Circumstances and Fit to Sit
Dr Lesley Roberts and Mr Andrew Shanks
MBChB Year 1 Tutors
Claire Maitland
Student Development & Support Co-ordinator
MBChB Year 1 2011-2012
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Session Plan
1. Fit to Sit
2. Extenuating circumstances
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What is Fit to Sit?
• By being present at an examination you are declaring yourself ‘Fit to Sit’ – applies to all examinations (written, presentations, OSCEs)
• You can not then submit extenuating circumstances for that examination, unless there are very exceptional circumstances (e.g., sudden illness that starts during an examination)
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What do I do if I am not Fit to Sit an examination?
• Inform the SDSO as soon as you can and complete the Extenuating Circumstances Form (Sec. C) – available from SDSO & Student Services Reception
• You can do this up until the published start time of an examination – requests after this will not be considered
• You must provide acceptable third-party evidence (usually doctor’s note) – as soon as possible after you have declared that you are not Fit to Sit (normally within one working day)
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What happens next?Submission and evidence considered by one of the
Extenuating Circumstances Officers
If approved:Your sitting of the examination will be deferred until the next available opportunity
If not approved (usually due to no evidence or false/mis-leading/inaccurate evidence):
You will be awarded a mark of 0 for the missed examination
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Important information about deferring examinations
• Deferred examinations can only be taken in May or August
• This may result in you having to take a year out of the course
• You cannot progress to Year 2 without passing all Year 1 modules
• The MBChB must be completed in 8 years maximum (excluding intercalated years)
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What are extenuating circumstances?
• Significant personal difficulties that affect learning and/or assessments during the academic year
• Exceptional and unforeseen events
• New Code of Practice asks for better evidence of impact and is stricter on what is allowable
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Examples of extenuating circumstances
• Significant illness, accident or injury• Death or serious illness of close family
member or friend• Exceptional and unforeseen financial hardship• Serious family crisis directly affecting you
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Examples of what extenuating circumstances are not
• Minor illnesses• Exam stress that is not diagnosed as an illness• Chosen activities that affect work during the
academic year, e.g., sport, holidays, extra-curricular activities, religious observances, paid employment, charity work
• Chronic illness / disability – reasonable adjustments can be put in place if needed (go to Student Support Services or see Year Tutor for further advice)
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What should you do if you have extenuating circumstances affecting
your learning?• Tell us as soon as you can!
• Complete an Extenuating Circumstances Form (Sec. D) - complete this fully and carefully
• Provide supporting evidence
• Submit the form to the SDSO – do not wait until the deadline
• No-one can raise extenuating circumstances on your behalf – it is your responsibility (even if you see your Year Tutor regularly)
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What type of supporting evidence?
• Must be contemporaneous, independent corroborative evidence that includes dates and confirms the impact on you, e.g., – Medical certificate / doctor’s letter– Death certificate– Counsellor’s letter– Bank statements– Solicitor’s letter– Police report– PM / Year Tutor report
• We cannot request evidence on your behalf – it is your responsibility
Remember impact!
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When should you submit the Extenuating Circumstances Form?• As soon as possible after the event!• Absolute deadlines are as follows on next 2 slides
• Forms submitted after the deadlines will not be considered, and cannot be used in an appeal
• Remember to apply early to doctors etc. for supporting documentation (but you must submit your form on time, even if your evidence is delayed)
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January Examination Period:extenuating circumstances
deadlines
4pm on Friday 6th January 2012 (to cover Semester 1 learning & revision period)
4pm on Wednesday 11th January 2012 (ONLY for submissions of acute extenuating circumstances that arise during an examination period – very rare! If you are unwell on the day of an exam you need to decide if you are Fit to Sit – see earlier slides)
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End-of-Year Examination Period:extenuating circumstances
deadlines4pm on Friday 4th May 2012 (to cover Semester
2 NOT Semester 1 learning period, and revision period for Semester 1 and 2)
4pm on Monday 28th May 2012 (ONLY for submissions of acute extenuating circumstances that arise during an examination period – very rare! If you are unwell on the day of an exam you need to decide if you are Fit to Sit – see earlier slides)
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What if I have on-going extenuating circumstances in both
semesters?
• You must submit an Extenuating Circumstances Form TWICE
• You are strongly recommended to discuss this with your Year Tutor
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What happens to the Extenuating Circumstances Form?
• Confidentially considered by a small Extenuating Circumstances Panel– Graded according to whether or not the circumstances
meet the UoB criteria and likely impact on your academic performance
• Forms are held in a confidential file separate to your central student file
• Board of Examiners receives the grading but not the details of the extenuating circumstances
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Why might extenuating circumstances be judged as not admissible?
• Not submitted on time (we have to be very strict about this!)
• Lack of supporting evidence, or dates don’t match
• Lack of evidence about IMPACT on YOU and YOUR STUDIES
• ‘Minor’ (not significant, exceptional, unforeseen circumstances)
• Enduring health/personal issues – should have been dealt with via reasonable adjustments if needed
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Extenuating circumstances can’t…
• Change your examination marks
• Allow you to progress to Year 2 carrying a failed module
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Extenuating circumstances might…
• Allow you to resit an assessment as a ‘first sit’
• Allow you to externally resit or internally repeat a module
• In very exceptional circumstances, allow you to repeat a year
These decisions are made by the Board of Examiners in June and
September
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What about extenuating circumstances impacting on course work
essays/assignments?• These are dealt with only via extensions
• To request an extension use the Extension Request Form and the Extenuating Circumstances Form (Sec. A) both available from SDSO, Student Services Reception or Intramed – look under ‘E’ in generic information)
• Evidence is required
• Extenuating circumstances will not be further considered in relation to coursework
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Need further advice?
• SDSO (Claire Maitland)– e: [email protected]– t: 0121 414 7830
• Year Tutor (Lesley Roberts / Andrew Shanks)- Contact via the SDSO
- Personal Mentor
• Advice & Representation Centre (ARC) in the Guild of Students
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Useful website
UoB Extenuating Circumstances and Fit to Sit guidelines for students:
http://www.as.bham.ac.uk/sca/extcirc/index.shtml
(or type ‘extenuating circumstances’ into the search box on the UoB homepage)
From here you can also download the Extenuating Circumstances Form
(and the guidelines for completing it)
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Take Home Message
PLEASE come and ask us if you are in any doubt – we want to help you!
Every year students have to leave because they didn’t tell us things
Student Development & Support Office (SDSO)Room: WG36 (soon to be at the rear of the foyer)
Email: [email protected]: 0121 414 7830
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Final note• End of year exam results will be released at
10.30am on Friday 15th June 2012 (the last day of summer term)
• You are all expected to be here on that day – if you have a number of resits you may be required to see a senior tutor
GOOD LUCK WITH YOUR EXAMS!