Section 1: Accessing the Extenuating Circumstances (ECs) task in e:vision

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1 Reporting Extenuating Circumstances (ECs) If you have experienced any difficulties such as illness, family problems or bereavement which may have affected your studies, you can submit an EC request via e:vision and indicate what consideration/adjustment you are requesting (e.g. extension to submission date; break in studies.) Reporting ECs means that the Board of Examiners which considers your marks for the year will know if you have experienced problems which might have affected your performance. Instructions on how to submit an EC can be found below. For more information about ECs please refer to: Section 1: Accessing the Extenuating Circumstances (ECs) task in e:vision 1. Log into your student view of e:vision. E:Vision can be accessed via the UEA Portal 2. Click the e:vision tab on the Portal homepage to access your student view. 3. When e:vision opens ensure you have selected the Student tab at the top of the screen. 4. Scroll down to locate the Extenuating Circumstances container and click on Report an extenuating circumstance to open the task. Version 1.0 1

2 Section 2: Reporting your Extenuating Circumstances (ECs) The task starts with the same screen for all types of EC requests as shown below: 1. Select the Nature of your EC from the dropdown list then type further details into the Circumstances and Impact text boxes. 2. Please note that each text box has a limit of 200 characters. If you need to provide additional information click the LTS Hub link at the bottom of the screen and your Hub after you have completed your request. 3. At the next screen select the most appropriate option, then click Next to continue. Only one option can be selected per request so if you need to request two adjustments, for example, then please make two separate requests. The screenshots on the following pages show what you can expect to see for each option type. Select most appropriate option Note: Students may only use self-certification in support of the first extension request in any year. This option will not display if an extension has already been requested. Version 1.0 2

3 Extension to submission deadline (self-certification for 5 working days) 1. This option should be used if you are reporting an EC for: Coursework/Written Assignment Dissertation Project 2. Select the re/assessment(s) affected by your ECs. 3. Enter the first date the circumstance impacted on your studies. 4. Enter the last date on which this circumstance impacted/is likely to impact on your studies. 5. Tick at the bottom of the screen if you are involved in group work for selected re/assessment(s). 6. Click Next to continue. 7. On the next screen click the link to check the ARC guidance then tick to confirm that your circumstance complies with the guidance for self-certification. If it does, then click Next. Note: Self-certified extension requests can only be made 5 working days prior to the assessment submission date. Note: Extensions of 5 working days will be approved automatically if the request is submitted before the submission deadline. If you have other assessments due in the period covered by the self-certified extension these will have the extended deadline applied if selected. 8. See Section 3 of this guidance for next steps. Version 1.0 3

4 Extension to submission deadline (not self-certification) 1. This option should be used if you are reporting an EC for: Coursework/Written Assignment Dissertation Project 2. This option should be used if you have already requested a self-certification extension during the year or if you need an extension of longer than five working days. 3. Select the re/assessment(s) affected by your EC. 4. Enter the first date the circumstance impacted on your studies. 5. Enter the last date on which this circumstance impacted/is likely to impact on your studies. 6. Enter the extension deadline you are requesting 7. If any of the re/assessments items you have selected involve group work tick the box then click Next. Note: The requested extension deadline date will apply to all assessments selected. Separate requests must be submitted if you would like to request a different extension date for each assessment. 8. If you have consulted anyone for help to resolve your difficulties please tick the appropriate boxes and provide details in the text box. Note: You must provide appropriate evidence of your ECs to your LTS Hub, except for self-certification requests. Ensure you have read the onscreen note about Submitting Evidence on Page 4 of the task for further details. 9. See Section 3 of this guidance for next steps. Version 1.0 4

5 Delayed Assessment/Reassessment (DA/R) 1. This option should be used if you are reporting an EC for: Examination Course Test Objective Structured Clinical Examination (OSCE) Objective Structured Pharmacy Examination (OPSE) Practical Presentation 2. Select the re/assessment(s) affected by your EC. 3. Enter the first date the circumstance impacted on your studies. 4. Enter the last date on which this circumstance impacted/is likely to impact on your studies. 5. If you have consulted anyone for help to resolve your difficulties please tick the appropriate boxes and provide details in the text box. Note: You must provide appropriate evidence of your ECs to your LTS Hub, except for self-certification requests. Check the onscreen note about Submitting Evidence for further details. Note: If your request is approved the re/assessment(s) will be rearranged and you will be advised of the date/time in due course. 6. See Section 3 of this guidance for next steps. Version 1.0 5

6 Consideration by Board of Examiners 1. This option should be used to report ECs for consideration by the Board of Examiners and means that the Examiners who consider your marks for the year will know if you have experienced problems which might have affected your performance. 2. Enter the first date the circumstance impacted on your studies. 3. Enter the last date on which this circumstance impacted/is likely to impact on your studies, then click Next. 4. If you have consulted anyone for help to resolve your difficulties please tick the appropriate boxes and provide details in the text box. 5. If required, you can use the free text box to provide details of specific assessments that have been affected by ECs. Note: You must provide appropriate evidence of your ECs to your LTS Hub, except for self-certification requests. Check the onscreen note about Submitting Evidence for further details. 6. See Section 3 of this guidance for next steps. Version 1.0 6

7 Other (repeat of year/break in studies etc.) 1. This option should be used to request a repeat to a period of study/break in studies. 2. Enter the first date the circumstance impacted on your studies. 3. Enter the last date on which this circumstance impacted/is likely to impact on your studies, then click Next. 4. If you have consulted anyone for help to resolve your difficulties please tick the appropriate boxes and provide details in the text box. Note: You must provide appropriate evidence of your ECs to your LTS Hub, except for self-certification requests. Check the onscreen note about Submitting Evidence for further details. Note: Once your evidence has been received, your LTS Hub will seek a concession on your behalf. Further details about the concession process can be found at: A concession requires the approval of the University and you should not assume that your request has been granted until formally notified of the outcome by the University. 5. See Section 3 of this guidance for next steps. Version 1.0 7

8 Section 3: Completing the Extenuating Circumstances (ECs) task For all options chosen at the start of the EC task, the task always ends with the Detail of Resolution and Summary screens. Detail of Resolution 1. Select the appropriate options and provide an explanation about how and when you expect your personal difficulties to be resolved. 2. If you are no longer participating in your course you will need to provide the last date you participated in your studies (i.e. last date of attendance/submission of work). 3. Then click Next to move to the summary screen Version 1.0 8

9 Summary 1. Check the details on the summary page are correct. 2. If not, click the Back button to return to previous screens. (do not use browser button to click back) 3. To submit your request select Yes I confirm the information is correct at the bottom of the summary screen, then click Confirm and Submit. You will then be returned to your Student Homepage in e:vision 4. You will receive an to your UEA account confirming that your request has been submitted for consideration. Note: Self-certified extensions of 5 working days will be approved automatically if the request is submitted before the submission deadline. If you have other assessments due in the period covered by the selfcertified extension these will have the extended deadline applied if selected. All other requests will be considered by the LTS Coordinator and/or EC Panel and you will be notified of the outcome of your request via . Version 1.0 9

10 Section 4: Monitoring the progress of your Extenuating Circumstance (EC) request 1. Click the Personal and Course Details link on your Student Home Page in e:vision: 2. Scroll down to see the Extenuating Circumstances Requests container at the bottom of the screen. A status summary is immediately visible but for more details click View Request against your chosen request. 3. The details and status of your request will be displayed. Click Back to Student Details to return to your Personal Details screen. Version