Personal Tutor Scheme Policy
1. The University demonstrates distinctiveness in its commitment to the...
Source: www.glos.ac.uk. All Rights Reserved. 2025 University of Gloucestershire
Last updated: 30 October 2024
1.1 The expectation is that all assessments are submitted by the published deadlines. If assessments are not completed on time, the penalty for late submission/non-attendance/non-submission will be applied.
1.2 It is expected that, during a student’s studies, they would normally be able to meet set assessment deadlines throughout the academic year. There are a wide variety of support services and study help available at the University to help students submit assessments on the published deadline. However, the University recognises that this may not always be possible for a wide variety of reasons. Students are able submit work late (for a capped mark) in line with the Academic Regulations or request a short extension to the deadline. However, if there are unexpected events outside of a student’s control that have affected a student’s ability to complete and where appropriate submit an assessment, an Extenuating Circumstances claim can be submitted to the University.
1.3 An extenuating circumstance is an unexpected, exceptional event outside of a student’s control that occurred during or shortly before the assessment which are likely to have a negative impact on a student’s ability to complete and where appropriate submit an assessment.
1.4 Unforeseeable or unpreventable events where particular religious observance is required, should be handled under these arrangements for considering Extenuating Circumstances. The Extenuating Circumstances Policy can also be used in cases where a student’s welfare or ability to do their best work is impacted as a result of activities undertaken due to religious observance.
1.5 Longer-term conditions ongoing medical or mental health conditions are not usually considered under the exceptional circumstances procedures as the University provides a number of services
for students with longer-term conditions via our Student Wellbeing teams. These support mechanisms are designed to ensure students are offered reasonable adjustments to enable the completion of their studies. There may be times, however, when there is a sudden deterioration or escalation of ongoing illness or disability, including mental health. In these circumstances, students would be able to put forward an Exceptional Circumstances claim. For students that are registered with Disability Services and evidence is held there, no further evidence will be required.
1.6 Students should consider the current University progression rules when working towards their modules and assessments and considering whether to submit an Exceptional Circumstances.
1.7 Students are responsible for informing the University of extenuating circumstances in a timely manner.
1.8 The following are available to support students who have tried everything but are unable to meet the published deadline:
| Type | Duration | Evidence required. |
|---|---|---|
| EC1 – Short Extension | 7 calendar Days | Self-Certificated |
| EC2 – Extenuating Circumstance extension | Maximum of 20 working days inclusive of any EC1 already applied* | Third part evidence independently verified required |
| EC3 – Longer term Extenuating Circumstances | Either taking the assessment at the next available assessment point, retaking the module in full with tuition or bespoke arrangement for assessment that is dependent on external factors (e.g., placement). . | Third part evidence independently verified required Approved by Extenuating Circumstances Review Panel |
*With the exception of Exams and some performances where the scheduling cannot take place within the usual timescale.
Some professional placements may have further implications for progression and restrictions on extensions, students should refer to information provided by the relevant course.
2.1 A short extension is a self-certificated 7-day extension. The 7-day extension is automatically applied and is inclusive of any Bank holidays and/or University closure days.
2.2 An EC1 only applies to the following three individual assessment types: Assignment; Portfolio; and Dissertation / Major Project. An EC1 does not apply to either of the two approved assessment types for groupwork (Assignment – group or Presentation – group), Exams or Practical based assessments. The assessment brief for any group assessment will include details of how unforeseen situations will be dealt with.
2.3 Only one EC1 per element of assessment is permitted, i.e. multiple EC1s for the same element of assessment are not permitted.
2.4 An EC1 may only be requested in the final 48 hours before an assessment deadline and no EC1 will be considered earlier than that.
2.5 An EC1 may be applied to a resubmission deadline.
2.6 To access an EC1, a student is required to self-certify by completing a signed declaration. They are not required to provide independent evidence.
2.7 Students will be required to submit their assessment prior to the published submission time on the seventh day of their EC1. Any assignment submitted up to seven days after the altered deadline for submission due to an EC1 will be assessed but the mark allocated will be capped at 40%. This applies to the first assessment submission and resubmission.
2.8 Marks for assignments that have been subject to an EC1 will be confirmed by the Board of Examiners in the same semester.
3.1 An EC2 applies to all approved individual assessment types but not to either of the two approved assessment types for groupwork (Assignment – group or Presentation – group)*.
3.2 Only one EC2 per element of assessment is permitted.
3.3 An EC2 may be applied to a resubmission deadline.
3.4 An EC2 does not exceed 20 working days (e.g. is inclusive of any EC1s or DA1s already applied), unless the University requires longer to provide a further assessment opportunity e.g. for a placement or examination.
3.5 Extensions granted for Exams and for other assessment linked to special events taking place at particular times will be longer if the next opportunity to take the assessment is more than 20 working days away, e.g. the next assessment week.
3.6 If a student with a current EC1 extension submits a request for an EC2 and this is approved, the EC1 will be overwritten by the EC2, i.e. a student will only receive the approved duration of the EC2.
3.7 Students will be required to submit their assessment prior to the published submission time as specified when their EC2 is approved.
3.8 Any assignment submitted up to seven days after the altered deadline for submission due to an EC2 will be assessed but the mark allocated will be capped at 40%. This applies to first assessment submission and resubmission.
3.9 Where an extension crosses a student’s progression point, the progression decision is recorded as ‘pending’, students are responsible for ensuring they understand the full range of options and implications for future failure of pending module results.
3.10 Marks for assessment activity with an EC2 submitted within seven days of the final day of the assessment period in any semester will be received by the MBE in that semester.
3.11 Marks for assessment activity with an EC2 submitted more than seven days after the final day of the assessment period in any semester will be received by the MBE in the next semester, but a provisional mark and feedback will be returned to the student 20 working days after submission.
3.12 Extenuating Circumstances claims must be submitted as close as possible to the date of the affected assessment. Claims should not be submitted so far in advance that the impact of the Exceptional Circumstances cannot be assessed. Where third party evidence is required, this must be provided within 14 days of the claim being made or the claim will be rejected.
4.1 In some exceptional circumstances it is recognised that a student may not be able to complete an assessment within the published timeframe. In these situations, students should discuss their situation with the student centres, the welfare team or the module tutor. Extensions of this length could impact the rate of study and or progression between levels. Therefore, students will normally be referred to a Senior Tutor to discuss the impact on the academic programme.
4.2 An EC3 can be applied to all assessment types.
4.3 An EC3 may be applied to resubmission deadline.
4.4 Applications for EC3s must be supported by independent, third-party evidence. Evidence must be submitted within 4 weeks of the claim being submitted or the claim will be rejected.
4.5 Applications for EC3s are made to the Extenuating Circumstances Review Panel.
4.6 An EC3 will either defer the assessment to the next available assessment point, allow for a full retake of the module with no academic penalty applied, or a bespoke plan for assessment involving external factors such as professional placement modules depending on the individual situation and on the recommendation of the Module Lead.
4.7 Retrospective or late claims for Exceptional Circumstances will only be considered in certain circumstances and students should be able to fully explain why they were unable to submit a claim before the assessment due date with supporting third party evidence.
5.1 A WA3 applies to all approved individual assessment types but not to either of the two approved group assessment types (Assignment – group or Presentation – group)*.
5.2 A WA3 may be applied to a resubmission deadline.
5.3 Students with serious health and wellbeing issues may require an extension as a reasonable adjustment up to or exceeding 20 working days.
5.4 The student wellbeing team, , will approve extensions for students experiencing serious health and wellbeing issues, and may draw on their professional expertise rather than seeking evidence provided by the student.
5.5 The student wellbeing team, liaising with Senior Tutors, will need to address the assessment implications of extensions beyond 20 working days (e.g. whether an alternative assessment task should be set).
5.6 Students will be required to submit their assessment prior to the altered deadline for submission due to a WA3.
5.7 Any assignment submitted up to seven days after the altered deadline for submission due to a WA3 will be assessed but the mark allocated will be capped at 40%. This applies to first assessment submission and resubmission.
5.8 Where an extension crosses a student’s progression point, the progression decision is recorded as ‘pending’, and great care must be taken to manage the student’s expectations carefully in terms of their choices while the progression decision is pending.
5.9 Marks for assessment activity where the altered deadline for submission is due to a WA3 and the submission is made prior to the final day of the assessment period in any semester will be received by the MBE in that semester.
5.10 Marks for assessment activity where the altered deadline for submission due to a WA3 results in a submission after the final day of the assessment period in any semester will be received by the MBE in the next semester, but a provisional mark and feedback will be returned to the student 20 working days after submission. Examples of cases where WA3s will apply:
; ?> "Visit the homepage"){kind=logo}