Template emails for use following a PEC decision - Page under development
The following template emails have been provided
- Invite students to submit PEC applications prior to the Board of Examiners.
- Extension granted.
- Exemption granted.
- Deferral granted.
- Extraordinary Examination granted.
- Repeat Stage or Semester granted.
- Reinstate first / second / third attempts granted.
- Support adjustment and refer to the Examinations team.
- Recommend student seeks alternate adjustment.
- PEC application for consideration by future PEC Committee.
- Reject PEC application.
Template 1: Invite students to submit PEC applications prior to the Board of Examiners
Email to: All Students on the programme – including external candidates
Dear Student,
The Board of Examiners for the XXX programme is scheduled to meet on XXX – and the pre-meeting of the Personal Extenuating Circumstances Committee is scheduled to meet on XXX.
As you will be aware from the Degree Programme Handbook and other information, students are able to advise the Board of Examiners of any Personal Extenuating Circumstances that they think may have affected their performance. If you have experienced any difficulties you are advised to complete a PEC form – this is available at www.ncl.ac.uk/students/progress/student-resources/help . The form should be submitted to the School office by XXX at the latest.
Please read the PEC guidance notes provided on the webpage. You are reminded that the Examiners cannot make adjustments for minor medical or personal matters and you are also advised to provide evidence in support of any PEC application. It is also recommended that you discuss the application with your tutor, if you have not already done so.
PEC applications received by XXX will be considered as part of the examiners process. Be aware that late applications are not generally considered.
Yours sincerely
XXX
Chair of Board of Examiners.
Template 2: Extension granted
NB – if the module(s) is owned by another school, it is important that the school is consulted before the extension is granted.
c.c.: Relevant School staff / Module leader / Tutor / DPD (including contacts in other schools if appropriate)
Subject: Extension Granted for XXXX module/s
Dear Student,
Following your recent PEC application, I am writing to approve an extension of X weeks/ days for the XXX module assignment.
Your new submission date is therefore XXXX
If you assignment is submitted after this extension it will be considered late and a mark penalty will apply.
Please be aware that the extension may hold up the issue of you results.
Please note that a record will be maintained of your PEC application and the extension. The University expects that all students will try to progress and complete assessments in line with their peers and that any adjustments are minimised. Each case is considered on its merits and you should note that future PEC applications may not necessarily be supported.
Yours sincerely
XXXX [Suggest School Administrator on behalf of the School PEC Committee]
Template 3 – Exemption granted
NB – if the module(s) is owned by another school, it is good practice that the school is consulted before the exemption is granted.
Email to: Student
c.c.: Relevant School staff / Module leader / Tutor / DPD (including contacts in other schools if appropriate)
Subject: Exemption Granted for XXXX module/s
Dear Student,
Following your recent PEC application, I note that the assessed element forms only a small amount of the assessment and that there are practical difficulties in arranging an alternate assessment.
I am therefore writing to approve an exemption to the XXX module test/ report/assignment. This means that your overall mark for the module will be adjusted to ignore the requirement for this assessment.
Please note that a record will be maintained of your PEC application and the exemption. The University expects that all students will try to progress and complete assessments in line with their peers and that any adjustments are minimised. Each case is considered on its merits and you should note that future PEC applications may not necessarily be supported.
Yours sincerely
XXXX [Suggest School Administrator on behalf of the School PEC Committee]
Template 4: Deferral granted to next normal occasion
NB – if the module(s) is owned by another school, it is good practice that the school is consulted before the deferral is granted, although routine deferrals from e.g. January to August should not normally be a problem.
Email to: Student
c.c.: Relevant School staff / Module leader / Tutor / DPD/ exams@ncl.ac.uk (including contacts in other schools if appropriate)
Subject: Deferral Granted for XXXX module/s
Dear Student,
Following your recent PEC application, I note that the notice was received in advance of the date/time of the assessment and also that you have provided evidence in support of the difficulties that you encountered.
I am therefore writing to approve a deferral of the XXX module examination / assignment until the next normal occasion.
You are now expected to submit the work / complete the examination at the next normal occasion. The assignment / examination is now due XXXX and will be deemed to be the FIRST/ SECOND/ THIRD occasion of assessment. Details will be provided by XXX in due course. Please make sure that you check the examinations timetable.
The deferral may prevent the Board of Examiners form making an overall decision on your progress at this time.
Please note that a record will be maintained of your PEC application and the deferral. The University expects that all students will try to progress and complete assessments in line with their peers and that any adjustments are minimised. Each case is considered on its merits and you should note that future PEC applications may not necessarily be supported.
Yours sincerely
XXXX [Suggest School Administrator on behalf of the School PEC Committee]
Template 5: Extraordinary Examination granted
NB if the module(s) is owned by another school, the Head of School (or nominee) of the other School must be consulted before an extraordinary examination is granted.
c.c.: Relevant School staff / Module leader / Tutor / DPD/ (including contacts in other schools if appropriate)
Subject: Extraordinary Examination Granted for XXXX module/s
Dear Student,
Following your recent PEC application, I note that it is not practical to defer your assessment in module XXXX to the next normal occasion, as this would unnecessarily delay your progression/ graduation/ impact on your placement/ other reason.
I am therefore writing to approve an extraordinary examination for the XXX module.
You are now expected to complete the examination by not later than XXXX. This will be deemed to be the FIRST/ SECOND/ THIRD occasion of assessment. Details will be provided by XXX in due course. Please note that this examination will not appear on an examination timetable as special arrangements are being made by the School.
Please note that a record will be maintained of your PEC application and the extraordinary examination. The University expects that all students will try to progress and complete assessments in line with their peers and that any adjustments are minimised. Each case is considered on its merits and you should note that future PEC applications may not necessarily be supported.
Yours sincerely
XXXX [Suggest School Administrator on behalf of the School PEC Committee]
Template 6 – Repeat Stage or Semester as first attempt
c.c.: Relevant School staff / Module leader / Tutor / DPD (including contacts in other schools if appropriate)/ student.services@ncl.ac.uk
Subject: Repeat of Stage / Semester Granted for XXXX programme
Dear Student,
Following your recent PEC application, I note that you have provided evidence in support of the difficulties that you encountered, and it is clear that your studies will have been affected for some time.
I am therefore writing to approve your request to repeat Stage/ Semester 1/2/3/ 4 as if for the first occasion. Your studies will be suspended with effect from XXXX and you are expected to return to the programme in September/ January of XXXX.
Please be aware that you will be charged fees for any period of repeat-tuition.
Please note that a record will be maintained of your PEC application and repeat Stage/ Semester. The University expects that all students will try to progress and complete assessments in line with their peers and that any adjustments are minimised. Each case is considered on its merits and you should note that future PEC applications may not necessarily be supported.
Yours sincerely
XXXX [Suggest School Administrator on behalf of the School PEC Committee]
Template 7 – Reinstate first/ second/ third assessment attempts
c.c.: Relevant School staff / Module leader / Tutor / DPD (including contacts in other schools if appropriate)/ exams@ncl.ac.uk
Subject: Reinstate first/second/ third attempt at assessment of XXXX module/sDear Student,
Following your recent PEC application, I note that you have provided evidence in support of the difficulties that you encountered. It is clear that your recent assessments have been affected.
I am therefore writing to approve assessment of the XXX module examination / assignment at the next normal occasion, to be deemed as the first/ second/ third occasion of assessment. This means that your most recent attempt will not be counted.
You are now expected to submit the work / complete the examination at the next normal occasion. The assignment / examination is now due XXXX. Details will be provided by XXX in due course. Please make sure that you check the examinations timetable.
The delay in assessment may prevent the Board of Examiners form making an overall decision on your progress at this time.
Please note that a record will be maintained of your PEC application and the deferral. The University expects that all students will try to progress and complete assessments in line with their peers and that any adjustments are minimised. Each case is considered on its merits and you should note that future PEC applications may not necessarily be supported.
Yours sincerely
XXXX [Suggest School Administrator on behalf of the School PEC Committee]
Template 8 – Support temporary examination adjustment and refer to the Examinations team
Email to: Student
c.c.: Relevant School staff / Module leader / Tutor / DPD / exams@ncl.ac.uk
Attach: Copy of PEC Form (evidence does not need to be forwarded)
Subject: Temporary examination adjustment for XXXX module/sDear Student,
Following your recent PEC application, I note that there is evidence of a temporary impairment which may affect your forthcoming examination/s.
By copy of this email I am therefore advising the examinations team of the fact that XXXXXXXXXXX(Outline the student’s requirements/ suggested adjustment. )
The Examinations Team will contact you direct to inform you of any special arrangements that they are able to offer.
Please note that a record will be maintained of your PEC application and the exemption. The University expects that all students will try to progress and complete assessments in line with their peers and that any adjustments are minimised. Each case is considered on its merits and you should note that future PEC applications may not necessarily be supported.
Yours sincerely
XXXX [Suggest School Administrator on behalf of the School PEC Committee]
Template 9 – Recommend student seeks alternate adjustment
Email to: Student
c.c.: Relevant School staff / Module leader / Tutor / DPD
Subject: Your recent PEC applicationDear Student,
Your recent PEC application has been considered by the School PEC Committee. Optional: As you are aware from previous emails, some adjustments have been approved.
However, there is a possibility that a PEC adjustment (e.g. extension, board of examiners discretion) may not be a sufficient response to the items that you have noted in your PEC application. It may therefore be appropriate that you request alternate adjustments. You are advised to consult with your tutor. You may wish to consider EXAMPLES ONLY:
- approaching the Disability team of the Student Wellbeing Service to discuss your requirements with them – the School will be unable to make further adjustments for you without this information
- whether an interruption to your studies would be helpful – if you wish to do this you will need to complete a DPD Request form.
Please reply to this email by XXX at the latest (suggest 2-3 weeks) with an indication of which alternative adjustments you are pursuing. After this date, your PEC will be reconsidered and a final decision reached taking into account all of the information provided. In the meantime, no adjustment has been approved.
Please note that a record will be maintained of your PEC application. The University expects that all students will try to progress and complete assessments in line with their peers and that any adjustments are minimised. It is important that student’s take responsibility for managing their learning and their student status and for being aware of the implications for other matters such as funding or student visa requirements.
Yours sincerely
XXXX [Suggest School Administrator on behalf of the School PEC Committee]
Template 10 – PEC application held for consideration by future PEC Committee
(i.e. if PEC application received early in the cycle)
Email to: Student
c.c.: Relevant School staff / Module leader / Tutor
Subject: Your recent PEC application
Dear Student,
Your recent PEC application has been received. Due to the nature of your application, no immediate adjustment (e.g. extension, deferral) can be approved. Instead, your PEC application will be retained for the Board of Examiners full PEC Committee, where it will be decided whether or not there is a case for the consideration of the use of any discretion or other appropriate action.
This Committee meets on XXX and their recommendation will then be communicated to the Board of Examiners. No specific feedback will be provided to you on this matter following the Board of Examiners.
You should continue to follow your course of study as normal, submitting work and attending examinations on the regular dates.
Please note that a record will be maintained of your PEC application. The University expects that all students will try to progress and complete assessments in line with their peers and that any adjustments are minimised. Each case is considered on its merits.
Yours sincerely
XXXX [Suggest School Administrator on behalf of the School PEC Committee]
Template 11 – Reject PEC application
Email to: Student
c.c.: Relevant School staff / Module leader / Tutor
Subject: Your recent PEC application
Dear Student,
Your recent PEC application has been considered by the members of the PEC Committee. I am afraid that the PEC Committee are unable to offer an adjustment at this time – i.e. an extension / deferral / exemption cannot be granted. The PEC Committee noted the following when making this decision. EXAMPLES ONLY:
- Your PEC application was very brief and included no detail.
- There is no scope for extensions/ deferral / exemption on this particular item of coursework.
- There was no independent evidence provided in support of your application.
- Your PEC application was very general and it was difficult to establish what the particular issues were – you are advised to revisit the advice provided for the completion of PEC forms.
- Your PEC application was received after the deadline for the submission of the work.
- Your PEC application was identical to a previous application and no additional evidence was provided.
If you have additional evidence the School PEC Committee may be able to reconsider your case.
If you do not have additional evidence, but feel that you have other grounds for appeal, you may consider submitting an Academic Appeal Form. This is available at: www.ncl.ac.uk/students/progress/Regulations/SPS/appeals.htm . You are however advised to consider the feedback above before making an appeal and to re-read PEC guidance available at www.ncl.ac.uk/students/progress/student-resources/help/ .
You have 21 calendar days from the date of this email to submit an academic appeal. Please note that, notwithstanding the outcome, a record will be maintained of your PEC application. The University expects that all students will try to progress and complete assessments in line with their peers and that any adjustments are minimised. Each case is considered on its merits.
Yours sincerely
XXXX [Suggest School Administrator on behalf of the School PEC Committee]
