Sri Lanka Technology Campus (Pvt) Ltd.

Examination Policies and Examination Rules

This document contains all of the academic regulations for examination procedures related to the following functions: Level Progression, Appeal Procedure, Extenuating Policy and Procedures, and Offenses and Punishments — together with the Examination Rules governing conduct in the examination hall.

01 Introduction 02 Level Progression 03 Academic Appeals 04 Extenuating Circumstances 05 Offenses & Punishments

Document: Examination Policies

Document: Examination Rules — PL/EX/16

Note: If a student or member of staff has any queries regarding the regulations, they should contact the Examination Unit of the Campus.

Section 1

1.1–1.3

Introduction

1.1

This document contains all of the academic regulations for examination procedures related to the following functions:

Level Progression
Appeal Procedure
Extenuating Policy and Procedures
Offenses and Punishments

1.2

It is a student’s responsibility to ensure they have read and are familiar with the Campus regulations.

Note: If a student or member of staff has any queries regarding the regulations, they should contact the Examination Unit of the Campus.

1.3

In case of dispute about the interpretation of these regulations, the decision of the Council shall be final.

Section 2

2.1–2.8

Level Progression

2.1 Assessment Structure

Each module shall comprise one or more assessment components. These assessment components will be clearly stated and detailed in the module descriptor. Where module has more than one assessment component, the module descriptor shall state the relative weighting of each component.
Each assessment component will be awarded a mark in the range 0 to 100. All marks awarded for module components will be integers. The module mark and result will be determined by aggregating the marks awarded to the assessment components.
A qualifying assessment component is a component in which the qualifying mark must be reached in order to pass the module.
Qualifying marks for the CA component will be 40 % and for the Qualifying mark for the End exam will be 40%

2.2 Failure

A student who fails a module may, subject to regulations concerning the maximum number of attempts, maximum number of credits, maximum periods of enrolment, and credit thresholds, be permitted a further attempt at that module.
No student may be permitted more than four (04) attempts at any module. Each Referral and Retake counts as an attempt and the module attempt number is incremented accordingly. A student who fails a module at the fourth attempt will have exhausted the maximum number of attempts. Note that where the failed module is Referred and contains one or more deferred assessment components, the module attempt number will be incremented however the attempt number of those deferred assessment components will not be incremented.
Where a student is permitted a further attempt, the student is deemed to be re-assessed in that module.
Reassessment will take the form of either a Referral or a Retake
In lieu of a Retake, a student may, subject to regulations concerning a maximum number of credits, maximum periods of enrolment, and credit thresholds, provided that the failed module is not a core module or pre-requisite for a core module at a subsequent level, choose to undertake an alternative module (or modules) of the same credit value. In such cases, the alternative module will be regarded as a first attempt and, consequently, the mark will not be capped.
Where a student Retakes a module, the student is required to re-register for that module, Similarly, where a student chooses to take an alternative module rather than retaking a failed module, the credit volume of that module will contribute to the number of credits taken.

2.3 Reassessment

2.3.1 Referral

A Referral gives the student an opportunity to retrieve the failed assessment component(s) of a failed module without attendance.
A Referral will be offered where both of the following conditions are met:

a further attempt is permitted by these regulations; and

ii)

where the module failure being considered is at first attempt or at Retake (i.e. a Referral cannot be offered immediately following failure at Referral)

At Referral, the student will be required to be reassessed in the failed assessment component(s), or any alternative form of assessment at the discretion of the Board of Examination (BOE), provided that it is equivalent, appropriate to the module’s learning outcomes, and consistent with the module’s validated assessment strategy.
Where the Referral is offered by the Main BOE it will be undertaken during the Referral/Deferral examination period. Where the Referral is offered by the Referral BOE, it will be undertaken at the next assessment opportunity during the following academic year, and a new module registration is not required. (if referral attempt is deferred)
Where the Referral is the second attempt at the module, the mark awarded to any referred assessment component will be capped at the pass mark. Note that where such a Referral also includes one or more deferred assessment components, but those deferred assessment components are still at the first attempt, the mark awarded to those deferred assessment components will not be capped. Where the Referral is the fourth attempt at the module, the overall module mark will be capped at the pass mark.
At Referral, the overall module mark will be calculated by:

using the highest mark achieved by the student for each component in either the first or referred attempt

ii)

aggregating, in accordance with their relative weightings, the student’s assessment component marks (the ‘weighted average’).

At Referral, where a student is deferred in one or more referred assessment components and does not fail any of the referred assessment components, the student will be deferred in the module pending completion and assessment of the deferred referred assessment.
No tuition fees are payable for Referrals; however, the Campus reserves the right to levy an administration charge.
At Referral, where the Referral includes one or more deferred assessment components and where a student fails that deferred assessment component and fails to achieve the module pass mark, the student will fail the module and, in accordance with this, will not be permitted a further Referral in the module or that assessment component.

2.3.2 Retake

A Retake gives the student an opportunity to retrieve the failed assessment component(s) of a failed module during the next academic year and requires the student to repeat the module in its entirety, with attendance, including all assessment components that may have already been passed. The student will be liable for the appropriate module fees.
A Retake will be offered where both of the following conditions are met:

where a further attempt is permitted by these regulations; and

ii)

where the module failure being considered is at Referral (i.e. a student will always have a Referral opportunity before a Retake)

A new module registration is required for each Retake.
At Retake, the overall module mark will be capped at the pass mark
At Retake, where a student is deferred in one or more of the assessment components but does not fail any of the assessment components, the student will be deferred in the module pending completion and assessment of the deferred assessment component.
Where a module to be Retaken is no longer being offered, the student will be required to undertake an alternative module.
The second attempt will always be undertaken as a Referral, a third attempt will always be undertaken as a Retake, and a fourth attempt will always be undertaken as a Referral.

2.4 Deferred Assessment

A student may only be deferred in either an assessment component or the whole module as a result of Extenuating circumstances
Where a student is deferred in either an assessment component or the whole module, it will not count as an attempt at that module and the student will have a right to be assessed as if for the first time (where the deferral was at the first attempt) at the next available opportunity.
Where the student is deferred in an assessment component at the BOE the student will normally be permitted to undergo assessment during the Referral Period, which will normally comprise submission or presentation of the outstanding assessment components. The marks achieved in any assessment components previously passed will stand and will be carried forward.
Where the student is deferred in an assessment component at the Referral Board the student will normally be required to undergo assessment at the next assessment opportunity during the following academic year, without attendance, and a new module registration is not required. Again, the marks achieved in any assessment components previously passed will stand and will be carried forward.
Where a student is deferred in the whole module, the student will be given an opportunity to attempt all assessment tasks associated with that module on the next occasion that the module is delivered, normally during the following academic year. The student will be required to attend all timetabled teaching and learning events associated with the next delivery of the module. Reattendance in these circumstances shall not count as a further attempt at the module for the purposes of calculating the maximum permitted number of attempts.

2.5 Progression

2.5.1 Direct Students

Students may progress to the next level of study provided that they have achieved the following conditions at the level from which they are seeking to progress and provided that they have passed all modules which are pre-requisites for core modules at the next level.
To progress from Level 1 to 2, a student must earn a minimum of 25 credits during Level 1, which includes the first two semesters.
The following conditions shall be satisfied to fulfill the academic standing to register for the next Level from Levels 2 to 3 and 3 to 4.

GPA of the preceding level should be 2.00 or above

ii)

A student should obtain at least a “D” grade for all GPA Courses which are prescribed by the Council

Where, by the time of the Referral BOE, a student has achieved at least a GPA of the preceding level should be 2.00 or above and has passed all modules which are pre-requisites for core modules at the next level, and the student should obtain at least a “D” grade for all GPA Courses which are prescribed by the Council
A candidate who obtains a C– or a lower Grade in a Course may re-sit the final examination or continuous assessments or both in respect of that Course for the purpose of improving the Grade up to a maximum of C within the stipulated period. However, in the event a student obtains a lower grade while attempting to improve the grade she/he will be entitled to the previous grade.
Where, by the time of the Referral BOE, due to failure and/or deferral, a student has not achieved a GPA of the preceding level should be 2.00 or above and a student should obtain at least a “D” grade for all GPA Courses which are prescribed by the Council.
A student must follow the compulsory course offered by the Centre for Communication and Skills Development (CCSD) and achieve the required mark to fulfill the partial requirements to claim the degree. This requirement may have been excluded from some degree programs that may have different program structures or degree-awarding criteria approved by the Senate.
Not achieved GPA of the preceding level should be 2.00 or above and A student should obtain at least a “D” grade for all GPA Courses which are prescribed by the Council, or has not passed all modules which are pre-requisites for core modules at the next level, and where re-assessment is permitted by these regulations, the student is not permitted to progress to the next level and will be required to undertake the failed or deferred modules, as either a Retake, Referral or Deferral in the following academic year. Such a student is known as a module retriever and is retrieving those modules. Where a module retriever is retrieving those modules without attendance (i.e. is not Retaking any module) the student is known as an assessment only module retriever.

2.5.2 Interest-Free Loan Scheme Students

Students may progress to the next level of study provided that they have achieved the following conditions at the level from which they are seeking to progress, and provided that they have passed all modules which are pre-requisites for core modules at the next level.
To progress from Level 1 to 2, a student must earn a minimum of 25 credits during Level 1, which includes the first two semesters.
The following conditions shall be satisfied to fulfill the academic standing to register for the next Level;

GPA of the preceding level should be 2.00 or above

ii)

Students should obtain a 'C' grade (any category of “C” grade) for all the modules of the degree programmes

Where, by the time of the Referral BOE, a student has achieved at least a GPA of the preceding level should be 2.00 or above and has passed all modules which are pre-requisites for core modules at the next level, and the student should obtain at least any “C” grade for all GPA Courses which are prescribed by the Council.
A candidate who obtains a C– or a lower Grade in a Course may re-sit the final examination or continuous assessments or both in respect of that Course for the purpose of improving the Grade up to a maximum of C within the stipulated period. However, in the event a student obtains a lower grade while attempting to improve the grade she/he will be entitled to the previous grade.
Where, by the time of the Referral BOE, due to failure and/or deferral, a student has not achieved a GPA of the preceding level should be 2.00 or above and a student should obtain at least any “C” grade for all GPA Courses which are prescribed by the Council.
Not achieved GPA of the preceding level should be 2.00 or above and a student should obtain at least any “C” grade for all GPA Courses which are prescribed by the Council, or has not passed all modules which are pre-requisites for core modules at the next level, and where re-assessment is permitted by these regulations, the student is not permitted to progress to the next level and will be required to undertake the failed or deferred modules, as either a Retake, Referral or Deferral in the following academic year. Such a student is known as a module retriever and is retrieving those modules. Where a module retriever is retrieving those modules without attendance (i.e. is not Retaking any module) the student is known as an assessment only module retriever.

2.6 Exclusion on Academic Grounds

A Progression and Award Board will terminate a student’s enrolment (exclude) on academic grounds in any of the following circumstances:

Where a student has exhausted the maximum permitted number of attempts at a core module, or a module which is a pre-requisite.

ii)

Where a student has exhausted the maximum period of enrolment

Where a student has been excluded on academic grounds;

there shall be no further opportunity for re-admission or re-enrolment to the same course;

ii)

there shall be no automatic right to transfer to another course at the Campus.

iii)

Excluded students will be required to submit a new application for admission as per the published procedure;

iv)

any recommendation from the BOE to transfer to another course where an exit award is specified in the Programme Specification will not require a new application for admission.

2.7 Award of Degree

The marks obtained for all Academic Courses shall be graded according to the table given below. The marks shall carry a Grade and a Grade Point Value (GPV) according to the range in which it falls.

Range of Marks	Grade	Grade Point Value
85-100	A+	4.0
80-84	A	4.0
75-79	A-	3.7
70-74	B+	3.3
65-69	B	3.0
60-64	B-	2.7
55-59	C+	2.3
50-54	C	2.0
45-49	C-	1.7
40-44	D+	1.3
35-39	D	1.0
0-34	E	0.0
	I (Incomplete)	0.00

GPA Formula

Grades of all registered Courses in a Programme of Study shall be taken into account and all Courses shall be weighted according to their corresponding Credit Values when Grade Point Average (GPA) is calculated. The formula for the calculation of the GPA shall be as follows:

GPA = ( Σ c_i w_i ) / ( Σ c_i )

Here Σ represents the summation over index ‘i’, where ‘i’ denotes each course was taken; ‘n’ is the total number of courses taken; ‘wi’ is the Grade Point Value (GPV) of the respective course taken; ‘ci’ is the number of credits carried by the respective course.

2.8 Minimum Requirement for Completion of the Degree

2.8.1

A candidate who has been admitted to the Honours Degree Programmes in Engineering, Technology, Information Technology or Music and who has successfully completed the minimum credit requirement for each specialization programme as specified by the Council with at least thirty (30) credits from each of Level I, Level II, Level III, and Level IV and;

2.7.1.1

satisfies clause (2.4.2(i) &(ii)) and;

2.7.1.2

obtain a GPA of 2.00 or above for courses in Level IV of the Honours Degree Programme;

2.7.1.3

obtain a minimum overall GPA of 2.00;

as prescribed under these By-Laws and/or any other Rules & Regulations made by the Campus, shall be considered to have passed the Honours Degree of Bachelor of the respective School/discipline/field of study.

2.8.2

A candidate who has been admitted to the Honours Degree programmes in Bachelor of Management OR Bachelor of Science in Tourism and Hospitality Management and who has pursued the relevant programme of study for a minimum period of four academic years, and successfully completed a total of 120 credits, and;

2.7.2.1

obtained a minimum of semester GPA of 2.00;

2.7.2.2

obtained an overall minimum of GPA of 2.00;

2.7.2.3

not have obtained any fail grade (E);

2.7.2.4

not have obtained more than one poor grade (C- or D+ or D only) per semester and the total number of poor grades not exceed 04 for the whole study programme

as prescribed under these By-Laws and/or any other Rules & Regulations made by the Campus, shall be considered to have passed the Honours Degree of Bachelor Management OR Bachelor of Science in Tourism and Hospitality Management.

2.8.3

A candidate who has been admitted to the General Degree Programmes EXCEPT for the General Degree programme in Bachelor of Science in Tourism and Hospitality Management and who has successfully completed the minimum credit requirement as specified by the Council with at least thirty (30) credits from each of Level I, Level II, Level III and

2.8.3.1

satisfies clause (2.4.2(i) &(ii) and;

2.8.3.2

obtain a GPA of 2.00 or above for courses in Level III of the General Degree programme

2.8.3.3

obtain a minimum overall GPA of 2.00

as prescribed under these By-Laws and/or any other Rules and Regulations made by the Campus, shall be considered to have passed the General Degree Programme of the respective School/discipline/field of study.

2.8.4

A candidate who has been admitted to the General Degree programme in Bachelor of Science in Tourism and Hospitality Management who has pursued the relevant programme of study for a minimum period of three academic years, and successfully completed a total of 90 credits, and;

2.8.4.1

obtained a minimum of semester GPA of 2.00;

2.8.4.2

obtained an overall minimum of GPA of 2.00;

2.8.4.3

not have obtained any fail grade (E);

2.8.4.4

not have obtained more than one poor grade (C- or D+ or D only) per semester and the total number of poor grades not exceed 04 for the whole study programme; as prescribed under these By-Laws and/or any other Rules & Regulations made by the Campus, shall be considered to have passed the General Degree of Bachelor of Science in Tourism and Hospitality Management.

Section 3

3.1–3.6

Academic Appeals

3.1 Scope and Purpose

3.1.1

A Board of Examination (BOE) derives its authority from the Council / Senate and is the only body that can make decisions concerning:

module marks and results for students, including any requirements for reassessment
the academic progression of students
the expulsion /exclusion of students for academic failure
the conferment of awards

3.1.2

A decision of a BOE may only be modified by that BOE, including by the Chair of the Board acting on behalf of the Board, or by a superior Board.

3.1.3

An academic appeal is a representation against a decision of a BOE in respect of an assessment outcome for an individual student. The purpose of these regulations is to provide a framework within which a student may seek to challenge that decision of a BOE in respect of that student’s assessment, in order to protect against potential unfairness resulting from omission or error on the part of the Campus. The regulations are intended to provide an opportunity to remedy material disadvantage to a student.

3.1.4

The Campus reserves the right to terminate the academic appeals process at any time if it judges that the appeal is vexatious or frivolous. Any student submitting fraudulent documentation in support of their appeal or who submits an appeal that is fraudulent in any other way will be subject to the provisions of the Campus’s Student Disciplinary Regulations or Academic Misconduct Regulations, as appropriate.

3.1.5

As academic appeals are always related to individual assessment outcomes, it is unusual for students to submit collective appeals. However, the Campus recognizes that there may be exceptional circumstances where the issues raised affect a number of students, and therefore those students may wish to lodge a collective appeal. In these cases, each student is expected to show how they have personally been affected by the situation.

3.1.6

An academic appeal may only be submitted by the student whose assessment decision is being challenged – a third party may not submit an academic appeal on behalf of a student.

3.1.7

The Campus will not consider academic appeals that are made anonymously, nor will it consider requests made by appellants for appeals to be considered anonymously.

3.1.8

Student expenses for making an appeal will not be reimbursed by the Campus, regardless of the subsequent outcome.

3.1.9

The Campus undertakes to treat all appeals with confidentiality. Disclosure of evidence will be restricted to those parties involved in the review process.

3.2 Definitions

3.2.1

An ‘Academic Appeal’ is defined as a request for a review of a decision of a BOE charged with decisions on student progress, assessment, and awards. This includes challenges to the outcomes of the Extenuating circumstances process.

3.2.2

‘Extenuating Circumstances’ are defined for the purposes of assessment as circumstances of a serious nature, usually sudden or unforeseen, that occurred during or immediately before a specific item or period of assessment, and which had an adverse impact on the student’s performance. Section 11 of the academic regulations gives a fuller description of Extenuating Circumstances.

3.2.3

‘Academic Judgment’ is a judgment that is made about a matter where only the opinion of an academic expert will suffice, for example, a judgment about assessment, a degree classification, fitness to practice, research methodology, or course content/outcomes will normally be academic judgment. However, the fairness of procedures, the facts of the case, misrepresentation, the manner of communication, bias, an opinion expressed outside the area of competence, and the way evidence is considered in relation to these matters are all issues where academic judgment is not involved.

3.2.4

‘Material irregularity’ means the Campus has not acted in accordance with its own regulations or procedures or has not acted with procedural fairness, and that this failure on the part of the Campus is so significant that it has had a material impact on the outcome. I.e. had it not been for this failing the outcome would probably have been substantively different.

3.2.5

The ‘assessment process’ includes all aspects of assessment, including the application of assessment regulations, compliance with assessment requirements, calculation of marks and outcomes, and the conduct of the Progression and Award Board.

3.3 Grounds for an Appeal

3.3.1

A decision of a BOE may only be modified where one or both of the following criteria (the grounds) have been demonstrated to the satisfaction of the body considering the appeal:

that there has been a material irregularity in the assessment process;

that there has been a material irregularity in the conduct of the Extenuating / Extenuating Circumstances process

3.3.2

Academic appeals that seek to challenge the academic judgement of the BOE will not be considered, and therefore matters of academic judgement will not be grounds for an academic appeal.

3.3.3

Extenuating circumstances will not be considered as grounds for an academic appeal. Any student wishing to have Extenuating circumstances considered in respect of an assessment following the decision of a BOE on that assessment should refer to the Extenuating Circumstances Regulations.

3.4 Procedure

3.4.1 Stage 1: Initial Consideration

3.4.1.1

All academic appeals must be made within 15 working days of the publication of the decision which is being appealed using the academic appeal form in the LMS. All evidence must be provided at the time the appeal is submitted. The Appeal form should be submitted to the Email address appeal@sltc.ac.lk

3.4.1.2

An academic appeal submitted after this deadline may, exceptionally, be admitted at the discretion of the Registrar where the student can provide a fair reason, for the late submission.

3.4.1.3

The appeal request will be acknowledged normally within 5 working days of its receipt.

3.4.1.4

The Registrar shall review the appeal request and make one of the following determinations:

That the appeal provides evidence of permissible grounds, as stated above, in which case the appeal shall move to Stage 1.

ii)

That the appeal does not provide evidence of permissible grounds, as stated above, in which case the Registrar will advise the student in writing of this finding, within 10 working days of receipt of the appeal, and that the appeal will not be further considered.

3.4.1.5

The Registrar will write to the student to notify them of this determination normally within 10 working days of receipt of the appeal.

3.4.1.6

Where the student is dissatisfied with a determination that the appeal does not provide evidence of permissible grounds, they may, within 5 working days of the notification letter, request the Registrar to review this decision.

3.4.1.7

Where the Registrar determines that the appeal does provide evidence of permissible grounds, the appeal shall move to Stage 2.

3.4.2 Stage 2: Consideration of a Request for an Appeal Hearing

Should the student be dissatisfied with the Stage 1 decision the student has the right to request the Registrar to refer the matter for consideration by an Appeal Panel. Such a request must be received by the Registrar within 5 working days of the date of notification of the Stage 1 decision. Where such a request is not received by the deadline, the Campus’s internal procedures are completed. Such a request will not be considered if Stage 1 of the process has not been completed.

The only possible grounds are as follows:

that there was a material irregularity in the consideration of the academic appeal at Stage 1;

that new evidence has come to light to support the appeal which could not reasonably have been made available at the time the appeal was submitted.

3.5 Consideration at an Appeal Hearing

3.5.1

The Appeal Hearing will be conducted by a panel of the Academic Board and its composition will be as follows:

Dean of the Faculty / Nominee - Chair

Senior academic staff member

Registrar / Representative

The Secretary to the Panel shall be a nominee of the Deputy Registrar - Examinations

3.5.2

No member of the Panel shall have had any previous involvement in the case, nor shall have been involved in the teaching or assessment of the student.

3.5.3

The quorum for an Appeal Panel is three, including the Chair.

3.5.4

The Appeal Hearing shall normally be held within 15 working days of the written notification of the Registrar's decision to accept the request to refer the matter to an Appeal Panel. Where it is not possible for the hearing to be held within this timeframe the appellant will be informed and will be advised of the reasons for the delay.

3.5.5

The student’s expenses for attending an appeal hearing will not normally be reimbursed by the Campus.

3.6 Procedures for Conducting an Appeal Hearing

3.6.1

At least 10 working days in advance of the hearing the Campus will write to the student and ask that within five working days the student:

3.6.2

The members of the appeal panel, the student, the Chair of the BOE decision is being appealed, and, where appropriate, the Chair of the Extenuating Circumstances Board will receive the same documentation prior to the hearing including:

the student's submission and supporting evidence
the Stage 1 outcome letter, which will include the reasons for the decision
the relevant assessment regulations
other documents which may be considered relevant.

3.6.3

Submission of additional evidence will not be permitted except orally during the hearing. Tabled evidence will not be permitted.

3.6.4

Students should attend hearings in person. The Campus reserves the right, however, to proceed with any hearing in the absence of a student, subject to the student having been properly notified of the date and time of the hearing.

3.6.5

Students have the right to call any witnesses that they choose who will be able to provide information pertinent to the issues under consideration at the appeal hearing. The Chair of the Progression and Award Board whose decision is being appealed also has the right to call any witnesses that they choose who will be able to provide information pertinent to the issues under consideration at the appeal hearing. Witnesses will not be able to ask questions on behalf of the student and are only permitted to be present whilst giving evidence.

3.6.6

That neither ground for appeal is met, in which case the appeal is rejected, and the Stage 1 decision shall stand. There shall be no further opportunities for appeal, and the Campus’s internal procedures are completed.

3.6.7

In the event that the Panel does not reach a consensus, the Chair will have the casting vote. No vote will be counted for absent panel members.

3.6.8

The student, the Chair of the Progression and Award Board, and, where appropriate, the Chair of the Extenuating Circumstances Board will be informed, in writing, of the outcome of the appeal hearing within 5 working days. The outcome letter will include the reasons for the Panel’s decision.

3.6.9

The decision of the Appeal Panel is final and cannot be the subject of any further appeal. This is considered the end of the Campus internal procedures.

Section 4

4.1–4.9

Extenuating Circumstances Policy and Procedures

4.1 Introduction

4.1.1

Sri Lanka Technology Campus (hereinafter referred to as SLTC) is committed to helping all students achieve their full potential and expects them to take responsibility for their own learning. SLTC recognizes that regular class attendance and active participation in all module-related activities are crucial for optimal student performance.

4.1.2

SLTC understands that students may face significant personal challenges and difficulties beyond their control that can affect their ability to study or complete assessments.

4.1.3

Furthermore, SLTC acknowledges that students participating in national or international activities may experience disruptions to their studies.

4.1.4

The "Extenuating Circumstances Policy" at SLTC ensures that students submit assessments only when they are fit to do so, thereby safeguarding their performance from being adversely affected by uncontrollable circumstances while maintaining academic standards.

4.1.5

When Extenuating circumstances are approved, students are allowed to defer their assessment submission to the next available opportunity, which may be in the following academic year. The deferred work will be graded as if it were a first attempt.

4.2 Scope

4.2.1

This policy applies to all students enrolled at SLTC, including those at the undergraduate, postgraduate, and postgraduate research levels.

4.2.2

It covers all forms of assessments, including but not limited to examinations, coursework, practical assessments, and projects.

4.2.3

The policy is relevant for students studying full-time, part-time, or via distance learning.

4.2.4

It also applies to students involved in joint or dual degree programs with partner institutions, ensuring consistency in handling Extenuating circumstances across all academic collaborations.

4.2.5

The policy takes into account various scenarios that may affect students' ability to perform academically, such as personal health issues, family emergencies, or significant disruptions caused by external commitments like elite sports or cultural activities at a national or international level.

4.2.6

This policy ensures that all students, regardless of their mode of study or level, have access to fair and equitable support when Extenuating circumstances arise, maintaining the integrity and academic standards of SLTC’s programs.

4.3 “Fit to Sit” Policy

4.3.1

"Fit to Sit" means that by sitting for or submitting an assessment, a student is declaring through the submission process that they are fit to do so.

4.3.2

If a student believes that their personal circumstances are significantly affecting their ability to prepare for or sit an assessment, they should not take the assessment and must submit an Extenuating Circumstances claim.

4.3.3

Students who submit assessments or sit for examinations/tests cannot later claim that their performance was affected by Extenuating Circumstances unless there is compelling, independent medical evidence indicating they were incapable of determining their fitness to undertake the assessment.

4.3.4

If a student has been granted Extenuating Circumstances for an assessment, they should not submit or sit for that assessment. If the student chooses to proceed with the assessment, it will be considered a declaration that they deem themselves fit. In such cases, any Extenuating Circumstances claim will be void, and no additional attempt will be provided outside the normal resit and retake attempts.

4.3.5

This policy does not apply to situations where a student becomes ill during an examination /test/practical. In such cases, the student should inform the invigilator, leave the exam room, and submit an Extenuating Circumstances claim. The exam will not be marked or considered for feedback.

4.4 Extenuating Circumstances Policy

4.4.1

Extenuating circumstances are those that are unavoidable, unexpected, and beyond the student’s control, which negatively impacts their ability to prepare for or submit/sit an assessment

4.4.2

To be eligible for Extenuating Circumstances, the difficulties experienced by a student must meet all of the following criteria:

The circumstances must be outside of the student's control, meaning the student could not have prevented them.

There must be independent evidence showing that the circumstances had a significant impact on the student’s ability to complete the assessment(s) for which they are claiming.

The timing of the circumstances must be directly relevant to the timing of the assessment for which they are claiming.

4.4.3

The basic principle of Extenuating Circumstances (EC) is 'beyond the control of candidates.' Reasons such as minor illness, family events, travel plans, employment responsibilities, or transportation difficulties will not normally be accepted. The following is an "indicative" list of circumstances that are likely to be accepted as valid. In all cases, independent supporting evidence must be provided:

The death of a close relative, friend, or significant other.

Serious physical and/or mental ill-health.

Serious personal accident or injury.

Illness or ailment affecting the student on the day of, or immediately before, an exam/test/practical.

Major and unplanned employment changes where a student's course or mode of study permits or is integrated with employment (e.g., part-time study/apprenticeships).

Jury service (if attendance is compulsory and cannot be deferred).

Significant disruption to travel arrangements affecting an exam/test/practical.

Significant and unanticipated changes to caring responsibilities.

Unexpected difficulties experienced during pregnancy.

Childbirth.

Domestic or personal disruptions (e.g., job change, house move) where there is evidence that these have resulted in or caused a deterioration in mental health.

Participation in an approved external activity at a national or international level (e.g., elite-level sport). Approval must be sought from the Faculty in advance.

This is not an exhaustive list. In general, claims that meet the criteria detailed in 4.4.3 above are likely to be accepted.

4.4.4

The granting of Extenuating Circumstances does not extend the maximum period available for a student to complete their award. Repeat Extenuating Circumstances claims over a period may result in the student being unable to complete the award within the permitted timeframe.

4.5 Evidence Requirements

4.5.1

Extenuating circumstances will only be granted where there is independent supporting evidence which demonstrates that the circumstances significantly affected the student’s ability to complete the assessment for which they are claiming.

4.5.2

Students are responsible for submitting accurate information and evidence. Any student suspected of submitting dishonest claims will be referred to the student conduct procedure.

4.5.3

Students must provide documentary evidence that substantiates their Extenuating circumstances claim. The evidence should:

be dated,

be relevant to the dates of the assessment for which the claim is being made,

indicate how the student’s performance was affected and/or how it affected their ability to attend, complete, or submit an assessment.

4.5.4

Examples of valid independent evidence:

A verified copy of a death certificate to cover bereavement claims relating to a close relative. Where a death certificate is not available or where the claim relates to someone who is not a close relative, a medical note recording the impact of bereavement on the student’s health will be accepted.

Medical notes – these must be on letter-headed paper for authentication and must clearly state: i) dates and duration of any illness – these must be relevant to the dates of the assessment for which the claim is being made; ii) the likely impact of the illness on the student’s study and assessments

A police crime report detailing an incident. Crime Reference Numbers alone will not be accepted.

A supporting letter from the Campus Counselling Service or a counseling service, which includes confirmation that the student has received counseling support over a period of time.

4.6 Extenuating Circumstances Procedure

4.6.1

Please carefully read through the full Extenuating Circumstances Policy and make sure you follow each instruction. Please think carefully about whether your circumstances are likely to be accepted as ‘Extenuating’.

4.6.2

The students are entitled to;

Extension: applying only to coursework, the granting of an extension allows a student an additional five working days beyond the published due date to submit the assessment component without penalty. This deadline extension provides for the assessment to be marked in good time for the mark to be considered by the scheduled Progression and Award Board.
Deferral of an Assessment Component: applying to coursework, scheduled assessments, or exams, the granting of a deferral of an assessment component allows a student to delay taking the assessment until the next occasion that that assessment is due or scheduled without penalty and without further attendance.
Deferral of a Module: applying to a whole module, the granting of a deferral of a module allows a student to delay taking the module, and all summative assessment components associated with that module, until the next occasion that that module is delivered, without penalty. The student will be required to attend all timetabled teaching and learning events associated with the next delivery of the module.

4.7 Submission of Claims

All Campus circumstances claims must be submitted by completing the relevant form available online via LMS

An Extenuating circumstances claim must relate to one or more identified assessment components, or to a whole module (where the claim relates to all assessment components within that module).
The Campus expects students to declare any Extenuating circumstances as soon as they become aware of them. To ensure that BOE is able to make decisions at the appropriate time, all Extenuating circumstances claims must be submitted by the relevant deadline as determined annually by the Registrar’s office.
Under no circumstances will Extenuating circumstances be considered or accepted where they are submitted more than one calendar year after the relevant published deadline.
Students may not submit duplicate or multiple claims in respect of the same assessment component. Where a student attempts to submit such a duplicate claim, only the first claim submitted will be considered and all subsequent claims will be rejected.
While all Extenuating circumstances claims will be considered, and the outcome communicated to the student, as soon as is practicable, where the claim is submitted close to, or after, the assessment due date it is likely (or certain, where the claim is submitted after the due date) that the outcome will not be notified prior to that due date. It is the responsibility of the student to determine if they are fit to take an assessment, and thus to make a judgement as to whether to submit the coursework assessment by the due date or to attend the scheduled assessment or exam. If the claim is submitted in accordance with these regulations and all relevant grounds and criteria have been met, then the student can be confident that the claim will be accepted.

4.8 Decision

4.8.1

The Extenuating Circumstances Panel will review submissions from students to assess whether there are acceptable grounds for Extenuating circumstances. The Extenuating circumstances panel will normally consist of

Dean of the Faculty
Nominee of the Quality Assurance Unit
Registrar / Deputy Registrar – Examination
Head of the Department
Senior Academic staff member

4.8.2

The Extenuating Circumstances Panel shall process an application as soon as a full submission has been received. Acknowledgment of the receipt will be provided within 5 working days of the receipt of the candidate’s submission. Candidates can expect the decision within 20 working days after they have received the receipt email. Decisions will be based on the evidence and information provided by the student.

4.8.3

All full Extenuating circumstances applications will be assessed and either accepted or rejected.

4.8.4

Claims in Respect of Extensions

Where a Campus Extenuating circumstance claim in respect of an extension to a coursework assessment is accepted, the student must submit the coursework assessment no later than five working days after the original due date.
Where a student has not received the outcome of their claim for an extension by the due date, but the student wishes to proceed on the assumption that the claim will be accepted, the student must submit the coursework assessment no later than five working days after the original due date.
Where a claim for an extension is accepted, and the assessment is submitted no later than five working days after the original due date, the work will be marked without penalty.
Where a claim for an extension is accepted, and the assessment is submitted late but within 24 hours of the extended deadline, in accordance with the assessment will be marked, and ten marks will be deducted from the original mark to the pass mark (40% at undergraduate level, 50% at postgraduate level).
Where a claim for an extension is accepted, but the assessment is submitted more than 24 hours after the extended deadline, a mark of 0 (zero) will be awarded for the assessment in question.
Where a claim for an extension is rejected, but the assessment is submitted no later than 24 hours after the original due date, in accordance with the work will be marked, and 10 marks will be deducted from the original mark to a minimum of the pass mark (40 at undergraduate level, 50 at postgraduate level).
Where a claim for an extension is rejected, and the student fails to submit the assessment within 24 hours of the original due date, a mark of 0 (zero) will be awarded.

4.8.5

Claims in Respect of Deferrals

Where an Extenuating circumstance claim in respect of a deferral of one or more identified assessment components is accepted, the student will be deferred in those assessment components. When deferred at the Main assessment period, the student will normally be required to take the assessment(s), without attendance, during the Referral/Deferral assessment period. When deferred at the Referral/Deferral assessment period, the student will normally be required to take the assessment(s) at the next assessment opportunity for that module without attendance, during the following academic year.
Where an Extenuating circumstance claim in respect of a deferral of a whole module is accepted, the student will be deferred in the module and will be given an opportunity to re-attend and re-attempt all assessment components associated with that module on the next occasion that that module is delivered, normally during the following academic year. The student will be required to attend all timetabled teaching and learning events associated with the next delivery of the module. Re-attendance in these circumstances shall not count as a further attempt at the module for the purposes of calculating the maximum permitted number of attempts.
Where a claim for a deferral is rejected, and the student has either not submitted the coursework assessment or not attended the scheduled assessment or exam, a mark of 0 (zero) will be awarded for the assessments in question in accordance with the standard protocols for non-submission and non-attendance.

4.9 Outcomes

There are three possible outcomes to a successful extenuating circumstance claim:

Extension, or

ii)

Deferral of an assessment component, or

iii)

Deferral of a module

The student must specify which outcome they are seeking at the time of submitting their Extenuating circumstances claim.

Section 5

5.1–5.4

Offenses and Punishments

5.1 Examination Misconduct and Offenses

5.1.1 Examination Offenses

A student shall be accused of an examination offense if he/she engages in any of the following:

•

Unauthorized access — Planning and/or attempting to obtain, receive, or obtain access to examination question papers before the exam.

•

Collusion — Planning, attempting, participating, and/or benefitting from collusion during the examination.

•

Copying — Attempting, accessing, and/or making use of unauthorized resources of any kind other than those specifically permitted in the rubric of the paper. If a proctoring record shows such an attempt even if the candidate does not make use of them in the exam, the candidate may be found guilty of an exam offense.

•

Copying — Copying or attempting to copy from another student who is sitting for the examination of the same course module (which includes receiving help from another student)

•

Unauthorized assistance. — Communicating with another student or receiving help or assistance from a third party during an online examination via any communication method, including social media such as Facebook, WhatsApp, Instagram, etc. from another person(s), company, or organization.

•

Unauthorized assistance — Giving help to another student during the examination.

•

Impersonation — Taking the exam on behalf of another student, or someone else answering the examination on the candidate's behalf.

•

Disorderly conduct — Refusing to follow the invigilator’s(s) instructions or the instructions provided on the examination browser.

•

Disorderly conduct — Turning off the webcam intentionally, the audio or screen sharing during the period of examination. In the event of not immediately switching on the webcam when is automatically turned off.

•

Contract cheating — Accessing or commissioning an answer script or piece of work and presenting it as a student’s own work.

A student who shares their work with others during any assessment will be treated with equal seriousness to a student who copies the work. This applies even if it is not clear that the work was deliberately shared or the examination misconduct was planned.

5.2 Examination Misconduct Reporting Procedure

5.2.1 Reporting Online Examination Misconducts and Offenses

If an invigilator believes that a student has engaged in misconduct during an examination, he/she should first inform the student, and then report details of the alleged misconduct in a prescribed form to the Examination Unit. However, the student will be permitted to continue the examination.
If an examiner who will be marking answer scripts encounters and believes that a student has engaged in any kind of cheating in a written examination, he/she is required to report the case immediately to the programme lead of the relevant academic programme. The program lead must then contact and inform the In-Charge of the Examination Unit through the Head of the School.

5.2.2 Establishment of an Inquiry Panel

The Dean of the Faculty is responsible for nominating an Inquiry Panel for school-level investigations and/or informing the Academic Senate regarding the misconduct deemed to be serious enough to appoint a senate-nominated inquiry panel.
The panel will consist of two Senior Faculty members and a non-academic staff member representing related service units.
A student representative nominated by the Students’ Interactive Society (SIS) may also be called upon as a silent observer where necessary.
One of the members of the Inquiry Panel will be nominated as the Chair, who will have a second, casting vote, in the event of having an equal vote.
The case will be convened by the Secretary. The Secretary shall be responsible for providing advice to the committee and keeping the minutes of the proceedings but shall not participate in the decision-making process of the committee.

5.2.3 Investigation Procedure

Examination offenses will be dealt with by the Examination Misconduct Inquiry Panel appointed by the School or by the Academic Senate of the university depending upon the seriousness of the case.
Students who have been reported for engaging in examination misconduct/offenses may be called for an inquiry before the inquiry panel depending on the nature of evidence.
Students may opt to attend the panel either in person, via online platforms, or in a video call.
The student may refrain from attending the inquiry before the inquiry panel, and submit a statement to the panel instead. Where the student does not attend an inquiry, the panel will proceed to reach its conclusions without the student’s presence.
The AR of the examination unit or his/her nominee and other appropriate academics such as the supervisor, invigilator, and examiner linked to the case in question may be called to attend the Examination Misconduct Inquiry Panel as a witness, but not as panel members in order to explain the nature and type of allegation to the investigation panel.
The student may be accompanied by another person at the inquiry. However, he/she shall not be permitted to answer any questions on behalf of the student, unless in exceptional circumstances where the student is unable to furnish facts by himself/herself.
The purpose of the interview shall be to determine whether there has been any examination misconduct and to allow the student to prove himself/herself his/her non-engagement of the misconduct during the examination.
Once the inquiry is complete, the Examination Misconduct Inquiry Panel may decide to defer a decision until further investigation if necessary. The panel may decide at its discretion whether members are required to meet with the student again to discuss further as part of the decision-making process. Otherwise, the panel shall arrive at its final decision on whether the student is guilty of examination misconduct based on the evidence.
The panel should ensure penalties reflecting the seriousness of examination misconduct with which the university views its academic integrity.

5.2.4 Reporting and Recording

All meetings must be minute, and a report produced at the end should provide sufficient details in case of an appeal. This should be an impartial record and should be approved by the panel and confirmed by the student.

5.3 Penalties

Cheating, which is the attempt to gain an advantage for oneself or another by deceit, and other misconduct as illustrated above, are breaches of discipline under the University's Regulations and are punishable by a range of sanctions.

5.3.1 Penalty Decision

When considering a penalty, the panel should consider the seriousness of the offense. Prior to arriving at an appropriate penalty, the following factors should be considered as a help in arriving at an applicable penalty:

The educational history of the student and how this may have informed their understanding of academic integrity.

Whether this is a first offense or a number of subsequent offense(s) committed by the student.

Extent, severity, and significance of the examination misconduct.

The degree and effect of the dishonesty.

The panel should make one of the following recommendations to the relevant head of the school or the senate where necessary.

To dismiss the case entirely,

To impose no penalty beyond recording the case on the student’s record for future reference,

To issue a warning letter to the student, and

The School Head is responsible for informing the Examination Unit regarding the decision taken by the school regarding the necessary actions.

5.3.2 Punishments

The following framework gives guidelines to the panel to make a formal judgment or decision about the offense being considered, and the penalties that are within scope. The choice of penalty from within the permitted range will be a matter of judgment left to the discretion of the Examinations Misconduct Inquiry Panel and the final decision lies with the Academic Senate of the University.

Unauthorized access

First Offense

Make the whole examination Null and Void

Second or subsequent offense/s

1.Suspend studentship for one year
2.Not eligible for a class in the final degree