Guidance on the submission of requests for special cases



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05.3

GUIDANCE ON THE SUBMISSION OF REQUESTS FOR SPECIAL CASES



Cardiff Metropolitan University
Special Cases Request Form
This form must be completed and submitted only by a member of staff in the relevant School or Collaborative Partner; it must not be completed and submitted by a student.
This form should be used to submit a special case for consideration at the next meeting of the Regulations and Special Cases Committee or Research Degrees Committee (as appropriate). Please refer to the Guidance below on the submission of requests for special cases.


1. Student Details

Surname




Forename(s)




Student Number




Programme of Study




Award (e.g. BA, MSc, PhD)




Mode of Attendance




2. Nature of the Request (please see Guidance below)


For extension requests only:

Original deadline




Length of extension




3. Grounds for the Request (please see Guidance below)


4. Supplementary Evidence Attached (please see Guidance below)





Copies of correspondence Statement from School/Dept





Statement from student Letter from employers

Medical evidence





Death certificate

Other, please specify): ………………………………………………………………………….


Signed: …………………………………………….. Date: ………………………………………..



(University School Deputy/Associate Dean of Learning and Teaching/Director of Research)

Office Use Only

Date Received




Date of RSCC/RDC




Decision of RSCC/RDC






Guidance on the Submission of Requests for Special Cases
In all cases, the Special Case Request Form must be submitted by the relevant School to the Academic Registry for consideration by the Regulations and Special Cases Committee (or in the case of a research degree, to the Research & Enterprise Unit for consideration by the Research Degrees Committee).
The Special Case Request Form must be completed and submitted by the School and signed by the School Deputy/Associate Dean of Learning and Teaching, or by the School Director of Research (in the case of a research degree).
1. Requests for Extensions to Time-Limits for Completion
The expectation is that the overwhelming majority of candidates will submit within the time-limit laid down by regulation. A candidature may be suspended or a time-limit extended in exceptional cases only and in accordance with the following criteria:
1.1 Normally, suspensions/extensions will be granted only on compassionate grounds, or in the cases of illness, serious domestic difficulties or exceptional professional commitments which can be demonstrated to have adversely affected the candidate. A full and reasoned case, supported by appropriate medical or other independent evidence, must be made by the School for consideration by the Regulations and Special Cases Committee (or Research Degree Committee in the case of research degree candidates).
1.2 In the case of candidates who cite exceptional professional commitments, the request must be accompanied by written confirmation and description by the employer of the workload borne by the candidate.
1.3 In cases which arise as a result of illness:
(i) Satisfactory medical evidence, including a medical certificate, must be supplied. (The extent and nature of the illness as described in the certificate are invaluable in assessing the case.)


  1. A clear statement must be supplied, showing that the School concerned has evaluated the situation in which the candidate finds himself/herself as a result of the illness and that it considers the requested extension to be appropriate. Such a statement will, wherever possible, follow direct contact between candidate and School.

1.4 In exceptional cases where the operation of a University procedure, such as the appeal process, has been shown to have impacted negatively on a candidate’s ability to complete within the time-limit for completion, an Examination Board Chair may agree to extend the period of candidature. The extension should be recorded in the Examination Board minutes, and reported to the chair of RSCC via Academic Registry. Following this the candidate and their Programme Director will be informed of the decision by Academic Registry.


2. Requests for Deferral/Suspension of Studies
2.1 A candidature may be suspended in exceptional cases only and in accordance with the criteria in Section 1 above.
2.2 Where a suspension of candidature is approved, the deadline for completion of studies will be extended by the length of the period of suspension.
3. Requests for Aegrotat Awards
3.1 Recommendations shall be made by Examination Boards in accordance with the ‘Regulations for Aegrotat Awards’ in the Academic Handbook).
3.2 The Examination Board shall consider as much evidence as possible on the causes that prevent the candidate from attempting and completing outstanding components, including evidence of the prospects of the candidate completing in a subsequent year, within the time limits prescribed by Regulations or with the benefit of an extension to time limits for completion.
3.3 The Examination Board shall make a recommendation for an Aegrotat award to the Regulations and Special Cases Committee on the Special Cases Request Form, attaching copies of all relevant evidence and a signed statement from the candidate indicating that he/she is willing to accept an Aegrotat award.
4. Requests for Posthumous Awards
4.1 Recommendations shall be made by Examination Boards in accordance with the ‘Regulations for Posthumous Awards’ in the Academic Handbook).
4.2 The Examination Board shall make a recommendation for a Posthumous Award to the Regulations and Special Cases Committee (or to the Research Degree Committee in the case of a research degree) on the Special Cases Request Form, attaching copies of all relevant evidence. Such evidence might include: the possible impact of mitigating circumstances; the candidate's level of commitment and participation; and the quality of work submitted by the candidate prior to death.
5. Requests for Bars on Access to Dissertations and Theses
5.1 To request a Bar on Access to a Master's dissertation, in accordance with paragraphs 34 and 35 of the ‘Regulations for Modular Master's Degrees by Examination and Dissertation’, the candidate's dissertation supervisor should submit to the Academic Registry the completed Special Case Request Form, for consideration by Regulations & Special Cases Committee, specifying the period of the bar on access requested up to a maximum of five years, and attaching any statement from the student or other relevant information.
5.2 To request a Bar on Access to a research degree thesis, in accordance with paragraph 1.12 of the Appendix to the Research Degree Regulations, the candidate's Director of Studies should submit to the Research & Enterprise Unit the completed Special Case Request Form for consideration by Research Degrees Committee, specifying the period of the bar on access requested up to a maximum of five years, and attaching any statement from the student or other relevant information.
6. Other Individual Student Special Cases
6.1 For any other individual student special case not complying fully with the requirements of the Academic Handbook, the School concerned must submit the completed Special Case Request Form, attaching a brief rationale for the request explaining why it is not possible to comply fully with the requirements of the Academic Handbook.
6.2 Where a special case involves a cohort or cohorts of students, rather than just one individual student, not complying fully with the requirements of the Academic Handbook, the Special Case Request Form must not be used. Instead, a paper setting out a clear rationale for not complying fully with the requirements of the Academic Handbook should be submitted to the Academic Registry for consideration by the Regulations and Special Cases Committee in the first instance.

Academic Handbook 2016/17 – Volume 1 - 05.3 - Guidance on the Submission of Requests for Special Cases – introduced 19.06.07 – modified 01.09.08, 18.05.11, last modified 30.09.14




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