3.1.2 Use of 'S'-code and special circumstances
- 3.1.2.1 General information
- 3.1.2.2 Confidentiality
- 3.1.2.3 Module Boards
- 3.1.2.4 Retrospective S-coding
3.1.2.1 General information
Before an S-code is awarded, every effort should be made to exploit opportunities for deferred and/or alternative assessment leading to a secure grade for the module.
A module grade may be reported with an S-code where most or the whole of the students work for the module has been affected by special circumstances; where there is clear written evidence of these; and where it has not been possible to compensate by means of deferred and/or alternative assessment. Special circumstances can include, inter alia, medical problems, bereavement, personal or family concerns of significance.
In order for a module to be deemed affected by special circumstances and S-coded, a student must make a formal written request for application of the S-code, addressed to the Head of School (or a delegate). Written evidence of the special circumstances must also be presented and should normally accompany the request to the Head of School. However the University recognizes that it may distress a student to give repeated explanations of special circumstances. Where evidence of special circumstances is held by Student Services or another Unit of the University, therefore, it is permissible for the student to address a simple request for S-coding to the Head of School, and to ask that further information be provided by the other Unit. No matter where the contact over special circumstances takes place, it remains the individual students responsibility to report in writing any circumstances affecting academic performance as early as possible, and at all events in advance of the relevant Module Board. See: Policy on Notification of Circumstances affecting Academic Performance and Reporting of Absence from Examinations.
When a student requests that an S-code be applied to the grade of a module, the student must also indicate on each such application what other modules that semester are receiving requests for S-codes. If fewer than all modules of the semester are the subject of S-code requests, then the student must explain clearly why not all modules have been affected.
The S-code should not be applied without the request of a student. Students should understand that the S-code will appear on their academic transcript. S-codes, once applied, are not normally withdrawn.
S-coding applies to 3000, 4000 and 5000 level module results only: students encountering problems at first or second level should discuss them through other appropriate means. Any concerns that affect academic performance can be discussed with the students Academic Adviser, amongst others.
Normally no more than 25% of an undergraduate students total accumulation of 3000 and 4000 level credits (and 5000 level credits on Integrated Masters programmes) can carry an S-code. Where a student is so badly affected by adverse circumstances that more than 25% of credits are likely to be affected, there should be consultation with the Pro Deans who will be able to consider options such as leave of absence. For Joint Honours students, the two Schools involved should consult in order to avoid exceeding the 25% quota.
In a truly exceptional case where a School wishes to accept a request to S-code credits on top of the 25% of a students Honours modules already allowed (eg sudden adverse circumstances affecting a final semester Senior Honours examination), the case must be brought to the Special Classification Board and a detailed argument advanced for S-coding any extra credits.
Students on a taught postgraduate Masters programme taking 5000 level modules may have modules S-coded, with the exception of the Dissertation. The proportion of S-coded credits at Masters level should never exceed 50% of the taught component. Where a taught Postgraduate student is affected by adverse circumstances, there should be an early consultation with the Pro Dean who will be able to consider options such as leave of absence.
Module Boards should be aware of the powers they have to form judgements about grades when not all of the material has been completed due to mitigating personal circumstances, or where only a small fraction of assessment is affected by special circumstances. Where some complete pieces of the module assessment are missing or qualitatively affected by special circumstances, it is for the Module Board to judge whether the remaining assessed elements which are unaffected are of sufficient weight and compass to serve as the basis for the award of an overall grade. If so, the issue can be resolved at the Module Board. It is expected that only minor elements of assessment will be disregarded in this way.
S-codes can be applied both to modules that have been passed and those that have been failed. Where a failed module has been S-coded, the student has the right to reassessment for the module as if for the first time, ie the grade obtained at reassessment should not be capped at 7 as is usually the case, and the School may choose not to apply the S-code to the module if the reassessment is unaffected by special circumstances. If a reassessment is failed but S-coded, the student will have the right to one further reassessment, but the pass grade will be capped at 7. A second fail at reassessment must be recorded as a Fail and may not be S-coded.
Student Services may support student requests for S-coding, but will not initiate requests. Students in need of assistance and support should be referred to the Academic Liaison and Systems Manager (within Student Services) and Schools may ask the Academic Liaison and Systems Manager to provide further information about a students circumstances. However, the best way of establishing details of an individual case will usually be a common-sense discussion between a member of the School and the student concerned.
There is guidance for students regarding sickness reporting on the University website. Students unable to sit an examination because of illness at the time of the examination should be allowed deferred assessment; this is not alone a cause for applying an S-code.
3.1.2.2 Confidentiality
Students must accept that, whilst confidentiality will be respected as far as possible, members of the School will have to be made aware in general terms of any special circumstances in order to make a decision, and that some details will remain on file in order to assist in the event of the case being brought to the Special Classification Board for a decision on degree classification.
Sensitive matters concerning individual students should not be discussed by a large number of staff at a Module Board. Schools will establish a small S-code Committee of relevant office holders (for example, Examinations Officer, Director of Teaching, Year Tutor, Honours Adviser) for confidential discussion of cases relating to S-coding, the detail of which need not be released to the full Module Board. All relevant material relating to students will be handled by this one School committee, obviating the possibility of differential treatment across modules within a single programme. All decisions taken by the committee should be minuted. Where a decision is taken in favour of S-coding, the appropriate Module Board will be informed and will apply the S-code. The special committee will also take responsibility for the secure handling and storage of documentation (material submitted by students, minutes of decisions, etc.).
The School S-code Committee will make decisions based only on the evidence of special circumstances. If arrangements have been made to take full account of special circumstances (for example, extended deadlines; deferred assessment) the S-code should not normally be applied in addition. It is not appropriate to take account of the student’s likely module or Degree results at this stage.
In exceptionally sensitive circumstances, and where a student has requested a special degree of confidentiality, Schools will respect these wishes. A recommendation may be based on information released only to the Head of School (or a delegate) in such circumstances.
3.1.2.3 Module Boards
The S-code should be applied when the module result is first reported. A minute should be kept of every decision concerning the potential application of an S-code, at each stage of the process. The detailed confidential minute recording decisions and rationale will be generated by the School S-coding committee; the Module Board will then record where appropriate that it received and applied an instruction to S-code.
No Module Board should decide whether to apply an S-code on the basis of comparison with the student’s results in another module. Module Boards should treat each module as an individual entity.
3.1.2.4 Retrospective S-coding
Only in exceptional circumstances may an S-code be applied retrospectively. For example, when new and pertinent information emerges about a students health, and there is a good reason why it was not reported earlier. The Policy on Student Academic Appeals and Academic Complaints makes it clear that where students are appealing on the grounds of exceptional personal circumstances not previously notified for good reason:
Students are instructed to bring such evidence to the attention of the examiners or other relevant person prior to the assessment of their overall performance in relation to the relevant module or programme. Thus, in order to establish this ground for Appeal there must be a compelling and substantiated reason why the student was unable to comply with this instruction.
Schools must pay particular attention to the need for students to provide compelling and substantiated reason in cases where there is a request for a retrospective special circumstance to be taken into account. The policy on Student Academic Appeals and Academic Complaints explains the procedure to follow in the event that a student appeals against a module grade.
Students who wish to request retrospective S-coding must submit a case to the Head of School who in turn writes to the Dean indicating whether or not there is support for the request. If the Deans uphold the request, then the School will be notified and the Deans will confirm the S-coded grades to Registry. For students who request retrospective S-coding just prior to their graduation, Registry will run the degree classifier again (following graduation) for the students concerned and Schools will reconvene School Classification Boards to consider whether or not any cases need to be presented to the Universitys Special Classification Board. The University Special Classification Board will meet in October and will consider cases at that time. Students will not be able to graduate until a decision has been taken by the University Special Classification Board.