The system for reporting a student’s Personal Exceptional Circumstances (PEC) and requesting a subsequent adjustment, is reliant on the student including ALL pertinent information themselves. It is not the job of the staff processing and reading your application to make the case for you. We [the school], cannot make assumptions about aspects of your case that you omit from your submission.
If you are unfamiliar with the PEC process, the Student Progress Service has this additional advice page:
https://www.ncl.ac.uk/student-progress/circumstances/pec/
Include a detailed PEC statement with ALL elements needed for your case. Attach sufficient independent evidence documents to support these components.
In the likely event that your PEC statement exceeds the space on the online PEC form, then include the whole statement as a text/word/pdf document file and attach it to the online PEC application.
The following checklist should help you include all that is needed.
Checklist for your PEC statement.
Have you included:
| □ Your name & student number. |
| □ Circumstance details of your personal extenuating circumstances (i.e. what has happened?) |
| □ The dates you have been affected (i.e. when did it happen? How long did it last?) |
| □ The specific impact on your studies (i.e. Were you unable to revise/complete your assessment(s)? Do you feel you have not been able to concentrate fully on your studies?) |
| □ The timing of the difficult circumstances in relation to your assessment(s) (for example, if you experienced a bereavement shortly before an examination or you lost study time because you were required to attend a funeral.) |
| □ The specific assessment(s) names you feel may have been affected by your difficult circumstances. |
| □ A suggestion of why a named adjustment is sufficient and appropirate for your circumstances, with an explanation of why. (For example, an extension to a deadline, deferral of assessments to the next normal examination period – please note that although the PEC Committee will consider your suggestion, they may not necessarily grant you the adjustment you request). |
| □ A list of the attached independent documents to support proof of circumstance, timing, and impact. |
Be succinct, preferably in bullet points format, but include pertinent facts and dates.
Tips for getting the support you need.
- SUBMIT EARLY
It is more effective to request a PEC adjustment (i.e., submit a PEC application) EARLY, before the assessment. If you submit late (or close to the assessment) you will also need to declare a reasonable explanation as to why it was not submitted earlier. ‘Retrospective’ PECS are rarely granted without a valid reason for its late timing. - CHOOSE YOUR NAMED ADJUSTMENT WISELY
Once a PEC adjustment has been applied it cannot be changed or extended later. Do check that you have included ALL module assignments affected; a PEC application is for ALL modules affected in the time period of your named ‘circumstance’. Choose the type/length of the adjustment carefully so it is sufficient for you to complete the assessment. This must be appropriate to compensate/mitigate the delay caused by the claimed incident. If the requested adjustment is deemed excessive it will be reduced accordingly. - DO NOT ASSUME IT IS OBVIOUS
Always state where something is connected or related and how there is a cause-and-effect. Do not omit how elements in your statement relates to your claim. We cannot make assumptions about omissions in your statement. - USE CORROBORATING EVIDENCE
Back up claims, especially where there is an impact on you, with independent documents. This is essential for a successful application. Documents should show the timing (date) of impact, to confirm its relevance to your claim. - SEEK FURTHER FAQs ADVICE.
Template statement (cut-and-paste)
1. Name & Number:
2. Circumstance:
3. Dates:
4. Impact:
5. Timing to studies/assessment(s):
6. Name studies/assessment(s):
7. Adjustment sufficient:
8. Evidence attached:
Notes:
1. Your full name and 9-digit student number.
2. Clearly describe the ‘circumstance’ you are making the claim about.
3. Dates of when the ‘circumstance’ started and ended, with any other pertinent dates and duration information.
4. Describe how the ‘circumstance’ has had a demonstrably negative impact on your ability to study or undertake an assessment.
5. Timing of the ‘circumstance’ in relation to impact and affects on your assignment(s)/studies.
6. Name the part of module assessment affected / Name the part of module studies affected.
7. Name the requested adjustment and explain why it is sufficient to correct the impact of ‘circumstance’.
8. List the names of attached independent documents to support proof of circumstance, timing, and impact.
Example of a complete statement
1. Name & Number: John Smith, 987654321
2. Circumstance: Broke leg in car accident, hospitalised and recovery.
3. Dates: Accident occurred on Tues 11th Oct (mid wk3) I was hospitalised until 16th Oct and was housebound until 23rd Oct (end wk4.)
4. Impact: The injury has meant I have been in pain for over a week, on medication, and unable to concentrate on my studies during this period. During this absence from university I have also missed a core element of teaching that should have prepared me for the group presentation assessment (MCH2512 As1) at the start of week 5. Although I will be present on the day of the assessment, I cannot catch-up in the 2-days I have before the presentation and will not be equipped to help prepare for the presentation or participate on the day.
5. Timing to studies/assessment(s): Incident occurred in teaching week 3 & 4 preventing study for assessed group presentation.
6. Name studies/assessment: MCH2512 week 3 & 4 lectures & seminars that covered the presentation, was missed. This affected the MCH2512 As1 group presentation in week 5.
7. Adjustment sufficient: I believe that the group presentation could not be rescheduled and that given the unavoidable nature of the impact of my injuries that exemption from this 20% assessment is sufficient an adjustment, as it mitigates the above impact and does not disadvantage me due to the accident occurring. I will no longer need any further adjustment due to my injury as I am now able to attend and catch-up with the rest of my studies.
8. Evidence attached: a)Hospital discharge letter giving dates of admission and discharge; b)Doctor’s note on medication taken and advice on being house-bound corroborating above dates; c)Note from module leader on the value and nature of the group presentation.