What is a PEC?

PEC stands for Personal Extenuating Circumstances and is the name given to an application made to request an adjustment to a module assessment, typically an extension, due to an unexpected and uncontrollable circumstance.

Are PECs the only form of support available if I run into difficulties with my studies?

No. If you have an ongoing medical or mental health condition you must seek direct support from the Student Health & Wellbeing Service (SHWS at https://www.ncl.ac.uk/wellbeing/ ) which will likely lead to you receiving a Student Support Plan (SSP) to help you with your studies. Furthermore, if you find that you are struggling with your studies and it is not due to an unexpected circumstance then you must speak with your Personal Tutor for guidance, this may lead to you receiving a Support-to-Study (StS) schedule or action plan, see: https://www.ncl.ac.uk/student-progress/policies/procedures

How do I send in a PEC application?

This is an online process through the Student Portal using https://studentportal.ncl.ac.uk/dashboard and selecting the ‘My Requests’ then ‘PECs’ tiles, completing the form, writing a detailed PEC statement, and attaching documentary evidence. Further advice about the student portal is available at: https://www.ncl.ac.uk/students/student-portal

Is there any guidance on how to write a good PEC statement for my application?

Yes. There is detailed advice with an example available at: https://blogs.ncl.ac.uk/mch/pec-advice

I have heard of ‘Self-Certification’ mentioned with PECs, what is this?

In the event of a short-term medical circumstance that requires no more than a 7-day extension as a suitable adjustment, there may be difficulty in obtaining medical evidence (such as from a doctor) with such short notice. In the above circumstance, a student may ‘self-certify’ their medical condition (using https://studentportal.ncl.ac.uk/dashboard and selecting the ‘My Requests’ , ‘PECs’ & ‘Self-Certification’ tiles) prior to submitting their PEC application. In this way they may be granted (up-to) a 7-day extension without the need to attach any documentary evidence.

How often can I ‘Self-Certify’ and is there any conditions?

Students can only self-certify on two occasions in one academic year. Self-certification must contain a statement that specifies the nature of your short-term medical circumstance, must only be for ONE assignment, and is only for extensions of no more than 7-days.

Do I need to attach supporting documents?

Unless you are planning to request a self-certification extension, then YES. You are strongly advised to attach copies of correspondence or documents that will corroborate your PEC statement. These should preferably be saved in PDF format (e.g. using ‘Print as PDF’ ) rather than screenshot images wherever possible. To be effective in verifying and supporting your application these documents should mention your name and the date of issue.

Can I use photographs to support my application?

A photograph or image, may be used as a supporting document, but only when appropriate and serves as a formal traceable record. Photographs should only be attached to applications where they show your student name and date relevant to the personal extenuating circumstance (e.g. medicine prescription labels.) Images of a personal nature (e.g. medical ailments), or of other-people without their prior permission, must not be used. Such images are not appropriate for the processing of applications, may be distressing for staff reviewing applications, and may be in breach of the General Data Protection Regulation (GDPR).
An example of an appropriate use of an image may be when it acts as a translation for another attached supporting document as describe in this FAQ.

Can my Personal Tutor or a Module Leader provide evidence on my behalf?

Yes. You must have had a detailed discussion about your personal circumstance with your Personal Tutor or the Module Leader of the module assessment that is being affected. If it is appropriate to do so, they can provide you with a statement that may be attached as evidence. You will still need to write
your own PEC statement chronicling your circumstances. Although such evidence will greatly increase the strength of your case, be aware that this does not guarantee that a requested PEC adjustment will be granted.

Is there a deadline for sending in a PEC?

It is advised that you send it no later than 48-hours before an assignment is due. Students are responsible for ensuring they manage their study-time appropriately and submit assignments in a timely manner. Likewise, it is essential that students are proactive in identifying when they have run into difficulties and seek help and request assignment adjustments early.

What if I am late in handing in a PEC application?

If you miss the ‘48-hour before the due date’ window, it is important that you send in an application as soon after this date as possible. However, every late application sent MUST also list in its PEC statement a reason to justify why you could not have submitted earlier. If a reason is not given, or the reason listed is deemed insufficient, or the time elapsed since the due date is deemed too long, then the PEC application will be rejected. The longer one waits before submitting a late PEC application the harder it will be to give a reason to justify the delay.

Can a ‘technical issue preventing my Canvas submission’ be a valid circumstance for a PEC application?

No. The guidance is clear that technical issues are typically not classed as unexpected and uncontrollable circumstances, so cannot be used as a reason to support a PEC application. All students are responsible for ensuring they are familiar and practiced with the process of online submissions. This includes allowing ample time to deal with any technical problems should they arise, and validating your own submission was successful by acknowledging the Canvas ‘submission confirmation’ notice. If you did not see a Canvas ‘submission confirmation’ notice after you attempted your submission, then it is your responsibility to mitigate this issue immediately by following-up with appropriate actions. This includes but is not limted to, attempting the submission again, checking for correct format,size and location of work submitted, and contacting technical support services if and when appropriate.
However, only with evidence (e.g. time-stamped screenshots) to confirm that all reasonable actions had been taken to mitigate the issue before the deadline, and evidence to demonstrate that the cause of the issue was beyond your control, it may be possible to build a case to support making a valid PEC application.

I am waiting for additional evidence before handing in my PEC application, what should I do?

We understand that some evidence, especially from an external bodies such as medical professionals, may take a while to obtain. However, it is vital that you try to stick to the ‘48-hour before the due date’ window. If this means that you submit your application without this piece of evidence then you should do so, but clearly mention in your PEC statement that ‘further evidence is pending and has been requested from X’. Your application will then be looked at, then if appropriate will be put on-hold until this additional evidence is received. Please remember you should still attempt to complete your work as soon as possible and not wait for the outcome notification of the application – see the FAQ on ‘waiting for an outcome’ below.

I have a non-English document, can I use it as evidence?

All non-English (i.e. foreign language) documents would need translating. For official documents, this would need to be professionally translated through a verification service – the same as needed with documents required for visa and financial applications and requests.
However, for PEC support, such as correspondence and appointment documents we would accept an auto-translated to English version of them, if they are also accompanied by the original non-English version so they may be independently verified.
For example, the ‘google lens’ app service (on iOS & Android) can translate and provide an image screenshot of the translated document while maintaining the original document layout. If this image of the translated document is also included with the original document then it would typically be accepted with the application.

I have completed my assignment late, but I am waiting for a response about my PEC application before handing my assignment in, what should I do?

If you have completed an assignment, it is important that you hand it in immediately, even if it is late. Do not wait. It is advantageous to have the late assignment date-stamped with the earliest hand-in date possible. However, you should be reminded that this does not necessarily guarantee that the PEC request will be granted.

I have put in a request for an extension to a new submission date, which is now approaching, and I have not heard back with an outcome. What do I do?

Hand in your assignment as soon as possible, and do not wait to receive a decision before acting.
On the occasion where a student is awaiting a PEC decision, they must still attempt to submit an assignment to the original deadline but may also submit a revised assignment later. On a successful approval of a pending PEC application, the student would then be permitted to have that revised assignment graded instead, providing it was submitted before the approved new submission date.
All students should be working on completing assignments to their agreed deadlines, regardless of whether they have put in a PEC request or not. Students should NEVER assume their request will be approved and this must NEVER delay a submission.

Should I not submit an assignment if I run into personal difficulties?

No. It is to your advantage to always submit a piece of work for all assessment tasks set, even if it is unfinished or incomplete. There may be serious consequences if any assignment task is missed (especially resits.)
As mentioned in another FAQ (on ‘requesting a new submission date’), if you later have a PEC application for your circumstance approved and is given an extended or defered due date, you may be permitted to submit and have graded another revised assignment piece instead, providing it was submitted before the approved new submission date.
Although you may feel obliged to not submit a sub-par or incomplete piece of work, you should know that a record of every attempt is kept and considered at the Board of Examination. This includes attempts where below-average grades were awarded, which are considered more favorable and may be compensatable by the board, than a non-submission attempt, which is not.

Is a module assignment extension the only adjustment available to me?

No. The online PEC form lists six adjustments, however dependent on circumstances, further ones may be offered to you by the Senior Tutor or your Degree Programme Director (DPD) on reviewing your initial PEC application. The adjustments are explained at: https://www.ncl.ac.uk/student-progress/assets/pec-faqs/

I have a Student Support Plan (SSP) that states ‘reasonable extensions… should be considered’, how do I ask for this?

Complete online PEC form asking for a 2-week extension, but also ensure that you select ‘YES – I do have a SSP’, attach a copy of your (SSP) plan document, and mention the specific reason why more time is needed in your PEC statement including: ‘This adjustment is stated in the attached SSP.’

I have a Student Support Plan (SSP) that states ‘reasonable extensions…’, can I ask for more than a 2-week extension?

Yes. We understand that there may be an exceptional circumstance when a 2-week extension may be insufficient. You must discuss your SSP and the possibility of a 3-week or 4-week extension with the Module Leader of the affected module. If after the discussion, they agree this is appropriate then they can email you a short statement confirming that they have discussed your SSP with you and have agreed for the named assignment to be extended to a specified new due date. This can be no more than 4-weeks from the original due date. You can then attach a copy of this short statement as evidence along with a copy of your (SSP) plan document. Also remember to select ‘YES – I do have a SSP’ and mention the specific reason why more time is needed in your PEC statement including: ‘This adjustment is stated in the attached SSP and endorsed by the respective module leaders.’

I have a personal Support-to-Study (StS) schedule or action plan agreed with my Personal Tutor (or DPD), can I use this as evidence for a PEC application?

Yes. If your schedule or action plan document confirms that a specific adjustment is appropriate and has been agreed, then this document can be attached, used as corroborating evidence, and referred to in your PEC statement. However, the document must specifically name the module assignment, the new due or deferral date, and be signed by (or email forwarded / sent from) the named staff member dealing with your StS.

Is there more PEC guidance available?

Yes. See: https://www.ncl.ac.uk/student-progress/circumstances/pec/