Introduction

Although we expect students to attend all lab sessions and respect coursework deadlines, we understand there may be reasons why this may not always be possible. In such cases, students may be allowed to rearrange timetabled lab sessions or request deadline extensions for coursework submission. This document sets out the department’s approach to this subject as agreed by the Faculty Board, in alignment with University Policy .

Extensions

Application form for a coursework deadline extension: Deadline Extension Application

Principles:

1. Students may obtain deadline extensions of 7 days on a self-declaration basis for the submission of coursework. No tutorial support or medical evidence is required and no reason need be given.
2. No more than four individual coursework extensions can be approved under this policy in any one academic year. Each of the four extensions will be for 7 days.  
3. No more than one self-declared extension may be requested for a specific piece of coursework.
4. Deadline extensions for coursework submissions:   (a) Applications must be made in advance of the deadline.  Applications submitted more than one week prior to the deadline will not be accepted.   (b) Extensions may not be possible, or only be possible for a limited period of time, close to the end of a term or the academic year due to the timing of examiners meeting.  (c) Extensions under the department policy are not possible in relation to IIA project interim and final reports due to the proximity of the final examiners meeting and very tight marking schedule. Students should refer to the detailed guidance on dealing with illness and disability with respect to IIA project deadlines.  (d) Extensions under the department policy are not possible in relation to the IIB project final report deadline. Students should refer to the detailed guidance on dealing with illness and disability with respect to IIB project deadlines.
5. Individual self-declared extension requests cannot be combined to obtain an extension longer than 7 days for any piece of coursework. Extensions longer than 7 days must be applied for via the EAMC.
6. If the limit of four self-declared extensions is reached, further extension requests need to be made via the EAMC.
7. Students have the right to apply to the EAMC for allowances, where appropriate, in respect of marks lost or penalties for late submission.

Explanatory notes:

• Coursework penalties and deadline extensions will be checked before examiners meet in Easter term. If any extensions are found to be in breach of these principles, the extension will be removed and lateness penalties will be applied. 
• The department policy is intended to reduce paperwork and complexity by removing the need for simple and straightforward issues to be submitted to the EAMC. It is not intended to deal with complex matters. The limits above are intended to ensure that complex situations are given appropriate and full consideration.
• Decisions under this policy are normally made by the Director of Undergraduate Education acting on behalf of the department. On request decisions can be reviewed by the Deputy Head (Teaching). As stated in the policy, students remain free to approach the EAMC if a deadline extension is not approved by the department.
• Approvals will be copied to the student's tutor.
• This policy can be used where students need to request flexibility with deadlines as specified in a Student Support Document. Any further allowances required for this purpose should be sought through the EAMC.  

Rearrangements

Application form for rearrangement of a timetabled lab session:  Rearrangement Application

Principles:

1. All timetabled coursework activities are compulsory parts of the course.
2. Students may also request re-arrangement of timetabled coursework activities. Due to limited resource the department has to limit the grounds on which a student can request the re-arrangement of a scheduled coursework activity. These are set out below.
3. Up to 7 instances of re-arrangement may be requested under this policy in any one academic year.
4. Applications to rearrange a coursework activity must be submitted in advance.
5. Students are expected to pro-actively contact staff running coursework activities to re-arrange any missed activities.  Staff will be informed once the Teaching Office has approved the request. The Teaching Office will assist if needed.
6. Re-arrangement of a coursework activity is not guaranteed, and may be subject to timetabling constraints, limitations on lab capacity and other practical considerations.  If re-arrangement is not approved or not possible, and the activity is missed, the student will not be awarded the marks for the missed activity. The student will need to consult with their tutor regarding the possibility of an application to the EAMC in such cases.
7. If the limit of 7 coursework rearrangements is reached, further re-arrangement requests would need to be made to the Director of Undergraduate Education and would require College support.

Explanatory notes:

• If the request is approved by the Teaching Office, a copy of the approval will be sent to the student, the lab leader and / or the technician in charge.
• For Part I coursework sessions, once the teaching office has approved the re-arrangement request, students should identify an appropriate replacement slot in the timetable, in discussion with the appropriate lab technician or lab leader. 
• "Re-arrangement" includes requesting to miss a session without penalty in activities that run over multiple days and where it may not be possible to re-schedule, such as Exposition, IA Structural Design, IB IDP or a compulsory IIA project session. In such cases, "re-arrangement" may consist of advice on catching up with the task, rather than a substitute session.
• Contact details of lab leaders and technicians are available online: IA, IB.

Acceptable reasons for seeking rearrangement of a timetable coursework activities (not that this does not apply to deadline extensions):

1. Illness:  The department will accept self-certification of illness as a reason to re-arrange a practical session. Note that applications on this basis must still be submitted in advance of the lab session. Students who are too unwell to submit an application in advance of the lab should consult their Tutor about the possibility of an application to the EAMC. "Illness" includes medical appointments.  
2. Compassionate or religious grounds:  Examples of compassionate grounds includes attendance at a funeral of a close family member or a family or medical emergency. Attendance at a family event, such as a family holiday, wedding or graduation would not be considered compassionate grounds. Applications to rearrange timetabled coursework activities for religious observance that usually occurs over a restricted period (e.g. Eid al-Fitr, Shavuot, Pesach, Shivaratri, Vaisakhi) will be considered. Where observance extends over a significant period of time (e.g. Ramadan), and where it is normally expected that daily activities (including teaching) will continue as normal, applications would not be considered. Rearrangements for the purpose of holy visits, pilgrimages etc. cannot be approved. Retrosepctive requests will not be accepted. 
3. Interviews: When applying for jobs, work placements or sponsorship, students may be invited for interview on days that conflict with coursework activities. Students should in the first instance seek to rearrange the interview rather than the coursework. If this proves impossible, then the student should try to rearrange the coursework. Such re-arrangements must be made in advance. Retrosepctive requests will not be accepted.
4. Sporting commitments:  Coursework may not be rearranged to accommodate College sporting commitments or College or University training sessions. Students will, wherever practicable, be allowed to seek to rearrange coursework that conflicts with University sporting fixtures. Such re-arrangements must be made in advance. Retrosepctive requests will not be accepted.