Student Intranet

Clerical check and appeals

If you are unhappy about your grade you may:

  • Ask for a clerical check. This makes sure that all pages of a script have been marked, and that the marks have been entered and added up correctly - Senate Regulation 19.14, appendix 4.
  • Make a formal appeal. However, you may only appeal on the basis of procedural error or extenuating circumstances. General unhappiness with marks, or feeling that you did better than the mark indicates, do not count.

Clerical Checks

How do I ask for a clerical check?

Exams or assessments

  • Download an Application for Checking Marks Form
  • Return the completed form to the contacts provided in the form as soon as possible after the formal (not provisional) notification of your results and no later than four weeks from this date
  • Please note that for Specialist Masters and Undergraduate students this is following the release of results from the Summer Assessment Boards.
  • For MBA students please consult your Course Officer

Coursework

  • You should refer any queries concerning coursework results directly to the Programme.

What happens next?

The School or department will carry out the check and you will be informed of the outcome within 6 weeks

Appeals against Assessment Board Decisions

You may request a review of an Assessment Board's decision on the grounds set out below. This request, considered within the School, is known as a School-level appeal.

Grounds of Appeal

An appeal will only be admissible if it is made on one or both of the following grounds:

  1. Material error
  2. Undisclosed extenuating circumstances

What is a material error?

  • A 'material error' is an error that is both relevant and significant to the decision made by the Assessment Board in respect of your award or progression.
  • 'Relevance' indicates that the evidence is directly relevant to the case you are making. For example, a note from a friend saying you are upset about your examination would not be relevant, whereas a note from the examination invigilator confirming that there was a page missing from your examination questions would.
  • 'Significance' means that the error is likely to impact on the decision made regarding your progression or award. For example an error in the information sent to you resulting in you arriving late for an examination or without the texts you were allowed to refer to would be significant, whereas a typing error which did not alter the meaning of the information sent to you would not.

What are undisclosed extenuating circumstances?

  • The University sets strict deadlines for the submission of requests for consideration of 'extenuating circumstances' relating to assessment, progression or award. The University must think very carefully about any request for extenuating circumstances being given consideration after you have received your results. This is done to safeguard the fairness of our assessment process. Any decision about whether you are given extra opportunities or special provisions unavailable to your peers must be because of your circumstances, not because you are unhappy with your results.
  • You, and all other students, have the right to expect that everyone is treated fairly which is why the reasons for your claim being late must be considered via the Appeals procedures. In some cases you may be able to demonstrate that the extenuating circumstances which you believe affected your assessment, progression or award were unknown or unrecognised by you at the time of the assessment.
  • In other cases the circumstances may have been known to you but you chose not to disclose them at the time. In both cases you will need to put forward a case for why it would not have been reasonable for the University to expect you to disclose the circumstances at the time of the assessment. Information, guidance and forms for extenuating circumstances procedures: http://www.city.ac.uk/about/education/
  • You should also note that the following will not normally be considered as acceptable reasons for not following the extenuating circumstances procedure:
    • that the student says that s/he was unaware of the extenuating circumstances regulations at the time
    • that the student made an assumption at the time of the assessment that his/her performance would not be affected by an event which s/he has since decided resulted in extenuating circumstances

How do I submit an appeal?

Submit the appeal form for all taught students (except Study Abroad/Validated Institution students) accessible through e:Vision, within 28 days of the official release of results; appeals cannot be assessed before the Assessment Board has met.

What happens next?

The appeal will be scrutinised by at least two members of staff within the School, who will have been nominated by the School Officer. The purposes of the initial scrutiny are:

  • To ensure that the appeal documentation has been fully completed and that all relevant evidence has been enclosed; AND
  • To reach an initial view on whether sufficient evidence has been provided to merit consideration of a claim on one or both of the grounds for appeal.

The possible outcomes of initial scrutiny are:

  • Upheld (in full or part) with a recommendation for immediate corrective action by the Chair of the Assessment Board ('material error' cases only);
  • Upheld (in full or part) with recommendations being made to the Assessment Board (normally for an opportunity for re-assessment) ('material error' cases only);
  • Extenuating Circumstances form submitted for consideration by the Extenuating Circumstances Panel in accordance with section 12 of the Assessment Regulations ('undisclosed extenuating circumstances' only);
  • Returned with an opportunity for the student to resubmit the appeal within 14 calendar days; * rejected because the form was incomplete, incorrect, not accompanied by supporting evidence, or did not demonstrate grounds for appeal;
  • Referred for consideration by School Appeal Panel because a hearing with the option for representation by the student is warranted.

The student will be informed of the outcome of the initial scrutiny, normally within 21 days of the acknowledgement being sent. Where an appeal is rejected reasons will be provided. A student whose appeal has been rejected may be entitled to request a review of that decision by the University.