Extenuating Circumstances Procedure - British Gymnastics

Extenuating Circumstances Procedure

In life, from time to time, things happen which are unavoidable. The Extenuating Circumstances procedure is intended to support you if are unfortunate enough to experience one of these periods. 

This procedure is advice on the action you need to take when exceptional, unforeseeable, short-term circumstances affect your ability to attend part, or all of your course or practical/theory assessment or submit your log book/portfolio of evidence within the required timeframe.  

Examples of extenuating circumstances are acute illness, accidents or serious family problems. 
Everyday occurrences such as minor illness, social obligations and similar foreseen commitments such as holidays and competitions are not extenuating circumstances.
To submit an extenuating circumstances claim you will need to fully complete an pdf Extenuating Circumstances Application Form (724 KB) and send it to your Course Organiser by email.

Your Course Organiser will:
• Acknowledge receipt of the EC form within 10 working days
• Conduct an appropriate review of the evidence 
• Write to you within 20 working days of the acknowledgement date, to inform you of the outcome
 
When do I need to submit my Extenuating Circumstances (EC) claim?
EC claims should be submitted to your course organiser within 15 working days of the affected course/assessment date or submission date for your log book/portfolio of evidence having passed.  
 
My tutor/assessor knows about my extenuating circumstances.  Do I still need to submit the form?
Yes.  British Gymnastics will only consider claims that have been submitted by the learner on a fully completed EC form.
 
What happens if I don't fill in the form in full or don't provide documentary evidence?
Your claim may not be upheld if you fail to provide enough information or evidence for your claim to be considered.  It is essential that you include all relevant course details on your form and submit supporting documentary; independent evidence with your claim.  You must also give a clear and concise explanation about how your circumstances impacted your attendance, which has led to your claim for extenuating circumstances.
 
What constitutes 'documentary evidence'?
The following are examples of documents that may be considered as evidence:
• Medical certificate
• Hospital/doctor’s letter
• Solicitor’s letter
 
Documentary evidence must be independently verifiable and therefore letters from family members or friends will not be accepted.  Where circumstances are of a nature that verifiable evidence is not available and your tutor/assessor is aware of your situation, they may provide a letter of support as evidence on your behalf.  
 
Where medical evidence is supplied it must include dates, time frame and a medical opinion about the likely effect of illness on your attendance.
 
What will happen if my EC claim is upheld?
If your claim for extenuating circumstances is upheld, one of the following outcomes will apply: 
 
Course Attendance
Your course organiser will offer you an opportunity to attend the next available course day(s).  Please note, this may not be in the original course venue or region.
 
Log book/portfolio of evidence submission
Your course organiser will offer you a revised deadline to submit your log book/portfolio of evidence. 
 
Assessment Attendance
Your course organiser will offer you an opportunity to attend the next available assessment day.  Please note, this may not be in the original course venue or region.
 
Theory Course Assessment
Your course organiser will offer you an opportunity to attend an alternate theory assessment date.  
 
CPD Course – Fit for Practice Assessment
Your course organiser will either overturn the original decision or provide full details to enable you to attend the next available course.
 
What will happen if my EC claim is not upheld?
If your ECs are not upheld, one of the following outcomes will apply:
 
Course Attendance
If you missed any day of your course*, you will be charged to attend a different course day(s). Please note, this may not be in the original course venue or region.
• Fee - £30.00
 
*Only applicable to courses longer than one day in length.  For one day attendance only courses, there is a requirement to register and attend a new course.
 
Log book / portfolio of evidence submission
If you were unable to submit your log book/portfolio of evidence within the required timeframe, your course organiser will liaise with you regarding a suitable revised submission date.
• Fee - £20.00
 
Assessment Attendance
If you missed your practical assessment, you will be charged a re-assessment fee specific to the level of course.
• UKCC Level 1 - £80.00
• UKCC Level 2 - £105.00
• Level 3 Technical Assessment - £40.00
• Level 4 - £70.00
• Level 5 - £70.00
 
Theory Course Assessment 
If you missed your theory assessment, you will be charged a re-assessment fee per paper:
• Fee - £10.00
 
CPD Course – Fit for Practice Assessment
If you were deemed NYC during your Fit for Practice sign-off, you will be required to register and pay to attend another course.
 
What if I don’t agree with the EC decision?
You must appeal within 14 working days of receiving the disputed EC decision.  You should explain why you want to appeal and include copies of any related documents or e-mails. Appeals should be sent to [email protected] 
 
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