EQUALITY IMPACT ASSESSMENT (EIA) PRO-FORMA
Legislation says that the University must take steps to understand the effect, or potential effect, of its
policies* on different groups of people. This is to ensure that a policy is neither directly nor indirectly
discriminatory and to identify how it does, or could, advance equality and foster good relations
between different groups of people.
Legislation groups people by ‘protected characteristics’ and it is these ‘protected characteristics’ that
need to be considered when carrying out an EIA.
The protected characteristics are: disability, race, sex, age, gender reassignment, marriage and
civil partnership, pregnancy and maternity, religion or belief and sexual orientation.
Your help is needed to do this, not just because the law says so, but because the University is
committed to equality of opportunity for all and to ensuring that all the University’s policies are
developed with an awareness of their consequences for different groups of people.
Heads of Sections/Departments are responsible for ensuring this form is completed for each policy
they ‘own’. It should take no more than 30 minutes to complete. Questions 1-6 only of this EIA proforma need to be completed for new policies. For existing policies, please answer all the questions.
Policies should be assessed for their effect on equality every 3-5 years.
* For the purpose of EIAs, the term policy refers to formal policies, procedures and processes. It does
not include informal policies, procedures or processes.
Name of policy
Web address of policy
Policy-holding Department/Section
Guidelines for Undergraduate Students making a request for
Extenuating Circumstances to be drawn to the attention of a
Board of Examiners including the online form for notifying
absence from exams.
http://www2.essex.ac.uk/academic/students/ug/extenug.html
Is this a new or existing policy?
Registry
Academic Section
Existing
Date assessment completed
09/04/2013
Name and job title of person
completing pro-forma
Adam Atkins
Academic Section Project Assistant
Q1. What is the purpose of the policy?
These guidelines outline the process that should be followed by undergraduate students wishing to
notify the board of examiners about circumstances beyond their control that affected their ability to
perform well in coursework or examinations, or indeed meant that they were unable to hand in a piece
of coursework or attend an exam.
Q2. Does the policy involve, or have consequences for, the people the University serves and
employs?
Yes. If students do not follow the correct procedure, as is outlined in this policy, then their extenuating
circumstances are unlikely to be referred to the Extenuating Circumstances Committee, which means
no extra consideration is given to the results they receive in their coursework or exams irrespective of
the situation they may have been subject to.
Q3. Does the policy require decisions to be made in relation to individuals or groups of
individuals?
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Yes. If students submit a completed extenuating circumstances form to the relevant office ahead of
the published deadline, the Extenuating Circumstances Committee will consider the student case in
light of the evidence provided and make recommendations, where appropriate, to the Board of
Examiners. These decisions will affect whether extra consideration is given when deciding on the final
grade for that student.
Q4. What is the decision-making process and is it fair and transparent?
If a student feels that their academic performance in either coursework or exams has been affected
by circumstances beyond their control, they are required to submit an extenuating circumstances
form, along with any supporting evidence, to the relevant office ahead of the published deadline. If
this is done, the Extenuating Circumstances Committee will consider the student case and, where
appropriate, make recommendations to the Board of Examiners. These recommendations will be
made based on the deemed impact of the described circumstances along with any supporting
evidence.
The Board of Examiners consider all candidates anonymously by examination candidate number and
base their decisions of the recommendations made by the Extenuating Circumstances Committee,
along with the supporting evidence provided by the student.
In instances where a student is applying for extenuating circumstances of a medical nature, medical
evidence will be required to substantiate the claim. The extenuating circumstances form has a
medical evidence proforma attached to it to aid students in the process of obtaining medical evidence.
In instances where a student is applying for extenuating circumstances of a non-medical nature, they
are encouraged to submit third party evidence to support their claim. It is noted that in some cases, it
will not be possible to obtain this evidence, and whilst Boards will accept claims without documented
evidence, lack of third party evidence may weaken a claim.
The policy clearly outlines the circumstances that are not taken into account by the Board of
Examiners and provides guidelines to suggest how a case will be assessed.
This process offers a fair opportunity for students to substantiate a claim of extenuating
circumstances and receive greater consideration from the Board of Examiners with regards to
coursework and exams.
Q5. Please give details of what equality training is/will be provided for decision makers?
All staff involved in the decision making process will have completed the University’s equality and
diversity online training programme, but will base their decisions on the individual case presented to
them in line with the criteria outlined in this policy.
Q6. Referring to the list of protected characteristics at the top of this form, how do you/will you
monitor the effect this policy has on groups of people with these PCs?
Consideration is given to all students submitting an extenuating circumstances form and the individual
evidence to accompany each case is taken into account. Protected characteristics will not have an
effect on the decision-making process unless they are used to provide reasoning for extenuating
circumstances e.g. medical condition, disability, pregnancy.
Any detrimental effect on persons with any particular protected characteristic identified by monitoring,
complaint or appeal will be investigated and if necessary appropriate remedial action will be taken.
Q7. Referring to Q6 above, have you identified any positive or negative impact on any group of
people who share a protected characteristic?
If a student felt that their academic performance was affected by circumstances relating to a disability
or as a result of pregnancy, they are given the opportunity to provide supporting evidence of this in an
extenuating circumstances form for consideration by the Board of Examiners.
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Q8. Have there been any complaints or issues raised about the policy in relation to its effect
on people who share a protected characteristic
No
Q9. Are there any (further) measures that could be taken to continue to ensure the policy is
neither directly nor indirectly discriminatory?
No
Q10. Have you identified any ways in which the policy does, or could advance equality or
foster good relations between different groups of people?
The policy demonstrates a way in which the University shows understanding for how some students
might encounter situations beyond their control that have a significant effect on their academic
performance. This can include students with protected characteristics and offers an opportunity for
explanation if extra difficulties are encountered as a result of a protected characteristic.
Please now email the completed form to diversity@essex.ac.uk. The Equality and Diversity
Committee (EADC) have responsibility for overseeing the completion of EIAs. Equality and Diversity
will assess the information provided in the first instance and will either:
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Decide that no action is required and report this to the Equality and Diversity Committee;
Recommend actions to be taken and report this to the Equality and Diversity Committee *;
Refer the EIA to the Equality and Diversity Committee who have the option to require a more
detailed assessment be carried out.
The individual completing the EIA pro-forma will be informed of the outcome of the assessment by
Equality and Diversity as soon as possible after submitting the form.
*If Equality and Diversity recommend action(s) be taken, a report outlining the progress made against
the recommended actions will be requested one year after the EIA has taken place.
For completion by Equality and Diversity
Name of Policy
Guidelines for Undergraduate Students making a
request for Extenuating Circumstances to be
drawn to the attention of a Board of Examiners
including the online form for notifying absence
from exams.
No
Should this EIA be referred on to the Equality
and Diversity Committee for further
consideration?
If no, what recommendations, if any, should
be made to the Policy-holding
Department/Section?
In response to Q6 – in order to identify by
monitoring any detrimental effect on persons with
any particular protected characteristic:
1) Consideration should be given to keeping a
central record of undergraduate students who
submit extenuating circumstances and analysing
the data by protected characteristic.
Date:
16 August 2013
Signed
Karen Bush, Equality and Diversity Manager
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