How are extensions managed using one dropbox in Coursework?

ISP extensions

ISP (Individual Support Plan) extensions are stored in Moodle and are applied to a Coursework dropbox when the Deadline for submissions is updated.

For this reason, Module Leaders must amend the Deadline for submissions of each Coursework dropbox at least once to trigger the ISP extensions. Even if the Deadline for submissions is correct, you will need to change it (you can always change it back to what it was originally).

To do this, open the Settings of the Coursework activity and update the Deadline for submissions date. See:  Which dropbox settings do I need to check in Coursework dropboxes?

Pro tip: Do this before you make your Coursework dropbox visible to students

If a student receives a new ISP or has an existing ISP updated during the semester, the system actively monitors these changes. When detected, the extension is recalculated and updated automatically to reflect the new ISP provisions.

Type A and B extensions

When a student submits an Type A or B Exceptional Circumstances request via the ‘My Requests’ section of their Student Information, the request undergoes internal checks. If the extension is approved:

• Type A extensions are granted automatically.
  
• Type B extensions are also granted automatically, provided the student has not exceeded the allowed number of Type B extensions.

Once approved, an automated email is sent to both the student and the module leader to confirm the extension and provide relevant updates.

Using the extension length granted, the Coursework system will:

1. Reference the original ‘Deadline for submissions’ date populated in Moodle (Note: if this is updated the extension will also be updated).
2. Check whether an Individual Support Plan (ISP) extension has already been applied.
3. Ensure the extension does not exceed the last possible date before mark upload
4. Calculate the correct new due date for the student based on the above information.

This calculated extension will be displayed in the following places:

• For the Module Leader – visible on the ‘Submission date’ column in the dropbox.
• For the Student – visible at the top of the dropbox, where the words ‘You have an extension!’ appear.

Type C extensions

Unlike Type A and B, Type C extensions cannot be fully automated, as in some scenarios the decision-making process takes place outside the Exceptional Circumstances system, often within an Exam Committee.

When a student submits a Type C Exceptional Circumstances request via the ‘My Requests’ section in their Student Information Portal, the Coursework tool in Moodle is notified and automatically applies the notice ‘Exceptional Circumstances pending’ to alert the Module Leader that an extension request has been submitted.

1. If the Exceptional Circumstances team rejects the request:
   • The student is notified via email.
   • The ‘Exceptional Circumstances pending’ message is removed in Coursework and returns to the student’s original due date.
     
2. If the request is approved and an extension is granted:
   • Coursework calculates in the same way as for Type A and B extensions (based on the Moodle due date and any ISP extension) and applies the extension in the dropbox (picture)
     
3. If the request is escalated to the Exam Committee:
   • Once a decision is made, the Module Leader and student will receive an email notification.
   • Manual intervention by the Module Leader is required at this stage to update the extension information on Coursework.

Manual Actions for Module Leaders (non-automated Type C Extensions): 

Please note if your students are anonymised, you will need to contact support to help you identify the correct student.

• To remove an exemption after a rejection:
  Click the cross icon next to the ‘Exceptional circumstances pending’ message to remove it. Please ensure this is removed, as failure to do so will prevent the marks from being queued for transfer to Banner.
• To apply an extension after acceptance:
  Click pencil icon below the ‘Exceptional circumstances pending’ message, change the status to ‘Exception‘, and enter the new due date. Please note, the extension must not go beyond the mark upload deadline, please ensure you refer to the Brookes calendar to confirm this before applying the new extension.

Known issues

1. Type B turned into a Type C extension

If a student is granted a Type B extension and then immediately submits a request to upgrade it to a Type C, the system will display the status as “exemption text”, which overrides the visibility of the already-approved 72-hour Type B extension.

Impact:

• While the Type C request is pending, the 72-hour Type B extension will not be displayed to the Module Leader or the student on the submission interface. 
• If the Type C request is rejected, the system will revert to showing the Type B extension.
• If no decision is made on the Type C request (e.g., due to a delay or issue), the Module Leader may not see any extension on the system and could mistakenly consider the submission late. However, Module Leader will have received an automated email at the time the Type B extension was granted.

2. Restrict Access rules and extensions

Module Leaders should not use the same “Restrict Access” code across multiple coursework activities (e.g., Dropbox submissions). Doing so can interfere with the extension functionality, causing issues in how extensions are applied and displayed.

Impact:

Using the same restrict access code on more than one activity may prevent the system from correctly identifying and applying extensions.This can result in incorrect due dates or visibility issues for both students and staff.

Resolution:

If this issue occurs, the affected coursework activity (e.g. dropbox) will need to be recreated by support staff to resolve the conflict.

3. Marking extensions when grades are released

If you wish to release marks but some students still have active extensions, please note the following:

• Once marks are released, all students are de-anonymised, even if they still have an extension and have not yet submitted.
• This means you will be able to see the names of students with ongoing extensions. This is expected behaviour and aligns with our fair marking policies.

Only enter the final mark in the ‘Grade’ box when you are ready for it to be visible to the student.