1. Purpose
Equra College London (“Equra”) provides a fair, transparent and timely process for students to appeal certain academic decisions. This procedure is separate from the Student Complaints Procedure and focuses on academic outcomes and academic decision-making.
2. Scope
This policy applies to appeals relating to:
- Assessment results and progression decisions
- Decisions relating to academic misconduct outcomes where an appeal route is permitted
- Decisions about extensions/mitigating circumstances outcomes where these affect academic progression
This policy does not apply to general service concerns, staff behaviour, facilities, timetabling or administrative issues. Those issues are handled under the Student Complaints Procedure.
3. Principles
Equra will ensure:
- Clear grounds for appeal and clear timescales
- Independence in decision-making where practicable
- Decisions based on evidence, not re-marking by default
- A route that is accessible, inclusive and supportive
- Confidential handling of sensitive information
4. Grounds for appeal
An appeal may be accepted only where the student can show one or more of the following grounds:
4.1 Procedural irregularity
A material failure to follow the published assessment/decision-making procedure which could have affected the outcome.
4.2 Bias or conflict of interest
Evidence that decision-making was affected by bias, improper influence, or undeclared conflict of interest.
4.3 Relevant new evidence
New evidence that could not reasonably have been provided earlier and which would likely have affected the outcome.
4.4 Disproportionate outcome (misconduct cases only, where applicable)
The penalty imposed was clearly disproportionate to the confirmed breach, taking into account the circumstances and evidence.
Disagreement with academic judgement alone is not a valid ground for appeal.
5. Time limit for submitting an appeal
5.1 Appeals must normally be submitted within 10 working days of the date the student is notified of the academic decision.
5.2 Late appeals may be accepted only where there is a clear, evidenced reason for delay and it is reasonable to accept the appeal.
6. Informal resolution (where appropriate)
Where the issue is minor and can be clarified quickly, Equra may encourage early clarification (for example, requesting feedback clarification). This does not remove the student’s right to submit a formal appeal within the time limit.
7. How to submit an appeal
7.1 Appeals must be submitted in writing by email to:
appeals@equracollege.org.uk (or info@equracollege.org.uk until set)
7.2 The appeal must include:
- Student name and student ID (if applicable)
- Programme/course and unit/module details
- The decision being appealed and date notified
- Ground(s) for appeal (Section 4)
- Evidence supporting the ground(s)
- The remedy sought (for example, reassessment opportunity, procedural review)
8. Support and accessibility
Equra will make reasonable adjustments to support students to access the appeals process. Students may be accompanied by a supporter in meetings, where meetings are required.
Procedure
Stage 1: Initial review (admissibility check)
9.1 Equra will acknowledge the appeal within 5 working days.
9.2 The Quality Lead (or nominee not previously involved) will confirm whether the appeal is admissible by checking:
- It is within scope
- It is within time (or valid reason for lateness exists)
- It cites valid grounds with supporting information
9.3 Outcomes of admissibility review:
- Accepted for investigation
- Not accepted (with reasons)
- Request for clarification/information (with a deadline)
Equra will aim to issue the admissibility decision within 10 working days of receipt (excluding any time waiting for clarification).
Stage 2: Appeal investigation and decision
10.1 If accepted, Equra will appoint an Appeal Officer or Appeal Panel with appropriate independence from the original decision where practicable.
10.2 The investigation may include:
- Review of records, minutes, assessment documents and policies
- Written statements from relevant staff
- Review of mitigating circumstances evidence where relevant
- Clarification meeting with the student (where necessary)
10.3 Equra will not normally re-mark work as part of an appeal. Where a marking irregularity is evidenced, Equra may arrange an independent review of marking and/or appropriate moderation steps.
10.4 Equra will aim to issue an appeal outcome within 20 working days of the appeal being accepted, unless complexity requires longer. If extended, Equra will notify the student with reasons and a revised timeline.
11. Possible outcomes
Possible outcomes may include:
- Appeal not upheld (decision stands)
- Appeal upheld in full or in part
- Procedural remedy (for example, fresh decision by a new decision-maker)
- Opportunity for reassessment or alternative assessment (where appropriate)
- Adjustment to outcome where a confirmed procedural error affected the decision
- Reconsideration of penalty in misconduct cases (where applicable)
12. Outcome letter
The outcome letter will include:
- The decision and reasons
- Evidence considered
- Any remedy or actions and timescales
- Confirmation of completion of Equra’s internal process (where applicable)
- Next steps and signposting (where relevant)
Stage 3: Final review (where applicable)
13.1 Where Equra’s structure supports it, a student may request a final review if:
- There is evidence of a procedural error in the appeal handling, or
- There is new evidence about the appeal process itself that could not have been presented earlier.
13.2 A final review request must be submitted within 10 working days of the Stage 2 outcome letter.
13.3 Equra will aim to issue a final review outcome within 20 working days.
14. Confidentiality and records
All appeal records are confidential and stored securely. Records will be retained in line with Equra’s retention schedule.
15. Vexatious or unreasonable use
Equra may apply proportionate controls where requests are repeated and unreasonable, while ensuring fairness and access to the process.
16. Review
This policy will be reviewed annually or sooner if required by changes to assessment arrangements, partner requirements, or learning from cases.