"Students may suffer from serious and unforeseen circumstances during the course of their studies that adversely affect their ability to complete an assessment task and/or their performance in a piece of assessment." [Section 1.1 from the College's Mitigating Circumstances Policy and Procedures]

When you miss an examination, are late submitting a piece of assessed course work for legitimate reasons, or your academic performance is affected significantly by mitigating circumstances, you must make a request for mitigation.

This process is governed by the College policy documents, Penalties for Late Submission of Assessed Work and the Mitigating Circumstances Policy and Procedures.

Other College policies on academic governance are available. These cover a wide range of topics that are relevent to students.

Mitigating circumstances

Absence from College

If you are absent from the College through illness or other reasons, you must let the Department know. This should be done by completing the departmental online self-certification form using the link below, giving the dates of absence and the reason(s) for the absence. If the period of absence exceeds five working days, then you also need to inform the Senior Tutor ph.stutor@imperial.ac.uk and provide evidence of the reasons for the absence, for example, a doctor’s note.

We often use the information provided in these forms to clear Starfish attendance flags without having to organise a meeting between a student and a member of staff.

You must submit the self-certification form at https://imperiallondon.sharepoint.com/sites/fons/physics/Teaching/UG-welfare/Lists/SelfCertificationForm/NewForm.aspx

Assessed Coursework

The Department classifies assessed course work as either minor or major in this document. Late submission of assessed course work are subject to penalty stipulated in the College Policy on late course work. The only exception to the penalty is when acceptable mitigating circumstance prevents you from submitting the course work on time. Section 12 of the College's Policy and Procedure on Mitigating Circumstances covers extensions to assessment deadlines.

If you are about to miss the deadline of a piece of major assessed course work, you must contact the senior tutor, provide the details of the relevant mitigating circumstance preventing you from submitting the course work on time. You must submit a request for mitigation form (major), together with corroborating evidence, to the senior tutor within 5 working days of the deadline. The mitigation advisory panel will make a decision on possible extension of deadline or other method of mitigation.

If you are about to miss the deadline of a piece of minor assessed course work, and you will be able to hand in the assessed course work within a maximum of 72 hours extension, you must contact the course director (cc the senior tutor in all your emails) giving the details of the mitigating circumstance. You must submit an online request for mitigation form (minor) within five working days of the deadline. You must also submit corroborating evidence to the senior tutor. The course instructor may be able to grant appropriate extension (subject to acceptance of the request) or refer the case to mitigation advisory panel for a decision.

If you missed the deadline of a piece of minor assessed course work due to mitigating circumstance, you can submit an online request for mitigation form (minor) within 5 working days of the deadline. You must also submit corroborating evidence to the senior tutor. The mitigation advisory panel will make a decision on the allowed extension or other method of mitigation of the request is accepted.

You can submit online request for mitigation form (minor) at https://imperiallondon.sharepoint.com/sites/fons/physics/Teaching/UG-welfare/Lists/MinorMitigating/NewForm.aspx

 You may see all your (electronically) submitted form this year at https://imperiallondon.sharepoint.com/sites/fons/physics/Teaching/UG-welfare/Lists/MinorMitigating/allitems.aspx

To determine if discretion can be applied, the department may require corroborating evidence under the college policy and procedure. Your request will be considered under the relevant college policy and procedure document.

If the missed course work is classified as Major, then you are required to complete a “REQUEST FOR MITIGATION FORM” (major MC form). The forms are available electronically under the form tab. You are required to submit the completed form to the Senior Tutor within five working days of the deadline and provide relevant evidence. This is generally followed by meeting with the Senior Tutor to discus the matter. Your request will be considered under the relevant college policy and procedure document.

Disability & Chronic Conditions

If you are affected by a disability or chronic medical conditions, you should approach the Disability Officer (Mery Fajardo) or the Senior Tutor to discuss the matter. This is generally mitigated through the additional arrangements for examinations administered by the Registry.

Section 1.9 of the College's Policy and Procedure on Mitigating Circumstances:
"Students with a disability or a long term or chronic condition are normally supported through the mechanisms set out in ‘Procedures for Consideration of Additional Examination Arrangements in Respect of Disability’ and it is not therefore anticipated that such students would normally be required to submit mitigating circumstances in relation to these conditions where reasonable adjustments have already been put in place for the student’s assessments. An exception to this would be where there is a sudden or acute exacerbation which could not be managed through these adjustments. This will need to be evidenced appropriately."


Missing Examinations

If you miss an examination, you should first contact, either in person or on the phone, the Examination Officer (020 7594 7508), the UG Education Manager (020 7594 7561), or the Senior Tutor (020 7594 7524) , as soon as possible, giving the reasons for the non-attendance. Alternatively, if none of these people are available, you can contact the UG Office (020 7594 7510).

If relevant, you should attend Imperial College Health Centre for immediate medical assessment. If this is due to mitigating circumstances, then you are required to submit a “MITIGATING CIRCUMSTANCES REQUEST FORM” (MC form) within five working days of the examination.  The forms are available electronically under the form tab.

In most cases you are required to submit the completed form to the Senior Tutor and provide relevant evidence.  In exceptional cases, students can provide a completed form to the Senior Tutor and may 'self-certificate' - supporting evidence is not required. Your request will be considered under the College Policy and Procedure on Mitigating Circumstances - sections 5.1 and 5.2.

Other Mitigating Circumstances

If you are affected by other mitigating circumstance(s) which have a significant impact on your academic performance, you may complete a “MITIGATING CIRCUMSTANCES REQUEST FORM” (MC form). Such mitigating circumstance may include family bereavement or acute medical condition close to an examination period.  The forms are available electronically under the "Mitigating Circumstances Forms" tab. The form and evidence must be submitted to the Senior Tutor at least one week before the meeting of the full Mitigating Circumstances Board (MCB) at the end of summer term. The deadline for submission of forms are given below. There should be a meeting with the Senior Tutor to discuss the matter. Your request will be considered under the college policy and procedure on mitigating circumstances.

Deadlines for submission of MC forms to be processed at the full MCB:
Year 3 and 4 students: summer 2019 - Friday 7th June
Year 1 and 2 students: summer 2019 - Friday 29th June

Mitigating Circumstances Forms

For submission to the Senior Tutor

Mitigation circumstances request form as a MS Word or a PDF.
Mitigating circumstances self-certification form as MS Word or PDF.

These forms are also available from the Undergraduate Office.