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.

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 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.

You must submit the self-certification form at https://share.imperial.ac.uk/fons/Physics/Teaching/UG-welfare/Lists/SelfCertificationForm/overview.aspx

You may see all your (electronically) submitted forms this year at https://share.imperial.ac.uk/fons/Physics/Teaching/UG-welfare/Lists/SelfCertificationForm/allitems.aspx

Assessed Coursework

If you are about to miss a deadline for an assessed piece of course work, then you should contact the head of activity, provide any background information about the mitigating circumstances, and request an extension. You should copy any email exchange to the Senior Tutor. A provisional extension may be granted by the course instructor subject to subsequent acceptance of the appropriate mitigating circumstances form and evidence. The form must be submitted within five working days of the submission deadline. The Department may use its discretion in applying the College policy on penalty for late submission of assessed work should your request for mitigation be accepted. Normally, the discretion can only be applied if prior extension had been granted by the course instructor.

The type of request for mitigation form depends on the course work involved. If in doubt, contact the instructor/year head/senior tutor.

If the assessed course work is classified as minor, you are required to submit the “REQUEST FOR MITIGATION : MISSED/LATE MINOR COURSE WORK” form (minor MC form) within 5 working days of the deadline. This must be done electronically at https://share.imperial.ac.uk/fons/Physics/Teaching/UG-welfare/Lists/MinorMitigating/newform.aspx

You may see all your (electronically) submitted form this year at https://share.imperial.ac.uk/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 special arrangement for examinations administered by the Registry.

Missing Examinations

If you miss an examination, you should first contact the UG office, either in person or on the phone (020 7594 7511), as soon as possible, giving the reasons for the non-attendance. Alternatively, you can contact: the Examination Officer (020 7594 7508), the UG Education Manager (020 7594 7561), or the Senior Tutor (020 7594 7524).

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 “REQUEST FOR MITIGATION FORM” (major MC form) within five working days of the examination.  The forms are available electronically under the form tab. You are required to submit the completed form to the senior tutor and provide relevant evidence. This is generally followed by meeting with the senior tutor to discuss the matter. Your request will be considered under the college policy and procedure on mitigating circumstances.

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 “REQUEST FOR MITIGATION FORM” (major 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 "Major MC Form" tab. The form and evidence must be submitted to the Senior Tutor at least one week before the meeting of Mitigation Advisory Panel (MAP) 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.

Year 3 and 4 students: 1st June 2016

Year 1 and 2 students: 24th June 2016

Major MC Form

Hard copy
For submission to the Senior Tutor

Request for Major Mitigation Form as a MS Word or a PDF. This form is also available from the Undergraduate Office.

As of February 2016 only electronic submission of self-certificaiton and minor mitigation forms will be available.