If you have a serious problem affecting your study, coursework, or examinations:

Undergraduate Students: please contact your Personal Tutor and the Senior Tutor, Mrs Esther Perea as soon as possible.

MSc students: please contact your Course Director, Course Administrator or the Postgraduate Tutor, Imad Jaimouhka.

A wide variety of things can be considered in mitigation, from health issues (physical or mental, acute or chronic) to bereavement or financial hardship. Students are responsible for ensuring that they are registered with medical practice during the course of their studies at the College. 

If something out of your control affects your ability to study or to take assessments, then it may be considered as a mitigating circumstance.

You can read the  College guidance and policy on Mitigating Circumstances for further information.  The Department has their own Mitigating Circumstances claim portal, and claims must be submitted on this, and not on the form on the College page.

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Process

  • If these circumstances affect examinations or other assessments, you should submit a mitigating circumstances form to your department within 10 working days of the assessment or coursework submission deadline. The mitigation request should clearly state which assessment(s) have been affected by the circumstances.
  • The form must be supported by appropriate documentation. A medical certificate is essential where illness affects an exam – telling someone afterwards is not sufficient. Submissions without supporting evidence will not be considered.
  • Please contact the Teaching Office or Senior Tutor if a problem arises on the day of an exam/test
  • 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.

In order for a claim to be accepted, a student must provide independent documentary evidence to demonstrate that the circumstances:

  • Were unforseen;
  • Were out of their control and could not have been prevented;
  • Relate directly to the timing of the assessment affected; and
  • Meet the requirements relating to documentary evidence (see section 5 of Mitigating circumstances policy)

All MCs claims will be discussed by Mitigating Circumstances Board (MCB). After each MCB meeting, students will be emailed whether the MCs claim has been accepted or Rejected. If a claim was rejected, a student will have one further opportunity to re-submit the claim within 5 working days of the notification. This must be based on, and accompanied by, new evidence that was not previously made available to the MCB at the time of the original submission for mitigation. Submission of a claim on new grounds will not be considered as part of this process.

Mitigating Circumstances Board

Mitigating Circumstances Board (MCB) will meet regularly throughout the year to discuss submitted Mitigating circumstances claims. The purpose of the MCB is to establish whether there is substantiated evidence of eligible circumstances, and that there is clear evidence that the dates of the assessment and the dates of the Mitigating Circumstances (MCs) demonstrate that student’s performance would have been affected.

After each MCB meeting, student’s will be emailed whether the MCs claim has been Accepted or Rejected. If a claim was rejected, a student will have one further opportunity to re-submit the claim within 5 working days of the notification. This must be based on, and accompanied by, new evidence that was not previously made available to the MCB at the time of the original submission for mitigation. Submission of a claim on new grounds will not be considered as part of this process.

MCB will meet at the following times in the year:

  • 1 week after the last mid-term test in Autumn term (to allow 5 workings day to submit the MCs form) 
  • Mid-January
  • 1 week after the last mid-term test in Spring term (to allow 5 workings day to submit the MCs form) 
  • Mid-April
  • at the end of Summer term (decisions of this meeting will be communicated to the students only after the Board of Examiners taken place)

Late Mitigating Circumstances claims

Late Mitigating Circumstances claims

  • Where a student is unable to submit their claim because circumstances are ongoing and the Examination Board has not yet confirmed the results, they should make their claim using the regular (on time) procedure, providing the evidence to support the lateness.
  • Where a student is unable to submit their claim because circumstances are ongoing and the Board of Examiners (first Friday in July) has already made a decision, the student is able to submit a late claim. The final deadline for the late claim to be made is no more than 10 working days after receiving their formal results. Claims submitted after this deadline will not be accepted.
  • In making any claim beyond the normal 10 working day deadline, the student must provide a credible and compelling reason(s) for the late submission and independent documentary evidence to support the lateness of the claim. A lack of awareness of the procedure is unlikely to be accepted.
  • If new evidence come to light following a rejected claim the late submission route maybe be followed as per above defending whether Examination Board confirmed the results or not. The late claim must clearly explain what new evidence has been submitted and why this could not have been provided at the time.

Confidentiality

The MCs form and evidence will need to be considered by the members of the mitigating MCB for the purposes of processing the students claims.