Late flag removal (Undergraduate students only)
For students with minor ailments or other issues that have impacted their studies for five days or less and who have missed coursework and/or lab deadlines, please apply to have a late flag removed in accordance with the process outlined for reporting absence.
If the condition continues for more than five days, students must use the mitigating circumstances to submit their request. Please note that the Mitigating Circumstances Panel will only consider those requests that comply with the guidance detailed below.
Circumstances or events that merit consideration include:
- disability (see below);
- suffering a serious illness or injury;
- the death or critical /significant illness of a close family member/dependent;
- a significant family crisis leading to acute stress;
- unplanned absence arising from such things as jury service or maternity, paternity or adoption leave.
Circumstances or events that would not normally merit consideration include:
- holidays or other events that were planned or could reasonably have been expected;
- assessments that are scheduled close together or on the same day;
- misreading the timetable for examinations or otherwise misunderstanding the requirements for assessment;
- inadequate planning or time management;
- failure, loss or theft of a computer or other equipment, including inability to print off work for whatever reason;
- consequences of paid employment (except in some special cases for part-time students);
- exam stress or panic attacks not diagnosed as illness;
- minor disruption in an examination room during the course of an assessment.
Mitigating circumstances due to disabilities
- If you need to apply for mitigating circumstances due to issues directly related to a disability, you do not need to provide any additional supporting evidence if you are registered with the DASS for that disability, but you MUST provide a detailed explanation of how your disability is currently affecting your studies. It is not sufficient to indicate only that you are registered with the DASS. A Disability Advisor from DASS will be part of the committee that will consider your application.
- If you need to apply for mitigating circumstances for an issue that is not directly related to your disability, or you have a disability but are not registered with the DASS, you must provide supporting evidence (see below for details). Additionally, if you feel that your disability has been exacerbated by an event (such as bereavement or a change of medication) then you must still provide evidence of the event itself (see above for details).
- If you are not registered with DASS and have disclosed a disability or a possible health concern, then the School will direct you to an appropriate University support service. A Disability Advisor from DASS will be part of the committee that considers your application.
- Please be aware that if you do not engage with University support services this may affect the level of support that can be provided in your future studies. For example, the School may not be able to give consideration to future mitigating circumstances applications made on the same grounds. This does not mean that you should not submit mitigating circumstances, because some conditions can reoccur without warning mitigation may still be relevant. DASS will advise the School on whether any submission should be accepted.
Guidance on Process
- This form must be completed if the Mitigating Circumstances Panel appointed by the Board of Examiners is to take account of any extenuating circumstances when considering your academic performance. The School's Mitigating Circumstances Panels make recommendations to the Board of Examiners in cases where a student's Mitigating Circumstances have been judged to have affected their studies. Such recommendations are passed on as "action codes" only, which convey no personal information. Representative examples of actions include "resit exam as first attempt" or "average an assessment out", but the Panel may make other recommendations at its discretion and in accordance with University policy.
- You must complete all boxes provided.
- Please complete the mitigating circumstances form, save the document and encrypt it, email it to the Student Support Office along with any scanned encrypted evidence and follow that up with a second email containing the password. The Student Support Office will email to confirm safe receipt. The form will then be passed to the appropriate Undergraduate Year Tutor or PGT Programme Director for consideration and signature.
- Any information you provide will be treated confidentially.
- The default is that, wherever possible, you must supply written evidence; unless you are registered with DASS - please see item above for disabilities. Evidence should be a statement from a person competent to assess your situation professionally. Examples: Doctor's note, a letter from Student Counselling Service, etc. Evidence must be provided on letter-headed paper and written in English (or certifiably translated), clearly stating the name and signature of the author of the material. It must include relevant dates and your name. If you are unable to provide evidence, you MUSTdiscuss this with your Undergraduate Year Tutor or PGT Programme Director.
- If you have any queries about whether your personal circumstances may make you eligible for Mitigating Circumstances compensation, or about the process, please speak to your Undergraduate Year Tutor or PGT Programme Director.
- The completed form, and attached evidence, must be submitted to the Computer Science Student Support Office, by the deadlines provided.
What happens when I submit mitigating circumstances?
Within 3 working days an e-mail will be sent to you to confirm
- Your form/evidence has been received
- The date of the meeting where your submission will be considered
- When and how to find out the recommendations of the Mitigating Circumstances Panel
- Details of possible outcomes
If any further information or supporting evidence is required, or we feel that you would benefit from further support, we confirm this to you as soon as is possible.
How do I find out the result of my mitigating circumstances application?
- The deadline for the semester 1 teaching period is 7th January 2019.
- The deadline for the semester 1 exam period is 28th January 2019.
- The UG and PG Mitigating Circumstances Panels will each sit in February 2019.
- The deadline for the semester 2 teaching period is 10th May 2019.
- The deadline for the semester 2 exam period is 10am on 7th of June 2019.
- The Undergraduate Panel sit on 22nd May 2019.
- The 3rd Year Panel will sit on 14th June 2019.
- The Postgraduate Panel will sit on 26th June 2019.
- The 1st/2nd Year and 4th Year M.Eng. Panel will sit on 27th June 2019.
Mitigating Circumstances Recommendations are considered by the UG and PG Examinations Boards which take place in June/July. A note of the Mitigating Circumstances recommendations will be available upon request one week after the Panels have met in February and May only. Final decisions made by the Board are available from late August. Please email the student support office for a copy of this information.
- The deadline for submitting mitigating circumstances covering the resit period and examinations is 2nd September 2019.
- The Undergraduate Mitigating Circumstances Panel will sit on 6th September 2019
- The Postgraduate Mitigating Circumstances Panel will sit on 9th September 2019.
- Mitigating Circumstances Recommendations are considered by the UG Resit Examinations Board which sits on 10th September 2019.
- Mitigating Circumstances Recommendations are considered by the PG Resit Examinations Board which sits on 11th September 2019.
A note of the Boards' decisions regarding Mitigating Circumstances submissions will be available one week after the Board has met. Please email the student support office for a copy of that decision.
Postgraduate Dissertation Period
- Deadline for submitting mitigating circumstances covering the dissertation period: 6th September 2019.
- The Postgraduate Mitigating Circumstances Panel will sit immediately before the Dissertations Board in October. The Dissertations Board will be scheduled in late October/early November.
A note of the Boards' decisions regarding Mitigating Circumstances submissions will be available from late November 2019. Please email the student support office for a copy of that decision.