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Mitigating Circumstances

  • Students wishing to record mitigating circumstances for the year just finished (2016/17) must visit the Student Support Office in person.

Instructions

Before completing the form we strongly recommend that you refer to the following University documents and to the information provided below.

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Late flag removal

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).

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, PGT Programme Directors, or PGR Directors 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. If you are unable to provide evidence, you MUST discuss this with your Undergraduate Year Tutor, PGT Programme Directors, or PGR Directors.
  • 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, PGT Programme Directors, or PGR Directors.
  • The completed form, and attached evidence, must be submitted to the Computer Science Student Support Office, by the deadlines provided.

Important Dates

Semester 1
  • The deadline for the semester 1 teaching period is 8th January 2018.
  • The deadline for the semester 1 exam period is 29th January 2018.
  • The UG and PG Mitigating Circumstances Panels will each sit in February 2018.
Semester 2
  • The deadline for the semester 2 teaching period is 11th May 2018.
  • The deadline for the semester 2 exam period is 8th June 2018.
  • The Undergraduate Panel sit on 23rd May 2018.
  • The 3rd Year Panel will sit on 15th June 2018.
  • The Postgraduate Panel will sit on 27th June 2018.
  • The 1st/2nd Year and 4th Year M.Eng. Panel will sit on 28th June 2018.

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.

Resit Period
  • The deadline for submitting mitigating circumstances covering the resit period and examinations is 3rd September 2018.
  • The Undergraduate Mitigating Circumstances Panel will sit on 7th September 2018.
  • The Postgraduate Mitigating Circumstances Panel will sit on 10th September 2018.
  • Mitigating Circumstances Recommendations are considered by the UG Resit Examinations Board which sits on 11th September 2018.
  • Mitigating Circumstances Recommendations are considered by the PG Resit Examinations Board which sits on 12th September 2018.

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 7th September 2018.
  • 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 2018. Please email the student support office for a copy of that decision.

CDT Students
  • CDT students with mitigating circumstances affecting their taught course units, including scientific methods courses, should use the same procedure as for PGT, but using the contacts listed on the following page.
  • For circumstances affecting any other component of the degree (such as supervised research, creativity workshop, end of year interviews, etc.) the procedure is different. Contact the Course Director or Manager.