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Mitigating Circumstances

Instructions for Semester 2 submissions only

​​Once you have submitted a mitigating circumstance form, please do not submit a new form for the same issue, simply update the new information on the same form and tell the Student Support Office by email when you have updated the form.

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

  • Under the Assessment Title field please ensure the name reflects the name given in SPOT for the assessment (UG only)
  • Once you have submitted a mitigating circumstance form, please do not submit a new form for the same issue, simply update the new information on the same form and tell the Student Support Office by email when you have updated the form.
  • You must connect via the universities VPN to access and complete the form. A Virtual Private Network (VPN) is a secure connection that allows your computer to access the University network when you are using wireless connections, or you are not on campus. Note: Wired ethernet connections in university-owned halls of residence are connected to the University network, so you will not need to use VPN if using one of those.

     

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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:

  • significant illness or injury; or worsening of an ongoing illness or disability, including mental health conditions; (please see the following DASS webpage for examples of disabilities: http://www.dso.manchester.ac.uk/who-do-we-support/current-students);
  • the death or critical/significant illness of a close family member/dependant;
  • significant family or personal crises or major financial problems leading to acute stress; and
  • absence from the University for public service, for example, jury service.
  • You should only consider submitting a claim for mitigating circumstances if your illness or personal circumstances relating to COVID-19 is directly impacting on your ability to engage with the blended learning resources resulting in you being unable to submit required assessments.

Circumstances or events that would not normally merit consideration include:

  • holidays, moving house and events that were planned or could reasonably have been expected;
  • assessments that are scheduled close together;
  • misreading the timetable or misunderstanding the requirements for assessments;
  • inadequate planning and time management;
  • failure, loss or theft of a computer or printer that prevents submission of work on time; students should back up work regularly and not leave completion so late that they cannot find another computer or printer. Please see the temporary COVID-19 Mitigating Circumstances guidance for IT issues.
  • the act of religious observance;
  • consequences of paid employment (except in some special cases for part-time students);
  • exam stress or panic attacks not diagnosed as illness or supported by medical evidence; and
  • disruption in an examination room during the course of an assessment which has not been brought to the attention of, or recorded by, the invigilators (including instances such as fire alarms or other noise disruption).

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 Department 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 Department 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 Department 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 Department'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.
  • Please complete the mitigating circumstances form completing all boxes, upload any supporting documentation and submit it. The Student Support Office will email to confirm safe receipt. The form will then be passed to the appropriate Undergraduate Year Tutor or PGT Course Tutor 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 MUST discuss this with your Undergraduate Year Tutor or PGT Course Tutor.
  • 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 Course Tutor.
  • 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

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?

Important Dates

Semester 1
  • The deadline for the semester 1 teaching period is 1st Feb 2021.
  • The deadline for the semester 1 exam period is 1st Feb 2021.
  • The UG and PG Mitigating Circumstances Panels will each sit in February 2021.
Semester 2
  • The deadline for the semester 2 teaching period is 18th May 2021.
  • The deadline for the semester 2 exam period is 10am on 14th of June 2021.
  • The Undergraduate Panel sit in May 2021.
  • The 3rd Year Panel will sit in June 2021
  • The Postgraduate Panel will sit in June 2021.
  • The 1st/2nd Year and 4th Year M.Eng. Panel will sit in June 2021.

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 31st August 2021.
  • The UG and PG Mitigating Circumstances Panels will sit in early September 2021
  • Mitigating Circumstances Recommendations are considered by the Resit Examinations Boards which sit a week later.

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: 4th September 2020.
  • 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 2020. Please email the student support office for a copy of that decision.