- University Student Support: Mitigating Circumstances and Extensions
- Mitigating circumstances and Extensions Policy
- Mitigating circumstances: guidance for students
- 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 tell the Wellbeing Team by email to update the information.
- 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.
- If you have any queries on the process please contact the Wellbeing Team or go to the Student Support Hub in Engineering Building A.
- You can find some further information on the department wiki
For students facing circumstances or issues that have or are impacting your ability to submit coursework on time, you may be able to apply for a short extension. You should apply for this no-later than your deadline. Only in demonstrably exceptional circumstances will extension requests be considered after the deadline. You may instead wish to consider applying for mitigating circumstances.
An Extension Request will normally apply a 7-calendar day extension to a qualifying piece of work that you have not yet submitted. To apply for an Extension Request, you must demonstrate that you have experienced or are experiencing circumstances which are impacting on your assessments and/or ability to study or perform to your usual standard. If you require additional extra time, or your assessment is not one which can be extended (e.g. exam, group work, presentation), you will need to submit a Mitigating Circumstances application.
Please note: Extensions are added to the original deadline, not the date at which the application is received or processed, meaning that work that is submitted later than 7-calendar days of the original deadline may be subject to late penalty, even if you are granted an extension.
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.
- Please see the temporary COVID-19 Mitigating Circumstances guidance for IT issues.
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;
- 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
- For consideration for Mitigating Circumstances or an Extension, this form must be completed fully and at your earliest opportunity as soon as you become aware of circumstances that are/will affect your studies/ability to complete or submit assessments on time or to the best of your ability.
- 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 recommended "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.
- 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, or with the Student Support and Wellbeing Team.
- 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, or with the Student Support and Wellbeing Team.
- The completed form, and attached evidence, must be submitted to the Wellbeing Team, 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
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?
We will contact you once the panel has met with the outcome
- The deadline for the semester 1 teaching period is 28th January 2024 4pm.
- The deadline for the semester 1 exam period is 28th January 2024 4pm.
- The UG and PG Mitigating Circumstances Panels will each sit in February 2023.
- The deadline for the semester 2 teaching period is 7th June 2024 4pm.
- The deadline for the semester 2 exam period is 7th of June 2024 4pm.
- The Undergraduate Panel sit in June 2023.
- The 3rd Year Panel will sit in June 2023
- The Postgraduate Panel will sit in June 2023.
- The 1st/2nd Year and 4th Year M.Eng. Panel will sit in June 2023.
Mitigating Circumstances Recommendations are considered throughout the academic year, then ratified by the UG and PG Examinations Boards which take place in June/July. A note of the Mitigating Circumstances recommendations will be available after the Panels have met in February and May only. Final decisions made by the Board are available from late August.
- The deadline for submitting mitigating circumstances covering the resit period and examinations is to be confirmed.
- The UG and PG Mitigating Circumstances Panels will sit in early September 2024
- 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 after the Board has met.
Postgraduate Dissertation Period
- Deadline for submitting mitigating circumstances covering the dissertation period: TBC
- The Postgraduate Mitigating Circumstances Panel will sit in late November. The Dissertations Board will be scheduled in late November.
A note of the Boards' decisions regarding Mitigating Circumstances submissions will be available from late November 2024.
- There are services provided by the University to help support you through difficult times and situations. If you would like to talk to someone confidentially, the University offers a Counselling Service. They also provide workshops on all aspects of mental health. Some of these are pre-recorded and interactive so you can do them in your own time. There is also Qwell which is a confidential service which can also offer support in times of distress. We also have the Health assured 24 hour Mental Health Helpline. You can call the helpline for advice and support on a whole range of issues you might be facing, big or small.
- You can find more resources on the Student Support website.
- You may also wish to meet with your personal tutor so that you can put some plans together for supporting yourself and your studies
- Finally, the Student Support and Wellbeing Team are on hand to provide you with pastoral and wellbeing support and guidance, and to help you navigate the wide range of support resources and services on offer at UoM. The SSW Team can be contacted at firstname.lastname@example.org, or by phone: +44 (0) 161 529 3691. If you would like to speak to a member of the team, they are available at the Student Support Hub (Engineering Building A, First floor 1A.042), Monday to Friday 9.00 – 17.00.