Extension and Mitigation

Excerpts from Academic Regulations AY

1.1. Extensions

  • 1.1.1. Where a student has good reason to submit late, they should apply to the Course or Module Leader for an extension in relation to any element of assessment, with the exception of an examination. The application must be made prior to the original deadline (unless there are evidenced exceptional circumstances) and must be made in writing using the relevant Extension Request Form.
  • 1.1.2. Where a request for an extension is approved, the Course or Module Leader may grant an extension or vary the date of presentation up to a maximum of ten working days to the original published deadline. In considering the granting of an extension, the Course Leader shall take into account the reasons for the request for extension and ensure that the circumstances were genuine and would prevent the student from meeting the deadline. This shall be done by establishing the strength of the supporting evidence.
  • 1.1.3. The maximum period of extension in the case of all dissertations/capstone project modules is normally one month.

1.2. Mitigating Circumstances

  • 1.2.1. Mitigating circumstances are circumstances that are outside a student’s control which may negatively impact a student’s ability to undertake or complete any assessment, such that the assessment submitted would not be a true reflection of the student’s capabilities in normal circumstances. All applications, including supporting evidence, are regarded as highly confidential.
  • 1.2.2. Circumstances which could lead to a successful mitigation request may include the following:
    1. physical or mental ill-health;
    2. severe financial hardship;
    3. emotional/personal difficulties e.g. bereavement;
    4. disability i.e. where the student’s disability comes to light for the first time at assessment;
    5. unavoidable absence from the University e.g. unforeseen requirements of employer;
    6. unavoidable absence from domicile e.g. eviction;
    7. loss of immigration status;
    8. jury service;
    9. other serious circumstances which could not be foreseen by the student or serious circumstances beyond the control of the student.

    Note: The above examples are for illustration only and not intended to be
    definitive or exhaustive.

  • 1.2.3. Students shall be responsible for submitting assessments on time, presenting themselves for assessment and examinations at the appropriate times and venues, and submitting relevant information on mitigating circumstances. Events relating to human error, such as misreading timetables, forgetting to set an alarm, computer failure or misjudging the time needed to revise shall not be considered mitigating circumstances.
  • 1.2.4. The occurrence of multiple examinations in close succession shall not be considered mitigating circumstances.
  • 1.2.5. The University does not normally consider as mitigating circumstances permanent or long standing disabilities, i.e. those that have lasted or are likely to last for a period of more than 12 months. This is because such students would normally have registered with, and been assessed by, the Wellbeing Team and, where appropriate, will have an Individual Support Plan (ISP) to support their studies.
  • 1.2.6. Where an investigation has been undertaken and it has been recognised that the student’s performance will be affected over more than one assessment period, an application for an ISP can be considered. This also applies where a student isunexpectedly placed in a situation whereby they are the sole carer for a disabled dependent. ISPs are only effective once they are agreed by the student, signed off by the Wellbeing Team and notified to the relevant Head of Subject or authorised designate, where a student consents. Reasonable adjustments outlined in an ISP cannot be applied retrospectively.
  • 1.2.7. Applications shall not normally be considered or upheld where:
    1. the Mitigation Form has not been appropriately completed or evidence is missing, or evidence is either illegible or not written in English;
    2. there is a mismatch between the timing of the claimed circumstances and the period of assessment;
    3. a computer or technical failure occurred when completing the assessment;
    4. there are multiple assessment deadlines;
    5. a student has other commitments outside of study, such as employment.
  • 1.3. How to Submit Mitigation

  • 1.3.1. Students should apply for an extension before applying for mitigation and they should consult with their Module Leader before requesting mitigation, as a ten day extension might be appropriate in the first instance.
  • 1.3.2. Where mitigation is more appropriate, students must present mitigating circumstances applications in writing, using the Mitigation Form before the due date of the assessment.
  • 1.3.3. If the circumstances are not known in advance, applications for mitigating circumstances must normally be submitted no more than ten working days after the assessment due date.
  • 1.3.4. A student who is unwell and is unable to sit an examination, must submit a mitigating circumstances application with documentary evidence (such as medical certification) on or before the attendance date of the examination.
  • 1.3.5. Students intending to make an application for mitigation who cannot provide supporting evidence within 10 working days, should submit the Mitigation Form as normal and include an explanation as to why the evidence is not currently available.
  • 1.3.6. Where evidence is pending, a Mitigation Panel may defer a decision, and authorise their Chairs to act on their behalf without calling a further Panel. Mitigation applications should normally be considered and accepted or rejected before the Module Assessment Board/s ratify the marks.
  • 1.3.7. Self-certification and/or parental letters, statements from personal tutors or course leaders will only be considered in highly exceptional circumstances, for example where evidence from an independent professional is not possible to obtain.

1.4. Outcome of the Mitigation Panel

  • 1.4.1. The Mitigation Panel should come to a decision on whether the student’s mitigation request is to be accepted or rejected. The Panel inform the Assessment Board:
    1. if the application is accepted, Assessment Boards are informed by the Panel to award an uncapped attempt in the affected module(s) or a further capped attempt, which shall be taken at the earliest available opportunity, in the case of coursework. The mark obtained at this attempt is recorded as final, unless the overall original module or element mark achieved was higher than the mark achieved post-mitigation. This means that the highest module or element mark (best mark) shall stand;
    2. if the application is rejected, the original assessment mark shall stand.
  • 1.4.2. Where a student is unable to progress between Levels, or complete their award requirements, and there are accepted mitigating circumstances, the assessment(s), can be taken earlier than the next available attempt at the discretion of the Head of School/College. The mark obtained at this attempt is recorded as final.
  • 1.4.3. All applications, including supporting evidence, are regarded as highly confidential.
  • 1.4.4. Where a student is taken ill during a timetabled assessment such as an examination the student must submit a mitigating circumstances application within ten working days.
  • 1.4.5. In exceptional circumstances, where a student is unable to present their own mitigation within the timeframe, the student may give permission in writing for a member of University staff, to submit mitigation on their behalf.
  • 1.4.6. Submissions by other students cannot be accepted on behalf of a student.
  • 1.4.7. Late applications shall not be considered unless there are genuine grounds for lateness and must be accompanied by documentary evidence. Students must explain in their application the reasons for late submission.

1.5. Evidence to Support Mitigation Applications

  • 1.5.1. All mitigation applications must be supported by relevant and appropriate evidence.
  • 1.5.2. Where a student is presenting medical evidence in support of their application, they must present certification by a registered medical practitioner. Such evidence must be directly relevant to the circumstances and the timing of assessments as appropriate even if concerning a long term medical condition.
  • 1.5.3. Evidence of personal problems must also be documented, and supported by appropriate independent professional statements. Any costs incurred in supplying evidence are the responsibility of the student.
  • 1.5.4. The University reserves the right to contact any person named in an application for mitigation in order to seek clarification. Where a student cannot meet their award requirements due to non-completion of assessment and there are accepted mitigating circumstances, a Mitigation Panel may recommend to the Assessment Board to award an uncapped resit of the assessment or retake in the affected module(s). The resit/retake shall be taken at the next available opportunity or earlier at the discretion of the Head of School/College. Any retakes as a result of mitigation will not be charged.
  • 1.5.5. The successful outcomes from a Mitigation Panel are:
    1. a re-attempt/ resit/ retake without penalty (uncapped);
    2. where a student submits their assessment late with mitigation, the Panel can approve the lifting of the penalty.
  • 1.5.6. If a student chooses not to take the re-attempt, the original mark will stand.
  • 1.5.7. If the student does not attempt the assessment, and submits mitigation which is rejected, then the outcome is recorded as a Non Submission.
  • 1.5.8. A student shall receive, in writing (via email to their student University account), the decision of the Mitigation Panel to the Assessment Board within 10 working days of the Mitigation Panel meeting.

1.6. Appeal against the Mitigation Outcome Decision

  • 1.6.1. The student may appeal against the recommendation of the Mitigation Panel
    under the Appeal Regulations.
Extension and Mitigation was last modified: July 14th, 2020 by Gobalo