Mitigating circumstances claims

What are Mitigating Circumstances?

Mitigating Circumstances (MCs) are serious unforeseen, unpreventable circumstances that significantly disrupt student performance in assessment.

As a student, you are expected to plan your work so you can meet assessment deadlines at the same time as other obligations you may have both inside and outside the University. The mitigating circumstances process should only be used if you experience significant disruption to your studies due to circumstances that were unforeseen and out of your control. 

In order for a mitigating circumstances claim to be accepted, you must demonstrate, to the Mitigating Circumstances Board that the mitigating circumstances:

  1. were outside your control; and
  2. were unforeseen and unforeseeable; and
  3. were serious; and
  4. were evidenced to be true; and
  5. relate directly to the timing of the assessment affected (i.e. that they occurred at the same time as the assessment date, or during the preparation period immediately prior to the assessment date); and
  6. either prevented you from submitting or presenting for the assessment by the due date, or where you have  undertaken the assessment, adversely impacted on your performance such that if it had not been for those circumstances you would have performed significantly better.

The following are the most common examples of mitigating circumstances for which a claim might be accepted (this list is not intended to be definitive):

  • Serious short-term illness
  • Death of a close relative or friend
  • Sudden deterioration of a long-term condition

The following are examples of circumstances for which a claim will not normally be accepted (this list is not intended to be definitive):

  • Medical circumstances that occurred outside the relevant assessment period;
  • Holiday/employment commitments;
  • Personal computer/printer problems;
  • Poor study practice;
  • Ignorance of due dates/times;
  • Poor time management;
  • Late disclosure of circumstances on the basis that a student felt unable or uncomfortable confiding in a university staff member about their mitigating circumstances.

For University purposes, a distinction is drawn between disability and mitigating circumstances, which may affect assessment. The procedures for adjusting assessment for disabled students is separate from the procedures for mitigating circumstances. A student requiring adjustments to assessment due to any circumstances arising from a disability must contact Disability Learning Support; you should not use your evidence of a disability in support of a claim for mitigating circumstances. 

Independent documentary evidence

The following examples of types of evidence is provided for guidance only.  This is not an exhaustive list:

Counselling

University Counsellors, Psychiatrists and Counsellors with a recognised professional qualification may be asked to provide a confidential statement. The University's Counselling Service will only provide statements for mitigating circumstances claims where you have received support over a period relevant to the claim in question. Letters will not be provided at the first meeting with a University Counsellor or Advisor.

Medical Conditions

In the case of evidence relating to medical conditions, this must take the form of a medical certificate or doctor’s letter that is either obtained at the time of the illness or evidence that makes it clear that you were unwell at the time. The evidence must state the time and duration of the illness and include a clear medical opinion. A note from the doctor indicating that the student told them they were unwell will not normally be accepted, and self-certification cannot be accepted.

Bereavement

Where the mitigating circumstances relate to the death of someone related to or known to you, the University normally requires a death certificate or an officially certified copy of a death certificate, or equivalent official document to be provided. If you have been affected by a death of someone other than a partner, parent, child or close family member, the University requires you to explain the relationship to the deceased and the impact upon your studies.

Bereavement will normally be considered to cover the assessments within the semester when the death occurred. If you feel you have been affected by a death beyond this you will normally need to provide additional evidence to indicate how the death has affected you personally e.g. a doctor’s certificate.

Computer and information technology problems

Failures of equipment, including IT systems and computer viruses will only be accepted when they occur University-wide, site-wide, Faculty-wide, nationally or internationally and is verified by the University Information Systems and Support Department. Exceptionally, documentary evidence does not need to be presented when claiming for computer and Information Technology problems as evidence will be provided direct from the University’s University Information Systems and Support Department. 

Employment

If you are a part-time or evening student in employment and you are prevented by your employer’s action(s) from attending assessments or completing work by the published deadline, you must provide documentary evidence from your employer to support your claim.  Full-time students will not normally be eligible to claim for mitigating circumstances in relation to employment.  The University appreciates some students work to finance their studies but assumes that students will make their studies a priority. It is a student’s responsibility to evaluate whether they can comply with the requirements of their chosen course before enrolling at the University.

Financial and accommodation problems

Financial and accommodation problems must be substantiated by documentary evidence. Claims and evidence for financial and accommodation problems are considered on a case-by-case basis.

Religious observance

Where a scheduled assessment such as an In Class Text, presentation, performance or formal examination is held on a religious observance date, a claim for Mitigating Circumstances may be submitted in accordance with these regulations. Except where the Faith and Spirituality team is unable to confirm that the assessment coincides with a day of religious observance, the student will be offered a deferral to the next available opportunity. Students should refer to the Religion and Belief Policy (PDF).

Supporting evidence from Academic Staff

You may seek a supporting statement from your Personal Tutor (or another suitably qualified member of University staff), in order to help you to articulate your claim, if that individual is aware of the circumstances and their effects, although this cannot, in itself, constitute independent documentary evidence.

What is the 'fit-to-sit' policy?

The University operates a ‘fit to sit’ policy, which means that if you submit a piece of coursework or sit an exam and/or in-class test etc. you have deemed yourself fit to do so. It is your responsibility to determine if you are fit to participate in assessments or if a mitigating circumstances claim should be submitted.

Where due to the nature of the circumstances you were unable to determine that you were not fit to be assessed when deciding to submit or present for assessment, a mitigating circumstances claim may be submitted where this can be supported by independent documentary evidence.

Such claims must demonstrate with evidence to the Mitigating Circumstances Board that not only were you unfit to undertake the assessment, but also that you were unfit to appreciate that fact at the time. 

The full University regulations governing Mitigating Circumstances are available in Section 11 of the Handbook of Academic Regulations.

Please contact your Faculty Registry Office if you require further advice or guidance.

Submitting a claim for Mitigating Circumstances

Mitigating Circumstances (MC) claims are now submitted on-line via e:Vision. This process replaces the previous paper-based system.

To submit your claim, please log into your e:Vision portal and select Registry Services. You will then need to click Submit Mitigating Circumstances Claim and follow the instructions. You will be able to upload your documentary evidence in support of your MC claim online.

Please note: you may be required to present your evidence to the Registry for authentication if requested by your Faculty Registry to do so.

You should seek advice and guidance from your Faculty Registry Office and/or Personal Tutor or Course Leader prior to submitting a claim. A student’s misinterpretation or lack of awareness of these regulations will not be considered a valid reason for non-compliance.

You should be aware that discussing your circumstances with staff does not constitute a submission of a mitigating circumstances claim.

You will find a link to the MC regulations and FAQ’s at each step of the process should you need to refer to them for help.

Deadlines for the 2017/18 Academic Year

You should submit the first claim as close as possible to the timing of the assessment and normally within one month of the mitigating circumstances occurring.

Late claims after the final published deadline will not normally be considered, other than in highly exceptional circumstances, where the problems encountered justify the lateness of the claim as well as the claim itself. 

You should normally receive the decision of the Mitigating Circumstances Board within five working days of the submission of the claim. During busy times of the academic year, you may be notified within ten working days.

MC submission deadline (excluding Legal and Practice course LPC)

  • Semester 1 — Friday 19 January 2018 (for all Semester 1 assessments and January scheduled exams)
  • Semester 2 —Tuesday 22 May 2018 (for all Semester 2 assessments and May exams)
  • Semester 9 (referrals/deferrals) — Friday 13 July 2018
  • Semester 3 (Summer School) — Friday 3 August 2018 (for all study abroad summer school modules)

MC Submission Deadline — Postgraduate Final Dissertations / Projects Only:

  • Postgraduate Dissertations/Projects in Semester 1 — Thursday 1 February 2018
  • Postgraduate Dissertations/Projects in Semester 3 — Friday 21 September 2018

MC Submission Deadline — Postgraduate Life Sciences and Biomedical Sciences students — Deferral/Referral Assessments

Postgraduate Life Sciences and Biomedical Sciences students — Deferral/Referral Assessments — Friday 17 August 2018

MC submission Deadline — Legal and Practice Course (LPC) Students Only:

LPC claims should be submitted within three days of the date of assessment as required by the professional body.

If you are a student studying Legal Practice within the Westminster Law School please note there are specific MC regulations that apply to you. Details are provided in the guidance page of the task. 

Research students

Please refer to the Research Degree Handbook – applications should be made only through the Virtual Research Environment (VRE).  If you have any queries, please email [email protected]

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