Academic Handbook 2021/22 – Volume 1 – 05.1E – Mitigating Circumstances Procedure – new version introduced 20.04.10;
modified 16.02.11, 28.01.18, 08.08.16, 02.07.19; last modified 24.09.21
1
05.1E
MITIGATING CIRCUMSTANCES
PROCEDURE
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Mitigating Circumstances Procedure at Cardiff Metropolitan University, Study notes of Religion
The Mitigating Circumstances Procedure at Cardiff Metropolitan University, which provides guidelines for students who encounter significant changes in their circumstances during their studies that have adversely affected their academic performance. The procedure covers various types of mitigating circumstances, the application process, acceptable evidence, and the consideration of applications by the Mitigating Circumstances Committee.
What you will learn
- What is the process for submitting a Mitigating Circumstances Application at Cardiff Metropolitan University?
- What types of circumstances qualify as mitigating circumstances at Cardiff Metropolitan University?
Typology: Study notes
2021/2022
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Academic Handbook 202 1 /2 2 – Volume 1 – 05.1E – Mitigating Circumstances Procedure – new version introduced 20.04.10; modified 16.02.11, 28.01.18, 08.08.16, 02.07.19; last modified 24.09.
05.1E
MITIGATING CIRCUMSTANCES
PROCEDURE
Academic Handbook 202 1 /2 2 – Volume 1 – 05.1E – Mitigating Circumstances Procedure – new version introduced 20.04.10; modified 16.02.11, 28.01.18, 08.08.16, 02.07.19; last modified 24.09.
Cardiff Metropolitan University
Mitigating Circumstances Procedure
Introduction
- Mitigating Circumstances, often called Exceptional Personal Circumstances or requests for additional consideration, are significant changes in a candidate’s circumstances during their studies, which are outside the control of the candidate, and which the candidate believes have adversely affected their academic performance on one or more assessment.
- Students are encouraged to work with their Personal Tutor/Year Tutor as soon as difficulties are foreseen or occur, in order to attempt to prevent those difficulties from adversely affecting the student’s academic performance, and reduce the need to submit a Mitigating Circumstances Application.
- Students with a disability or chronic illness should contact The University’s Student Wellbeing Team to make special arrangements for learning and assessments, such as extra time allowance. Nature of Mitigating Circumstances
- It is not possible to provide a definitive list of all possible mitigating circumstances, but for example claims might be on the basis of: a. illness of the candidate b. illness of a partner/spouse, close family member or close friend c. bereavement d. accident e. court appearance or jury service.
- A disability or chronic illness does not constitute ‘exceptional personal circumstances’ unless there is medical evidence of a sudden and unforeseen deterioration or a particularly severe episode.
- The usual financial difficulties experienced by most students do not constitute mitigating circumstances, unless there has been a sudden and unforeseen change in financial circumstances, such as the loss of a job or death of a sponsor.
- The usual professional commitments or employment demands do not constitute mitigating circumstances, unless there is evidence from an employer that commitments and demands have been exceptionally substantial and temporary.
Academic Handbook 202 1 /2 2 – Volume 1 – 05.1E – Mitigating Circumstances Procedure – new version introduced 20.04.10; modified 16.02.11, 28.01.18, 08.08.16, 02.07.19; last modified 24.09.
- All other Mitigating Circumstances applications, either for late submission made after the assignment deadline, or for non-attempt at an assignment, must be supported by third-party evidence. (see 18).
- As it is in the interests of students to complete assignments, wherever possible, at the first attempt, students are required to apply for a Late Submission in the first instance.
- If a student genuinely believes that they will not be able to complete their work at the first attempt, even with a late submission, they should speak with their Programme Director to discuss an appropriate way forward; this may include being permitted to apply directly for a non-attempt, with appropriate supporting evidence. Submission of Mitigating Circumstances Applications
- The Mitigating Circumstances Application and supporting evidence must be submitted to the relevant Mitigating Circumstances Committee in accordance with instructions in the relevant Programme Handbook. It is a student’s responsibility to submit their own application.
- Applications must be submitted: a. within 20 working days prior to the date of submission, (this includes the new date of submission from any agreed SC extension-subject to the exception in c. below). or b. within 20 working days following the date of submission, (this includes the new date of submission from any agreed SC extension-subject to the exception in c. below). or c. before the relevant Examination Board, in the event that the Examination Board falls sooner than 20 working days following the date of submission.
- Mitigating Circumstances Applications that fall outside the timescales in 17a- 17c above will not be considered. Therefore, the student must invoke the Appeals Procedure (Exam Board Decisions). You can access the up to date Examination Board timetable here: https://www.cardiffmet.ac.uk/registry/exams/Pages/Examination-Boards.aspx Acceptable Evidence of Mitigating Circumstances
- It is not possible to provide a definitive list of all acceptable supporting evidence, but the following are typical examples of evidence that would be acceptable:
Academic Handbook 202 1 /2 2 – Volume 1 – 05.1E – Mitigating Circumstances Procedure – new version introduced 20.04.10; modified 16.02.11, 28.01.18, 08.08.16, 02.07.19; last modified 24.09. a. a Medical Certificate obtained at the time of the illness b. a signed and dated letter from a medical practitioner confirming the illness of the candidate or other person (this must include dates covered by the illness) c. copy of Death Certificate d. copy of Birth Certificate e. a signed and dated letter or email from the candidate’s employer f. a signed and dated letter or email from a coroner, legal practitioner, police officer, court official, minister of religion or other professional. g. All letters and emails must either be on the official headed notepaper of the individual or organisation concerned or sent from the official email address.
- If a student does not consult a medical practitioner at the time of the illness, it is not acceptable for a student to attempt to obtain corroborative medical evidence at a later date. A letter from a medical practitioner stating, for example, “the student informs me that he/she was unwell during….” will not be deemed acceptable supporting evidence.
- A photograph or photocopy of medication prescribed by a medical practitioner (without having seen the student or other individual in person), will be deemed acceptable supporting evidence, providing that the date is in line with the period for which Mitigating Circumstances are requested, and the name of the individual, identity of the medication, and identity of the issuing pharmacy are clearly visible.
- In circumstances where the above are not available, students should consult the Students’ Union or their Programme Director before submitting the Mitigating Circumstances Application, as alternative forms of evidence may be acceptable.
- Where the supporting evidence relates to a third party with a different family name from the candidate, the candidate should explain their relationship to the third party. Consideration of Mitigating Circumstances
- If Mitigating Circumstances Applications are submitted at times when the Mitigating Circumstances Committee is not scheduled to meet, its Chair shall be empowered to have discretion to take decisions on behalf of the Committee, taking advice from other members of the Committee if appropriate. All decisions taken by the Chair shall come before the next meeting of the Committee for ratification. 25. The Membership and Terms of Reference for School Mitigating Circumstances are laid down in the Academic Constitutional Framework. Details can be found in the Academic Handbook, Volume 3: Constitution of Schools.
- Where a claim for mitigating circumstances is upheld, the Mitigating
Academic Handbook 202 1 /2 2 – Volume 1 – 05.1E – Mitigating Circumstances Procedure – new version introduced 20.04.10; modified 16.02.11, 28.01.18, 08.08.16, 02.07.19; last modified 24.09. on the student’s application, which will include members of the Mitigating Circumstances Committee, and School administrators.
- If the nature of a Mitigating Circumstances claim gives cause for concern as to the student’s immediate wellbeing, and the student is not already known to Student Services, the Mitigating Circumstances Committee may recommend that the Wellbeing Service team in Student Services contact the student to establish if any support can be provided. In exceptional circumstances, where deemed necessary, the University’s Safeguarding Lead may be asked to review the content of an application. No other staff will be given access to view the information without the express permission of the student who has made the application.
- All sensitive information pertaining to a student’s application will be stored within the application system and will not be transferred by any means to any other system within the University. Any staff member found to have breached the confidentiality of a student applying for Mitigating Circumstances will be subject to the usual disciplinary processes within Cardiff Met. All information is kept for a period of 6 years as per the university’s data retention policy.