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Mitigating Circumstances

 
What are mitigating circumstances?
  
Mitigating circumstances (also called extenuating circumstances) are any problems that you have experienced that may have affected your academic performance or ability to study effectively.
 
Examples of mitigating circumstances include:
 
  •  Illness or health problems affecting you
  •  Serious illness or health problems affecting a family member
  •  Bereavement
  •  Family problems – relationship breakdown, parent’s separating etc.
  •  Becoming a victim of a crime
  •  Housing problems
  •  Financial problems
  •  Unforseeable or unpreventable events
 
The above list is not comprehensive, but does demonstrate that there are many circumstances can arise that could potentially have a negative impact on your academic performance and ability to complete or submit work for your course.
 
If you are not sure whether your circumstances would count as mitigating circumstances, you can get independent and confidential advice about this from a student union advisor.

 

I think I have Mitigating Circumstances, what can I do? 

If you have mitigating circumstances you may submit a request to your faculty for the consideration of your mitigating circumstances in respect of:

  • inability to submit assessed coursework on the required date
  • absence from examinations or other scheduled assessments
  • failure to submit assessed coursework
  • poor performance

 

All requests for your mitigating circumstances to be considered must be made in writing; whether this is for an extension of a coursework deadline, or deferral of an exam or any other scheduled assessment.  You can do this by completing an official form available from the Course Administrator within your Faculty, or you can download the form using the following link: http://www.leedsmet.ac.uk/prs/index_Mitigation.htm

You will need to return the completed form to the designated person in your Faculty and provide independent documentary evidence along with your submission. (e.g. a doctor’s note if you were ill).
 
Always keep a copy of your submission and request confirmation from the designated person that they have received it. This is because the University says that it is your responsibility to ensure that the designated person receives the written notification.  Proof that it has been sent is not sufficient.
 
Please also note that discussing problems with a member of staff does not constitute notification of mitigating circumstances – You will have to notify the Faculty using the form provided.
 

How will disclosing my mitigating circumstances help me?

Informing your Faculty of any mitigating circumstances that have affected your studies ensures that the Board of Examiners can assess your overall performance fairly by taking these circumstances into account when making decisions about your academic progress or degree classification.

The University expects students to inform their Faculty of any circumstances that might have an impact on their academic performance – this is why it is important to inform the Faculty of anything that might be affecting you – regardless of whether you think you may have passed or failed.

What happens if I don't disclose my mitigating circumstances? 

Failure to disclose your mitigating circumstances could adversely affect your academic progression if you fail any modules or if you are withdrawn from your course due to poor performance. It could also affect any academic appeal that you may need to make if you do fail, as you will need to evidence ‘substantial and grave reasons’ for not submitting mitigating circumstances at the time you were affected. (Please see the section on Academic Appeals for more information)

Many students do not divulge mitigating circumstances because they wish to be judged on ‘academic merit’ alone. Unfortunately the University won’t accept this as a valid reason for not disclosing mitigating circumstances.
The Leeds Met Student Union Advice Service recommends making your Faculty aware of your mitigating circumstances at the earliest available opportunity, but we do understand that your circumstances may be particularly difficult and sensitive and that you may not feel comfortable about disclosing these circumstances to your Faculty.
 
If this is the case then the Leeds Met Student Union Advice Service can help. You can discuss your situation with an advisor, who can help you to decide what course of action you would like to take. The service is independent from the university and anything that you discuss with us will be kept completely confidential. 
 
 
Who should I to submit my mitigating circumstances to?
 
Extensions for assignments, missed exams and presentations
 
If you wish to submit for an extension to a deadline for assessed coursework, or you have failed to attend an exam or presentation and wish to request the opportunity to sit it again without penalty (a deferral) you should submit to the ‘designated person’ in your Faculty.  Information about who this is will be available from your Course Administrator.
 
Uncompleted work, late submission and general underperformance
 
If you wish to submit for mitigating circumstances to be considered with regard to uncompleted work, late submission or general underperformance throughout the year, this should go to a Mitigation Panel.  The panel is made up of senior members of academic staff, who will consider your submission and make recommendations to the Board of Examiners on the acceptance and severity of these circumstances. You should check with your Faculty what the submission deadlines are for the Mitigation Panel.
 
 
When should I submit my mitigating circumstances?
 
This should be done at the earliest possible time.  Course Regulations may specify that it must be done at the time of any assessment affected.  You should be informed well in advance of the deadline for submission to the Mitigation Panel. 
 
If you are unable to meet this deadline you can submit a request for consideration of mitigating circumstances accompanied by a request for late acceptance of the submission.  This request must be supported by independent documentary evidence. The Chair of the Mitigation Panel will then consult the Panel as to whether your request should be accepted.
 
 
Will the information I provide remain confidential?
 
If your mitigating circumstances are of a sensitive nature, you can submit the information in a sealed envelope, marked with your name, your course year and your course title, you should mark the envelope:   ‘Mitigating Circumstances: Confidential’. Details of mitigating circumstances will be confidential to the University staff authorised to receive and consider them.  Discussion of mitigating circumstances by Mitigation Panels or Boards of Examiners will be confidential to those members of staff.
 
Submissions will not be disclosed outside these staff members unless you later submit a request for review of the decision of a Board of Examiners or Examination Committee, or you appeal against their decision.
The regulations state that records of mitigating circumstances will be kept securely.
 
 
What should I include in my submission?
 
You should include all relevant information in your submission of a request for your mitigating circumstances to be considered.
As a general guide you should include a detailed statement of your circumstances, outlining how your academic performance has been affected. It is important to provide as much relevant information as possible so that the Mitigation Panel can gain an insight into how your circumstances have impacted on you.
 
Mitigation submissions should be substantiated by independent documentary evidence.
 
Examples include:  a medical certificate, statement of attendance from a counsellor, a letter from an employer, a statement from a member of staff etc.
 
 
Where can I get more advice and support?
 
The Leeds Met Student Union Advice Service can offer you confidential advice and support about submitting mitigating circumstances.
  
However, please note that the Leeds Met Student Union Advice Service will not normally write letters in support of mitigation if you have had no previous contact with the service.

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