Submission of Mitigating Circumstances Forms

Mitigating circumstances forms are available online via Evision and from Registries across the Campus.

All mitigating circumstances forms must be returned to one of the Registries detailed below by the advertised deadline (please see below).

North Campus: Undergraduate and FE Registry, Room TM1-33, Tower Building.
North Campus: Postgraduate and Professional Registry, Room TM1-11, Tower Building
City Campus: Undergraduate and FE Registry, Room CMG 12, Calcutta House.
City Campus: Postgraduate and Professional Registry, Room CM 201 Calcutta House
City Campus: Undergraduate/Postgraduate and Professional Registry, Room MG101, Moorgate

It is essential that you keep a photocopy of your mitigating circumstances form and any supporting evidence you have submitted. Your evidence must be securely attached to the mitigating circumstances form and the form should be submitted separately from your coursework. You will receive a receipt when you hand in the form which you must keep as proof of your submission.

The deadline for submitting mitigating circumstances forms for the academic year 2007/8 are as follows:

Autumn Semester: 6th February 2008
Spring Semester: 4th June 2008
Re-Assessment Period: 4th September 2008

POSTGRADUATE STUDENTS ONLY: Postgraduate students whose dissertation dead-line is 5th September 2008 can submit mitigation claims relating to the dissertaion up until 12th September 2008.

What are Mitigating Circumstances?

Mitigating circumstances are defined as circumstances which are unexpected, severe, acute, and beyond a student's control which may have affected a student's ability to submit work within the published deadlines or may have caused absence from examination.

The circumstances are only acceptable if it can be demonstrated that they occurred at the time of assessment or the period immediately leading up to the assessment.
Circumstances that are not acceptable are those where a student could reasonably have avoided the situation, made arrangements to address the problem or taken action to limit the impact of the circumstances as these circumstances would be deemed to be within a student's control.
Where special assessment arrangements have been made (e.g. sheltered examination accommodation, arrangements for students with dyslexia) the same reason cannot normally be claimed as a mitigating circumstance.

Claims for Mitigating Circumstances will not be deemed valid if:

1. the mitigating circumstances form is incomplete and as a result cannot be processed;
2. the form is not both signed and dated by the student, unless circumstances make it impossible for the student to write;
3. the form is received after the published mitigating circumstances deadline;
4. the claim is not supplemented by supporting evidence, also signed and dated;
5. the claim is based on false supporting evidence;
6. the claim does not relate in terms of timing to the examinations(s) or submission dates(s) specified in the claim;
7. the nature of the problem cited is not relevant to the particular examination(s) or submission date(s) specified in the claim;
8. there are reasonable grounds for judging that the circumstances pleaded could have been avoided by the student, e.g. leaving coursework until the last minute;
9. the claim results from a mis-reading of the University's examinations timetable or of departmental instructions regarding the submission of coursework and/or projects;
10. there are reasonable grounds for thinking that the circumstances outlined did not produce the effect that:
(a) the student was unable to take the examination(s):
(b) the student was unable to submit the coursework or project
11. the claim is based on academic performance

YOU SHOULD NOTE THAT FRAUDULENT CLAIMS MAY LEAD THE UNIVERSITY TO TAKE ACTION UNDER ITS DISCIPLINARY PROCEDURES

What if my condition is long term / persistent?
Students with long term and / or persistent adverse conditions are expected to access the University's support services to assist them in managing their studies with the minimum of disruption. In addition, students with long term conditions are advised to consult with their personal academic advisor or course leader to discuss how their course can be managed effectively given the nature of the circumstances. In this situation, students might be advised to intermit or to study part time for a period. This reflects the fact that students are expected to take responsibility for meeting the requirements of their academic course and managing any long term situation which impacts on this course. Similarly, students have responsibility for planning their work, meeting deadlines and attending examinations.
What kind of evidence do I need?
All claims for mitigating circumstances must be supported by appropriate, objective evidence. Acceptable evidence is an original (not a photocopy) document written and signed by an appropriate third party giving details of the circumstance, its duration and, where possible, its impact. An appropriate third party would be one who knows the student in a professional capacity or one who can verify the circumstance from a position of authority (e.g. police officer, University Counsellor) and who is in a position to provide objective and impartial evidence. Letters from family members or fellow students are not normally acceptable.
Acceptable evidence includes: Medical certificate*, letter from solicitor, summons to attend court; report from a police officer; death certificate**; confirmation of a transport official of unavoidable and unforeseen disruption to transport; a letter from a subject tutor attesting to the absence of other group members.
* (Medical certificates are not always accepted as evidence. The certificate needs to be specific about the nature of the illness and must be a confirmed diagnosis by a GP who saw the student at the onset of illness - e.g. a certificate which simply states that the student saw the GP saying s/he was suffering from stress, would not be acceptable. Self certificates are not accepted. The date of the certificate is critical to the consideration and post-dated certificates are not acceptable).
** (In the event of a bereavement a death certificate would normally be required. The original of a death certificate cannot be retained by the University. It will be copied and the copy will be signed by the accepting officer. The original will be returned to the student. The University appreciates that death certificates are often difficult to obtain, especially if the death occurred abroad. Please contact a member of the Graduation and Conferments Office (mitigation@londonmet.ac.uk) for advice if you are unsure as to what evidence you should submit in view of your personal circumstances.
Claims for mitigating circumstances cannot be considered in the absence of independent, objective and authoritative evidence. It is a student's responsibility to submit evidence along with this form. Mitigating Circumstances forms submitted without evidence will not be considered and students will not be permitted to submit another claim outside the timescale.

The outcome of a Mitigating Circumstances claim:

Please note: Students will not be informed of the outcome of their claims in writing. Mitigation results are published alongside module results on e-vision (http://londonmet.ac.uk/evision/)

If the mitigating circumstances are accepted the following decisions are possible:
· A mark will be confirmed - late coursework submitted within two weeks (i.e. ten term-time working days) of the deadline will be marked as if on time;
· First assessment will be awarded where the circumstances relate to non-submission of coursework or non-attendance at an examination, a further assessment opportunity will be available at the August reassessment period. The further assessment will be based on the coursework title and examination set at the reassessment point.
· No take will be awarded where a student attendance on the module has been poor and re-registration and attendance is the appropriate course of action.
Accepted claims will not result in a higher mark.

If the mitigating circumstances are rejected a mark of zero will be awarded. Students who have not passed the module will have an opportunity to be reassessed and can take the reassessment, either when the module next runs (if agreed with the module tutor) or at the August reassessment period. Any further assessment will be based on the coursework title and examination set at the reassessment point.
All claims will be considered in accordance with the University's Academic Regulations, following an approved set of criteria. Applications for mitigation relate to the non-/late submission of coursework or the non-attendance of an examination. Claims in respect of poor performance (be it failure or passing standard) will not be permitted (with the exception of modules passed on aggregate where a component or components has mitigation accepted. In these cases students will be given a further assessment opportunity, which can be taken, when the modules next runs (if agreed with the module tutor) or during the August reassessment period.).
If a student feels that their circumstances are highly personal, forms can be submitted in a sealed envelope marked 'Confidential'.

Queries in relation to claims for mitigation circumstances
For further information on the mitigating circumstances process and guidance on querying the outcome of a mitigating circumstances claim, please refer to:
http://www.londonmet.ac.uk/admin/graduation-and-conferments/mitigating-circumstances/
Students must act promptly in querying a claim so as not to delay any prospective appeal application.