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Mitigating Circumstances and Reasonable Adjustment


NB: The new Mitigating Circumstances and Reasonable Adjustments Policy applies to all registered students undertaking undergraduate and postgraduate taught programmes from the beginning of the 2018/19 academic year.

What are Mitigating Circumstances?

During the course of study, you may experience exceptional unforeseen short-term circumstances which are outside your control and might have a detrimental effect on your studies. Please find a definition of possible short-term circumstances classified as mitigating circumstances here: appendix A (see link below). Please note that this list is not exhaustive. The purpose of mitigating circumstances is to inform exam boards about the circumstances in your life which may have affected your studies to allow them to take this into account when making decisions about your assessment, progression and degree classification. Mitigating circumstances cannot result in the change of marks for specific pieces of assessed coursework, exams, or modules. Equally, a successful mitigating circumstance case does not excuse you from assessment in any of your modules, and mitigating circumstances cannot be used to allow you resit assessment in order to improve your marks.

What is Reasonable Adjustment?:

• Long term chronic conditions (normally greater than a term in duration and that are likely to continue) and disabilities are dealt with under the reasonable adjustments policy.

• Students who have long term chronic conditions or disabilities and who believe they are entitled to reasonable adjustments should in the first instance contact Disability Services or Mental Health and Wellbeing and request an appointment to discuss their support requirements.

• A reasonable adjustment may be unique to the individual and could include special examination arrangements, delayed deadlines but also alternative methods of assessments.

• Any reasonable adjustments made are evidence based; students are required to supply appropriate and recent medical evidence, or, in the case of a specific learning difference such as dyslexia or dyspraxia, a full diagnostic assessment. The type of appropriate evidence required can be discussed with Disability Services or Mental Health and Wellbeing.

• Once a student has met with Wellbeing Support Services, the adviser will contact the student's department and the Examinations Office (with their permission) to recommend any specific adjustments.

• Reasonable adjustment recommendations for examinations must be made before the annual deadlines as set out by the Examinations Office on the Disability Services website Recommendations that are made AFTER these deadlines will be handled under the Mitigating Circumstance Policy.

• However a significant deterioration of a chronic condition or disability already reported and covered by reasonable adjustments, is classed as a mitigating circumstance. In which case, students should apply via the Mitigating Circumstances Form below.

• In addition, if you have an official recommendation from Disabilities that reasonable adjustment for your condition includes considering flexible deadlines for essays you should discuss a plan for your deadlines for the year ahead with your Personal Tutor as soon as possible, and your Personal Tutor will email the plan agreed by you both to DUGS for consideration. Once this has been accepted by DUGS, your deadlines will be updated on Tabula. Any further changes to your deadlines can then only be granted via a Mitigating Circumstances application.

Applying for mitigating circumstances


If you are interested in applying for mitigating circumstances you should, in the first instance, contact your Personal Tutor. They will be able to provide advice and support with your mitigating circumstances. It is important to contact your Personal Tutor as early as possible to ensure that appropriate support is put in place. Additionally, you may wish to consult Wellbeing Services, Support Services, the Dean of Students Office, or one of the advisors at the Students’ Union Advice Centre. Even if your circumstance is not eligible for consideration under mitigating circumstances, you should consider seeking support from the central university support services.

Key Documents:

Appendix A:

Mitigating Circumstances Form

Additional Information:

Mitigating Circumstances: Guide for Students

Mitigating Circumstances: University of Warwick policy

If you decide to move forward with a mitigating circumstances application, you will be asked to submit a mitigating circumstances form (see link above).

This should then be submitted to your departmental Mitigating Circumstances Officers via email to classics at warwick dot ac dot uk AND to the Director of Undergraduate Studies (Professor Michael Scott) m dot c dot scott at warwick dot ac dot uk

Deadlines for submission of this form, for your mitigating circumstances to be taken into account by the Mitigating Circumstances Panel in June, are laid out below.

When applying via Mitigating Circumstances in relation to specific deadlines for individual assessment deadlines, see below for the procedure and regulations.

A list of relevant evidence relating to claim type is provided here appendix A (see link above). Joint Honours students MUST make their mitigating circumstances request to their home Department, unless it is an extension request for an individual piece of work which will have to be made to the Department owning the module.

Information provided by you is sensitive and will be treated confidentially and in line with General Data Protection Regulation (GDPR). Any student who believes that the mitigating circumstances submission contains sensitive personal information and/or highly confidential evidence, may submit their mitigating circumstances marked “strictly confidential and for the attention of the Chair of the Mitigating Circumstances Panel only”. The information will be relayed by the Chair to the Mitigating Circumstances Panel (MCP) in each Department and/or Faculty without divulging the details of the sensitive nature of the information. Subsequently, the MCP will decide on the recommendations to be made to the Board of Examiners. Any further communications to other bodies (such as to Board of Examiners boards and/or module leaders) is ONLY permitted to list the type of mitigation agreed and reporting the appropriate grading of the MC submission AND NOT the details of the circumstances or any evidence or how it was assessed.

Mitigating Circumstances Officers:


1st years: Donna Davies
/2nd/3rd/4th years: Kymberley O’Hagan
PGs: Susan Doughty

Mitigating Circumstances Panel membership:

Head of Department – Zahra Newby
Director of Undergraduate Studies/Senior Tutor (Chair) – Michael Scott
Exams Officer – James Davidson
Director of Education – David Fearn

Taught MA Convenor: Prof Suzanne Frey-Kupper
Mitigating Circumstances Officers – Donna Davies/Kymberley O’Hagan/Susan Doughty

Deadlines:

For both UGs and PGTs, the deadline for final submission of any outstanding documentation to support requests for mitigation for essays is: Friday 10th May 2019 (T3, Week 3).


For both UGs and PGTs, the deadline for final submission of documentation in support of any claims in relation to circumstances that may have affected Summer-term exam performance or PG language dossier is Wednesday 12th June 2019 (T3 Week 8).


For PGTs, the deadline for final submission of documentation in support of any claims in relation to circumstances that may have affected the dissertation is Wednesday 2nd October 2019.

Please submit all documentation to the Department office, or via classics at warwick dot ac dot uk

If you do not submit outstanding documentation by these deadlines, then it may not be possible for mitigating circumstances to be considered in the end-of-year assessment process

You should be aware that, in the event you feel you need to appeal the outcome of an Exam Board, offering extenuating or mitigating circumstances at that point will need to be accompanied by a good reason why you withheld the information earlier. Without wanting to invade your privacy, the University does expect that you bring such circumstances to your department’s attention in a timely manner, despite the discomfort you might feel in so doing. Failure to disclose such circumstances at a time when you could have done so may subsequently be problematic. Your department will do all it can to support you in difficult situations.


Special Exam Conditions


At some point during the year you will receive a message from the Dept Programmes Officer about special arrangements or extra time for examinations. Failure to reply within the time period specified will mean that any such special circumstances will not be taken into consideration. If for any reason you require special exam conditions/ extra time, it is essential that you request these by the end of the AUTUMN TERM via the Disabilities Office, and inform the Dept of this.

NB: the first language exam for Latin Language and Greek Language modules is in WEEK 6, so please alert Clive Letchford if you need extra time or other allowances by the end of WEEK 2 of the AUTUMN TERM.

Mitigating Circumstances and Assessed Essay/Coursework deadlines

Applications for an extension of a specific essay /assessment deadline also fall under the Mitigating Circumstances and Reasonable Adjustment regulations, and can only be granted under the circumstances set out in appendix A (see link above). Independent documentation is required in order to secure an extension.

NB: Predictable problems with time management as a result of deadline bunching or other commitments, and social problems with housemates are not usually admissible. Problems with e.g. printers/computers, getting hold of books, bunching-up of essay-deadlines are not considered acceptable excuses. Nor is involvement in an extracurricular activity, whether sport, drama, or music.

Please note also that long-term chronic conditions and/or disabilities are not automatic reasons for extensions, and should not be claimed as Mitigating Circumstances, but rather dealt with through the process of reasonable adjustment, unless there has been a significant deterioration in the chronic condition or disability. If you have an official recommendation from Disabilities that reasonable adjustment (RA) for your condition includes considering flexible deadlines for essays you should apply for these in advance of the deadline, using the Mitigating Circumstances Form above (if applying via RA further evidence of your condition is not required).

Students who wish to apply need to complete the Mitigating Circumstances Form (see above) and submit it the Department’s Mitigating Circumstances Officers via email to classics at warwick dot ac dot uk AND to the Director of Undergraduate Studies (Professor Michael Scott) m dot c dot scott at warwick dot ac dot uk

The form has to be submitted at least one full working day before assessment deadline (this means by 12 noon on Friday for a 12 noon deadline on Monday), with response (granting/refusing) usually given within one working day and within a maximum of 3 working days. Forms submitted less than one full working day before the deadline cannot usually be considered. A request for mitigation which is approved after the deadline has passed can include the waiving of lateness penalties. Essays which are submitted on time, but where it is subsequently deemed that the circumstance would have qualified for an extension will be discussed at the Mitigating Circumstances Panel in June.

Evidence to support the case must be submitted with the Mitigating Circumstances Form, or as soon as possible thereafter, in person to the Department office or via email to classics at warwick dot ac dot uk All extensions granted will be conditional on receipt of evidence.

When an extension is granted, students must check that the extension is recorded on Tabula. Only in very exceptional circumstances will an extension be allowed beyond one week.