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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 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 Wellbeing Services and request an appointment to discuss their support requirements. You can also visit the Wellbeing team in Senate House, or call them on 02476575570.

• A reasonable adjustment may be unique to the individual and could include special examination arrangements, delayed or flexible 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 Wellbeing Services.

• Once a student has met with Wellbeing 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. NB: the first language exam for Latin Language and Greek Language modules is in Autumn Term 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.

• 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 term 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.

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. 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.

Applying for mitigating circumstances

Key Documents:

Appendix A:

Mitigating Circumstances Form

Additional Information:

Mitigating Circumstances: Guide for Students

Mitigating Circumstances: University of Warwick policy


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, 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.

There are two routes to apply for mitigating circumstances, depending on the circumstance, the assessments affected and the time of year.

Mitigating Circumstances Route 1:

If you experience unforeseen short-term circumstances which are outside your control, or if there has been a significant deterioration in an already present chronic condition or disability, which might have a detrimental effect on your ability to complete a piece of assessed coursework for one of your modules on time, then you should act as follows:

A. Complete the Mitigating Circumstances Form (download from the link above) + obtain supporting evidence of your circumstances (see the Appendix A document downloadable from the link above for suggestions of suitable evidence).

B. Submit the form + your supporting evidence to the Classics Department Mitigating Circumstances Officers via email to classics at warwick dot ac dot uk AND to the Director of Undergraduate Studies, Classics Department (Professor Michael Scott) m dot c dot scott at warwick dot ac dot uk. The form needs to be submitted at least one full working day before assessment deadline (this means by 12 noon on a Friday for a 12 noon deadline on Monday). Forms submitted less than one full working day before the deadline cannot usually be considered.

C. You will receive a decision from the Director of Undergraduate Studies usually within one working day and within a maximum of 3 working days. A request for mitigation which is approved after the deadline has passed can include the waiving of lateness penalties. 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. 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.

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.

Mitigating Circumstances Route 2:

If you experience any of the following:

- unforeseen short-term circumstances which are outside your control, or if there has been a significant deterioration in an already present chronic condition or disability, which might have a detrimental effect on your ability to sit an exam (including language exams through the year)

- unforeseen short-term circumstances which are outside your control, or if there has been a significant deterioration in an already present chronic condition or disability, which you wish to be considered as affected multiple exams/ periods of time through the academic year (but which are not covered by reasonable adjustment recommendations),

- unforeseen short-term circumstances which are outside your control, or if there has been a significant deterioration in an already present chronic condition or disability, during the Summer Term

then you should act as follows:

Apply for Mitigating Circumstances through the Personal Circumstances Tab on your Tabula profile.

Your case will then be examined by the Mitigating Circumstances Panel at the end of the summer term.

For guidance on how to complete your submission on the Mitigating Circumstances Portal click here.

Deadlines:

Deadlines for submission of your application via the Portal (and for submission of any outstanding supporting evidence related to mitigating cirumstances application made through the course of the year) are as follows:

19/20:

For UGs and PGTs (excluding issues relating to MA dissertation)

Monday 8th June 2020, 12 noon (T3 Week 8).

For PGTs (18/19), 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, 12 noon.

For PGTs (19/20) the deadline for final submission of documentation in support of any claims in relation to circumstances that may have affected the dissertation is Wednesday 30th September 2020, 12 noon.

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.

NB: 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). Your submission will only be seen by members of the Mitigating Circumstances Panel, who subsequently will decide on 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 (Terms 1 &2)/Suzanne Frey-Kupper (Term 3)
Exams Officer – James Davidson
Director of Education – David Fearn (Terms 1&2/Alison Cooley (Term 3)

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