iheed Mitigating Circumstances Claim Form

This form is intended only for students registered on a validated degree partnership programme delivered by iheed Health Training Limited.

Before submitting a Mitigating Circumstances claim, we strongly recommend that you read the information below carefully.

The guidance below explains what mitigating circumstances are, what evidence is normally required, how claims are assessed, and the most common reasons claims are not upheld.

What are Mitigating Circumstances?

Mitigating circumstances are serious, unexpected circumstances that are outside your control and have had a significant impact on your ability to undertake or complete an assessment. Mitigating circumstances are not intended to address every difficult personal situation.

Mitigating circumstances will normally:

be unexpected
be outside your control
have significantly affected your ability to prepare for, undertake or complete an assessment.
have occurred close to the affected assessment
be supported by independent evidence

Do I need an Extension instead?

If your assessment deadline has not yet passed and you require additional time to complete your work, you should normally request an extension rather than submit a mitigating circumstances claim.

Mitigating Circumstances claims are normally considered after circumstances have affected an assessment or assessment attempt. If your assessment deadline has not yet passed, an extension request may be more appropriate.

If you are unsure whether you should request an extension or submit a mitigating circumstances claim, please contact your iheed Programme Manager in the first instance before completing this form.

Before you submit a claim

Before submitting a mitigating circumstances claim, please ask yourself:

Did the circumstance occur close to the assessment deadline?
Was it genuinely outside my control or ability to foresee?
Did it significantly affect my ability to prepare for or complete the assessment?
Can I provide independent, dated evidence that supports the claim?

If the answer to several of these questions is "no", your claim may not meet the criteria for mitigation.

Examples of Mitigating Circumstances

The circumstances listed below do not automatically mean that a claim will be upheld. The Mitigating Circumstances Panel will also consider the timing of the circumstances, their severity, the evidence provided, and the impact on the affected assessment.

Examples of appropriate Mitigating Circumstances claims may include (this is not an exhaustive list):

Serious illness or injury
Serious illness of a close family member
Bereavement
Significant caring responsibilities
Victim of crime
Significant deterioration of a diagnosed condition
Exceptional unforeseen personal circumstances
Late diagnosis of a disability or specific learning difference.

Evidence requirements

The Mitigating Circumstances Panel must assess claims using the evidence provided. Most claims require independent supporting evidence.

Evidence should normally be obtained at the time the circumstances occurred, or as soon as reasonably possible afterwards.

Evidence should:

be from an independent third party
be dated and relate to the affected assessment period
confirm the circumstances described; and
demonstrate the impact on your studies or assessment

Claims are unlikely to be upheld where the evidence does not meet these requirements.

Examples of supporting evidence include (this is not an exhaustive list):

GP or Consultant letter
Fit note / Statement of Fitness for Work
Hospital documentation
Death certificate
Police report
Court documentation
Employer documentation (where relevant)

We understand that mitigating circumstances claims often involve sensitive personal information. Any information and supporting evidence submitted will be treated confidentially and handled in accordance with UK GDPR and the University's information security and data protection requirements. It will only be accessed by staff involved in reviewing and administering your claim.

How the Mitigating Circumstances Panel assesses claims

The iheed / Warwick Medical School Mitigating Circumstances Panel will review claims of mitigation and consider whether:

the circumstances were genuinely outside the student's control;
they directly affected an assessment;
the impact was significant;
appropriate evidence has been provided; and
any existing support arrangements have already addressed the impact.

Common reasons claims are rejected

Your claim is unlikely to meet the criteria if:

No independent evidence can be provided.
The evidence submitted does not relate to the affected assessment period.
The evidence provided confirms a circumstance but does not demonstrate an impact on the assessment.
The claim was submitted after the deadline for submissions or 20 days after the impacted assessment
The circumstances are longstanding rather than a recent deterioration or acute event.
The issue relates to normal assessment pressure, time management or routine work commitments
The issue relates solely to employment commitments.
The issue relates to supervision, feedback, communication, teaching quality, academic judgement or dissatisfaction with a mark. These matters should normally be raised through other University procedures.
The issue has already been addressed through an approved extension, Temporary Withdrawal, or other support measure.
The claim relates to the outcome of an assessment rather than the circumstances that affected the assessment.

The below form should be completed and submitted if you wish to notify the University of any mitigating circumstances that you believe have adversely affected your ability to undertake or complete a module assessment. Before filling out the relevant sections, please read the University Mitigating Circumstances guidanceLink opens in a new window. You may also find additional useful information and guidance on the further information webpageLink opens in a new window.

This form must be submitted within 20 days of the impacted assessment and before results are released. Claims submitted more than 20 University Working Days after the affected assessment may not be considered.

The deadline to submit claims and supporting evidence for consideration at the Spring 2027 Board of Examiners is: Friday, 05 February 2027.

Any submissions received after the deadline will not be considered by the Mitigating Circumstances Panel, so please ensure timely submission.

{"elements":[{"isDiscrete":false,"hidden":false,"name":"Full name","readOnly":false,"id":419826486,"type":"textFieldElement"},{"isDiscrete":false,"hidden":false,"name":"Email","readOnly":false,"id":419826487,"type":"emailElement"},{"isDiscrete":false,"hidden":false,"name":"University ID Number ","readOnly":false,"id":567760894,"type":"numberElement"},{"isDiscrete":true,"hidden":false,"values":[{"text":"Diabetes Care","value":"0-diabetescare"},{"text":"Medical Education for Healthcare Professionals","value":"1-medicaleducationforhealthcareprofessionals"},{"text":"Public Health","value":"2-publichealth"},{"text":"Healthcare Leadership","value":"3-healthcareleadership"},{"text":"Clinical Research","value":"4-clinicalresearch"},{"text":"Neuroscience and Psychology of Mental Health","value":"5-neuroscienceandpsychologyofmentalhealth"},{"text":"AI in Healthcare (PG Award only)","value":"6-aiinhealthcarepgawardonly"}],"name":"Course of study currently registered for:","readOnly":false,"id":567765843,"type":"listElement"},{"isDiscrete":true,"hidden":false,"values":[{"text":"Serious accident or illness","value":"0-seriousaccidentorillness"},{"text":"Serious accident or illness of someone close","value":"1-seriousaccidentorillnessofsomeoneclose"},{"text":"Significant changes in employment circumstances (part-time students only)","value":"2-significantchangesinemploymentcircumstancesparttimestudentsonly"},{"text":"Deterioration of a permanent condition","value":"3-deteriorationofapermanentcondition"},{"text":"Bereavement","value":"4-bereavement"},{"text":"Abrupt change in personal circumstances","value":"5-abruptchangeinpersonalcircumstances"},{"text":"Late diagnosis of a specific learning difference","value":"6-latediagnosisofaspecificlearningdifference"},{"text":"Suffered bullying / harassment / victimisation or threatening behaviour","value":"7-sufferedbullyingharassmentvictimisationorthreateningbehaviour"},{"text":"Other","value":"8-other"}],"name":"Please state the type of mitigation you are presenting (you may select more than one type and if other please provide details):","readOnly":false,"id":419846516,"type":"checkboxElement"},{"isDiscrete":false,"hidden":false,"name":"Other - please provide further information ","readOnly":false,"id":419846544,"type":"textBoxElement"},{"isDiscrete":false,"hidden":false,"name":"1506448444554_0.08365301582981155_0.08006937745579179","readOnly":false,"id":419846664,"type":"commentElement"},{"isDiscrete":false,"hidden":false,"name":"Period affected (please give start and end date)","readOnly":false,"id":419844716,"type":"textBoxElement"},{"isDiscrete":false,"hidden":false,"name":"Modules and assessment(s) affected (including details of any deadline dates)","readOnly":false,"id":419847074,"type":"textBoxElement"},{"isDiscrete":false,"hidden":false,"name":"Please provide further details of how the mitigating circumstances have affected your learning or assessments (relevance)","readOnly":false,"id":419847139,"type":"textBoxElement"},{"isDiscrete":false,"hidden":false,"name":"Please provide further details of how severely the mitigating circumstances have affected you/ your learning and/or assessment (severity):","readOnly":false,"id":419847200,"type":"textBoxElement"},{"isDiscrete":true,"hidden":false,"values":[{"text":"iheed Tutor or Programme Manager","value":"0-iheedtutororprogrammemanager"},{"text":"University Senior Tutor","value":"1-universityseniortutor"},{"text":"Student Support Services","value":"2-studentsupportservices"},{"text":"Students\u0092 Union Advice Centre","value":"3-studentsunionadvicecentre"},{"text":"Doctor","value":"4-doctor"},{"text":"Residential Support","value":"5-residentialsupport"},{"text":"University Counselling Services","value":"6-universitycounsellingservices"},{"text":"Other:","value":"7-other"},{"text":"Did not ask for help from the university","value":"8-didnotaskforhelpfromtheuniversity"}],"name":"Please indicate who you have contacted in relation to your mitigating circumstances (please select more than one option if applicable)","readOnly":false,"id":419847329,"type":"checkboxElement"},{"isDiscrete":false,"hidden":false,"name":"If you have answered Other or Did not ask for help above please provide further details ","readOnly":false,"id":419847343,"type":"textBoxElement"},{"isDiscrete":true,"hidden":false,"values":[{"text":"Yes","value":"0-yes"},{"text":"No","value":"1-no"}],"name":"Have you been granted an extension or taken Temporary Withdrawal (TWD) for this Mitigating Circumstance already","readOnly":false,"id":419847411,"type":"radioElement"},{"isDiscrete":false,"hidden":false,"name":"If yes - please provide details if extensions granted / periods of TWD etc","readOnly":false,"id":419847415,"type":"textBoxElement"},{"isDiscrete":true,"hidden":false,"values":[{"text":"Yes","value":"0-yes"},{"text":"No","value":"1-no"}],"name":"PART TIME STUDENTS ONLY Have you been granted sick leave from work for this Mitigating Circumstance","readOnly":false,"id":419847447,"type":"radioElement"},{"isDiscrete":true,"hidden":false,"values":[{"text":"Doctor\u0092s note/Fit note/Statement of Fitness for Work","value":"Doctor\u0092s note/Fit note/Statement of Fitness for Work"},{"text":" Attached to this claim","value":" Attached to this claim"},{"text":" To attach in future to this claim","value":" To attach in future to this claim"},{"text":"Letter from GP or Consultant confirming the circumstance and attesting to its impact on the student","value":"Letter from GP or Consultant confirming the circumstance and attesting to its impact on the student"},{"text":" Attached to this claim","value":" Attached to this claim"},{"text":" To attach in future to this claim","value":" To attach in future to this claim"},{"text":"Statement from Personal Tutor / Student Support or counsellor attesting to the impact of the circumstance on the student","value":"Statement from Personal Tutor / Student Support or counsellor attesting to the impact of the circumstance on the student"},{"text":" Attached to this claim","value":" Attached to this claim"},{"text":" To attach in future to this claim","value":" To attach in future to this claim"},{"text":"Specific Learning Difference diagnosis letter","value":"Specific Learning Difference diagnosis letter"},{"text":" Attached to this claim","value":" Attached to this claim"},{"text":" To attach in future to this claim","value":" To attach in future to this claim"},{"text":"Other letter e.g. from Disability Services, employer","value":"Other letter e.g. from Disability Services, employer"},{"text":" Attached to this claim","value":" Attached to this claim"},{"text":" To attach in future to this claim","value":" To attach in future to this claim"},{"text":"Copy of death certificate","value":"Copy of death certificate"},{"text":" Attached to this claim","value":" Attached to this claim"},{"text":" To attach in future to this claim","value":" To attach in future to this claim"},{"text":"Other formal documentation e.g. Court Summons, police report","value":"Other formal documentation e.g. Court Summons, police report"},{"text":" Attached to this claim","value":" Attached to this claim"},{"text":" To attach in future to this claim","value":" To attach in future to this claim"},{"text":"Other evidence (please specify)","value":"Other evidence (please specify)"},{"text":" Attached to this claim","value":" Attached to this claim"},{"text":" To attach in future to this claim","value":" To attach in future to this claim"}],"name":"Please give details of the evidence of your mitigating circumstances which you are providing or intend to provide with this form","readOnly":false,"id":419847528,"type":"pairList"},{"isDiscrete":false,"hidden":false,"name":"If you have selected other for evidence above please provide further details","readOnly":false,"id":419848319,"type":"textBoxElement"},{"isDiscrete":true,"hidden":false,"values":[{"text":"Yes","value":"0-yes"}],"name":"Please tick this box if you have sensitive evidence or highly confidential information relating to your claim which you would prefer to show to or discuss with the Chair of the Panel privately","readOnly":false,"id":579654762,"type":"checkboxElement"},{"isDiscrete":true,"hidden":false,"values":[{"text":"false","value":"0-false"},{"text":"false","value":"1-false"},{"text":"","value":"2-"},{"text":"false","value":"3-false"},{"text":"false","value":"4-false"}],"name":"Upload supporting evidence ","readOnly":false,"id":449142725,"type":"attachment"},{"isDiscrete":true,"hidden":false,"values":[{"text":"Grant an exceptional third sit of an assessment","value":"0-grantanexceptionalthirdsitofanassessment"},{"text":"Grant a further first attempt at a required assessment","value":"1-grantafurtherfirstattemptatarequiredassessment"},{"text":"Late penalties waived or partially waived","value":"2-latepenaltieswaivedorpartiallywaived"},{"text":"Recommendation to Senate of an extension to your student registration end date.","value":"3-recommendationtosenateofanextensiontoyourstudentregistrationenddate."},{"text":"Recommendation to Senate that degree classification is changed for a student with a borderline grade/profile.","value":"4-recommendationtosenatethatdegreeclassificationischangedforastudentwithaborderlinegradeprofile."},{"text":"Other","value":"5-other"}],"name":"Please indicate which exam board recommendation you are seeking through this claim:","readOnly":false,"id":419848326,"type":"checkboxElement"},{"isDiscrete":false,"hidden":false,"name":"If you selected other please provide further information fo the recommendation you are seeking","readOnly":false,"id":419848363,"type":"textBoxElement"},{"isDiscrete":false,"hidden":false,"name":"1506449701619_0.44139483216941244_0.4769826022748026","readOnly":false,"id":419849113,"type":"commentElement"}]}

Full name

University ID Number

Course of study currently registered for:

Serious accident or illness

Serious accident or illness of someone close

Significant changes in employment circumstances (part-time students only)

Deterioration of a permanent condition

Bereavement

Abrupt change in personal circumstances

Late diagnosis of a specific learning difference

Suffered bullying / harassment / victimisation or threatening behaviour

Other

Other - please provide further information

Please state the length of time/period affected (giving dates), and details of any assessments affected (timeliness):

Period affected (please give start and end date)

Modules and assessment(s) affected (including details of any deadline dates)

Please provide further details of how the mitigating circumstances have affected your learning or assessments (relevance)

Please provide further details of how severely the mitigating circumstances have affected you/ your learning and/or assessment (severity):

iheed Tutor or Programme Manager

University Senior Tutor

Student Support Services

Students’ Union Advice Centre

Doctor

Residential Support

University Counselling Services

Other:

Did not ask for help from the university

If you have answered Other or Did not ask for help above please provide further details

Yes

If yes - please provide details if extensions granted / periods of TWD etc

Yes

Please give details of the evidence of your mitigating circumstances which you are providing or intend to provide with this form

If you have selected other for evidence above please provide further details

Yes

Upload supporting evidence

Attach file

No files are currently attached.

Grant an exceptional third sit of an assessment

Grant a further first attempt at a required assessment

Late penalties waived or partially waived

Recommendation to Senate of an extension to your student registration end date.

Recommendation to Senate that degree classification is changed for a student with a borderline grade/profile.

Other

If you selected other please provide further information fo the recommendation you are seeking

By submitting this form you are confirming that the information you have given is true and that you have read and understood the University Guidance on mitigating circumstances.

Privacy notice

Please note that the information you provide will be reviewed by the departmental mitigating circumstances pre-board in order to make a recommendation to the Board of Examiners about your case. The University will keep your full student record for six years after the end of the academic year in which you graduate from, other otherwise leave the University. After six years, the University will retain only the data necessary to identify you and confirm the dates you studied at the University, the degree and classification you were awarded and a transcript of your marks. All other personal data on your student record will be disposed of in a secure manner.

The University of Warwick is the data controller of any information you have entered on this form and as such is committed to protecting your data and rights in line with applicable data protection law (including the UK GDPR and the Data Protection Act 2018). Please review the privacy information (including privacy notices) provided by the University via the following link, for further information on your rights and how the University processes your personal data: Data Protection.

What happens next?

1. Once submitted, your claim and any supporting evidence will be reviewed by the Mitigating Circumstances Panel (MCP).

2. The Panel will consider whether your claim meets the University's mitigating circumstances criteria and will make a recommendation to the relevant Board of Examiners.

3. The Board of Examiners is responsible for considering the Panel's recommendation and determining the final outcome.

4. Following the Board of Examiners meeting, you will be notified of the outcome of your claim in writing. This will normally be communicated within 2 weeks following the Exam Board by email through a formal outcome letter.