Academic progress

Submitting mitigating circumstances

Information and guidance for Mitigating circumstances

Mitigating Circumstances are:

1. Significant (they have more than a minor impact on you),

2. Unexpected (you must have had no prior knowledge of the event),

3. Unpreventable (there were no reasonable steps you could have taken to prevent the event),

4. Relevant (you must be able to link the event, and its impact, on the period for which your claim is being made) and

5. Corroborated (independently verifiable and the evidence must meet the University requirements)

How to submit mitigating circumstances

Mitigating circumstances Guide for students

Firstly meet your PT or CPT, then submit your circumstances on Tabula and include:

a. Details of the impact on you: When, how, what?

What was the impact on you around 3 weeks before and during exams/engagement criteria.

b. Supporting statement from your PT or CPT.

Ask your personal tutor to fill in a supporting statement following your meeting, if they do not know where to access one, a copy is here.

c. Evidence of the circumstance and impact.

Mitigating circumstances relating to health reasons require medical evidence from your health professional. Evidence examples here.

Submission Checklist

Mitigation is linked to all affected exams and/or engagement criteria
Details of the timing of circumstances and impact on you in your statement
Completed supporting statement from your PT or CPT is uploaded (click pending if you do not have it yet)
Any supporting evidence is uploaded (click pending if you do not have it yet)

***IMPORTANT*** It is your responsibility to submit everything correctly on Tabula by the deadline as we do not usually contact students during the exam period for any queries on your supporting documents.

Please make sure any pending evidence is uploaded by deadline given by CPG (Course Progress Group).

Further Information and Resources

Mitigating Circumstances Supporting Statement (Word doc)

The university's policy and procedure on mitigating circumstances is available here

A Tabula guide on how to declare mitigating circumstances

Mitigating Circumstances: Advice for Students

Circumstances - Evidence Requirements

Abbreviations

CPG = Course Progress Group

PT = Personal Tutor (Phase 1 only)

CPT= Clinical Personal Tutor (Phases 2&3)

DST = Deputy Senior Tutor

ST = Senior Tutor

EC= Engagement Criteria

MC = Mitigating Circumstances

visual representation of the process of submitting mitigation (details are in text of webpages)

FAQs Mitigating Circumstances

FAQs

What happens to mitigating circumstances submissions?

Allsubmissions received from students will be added to a “CPG Panel” on Tabulabefore the meeting of the CPG panel
Mitigating circumstances claims will be considered by CPG who act as the Mitigating Circumstances Panel for the Board of Examiners.
CPG advise the Board of Examiners of the grading given to the mitigating circumstances submission, this is based on the likely impact on the student at the time of exams, whether there are adequate details in the statement, and if relevant supporting evidence is provided.
The Board of Examiners will make any final decisions on grading and the outcome.
Mitigating circumstances will not change your marks or grade, and do not affect pass/fail decisions.
Submission of mitigation does not affect the right to appeal against the Examination Board’s decision.

What should I do if something happens during the exams or after the deadline?

You can still submit mitigation. However, mitigating circumstances cannot be submitted retrospectively (after CPG panel have met).

1. Inform the Exams team immediately in person or onmbchb.exams@warwick.ac.uk

2. Contact your PT or CPT (or DST if not available)- you will need a supporting statement from them.

3. Inform Morna Woods (Student Support Officer) or CPG who will advise you how to submit mitigating circumstancesmbchb_cpg@warwick.ac.uk

Who can I ask for help?

If you are unsure about whether you should submit mitigation or what evidence would be appropriate, please discuss this with your PT or CPGmbchb_cpg@warwick.ac.uk

What should I do if my evidence is about another person or is very sensitive?

Occasionally, it may be difficult to consult with your PT or CPT, or you may have circumstances that are unsuitable to submit on Tabula. In this situation, please emailmbchb_cpg@warwick.ac.ukto meet with the Chair of CPG: Louise Davis or the Deputy Chair of CPG: Helen Strachan-Jones.

Do my mitigating circumstances still apply for future exams or assessments; do they carry over for a resit?

No, the submission does not carry over; you will need a separate submission for each exam period. Therefore, if you resit an exam and have new mitigating circumstances, you need to add a new submission to Tabula. If you have the same situation that is ongoing then just explain how your circumstances were still affecting you and the impact it is having on you at the time of the next set of exams.

I missed some sessions or engagement tasks; should I submit mitigation?

Not necessarily. Usually, students remediate missed sessions and tasks with support from their phase academic team. You only need to submit mitigation if you will not have remediated missed learning (absences) or engagement criteria by the deadline for submitting mitigating circumstances (this is often the same deadline as for exams).

Progression criteria

Progression Criteria

In order to progress from one year of the course to the next year students must demonstrate to the Board of Examiners that they have fulfilled all the progression criteria.

What evidence is needed?

Pass end of year exams
Complete all engagement criteria
- Attendance
- Formative assessments
- Written assignments

Detailed information:

2023-2024 Progression Criteria

Progression Criteria have been reviewed by the Learning, Teaching and Quality Committee September 2023

2023 Cohort Phase 1 Progression Criteria

2022 Cohort Phase 2 Progression Criteria Link opens in a new window

2021 Cohort Phase 3 Progression Criteria

Previous academic years progression criteria (archive)

Progression criteria and deadlines for engagement tasks 22/23 - all Phases (Word document) - updated 24th November 2022 (note this applies for current 2020 cohort).

Pastoral and academic support

Everyone, at sometime during the course, feels overwhelmed by the amount they have to learn. Your personal tutor/clinical personal tutor is usually your first port of call, but you can also contact the deputy senior tutor for your phase (see Meet the Team pages for contact details)

Here are some other people and services you can contact if you need support to help you progress:

Block, Theme and Phase Leads: see your cohort Moodle pages for their contact details.
University Wellbeing Support Services: this page provided details on a wide range of support services available to you.
Undergraduate Skills and Development Programme: check out these webpages for information on study skills support including note-taking, revision and speed reading.
Student Union: offers a wide range of advice and support.

We support you academic progress in a number of ways:

Personal tutors/clinical personal tutors: are here to provide you with individual academic and pastoral support. They are supported by the Deputy Senior Tutor for your year and by a Senior Tutor. You can discuss your progress with them and any barriers or circumstances that are affecting your learning or engagement with the course. They will signpost you to individuals or services that can offer you support.

Block and Theme Leads: are available if you need information about a block or theme, or have questions about block or theme material. Their contact details are on block or theme Moodle page.

Phase Leads: coordinate the phase programme, oversee will be academic progress of students in their phase. They are available to meet with you if you need further academic advice.

The Course Progress Group One of its main roles is to have an overview of academic progress across all years of the course.

Reasonable adjustments

So that we can make sure that the appropriate support is in place for you it is important that you always inform us of your reasonable adjustment needs as early as possible.

Students are encouraged to register with Disability Services and meet with a member of the Disability, or the Mental Health and Wellbeing Team to discuss what reasonable adjustments may be helpful to enable a student to engage with their course. Adjustments are considered on an individual basis and considered in the context of the impact of a disability or learning difference, University policies and the Equality Act (2010).

Information on reasonable adjustments for studying and examinations is available here:

Reasonable adjustment for examinations must be approved prior to the reasonable adjustment deadlines set by the MBChB examinations team (usually 4 weeks ahead of each diet of summative examinations). For more information regarding the process, please contact

mbchb.exams@warwick.ac.uk