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application for graduate mitigating circumstances

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application for graduate mitigating circumstances

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									Application for Postgraduate Programmes Mitigating Circumstances/Extension Request
Name: UB No:
Please tick all appropriate boxes

Email: Course:

 I have READ the School of Management regulations that govern mitigating circumstances/extension requests and I am applying for consideration of circumstances:  for non-attendance at examination  that have had an impact on my performance  for late submission of assessed coursework  for an extension to the submission deadline of assessed coursework until: ……………………….(date) Modules affected (Complete all Sections): Module Module Title Code Module Tutor Date of Exam/Assignment

Details of circumstances: (include time/duration of circumstances)

What would be the must favourable outcome for you?: ……………………………………………………….…… ………………………………………………………………………………………………………………………………………….
You may attach a separate sheet if required.

Supporting Documentary evidence provided to the Graduate Office:  Medical Note  Police Report  Insurance Report  Death Certificate Other: I certify that the information provided on this form and in the above statement is correct and I accept that it is my responsibility to provide evidence to substantiate my claim. Date: Signed: …………………………………………………………..(Student) NB: For Mitigating Circumstances - THIS FORM SHOULD BE RETURNED TO THE SENIOR ASSESSMENT ADMINISTRATOR NO MORE THAN 7 DAYS AFTER THE EXAMINATION/ASSESSMENT DEADLINE TO WHICH YOU APPLY FOR OFFICIAL USE ONLY Documents Received  Extension granted: Yes / No – Decision of Mitigating Circumstances Committee MC Accepted  Additional Notes: MC Rejected  Date: ……………………………………….. Documentation Validated  Date: ……………………………………….. New submission date: …………………………...

Student informed of decision by letter/email on - Date:………………………………………....
Mitigating Circumstances/student guidance on MCs –Sept 07

UNIVERSITY OF BRADFORD SCHOOL OF MANAGEMENT
Guidelines to Students on Submission of Mitigating Circumstances The Administrative Regulations Relating to Assessment provide a general definition of mitigating circumstances, these include:   Ill-health or other form of adverse circumstance which may have led to a significant impairment of a student‟s performance in an assessment; Good cause which has prevented a student from attending required assessment or from completing a particular assessment or examination.

'Mitigating circumstances' means any significant circumstances beyond a students‟ control that have affected their performance in assessments (both examinations and in-course assessments) during the academic session. The School allows students to draw its attention to such circumstances. In the consideration of these Mitigating circumstances (MCs) submitted by yourself, the following principles will be followed by the Examination Board: 1 2 3 The School will ensure equity of treatment to all students and maintain a clear record of accepted and rejected cases. The School will maintain the greatest possible level of confidentiality concerning the personal affairs of students as is practically reasonable. The School will adhere to clearly defined guidelines as to the nature of admissible evidence and the validity of claims.

It should be noted that academic awards and grades are decided on the basis of level of performance, and achievement of the learning outcomes. If mitigating circumstances are accepted, then this will normally result in the assignment or examination affected being set aside, and the student being given a further opportunity to submit the assignment or take the examination as a first attempt. Mitigating circumstances, however genuine, can never be a substitute for successfully passing assessments or examinations. Marks will not change as a result of mitigation being accepted. Examination Board – regulations The decisions available to the Examination Board in the case of mitigating circumstances are set out in the Regulations Governing Postgraduate Awards and Regulations Governing Undergraduate Awards at the links below: http://www.brad.ac.uk/admin/acsec/QA_Hbk/Postgrad_Taught_Regs.html http://www.brad.ac.uk/admin/acsec/QA_Hbk/Undergrad_Regs_.html#assessment_results Examination Board – possible decisions 1 Extensions to Coursework Submission Deadlines

Normally extensions to coursework submission deadlines would be dealt with prior to the Examination board. However, in exceptional circumstances, whereby a student has failed to meet an already extended deadline, the Examination board, via the Mitigating Circumstances Committee, may decide to support a request for a further extension. 2. Progression decisions at Undergraduate level

Where a Board of Examiners accepts a claim of mitigating circumstances, it can take this into account in its decisions about progression (i.e. at all Stages other than the Final Stage) in a number of different ways. In determining which of the following options to take, the Board of Examiners is free to use its discretion, but it should ensure that all decisions are applied in an equitable and fair manner (e.g. that
Mitigating Circumstances/student guidance on MCs –Sept 07

similar claims by different students are dealt with in similar ways, both within a particular c ohort and between cohorts from year to year).  the Board can recommend that the student be permitted to repeat the examination(s) and/or assessment(s) as if for the first time. In cases where the mark is to be carried forward as part of the calculation for degree classification, this may be the best way to take mitigating circumstances into account, because it allows the student to demonstrate his/her true abilities, unencumbered by mitigating circumstances; it can condone missing coursework or examinations: i.e. judge progression as if a pass had been achieved. The Board should record its decision, and the reasons for it, in its minutes. However, in recognition of the fact that the University considers that condonement is not always in the best interests of the student, especially at Stage Two, students who have failed a unit owing to mitigating circumstances should be advised normally to undertake supplementary assessment as a first attempt. The Senate agreed that condonement be permitted, in certain cases at the discretion of the Board of Examiners where it is deemed that the interests of the student would not be served. The Board should seek to apply this consistently within and between cohorts. Separate, specific approval is not required in cases where there are documented mitigating circumstances, prior to the publication of the results. it can refer the student in up to 20 credits in exceptional circumstances (which could include mitigating circumstances), i.e. allow the student to proceed to the next Stage, provided that the examination(s) and/or assessment(s) in question are completed by the close of that Stage and recommend that the student be permitted to repeat the examination(s) and/or assessment(s) as if for the first time. See section 11 of the Regulations Governing Undergraduate Awards. Award Decisions at the Final Undergraduate Stage and at the Postgraduate Level:

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3.

At the final Stage in an undergraduate course of study and at the postgraduate level, the following options are available to an awarding Board of Examiners:  it can recommend the award of a classification other than that which would be indicated by the student’s actual performance. Such a decision tends to be taken where the mitigating circumstances have affected only one or two unit marks, so that the Board is able to make an informed decision about the classification that the student merits. The reasons for such a decision must be recorded in the Minutes of the meeting of the Board of Examiners. See section 19 of the Regulations Governing Undergraduate Awards or section 11 of the Regulations Governing Postgraduate Taught Courses. students can be permitted to take supplementary assessment as if at the first attempt (Deferral). The more successful performance, whether on the first or the second occasion, will carry forward. This option can be taken where the Board of Examiners is unable to make an informed decision about the degree classification the student would have obtained, had the mitigating circumstances not occurred (e.g. where the circumstances affect several unit marks) or where the Examination board is considering progression rather than award. See section 19 of the Regulations Governing Undergraduate Awards or section 11 of the Regulations Governing Postgraduate Taught Courses. Notwithstanding this, undergraduate students are permitted, from the 2005/06 academic year, up to 4 attempts in total at assessment, at the discretion of the Board of Examiners, in accordance with the provisions of the regulations concerning reassessment at the final Stage. the Board can recommend that a student is granted an Aegrotat Award. Such a recommendation must always be based on evidence that the student‟s work during the course of study showed beyond reasonable doubt that the student would, in normal circumstances, have been recommended for the relevant award, and, in the case of illness, by a certificate signed by a Registered Medical Practitioner. The decision to recommend an Aegrotat Award tends to be made where the mitigating circumstances affect much of the student‟s performance in the final Stage. See section 20 of the Regulations Governing Undergraduate Awards or section 12 of the Regulations Governing Postgraduate Taught Courses.

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Mitigating Circumstances/student guidance on MCs –Sept 07

4.

Claims of Mitigating Circumstances which are not accepted.

Where a claim of mitigating circumstances is not accepted, the student will be treated as any other. This means, where a deadline for the submission of assessed coursework was not met, a mark of 0% (grade of NN at the Postgraduate level) will be awarded, and where re-assessment is required, this will be regarded as a second (postgraduate), third or fourth attempt (undergraduate), as appropriate. Procedure A claim for mitigating circumstances should be submitted to the Examination Board, via the Programme Administrator or your Personal Tutor. At Undergraduate level, applications should be submitted via the Chair of the Mitigating Circumstances committee. Further information is available on the web. Claims should be submitted:    In writing and on the relevant form, including information about the mitigating circumstances and accompanied by relevant supporting evidence; No later than 7 days after the examination/assessment deadline to which they apply; Include an indication of your preferred outcome from the options above.

Making judgements on claims of mitigating circumstances is the responsibility of the Examination Board, working with the Mitigating Circumstances Sub-Committee. The membership of the Mitigating Circumstances Sub-Committee includes all Programme Directors of Study. Students will be notified of the decision of the Examination Board within 10 working days of the Board meeting. Supporting evidence The report or evidence supporting a claim of mitigating circumstances will usually originate from a third party who know a student in a professional capacity (e.g. Doctor, Police Officer, University Counsellor, Solicitor, Employer). All correspondence should be on letter-headed note paper, and be signed and dated by the originator. Supporting evidence that is in any other language than English should be translated. Authorised translators include:    The University of Bradford Language Unit A professional translator (the translation must be accompanied by a formal invoice for the services of the translator which includes their formal credentials) An academic employed by the University or by another University (the translation must be accompanied by a formal letter, on University letter headed paper, providing the credentials of the translator).

Evidence provided in support of an application in a language other than English which is not accompanied by an appropriate translation as above will be ignored.

Mitigating Circumstances/student guidance on MCs –Sept 07

Main types of Mitigating Circumstance (MC) Evidence required reported Medical certificate, or 1 Medical (serious) suffered immediately prior or during the period of assessment. Examples: evidence from the broken limb, problem with eyesight, influenza, Invigilator‟s log. vomiting or migraine, infectious condition. Note: Influenza („flu‟) does not refer to the common cold or conditions with similar symptoms. 2 Medical (minor). Examples: headache, colds; i.e. Not applicable minor conditions that do not directly affect the ability to take the assessment and/or do not require medical attention. Note: This would also cover Serious illnesses that have not directly affected a period of assessment. 3 Disabled students (i) Late disclosure of a disability without valid (i) Not applicable reason/request for disability adjustment (in the 4 weeks prior to an exam period is not an acceptable MC. (ii) Late disclosure of a disability with valid reason (ii) University‟s Disability /request for disability adjustment (in the 4 weeks Officer report, confirming prior to an exam period). Adjustments will be made that MC is valid. where possible. If not possible this can be considered as an MC and students seek advice from the Disability Office. (iii) Unforeseen effect of a disability – when the (iii) University‟s Disability effect of a disability is not anticipated or a Officer report, confirming reasonable adjustment agreed through a Disability that MC is valid. Officer report e.g. an epileptic seizure, unexpected episode of ill mental health 4 Death in immediate family (grandparent, parent, sibling, child, grandchild, first cousin, aunt, uncle, spouse, partner, parent-in-law) or close friend within 6 weeks of the relevant assessment date. 5 Attendance at a funeral at the time of the assessment.

Action (levels 0,1,2) Deferral

Action (levels 3, M) Deferral; Supplementary assessment as if at first attempt. Awarding Examination Board may consider an Aegrotat award or classification other than that which would be indicated by the student‟s actual performance.

Not an acceptable Mitigating Circumstance.

(i) Not an acceptable MC

(i) Not an acceptable MC

(ii) Deferral

(ii) As circumstance 1; the Examination Board will consider the seriousness of the condition and the extent of the student‟s responsibility to inform.

(iii) Deferral

(iii) As circumstance 1; the Examination Board will consider the seriousness of the condition and the extent of the student‟s ability to manage symptoms.

Death certificate, additional Deferral information (location of funeral, any religious observance requirements for mourning, etc.) Death certificate, additional Deferral information (location of funeral, any religious observance requirements for mourning, etc.)

Deferral; Supplementary assessment as if at first attempt. The Examination Board will consider the timing of the death, the responsibilities of the student (e.g. funeral arrangements) and the closeness of the relationship. Deferral; Supplementary assessment as if at first attempt. The Examination Board will consider the timing of the death, the responsibilities of the student (e.g. funeral arrangements) and the closeness of the relationship.

Mitigating Circumstances/student guidance on MCs –Sept 07

Not applicable 6 Death of a relative or friend more than 6 weeks before the relevant assessment date, or the funeral is not at same time as assessment. 7 Serious illness in family (particularly where the student has duty of care, “family” defined as circumstance 4) 8 Commitment outside of the student‟s control (e.g. emergencies, including unexpected loss of child care) on the date when the student is required to attend for an assessment. 9 Work commitments (part-time students only) (e.g. heavy, unforeseen workload at the time that an assessment is due) 1 0 1 1 1 2 1 3 1 4 Medical certificate

Not an acceptable MC.

Deferral

Deferral; Supplementary assessment as if at first attempt. The Examination Board will consider the timing of the illness, the responsibilities of the student and the closeness of the relationship. Deferral; Supplementary assessment as if at first attempt. The Examination Board will consider the seriousness of the event and the extent of the student‟s control.

As appropriate, (e.g. letter Deferral from employer or nursery).

As appropriate, (e.g. Deferral; Supplementary assessment as if at first attempt. signed letter from employer on headed paper.) Serious transport problem (i.e. exceptional As appropriate, (e.g. copy Deferral Deferral; Supplementary assessment as if at first circumstance such as a serious rail delay or road of ticket, compensation slip attempt. The Examination Board will consider the traffic accident) from rail company) severity of the transport incident and the extent of the student‟s control. Routine, predictable or partly predictable transport Not applicable Not an acceptable MC problem (e.g. traffic jams, a late train or bus, tyre puncture etc) Misunderstood examination timetable Overslept Religious reasons, where not working is a requirement. Not applicable Not applicable Not applicable. Not an acceptable MC Not an acceptable MC Not an acceptable MC. The School will make reasonable attempts to take religious requirements into consideration when preparing the assessment timetable and will expect students to manage their workload accordingly. Deferral Deferral, Supplementary assessment as if at first attempt. Awarding Examination board may consider an Aegrotat award or classification other than that which would be indicated by the student‟s actual performance if the seriousness of the problem supports such a decision. Not an acceptable MC

As appropriate (e.g. letter 1 Serious personal problems not medical (e.g. 5 separation from spouse, or partner) within 2 weeks from counsellor, landlord of the date when the student is required to attend etc) for an assessment.

1 Financial 6
Mitigating Circumstances/student guidance on MCs –Sept 07

Not applicable

1 Holidays 7 1 Computer problems (loss of work) 8

Booking information

Deferral. Only acceptable for Part-time students and if the booking is made prior to registration. Not acceptable, unless experienced by a sufficiently large group of students then Deferral; the Examination Board will consider the seriousness of the event and the extent of the student‟s control.

As appropriate (e.g. memo Not acceptable, unless from LSS explaining the experienced by a nature of the problem) sufficiently large group of students Various (diary of missed meetings or classes etc. email correspondence) Crime reference number

1 Complaints about SoM staff (e.g. supervision) 9 2 Computer theft (loss of work) 0

Dealt with as an Appeal procedure. Dealt with as an Extension request.

Mitigating Circumstances/student guidance on MCs –Sept 07


								
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