Chapter 10 - Mitigation: Deadline extensions and deferrals

* Coronavirus (COVID-19) and Black Lives Matter mitigation – information relating to 2019/20 and 2020/21 academic years only *

Please note: the Dean of Faculty/Deans of Faculties has approved temporary revisions to this chapter to ensure that appropriate alternative arrangements required during this period have been made. Information on the temporary arrangements in place may be consulted here: Exceptional Years Handbook: Chapter 1. The temporary arrangements will be in place The temporary arrangements will be in place for the duration of the 2019/20 and 2020/21 academic years, please ensure you have consulted the latest information available online before taking any action or providing any advice in connection with this policy.

Definitions

Examinations: Assessments undertaken under controlled and timed conditions e.g. exams, tests, presentations etc.

Assignments: Assessments not undertaken under controlled and timed conditions e.g. essays, fieldwork, lab reports etc.

  1. Mitigation
    1. Principles
      1. It is recognised that students can suffer illness or other adverse personal circumstances which affect their ability to complete an assessment. It is also recognised that the University measures students’ actual achievement rather than potential achievement.
      2. If a student is ill or affected by personal circumstances that potentially preclude them from undertaking an assessment on time, they should submit a mitigation application. This should be submitted no later than 24 hours following the affected assessment point. 
      3. Students must make a decision on whether to undertake the assessment on time with the knowledge that the mitigation application may or may not be successful. If students feel that their performance will be significantly affected, they should still submit their assessment, unless it is felt that to do so would exacerbate their condition or disrupt the examination for other students. In both cases, students can apply for mitigation. If their mitigation application is unsuccessful and they have not completed the assessment, they will automatically receive a mark of zero.
      4. In cases where a student applies for mitigation after they have attempted an assessment, this attempt will be removed from marking. This is following the principle that the student’s performance has been significantly affected so the attempt has been deemed void. In the event that the application is not successful then the assessment will be marked, and will count as the student’s first attempt.
      5. Where there is evidence to suggest that the student was not able to fully engage with procedures (examples are given under 10.4.2), the initial attempt may be marked with the student given the choice between the deferral and their original mark.
      6. An application for mitigation will be considered for:
        1. Single occasions of illness
        2. Adverse personal circumstances
        3. Relapses/ exacerbations of long-term fluctuating conditions/ disabilities.

          Where mitigating circumstances become apparent or where multiple mitigation applications have been submitted during the course of the programme, staff and students should consider use of the Health, Wellbeing and Support for Study procedure and Chapter 13 of the Learning and Teaching Handbook; Procedures for the interruption and voluntary withdrawal of taught students. Students should seek clear guidance from their personal tutors, the Student Finance Office, study skills advisers, Wellbeing Services or Penryn/ Truro Accessibility Service, or the Students’ Guild/ the Students' Union.
      7. For students with Individual Learning Plans (ILPs), recommendations for support will be in place in accordance with the guidance provided in Chapter 4 - Assessing students with disabilities. However it is acknowledged that students experiencing long term, fluctuating health conditions/ disabilities may need to apply for mitigation. 
      8. Specific guidance concerning mitigation for Sports Scholars and High Performance Athletes can be found in the Sports Scholars - Mitigation Guidance.
      9. For Degree Apprenticeship programmes, please see the Special Provisions information for further guidance.
    2. Information for Students
      1. The Hub Information Point webpages or equivalent must provide procedures and clear guidance on how students can apply for mitigation. This information should also include details of how these applications will be considered and the implications and likely outcomes of any mitigation application. This guidance should include examples of what circumstances will be considered acceptable.
    3. The Mitigation Committee
      1. Mitigation Committees must oversee the process by which applications for mitigation are considered. These can be established for discipline areas, for the College or for the campus.
      2. The membership of Mitigation Committees should be appropriately representative as far as possible. They must include qualified and experienced academic/ Professional Services staff.
      3. The Chair of the Mitigation Committee must not be the Chair of an Assessment, Progression and Awarding Committee, to ensure that there is no conflict of interest.
      4. In the interests of confidentiality the number of members of Mitigation Committees should be kept to a minimum.
      5. Where Mitigation Committees are established at College level it is appropriate to include a representative with experience of the teaching and assessment from each discipline.
      6. One or more members of the committee, usually a senior administrator, should be appointed annually by the committee with delegated responsibility to initially consider all mitigation requests.
      7. Pro-Vice Chancellors and Executive Deans of Colleges should not sit on Mitigation Committees in order that they can consider any appeals arising.
      8. External Examiners and the relevant Assessment, Progression and Awarding Committee should have access to the decisions of the Mitigation Committee.
    4. Applications for Mitigation
      1. Applications for mitigation shouldbe made prior to the assessment deadline or within 24 hours. There are two methods by which students can access mitigation. These are:
        1. One week evidence-free extensions (coursework assessments only) via the BART system (see 10.5). Please note that this is only available for submissions made via the BART system. All applications for non-BART assessments must be made via the evidence-based mitigation process. In some instances regulated professional programmes may have regulations in place that prohibit access to the evidence-free extension. Departments will advise students if this is the case for any of their assessments.
        2. Evidence-based mitigation via an application form (see10.6).
      2. Late applications for mitigation should only be considered in exceptional circumstances, where there are compelling reasons why the application was not made at the time. Examples may include an unexpected traumatic event, an emerging health condition, the effect of which was not clear at the time of the assessment, or a health condition which prevents a student’s ability to understand or engage with the procedures. Late applications should be made via the evidence-based mitigation process.
      3. Students are responsible for making applications for mitigation to the College delivering the affected module or via BART for one week evidence-free extensions. Where performance is believed to have been affected in modules from more than one College the student must apply separately to each College.
    5. One Week Evidence-Free Extensions (coursework assignments only and BART submissions only)
      1. For coursework assignments (and not for examinations) and on a limited number of occasions during the year, students can add an evidence-free extension of one week directly within the BART submission system.
      2. Students can add a one week evidence-free extension on a limited number of occasions (the number of times will be advised to students by their Hub) in a rolling 12 month period. The rolling period starts when a student submits their first extension request and after this date a student can submit up to the advised maximum permitted requests within the next 12 months. Any extensions required after the allocated maximum permitted requests have been used must be applied for through the evidence-based process.
      3. Unused extensions will not roll-over into the next 12 month period.
      4. Students with one week extensions on an ILP will have no limit to the number of evidence-free extensions they can have in a 12 month period.
      5. Students (including students with one week extensions on their ILP) can only use a one week evidence-free extension once per assignment. If a student requires an extension of longer than one-week they must apply via the evidence-based mitigation process (see 10.6 below).
      6. A one week extension will be a seven calendar-day extension. The new deadline (after the extension has been applied) may fall on a University closure day when support may not be available. Students must accept that this is the case when submitting the request for an evidence-free extension.
      7. When a student selects the option for a one week evidence-free extension within BART, their submission date will be updated immediately and students will also be sent an email confirming the new submission date.
      8. The BART system will display to students how many one week evidence-free extensions they have left within the rolling 12 month period.
      9. Students are entitled to withdraw their request for a one week evidence-free extension up to up to three working days after the assessment deadline if they have submitted the assignment before the deadline. The student’s available number of extensions for the rolling 12 month period will then be readjusted accordingly.
    6. Evidence-based Mitigation Process
      1. For coursework assignments where an extension of more than one week is required, where all of a student’s one week evidence-free extensions have been used and for any non-Bart assessments and all examinations students may apply for mitigation via an application form available from The Hub Information Point webpages.
      2. Students may apply for mitigation for more than one module where the same circumstances have affected more than one examination/ assignment. However, students must use the application form and be explicit in detailing:
        1. The circumstances which have affected them.
        2. Which examinations/ assignments have been affected and the module code of each assessment.
        3. How these circumstances have affected them/ their performance.
        4. Students are entitled to withdraw their mitigation application up to three working days after the assessment deadline.
      3. Students applying for mitigation should submit verifiable and/or independent evidence of the circumstances which have affected their performance. Where ill health has been sufficiently serious to have affected performance, the student must have consulted a medical practitioner or Wellbeing professional and obtained supporting evidence (see Annex F for examples of appropriate evidence).
    7. Consideration of Applications
      1. Mitigation Committees should consider applications in a timely fashion through meetings or through delegating responsibility to a member of the Mitigation Committee, in accordance with the guidance provided in Annex F.
      2. Mitigation committees must be consulted on all non-standard cases.
      3. The consequences for classification of any adjustments will not be a factor in Mitigation Committees’ consideration.
      4. Where an application for mitigation is made on the basis of especially sensitive information this should be treated confidentially and the reasons for the application may be considered by the Chair of the Mitigation Committee only and not shared with the rest of the Committee. Examples of this type of sensitive information include being the victim of a serious personal assault or termination of pregnancy.
      5. The Mitigation Committee may decide that there are no grounds for action because one of the following conditions applies:
        1. The evidence presented does not support the claim that the student may have been affected and no further action is required.
        2. An application was not submitted or was made too late without compelling reasons for why the application was not made at the time of the effect on performance.
      6. Where the Mitigation Committee decides that action is required the following options should be considered the most commonly applicable outcomes:
        1. Examination; Deferral of the examination. This can be decided even where the examination has been attempted if the Mitigation Committee decides that the student may have been effectively incapable of sitting the examination.
        2. Assignment; Permitting an extension to the submission deadline for assignments or in-year deferral.
      7. In exceptional circumstances, (see Annex F) where deferral or an extension to an assessment deadline is not appropriate, the following may also be considered:
        1. Setting aside the assessment mark or module mark when considering progression, classification or condonement.
        2. Substitution of a proxy mark for any affected assessment. This is appropriate where there is sufficient evidence of a student’s performance in other examination/assignment so that the Mitigation Committee can have reasonable confidence in the validity of the proxy mark – e.g. by ranked performance in similar examination/assignment in a similar subject. Where a proxy mark was derived largely from the student’s performance in all the other modules in the same year (as opposed to information specific to that or similar modules) it should not exceed the student’s stage average for that year. The substitution of a proxy mark can be problematic however for degrees with professional qualifying status and therefore may not be possible.
      8. The Mitigation Committee must clearly record every decision and the reasons for it. All students should be informed of these decisions as soon as possible.
      9. Decisions of Mitigation Committees must be reported to the Programme/Discipline Assessment, Progression and Awarding Committee. These decisions are not then subject to change except where the Programme/Discipline Assessment, Progression and Awarding Committee considers that a decision to defer an examination (or assignment) is unnecessary for the purpose of classification, i.e. where the likely outcome of such a deferral will not affect the overall classification.
    8. Appeals
      1. Students have the right to appeal against the decision made by a Mitigation Committee. Such appeals must be submitted within 10 working days of the outcome of the mitigation being communicated to the student and may be made only on the following grounds:
        1. Procedural error or evidence of bias or prejudice.
        2. The decision reached is one which no reasonable body, properly directing itself, could have arrived at.
      2. Appeals should not be considered on the following grounds:
        1. Dissatisfaction with the reasonable judgment of the Mitigation Committee.
        2. Late submission of an application for mitigation to support an application where there are no compelling grounds for the lateness.
      3. Appeals will be considered through the University’s Student Academic Appeals procedure.
    9. Supporting Documentation:
      Mitigation Supporting Documentation; Process Flow Chart for Staff
      Mitigation Supporting Documentation; Process Flow Chart for Staff and Students
      Mitigation Application flow chart


 

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