Annex F - Mitigation

1. Mitigation - Examples of circumstances which may be considered to have significantly affected a student’s performance

These are normally exceptional circumstances, outside your control, that may have prevented you from either demonstrating or acquiring the skills, knowledge, competencies required to meet the learning outcomes associated with an assessment that contributes to the qualification for which you are studying.

1.1 Applications for mitigation are considered on an individual student basis, taking in to account any previous applications for mitigation.

1.2 Where an Individual Learning Plan (ILP) is in place, recommendations for support have been considered for students in conjunction with Chapter 4 – Assessing Students with Disabilities and the AccessAbility or Wellbeing Services. However, students with long term, fluctuating health conditions/ disabilities will be able to apply for mitigation as a result of their health and their ILP will provide the Mitigation Committee or their delegated representative a useful context when considering an application. 

1.3 It is at the discretion of the Mitigation Committee to consider the individual circumstances provided by the student in order to agree reasonable and justifiable outcomes.

2. A non-exhaustive list of examples of commonly accepted grounds / reasons (see section 5 for accepted evidence):

i. Bereavement – death of close relative / significant other

ii. Serious short term illness or accident of a nature which in an employment context would have led to an absence on sick leave (please see section 3 below for guidance on non-accepted medical grounds)

iii. A long term fluctuating health condition/ disability

iv. Significant worsening in any adverse personal/ family/ welfare circumstances

v. Caring responsibilities e.g. where pre-established caring arrangements temporarily break down (please see section 4 below for guidance on non-accepted grounds related to caring). Please also see the information here with regard to support for students with caring responsibilities.

vi. IT issues such as internet outages and computer failure which are reported at the time of the issue.

vii. Other exceptional factors for which there is evidence of impact.

3. Examples of circumstances which may not be considered to have significantly affected a student’s performance: a non-exhaustive list of examples of commonly rejected grounds/reasons:

i. Alleged medical circumstances outside the relevant assessment period or learning period for which extenuating / special circumstances have been applied for.

ii. Colds, minor illness or ailment, which in a work situation would be unlikely to lead to absence from work. Students should allow time for such circumstances within their planning.

iii. If there is a reasonable case that circumstances relied on were foreseeable or preventable, i.e. the following will commonly not be accepted:

a) Holidays
b) Financial issues
c) Poor IT practice e.g. no back up of electronic documents
d) Lack of awareness of submission dates /times and examination date / times
e) Poor time management
f) Submission of incorrect document

iv. Late disclosure of circumstances on the basis that students were able but unwilling to confide in a staff member about their extenuating / special circumstances.

If the disruption to study caused by illness/ accident does not reasonably disrupt the submission of an assignment on time, mitigation will not be approved (please refer to sections 1 and 2 above for more information on accepted grounds for mitigation).

4. Examples of exceptional circumstances which may be considered where retrospective or late application for mitigation are made or where examination deferral or deadline extension are not appropriate 

i. Confirmed severe mental health issues.

ii. Illness which has led to confirmed hospitalisation of the student and prevented the submission of a mitigation application.

This is not an exhaustive list and similar exceptional circumstances should be considered alongside guidance in section 10.4.2 of the Mitigation guidance which refers to late applications.

5. Examples of accepted evidence in order of preferece for acceptance:

1. For bereavement:

i. Any medical evidence of impact of bereavement e.g. letter of GP/ SHC/ other medical professional treatment note.
ii. Death certificate.
iii. Copy of order of service.
iv. Statement from an immediate family member.
v. Statement of support from any Exeter staff member e.g. Education Welfare Advisors, Wellbeing Staff, Academic Personal Tutor, Guild Advice unit, dissertation tutor, module lead for the module/ seminar lead for that group or assignment. This should be a member of staff who is already familiar with the circumstances and has knowledge of the issue about which the application for mitigation is being made.

2.  Serious short term illness or accident of a nature which in an employment context would have led to an absence on sick leave or long term fluctuating health condition/ disability.

i. Any medical evidence of impact e.g. letter of GP/ SHC/ other medical professional treatment note. This must cover the period(s) of impact.

3. A long term fluctuating health condition/ disability.

i. Any medical evidence of impact of incident e.g. letter of GP/ SHC/ other medical professional treatment note.
ii.  An Individual Learning Plan (ILP) which supports the granting of extensions.
iii. Statement of support from any Exeter staff member: e.g. Education Welfare Advisors, Wellbeing Staff, Academic Personal Tutor, Guild Advice unit, dissertation tutor, module lead for the module/ seminar lead for that group or assignment. This should be a member of staff who is already familiar with the circumstances and has knowledge of the issue about which the application for mitigation is being made.

4. Significant worsening in any adverse personal/ family/ welfare circumstances.

i. Any medical evidence of impact of incident e.g. letter of GP/ SHC/ other medical professional treatment note.
ii. Statement of support from any Exeter staff member e.g. Education Welfare Advisors, Wellbeing Staff, Academic Personal Tutor, Guild Advice unit, dissertation tutor, module lead for the module/ seminar lead for that group or assignment. This should be a member of staff who is already familiar with the circumstances and has knowledge of the issue about which the application for mitigation is being made.

5. Caring responsibilities:

i. Message from caring provider stating that the provision is not available.
ii. Any medical evidence of impact of incident e.g. letter of GP/ SHC/ other medical professional treatment note.

6. IT issues such as internet outages and computer failure which are reported at the time of the issue:

i. Statement of outage (wifi/ electrical) from provider.
ii. Video of crashed device with date and student number evidenced in the picture.
iii. Email from device supplier or repair shop with estimate time of completion.
iv. Statement from staff member if staff member was present at time of technical issue.

7. Other exceptional factors for which there is evidence of impact:

Examples of acceptable evidence/ application support routes.

7.1 Impact from racial trauma – Range of possible suitable evidences in order of preference for acceptance:

i.Statement of support from any Exeter Racial Equality or EDI roleholder e.g. College Academic Lead for Student Support (Racial Equality and Inclusion)/ Race Equality Resource Officer/ Exeter Speak Out Guardian/ Dignity and Respect Advisors/ Raising Concerns Leads (CMH clinical programmes only).
ii. Formal complaints report submitted through Exeter Speaks Out/ Raising Concerns Leads.
iii. Police report, if available.
iv. Estate patrol report, if available.
v. Any medical evidence of impact of incident e.g. letter of GP/SHC/other medical professional treatment note.
vi. Statement of support from any Exeter staff member: e.g. Education Welfare Advisors, Wellbeing Staff, Academic Personal Tutor, Guild Advice unit, dissertation tutor, module lead for the module/ seminar lead for that group or assignment. This should be a member of staff who is already familiar with the circumstances and has knowledge of the issue about which the application for mitigation is being made.

7.2 Impact from global or national disruption:

7.2.1 Students studying in their country of domicile may experience impact of issues on the ground in that country: evacuation, local infrastructure, local safety, recent disruptive events:

i. Any national or government instructions or notices (in English).
ii. News articles or other reliable media sources.
iii. Statement of support from any Exeter staff member: e.g. Education Welfare Advisors, Wellbeing Staff, Academic Personal Tutor, Guild Advice unit, dissertation tutor, module lead for the module/ seminar lead for that group or assignment. This should be a member of staff who is already familiar with the circumstances and has knowledge of the issue about which the application for mitigation is being made.

7.2.2 For those studying in Devon or Cornwall who experience the impact of issues for family or business in their country of domicile:

i. Any medical evidence of impact of incident e.g. letter of GP/SHC/other medical professional treatment note.
ii. One or more of the following:
    - Any national or government instructions or notices (in English).
    - News articles or other reliable media sources.
iii. Statement of support from any Exeter staff member e.g. Education Welfare Advisors, Wellbeing Staff, Academic Personal Tutor, Guild Advice unit, dissertation tutor, module lead for the module/ seminar lead for that group or assignment. This should be a member of staff who is already familiar with the circumstances and has knowledge of the issue about which the application for mitigation is being made

This is not an exhaustive list and similar exceptional circumstances should be considered alongside guidance in section 10.4.2 of the Mitigation guidance which refers to late applications.

 

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