Information on the Mitigation & Extenuating Circumstances procedure
 

Leeds Beckett Students’ Union Advice Service is closed until 6th January 2025.

We understand you might want some guidance on the Mitigation & Extenuating Circumstances procedure during this time and so we have detailed below an explanation of the process.

We are independent from the University, and we do not administer the Mitigation & Extenuating Circumstances procedure, we offer advice and guidance on the process itself.

The University employs a 'fit to sit policy' which means that if a student submits work for an assessment or attends an examination, they are declaring themselves 'fit' to sit that assessment (i.e., by attending or submitting they are stating that they have no problems or circumstances that are affecting them or their academic ability).

If you are not Fit to Sit, then you can apply for an Extension/Mitigation/Authorised Absence depending on your circumstances.
 

Extensions

For extensions up to 5 working days if your course has a flexible submission window

  • Some courses have introduced a 5-working day flexible submission window in which you can submit your work. Please check with your course admin to see if this applies to you if you are not sure but you should have received communication from your course already so check your emails.

  • The flexible submission window means students do not need to apply for an extension for up to 5 working days after the original deadline. Please check with your course admin to see individual rules related to the flexible submission window.

  • If your course has introduced this then you will only need to apply for an extension if you need an additional 5 working days (so 10 working days in total which is the maximum allowed).

  • You cannot apply for an extension on exams, timed assessments, or practical assessments such as presentations. You would need to apply for “Mitigation” for those assessment types (see below for more information).

 

For extensions up to 10 working days if your course has a flexible submission window

  • There may be instances where students require further time in addition to the flexible submission period and in such cases, a further 5 working days can be requested (equating to 10 working days from the original deadline in total).

  • Requests will only be considered where students can evidence that their work has been impacted for approximately 10 days or more.

  • All requests must be accompanied by appropriate and up to date supporting evidence, for example a doctor’s letter.

  • Select the Extension Option on the online form to request an extension.

  • Extensions are not normally considered after the deadline for submission. However, the member of staff considering such requests can exceptionally allow a student to submit a request for an extension up to one working day after the submission deadline.

  • A designated member of staff within your School will consider your request and inform you if your extension has been granted.

  • You should contact your Course Administrator* if you want to find out if a decision can be made before your assessment deadline as they administer the extension / mitigation process. In the meantime, we would advise you, where possible, to keep working towards your deadline.

 

Extensions if your course has not got a flexible submission window

Select the Extension Option on the online form to request an extension of up to 5 working days (in exceptional circumstances up to 10 working days can be considered – if you need 10 working days, then state this explicitly on the form).

  • Extensions are not granted for examinations. Extra time is only given during exams for those with Reasonable Adjustment Plans via Disability Support.

  • Extensions are not normally considered after the deadline for submission. However, the member of staff considering such requests can exceptionally allow a student to submit a request for an extension up to one working day after the submission deadline.

  • The University accept that it will be difficult to obtain evidence from a GP or health care professional at the present time. If you wish to request an extension, self-certification for up to 5 working days will be permitted and no evidence will be required.

  • If your request for extension relates to periods of more than 5 working days, then independent documentary or medical evidence normally will be required to support your extension request and should explain the impact the circumstances have had on your ability to submit. This should be uploaded to the online submission.

  • A designated member of staff within your School will consider your request and inform you if your extension has been granted.

  • You should contact your Course Administrator* if you want to find out if a decision can be made before your assessment deadline as they administer the extension / mitigation process. In the meantime, we would advise you, where possible, to keep working towards your deadline.

 

Mitigation

Select the Mitigation Option if an extension would not be a suitable remedy to your situation. There are a number of options that a request for mitigation may result in but the most usual would be a deferral of the work to the next available opportunity.

  • When requesting Mitigation, you need to provide independent evidence that should explain the impact the circumstances have had on your ability to submit work by the due date. It is important that the documents you provide cover the relevant dates, otherwise it may not be considered.

  • You will normally need to submit your Mitigation Request and independent supporting evidence to the University as soon as possible and normally within 5 working days from the assessment deadline.

  • If you do not have the evidence to hand at the point at which you are submitting the form, you can still submit the form, but you must ensure that you return to the form to upload the evidence within 5 working days of submitting the form.

  • Your Mitigation request will be considered by the next scheduled Mitigation Panel and they will inform you if deferral of your assessments has been granted.

  • If your request is not granted and you have not submitted your work, then your assessment will be marked as a non-submission, unless you submit the work late but still within the accepted period of lateness. See here for more information on this in section 3.12 Penalties for Late Submissions: https://www.leedsbeckett.ac.uk/-/media/files/our-university/academic-regulations/3-education-assessment/ar3_education_and_assessment.pdf Non submissions will likely impact on your progression.

  • Mitigation Panels normally sit once a month, and students are normally informed within 5 working days after the panel whether or not their application for Mitigation has been accepted or rejected. If you want to find out the date the next Mitigation Panel for your School is due to sit, please contact your Course Administrator*.

  • We would advise that you contact your Course Administrator* to find out the date your assessment(s) will be deferred to as this may impact on your decision to submit for mitigation or a shorter extension as the next available opportunity may be in the following academic year and this could impact on progression/final award.

  • If the module you are seeking mitigation for is a pre-requisite module or core module then a deferral of that module could also impact on progression. You should discuss this with your course team.

 

Authorised Absence

Select the ‘Authorised Absence’ option in advance of the examination or assessment dates of any assessments affected, if you are unable to attend those examinations and/or assessments due to a formal obligation you are required to attend such as Jury Duty, Court Proceedings etc.

  • For this request to be considered it should be submitted to the University no later than the day of the assessment.

  • Students must request authorised absence from assessment from the designated member of academic staff for approval and the request must be supported by original documentary evidence. Please contact your course team if you are not sure who to submit this to.

 

Suspending your Studies

If you are having ongoing issues that are impacting your ability to attend University and complete assessments, then you might want to consider Suspending your Studies. For more information on that visit the website here: https://www.leedsbeckett.ac.uk/student-information/course-information/suspending-your-studies

 

International Students

If you are an International Student, you should check with International Advice & Compliance (siac@leedsbeckett.ac.uk ) to see if any mitigation application would impact on your current or any future visas.

 

How to find out who your course admin is

*Contact details for your Course Administrator should be available in your Course Handbook a list of which is available here: https://www.leedsbeckett.ac.uk/studenthub/course-handbooks/ If you can’t see your Course Handbook listed, get back in contact with us or call the University Switchboard and ask them for your course admin contact details.

 

Getting Feedback before you submit the online form

If your submission date is before we re-open (6th Jan 2025) or 7th 8th or 9th Jan then we would advise you to submit the form without seeking feedback from us so you don’t miss the deadline as our inbox will be busy when we reopen and we can’t guarantee that we will get to your query before your deadline.

However, if your deadline is after the above dates and you want to draft a statement that outlines your circumstances in a word document and send it to us, we can provide feedback on that once we re-open.

Because the form is online, we are unable to provide feedback on the form itself. However, if you want to draft a statement that outlines your circumstances in a word document and send it to us, we can provide feedback on that. You need to clearly state how your circumstances are affecting your ability to undertake your assessments. We also need to know your submission date/types of submissions (exam/coursework) and if any of these are re sit attempts as well as information on your circumstances and any questions you have about the process.

Please note we are unable to write statements on your behalf or say if your application will be successful or not. Please email your draft statement to LBSU-advice@leedsbeckett.ac.uk if you would like us to provide you with feedback on your statement before you formally submit the form. We aim to get back to you within 72hrs of receiving your draft (excluding weekends and Bank Holidays or during very busy times).

Once you are happy with your draft, you can copy and paste it on to the online form.

 

Finding the form

If you wish to submit an Extenuating Circumstances application, you will need to do this via the following online form: https://myhub.leedsbeckett.ac.uk/mitigation

 

Circumstances impacting on attendance

As well as submitting for extenuating circumstances it is also a good idea to make your course staff aware of any circumstances impacting on your university work or if its impacting on your ability to attend lectures/seminars etc. There is a risk that continued lack of engagement may lead to withdrawal from the course. You can find more information about the academic engagement policy here: https://www.leedsbeckett.ac.uk/-/media/files/policies/student/ups_academic_engagement_policy.pdf

If you have any questions/concerns about this then please get back in touch with us here at the Students’ Union Advice Service.

 

Further information

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Please Note:

  • If you are on an apprenticeship, please contact your course staff to discuss the impact this could have on your apprenticeship or progression.

I hope that the information contained within this email is helpful to you. However, please do not hesitate to get back in contact with us if you require more advice once you have looked through this information.

Kind regards,

LBSU