University Mitigating Circumstances: Accepted Evidence and Application Process, Lecture notes of English

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Mitigating Circumstances Guide for

Students

Heriot-Watt University

Before you apply

 If you can, speak to your personal tutor before submitting a mitigating circumstances application.  All applications must be accompanied by supporting evidence that covers the dates affected in the application. o All documents submitted (including supporting evidence) must be in English or accompanied by an official translation. o If you cannot get the evidence in time, submit your application and note that the evidence will follow.  Have a look through the examples in the Typical Outcomes table below. These provide indicative outcomes for mitigating circumstances applications, based on University-agreed examples.

Typical Outcomes

Reason for Mitigating Circumstances Application Typical Outcome Accommodation issues – if outside of student’s control, e.g. asked to leave rented property earlier than expected. Example evidence: eviction notice, notice to quit. Accept Appointments (general) – usually rejected unless urgent or unexpected e.g. interview or pre-interview assessment, but in all cases must be evidenced to criteria detailed in MC policy. Students are expected to organise their time around their studies. Reject, except in rare cases Bereavement (Close family member or close relationship). This can be a very difficult time for all involved. But even in these circumstances the University must ask for evidence. Example evidence: copy of death certificate, Order of Service for funeral, newspaper announcement. May also require evidence of relationship to the deceased. Can accept letter from close family member of the deceased confirming death and relationship to the student. Accept

Outcome Bereavement (friend or distant relative). This can be a very difficult time for all involved. But even in these circumstances the University must ask for evidence. Example evidence: copy of death certificate, Order of Service for funeral, newspaper announcement. May also require evidence of relationship to the deceased and the impact of their death on the student. This might be a letter from a counsellor, or a letter from a close family member of the deceased confirming death and relationship to the student. Considered on a case by case basis Caring Responsibilities (Registered carer) – if a student has previously satisfied the University that they are a carer, then the University must t ake account of students with caring responsibilities in any considerations of student absence, mitigating circumstances and temporary suspension of studies applications. These will therefore be accepted https://www.hw.ac.uk/students/doc/student_carers_policy.pdf Accept Childcare (family) – Looking after your own or family members’ children is only grounds for Mitigating Circumstances in the case of unexpected and unavoidable childcare events; such as a child sent home from School while you are in an exam. Example evidence, note from School, doctor’s note. You may also be asked for evidence of your relationship with the child if it is not clear, such as a birth-certificate. Considered on a case by case basis Childcare (paid) – Paid work is not grounds for Mitigating Circumstances Reject Coursework submission errors – you had the wrong date or time for the deadline, e.g. you mistook 12 noon for 12 midnight. (Unless HWU is responsible for the error). Reject Court attendance - supporting evidence required, i.e., court letter. Accept Deferring course examinations to the following year – i.e. students seeking to defer their examinations to the following year. Reject Disability - If a student has previously disclosed a disability to the University and it can be demonstrated that they have been disadvantaged in the exams through not receiving reasonable adjustments, they should provide details and include supporting evidence from the Disability Service [email protected] or Counselling Services [email protected] Considered on a case by case basis Documents not in English – the application and the supporting evidence must be in English or with an official translation. Reject

Outcome Enrolment issues delaying access to course materials – Examples that will be Rejected: late getting visa issued, student error, short delay. Examples that may be accepted: Awaiting outcome of appeal, HWU delay in processing transfer between campuses, political disruption. Considered on a case by case basis Exam dates errors – you had the wrong date or time of exam. It is your responsibility to check the exam timetable. Reject Exams (non HWU) - students sitting exam(s) for other qualifications, with other institutions. Reject Exemptions - MCs will not be considered when awarding exemptions for exams. (Unless HWU error). Reject Financial hold prevents access to assessment or course materials – this will not be accepted as a mitigating circumstance, unless evidence is provided which demonstrates exceptional non-financial difficulties which prevented payments being made; accompanied by evidence of attempts to reach an agreement with the University’s Finance department, or evidence which demonstrates why it was not possible to contact the Finance department. Reject Financial issues disrupting studies for full-time students (Note: If you have had a financial hold applied restricting your access to online assessments, please see the “ Financial hold prevents access to assessment or course materials ” section, above.) For full-time students, if you find that financial issues are disrupting your studies, you are advised to consider applying for a hardship fund or you may be able to apply for a temporary suspension of studies (TSS). For example, if you find yourself in a position where you must work to support yourself to the extent that you cannot commit fully to your studies. However this situation cannot be considered as a mitigating circumstance. Reject Financial issues disrupting studies for part-time students (Note: If you have had a financial hold applied restricting your access to online assessments, please see the “ Prevented from accessing online assessment due to financial hold ” section, below.) For part-time students, if you find that financial issues are disrupting your studies, this may be considered as a mitigating circumstance. Evidence must be provided such as Final demand notices, or referrals to debt collecting agencies. Considered on a case by case basis Graduation ceremony - from a previous institution (evidence required). Accept

Outcome Group work - issues dealing with group members. Group members being ill or not being able to contribute due to mitigating circumstances. (Students with disabilities might have group work discussed in their learning profile, if so, this may be considered). Reject Holidays - including those booked before starting HWU. Reject Home-Schooling as a result of a national emergency – unexpected demands supporting the home-schooling of dependent children. Supporting evidence of dependents required: the child’s birth certificate, child’s passport, or confirmation from a suitable referee (e.g. doctor, personal tutor, member of staff who knows student, well-being services confirmation, etc.). If no evidence is available, then a rationale will be required, but will not automatically be accepted. Accept Home emergency - such as flood or power cut. Example evidence: verifiable photo evidence, letter from landlord, confirmation from service provider, insurance claim documentation. Accept Hospital appointments – Evidence required, e.g. appointment letter/card. Accept Illness - any illness (mental, physical and/or emotional) suffered by a student, or if a student is being affected by the illness of a close family member. Supporting medical evidence required from a doctor or medical professional. If a close family member is ill, we may also require evidence of your relationship to them. Also, please note that supporting medical evidence will only be accepted when there is clear permission granted by the invalid. Accept Illness (having to leave exam early) - must provide supporting medical evidence or invigilator's report confirming incident. Accept Industrial action – There is a specific policy regarding this. The Head of School will consult with University colleagues as per Regulation A10: https://www.hw.ac.uk/documents/Regulations- 2021 - 22.pdf Consider on collective basis Internships/work placements Reject IT issues preventing access to or completion of online assessment – such as issues preventing access to, or completion of, take-home exams; or submitting completed scripts. These will be considered in a case by case basis. See Appendix: More Details Regarding IT Issues: Considered on a case by case basis

Outcome Key workers brought in to work during a national emergency - subject to the student being able to demonstrate they are key workers (based on government definitions) and have been required to do more hours than usual, which can be demonstrated by, for example, a letter from their employer. Accept Laptop/device stolen - Laptop stolen with the only up-to-date copy of student’s coursework on it. Evidence: police incident report. Would need to explain why there was no other copy of the work. Considered on a case by case basis Linked course impacted by previous MC. For example a Semester 2 course due to MC in a "linked" S1 course (confirmation from Course Leader is required). Accept Maternity and Paternity – the University has guidance in place: https://www.hw.ac.uk/students/doc/student-maternity-and-paternity-guidelin.pdf Section 4.3 suggests students consider a TSS. The University recognises that at times parenting/caring responsibilities can impact on everyday activities including the ability of students to fulfil their course obligations. In this context, with supporting material such a as a doctor’s note, the individual may wish to apply for mitigating circumstances. However, there may be cases where as part of the pregnancy, and newborn stage, that students may choose to submit an MC rather than TSS. This should be considered on a case-by-case basis and incorporate both maternal and paternal rights as outlined in the policy. Accept Military/Emergency Services - mandatory training or service, i.e. where this is not voluntary work. Also includes reservists. Evidence: call-up papers, newspaper evidence when this is at a national level. Accept MC application - submitted without student's knowledge or consent (e.g. by a concerned parent) Reject Pet loss or caring responsibilities – if a pet for which a student has responsibility requires urgent veterinary care at a time which clashes with an exam or assessment deadline. Or if a pet for which a student has a strong emotional attachment is killed or injured at a time which causes undue stress affecting exam or assessment performance. Evidence of responsibility such as veterinary bills or pet insurance documents. As evidence of undue stress, significant supporting evidence from a professional source is required. Accept Pilgrimage and Religious Holidays - Although not usually approved as a matter of course, there are also situations in which students can apply for an approved absence such as religious and cultural observance (for further guidance refer to the University’s Religious and Cultural Observance Statement: http://www.hw.ac.uk/policy/students/religious-and- cultural-observance.pdf) To be referred to University Dean for consideration

Outcome Self-certification - medical evidence is always required. Reject Severe and Unexpected Personal Issues - There must be significant supporting evidence from a professional source. Accept Sporting events ( Sports Scholars); but must be flagged in advance with supporting evidence. Accept Sporting events For participation at national or international level; but must be flagged in advance with supporting evidence. Accept Sporting events For non sports scholars and where this is not for participation at national or international level; or when the event is only flagged during or after the assessment. Reject Supervisor change at key time. If a student’s supervisor must be switched to a new supervisor at a key point in the student’s studies. Example evidence: Letter from course leader or senior academic confirming that the change was disruptive. Accept. Travel delays - missing exams or late submitting coursework. Exceptions possible:  Car accident/breakdown on way to exam only. Example evidence: newspaper report, travel report.  Ongoing bad weather conditions (e.g., ash cloud, evidence required). – This will be covered in ‘mitigating circumstances affecting groups of students’ and requires coordinated consideration/University guidance.  Public transport issues en route to exams which affect several students and this will be covered in ‘mitigating circumstances affecting groups of students’ and requires coordinated consideration/University guidance Reject Unforeseen issues at place of employment – only acceptable for part-time or Graduate Apprenticeship students. E.g. redundancy, workload etc. Must be unforeseen and accompanied by supporting letter from employer. HW Online students must show that they could not cancel exam within the 3 day cancellation timescale. Accept Exam support services - e.g., issues with University-provided exam scribe, invigilator, exam accommodation, etc. This must be confirmed by the invigilator, Students Service Centre or other University department. Accept Upload Issues e.g. uploading to Canvas or TurnItIn. Errors uploading work will not be accepted unless HWU technical issues are confirmed by the HWU Information Services or the software supplier. See Appendix: More Details Regarding IT Issues: Reject Visa issues - including lost documents (exceptions depending on circumstances and if outside of the student's control). Reject

Outcome Weddings - if a close family member or has a role in the ceremony. Also acceptable for cultural reasons. Evidence must be provided, can be letter from direct family member (e.g. legal guardian, parent, future spouse). Accept Work commitments – unless studying part-time, distance learning, or Graduate apprenticeship with supporting evidence from employer required. (also see Key Workers, above) Reject

Appendix: More Details Regarding IT Issues:

IT issues preventing access to or completion of online assessment – such as issues preventing access to, or completion of, take-home exams; or submitting completed scripts. These will be considered in a case by case basis. Examples which would be rejected:

1. Last minute upload: You only attempted to upload just before the Assessment or the Exam End Time.
2. Foreseeable issues: You encountered foreseeable and avoidable technical issues which prevented or delayed completion or upload – such as slow network connectivity at your home.
3. (During an exam) Exam support not contacted: You made no attempt to contact the exam support team when you encountered technical issues; and cannot provide evidence to explain why you did not.
4. Personal laptop or device failure during the exam Examples which may be accepted:
5. You completed the exam while on a campus-PC and attempted to upload well before the end time; but the upload repeatedly failed.
6. There was a city wide disruption to the internet
7. Your Internet Service Provider confirms an unexpected outage during your assessment.
8. A utility provider confirms a power outage in your area.
9. The University equipment you were using failed during the exam.
10. University services failed; such as login services or the Canvas platform. Examples of evidence Connectivity issues:
11. Timestamped photograph of Internet Service Provider works impacting the student’s residence. Confirmation that the student sat the exam at that location.
12. News reports of a city-wide disruption of internet during the period of the exam.
13. Internet Service Provider’s statement confirming broadband disruption.
14. Screenshots showing evidence of attempts to upload the exam, in good time, accompanied by evidence that the issue lay with University provided equipment or services. Screenshots need to ensure that date, time and user are visible.

4. Report from HWU Information Services confirming connectivity, login, authentication or application issues. Equipment failure
5. On campus, only: photographs demonstrating equipment failure, accompanied by evidence that the student was there are the time specified.
6. On campus only: Invigilator’s statement confirming equipment failure.
7. On campus only: screenshots demonstrating application failure, ensuring date, time and user are visible.