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Student Guide for Submitting
a Mitigating Circumstances
request via Student Records.
As of Monday 19th^ October 2020, all Mitigating Circumstances requests should be submitted via Student Records.
However, if you submitted a Mitigating Circumstances request prior to this date using the old Word template form, which is still under consideration, you do not need to resubmit this request via Student Records.
All current guidance on Mitigating Circumstances is relevant to you and you can find out more via Student Services Online.
Sections:
1. Accessing Mitigating Circumstances & Raising a New Mitigating **Circumstances Request
- Summary of Circumstances
- Selecting Assessments
- Supporting Evidence
- Summary & Confirmation
- Checking the status of a submitted request**
Section 1 : Accessing Mitigating Circumstances & Raising a
new Mitigating Circumstances request
1. Log onto Student Records 2. Open the Student Home Page 3. Go to the My Modules container and click on My Mitigating Circumstances 4. On the Mitigating Circumstances homepage, go to the Submit a new Mitigating Circumstances request container. Here you will find links to knowledge articles within Student Services Online. 5. Once you have familiarised yourselves with these knowledge articles, click the New Request button 6. This will then open the request form. Instructions for completing the form and checking the status of a submitted request are provided in the sections below. If at any point you wish to save your progress and complete the rest of the form at a later point, click Save & Exit. The saved form will then be available within the Requests Yet to be Submitted container on the homepage (see Section 6 for further details).
Section 3 : Select Assessments
The next step is to link the assessments (affected by your circumstances) to your request. You must link at least one assessment in order to submit your request.
You will see all your current modules listed on this page and the number of assessments within these modules (Summary column).
1. To view / link an assessment, click on the Select Assessments button (against the relevant module). 2. You will then see listed the assessment(s) within that module. Before selecting an assessment, you are required to provide additional details, which will support the decision-making process. Some guidance on the information you should be providing is available below. Please note: Depending on the screen-size or device used, some of the table fields (see below) may be hidden. To display these hidden fields, use the scrolling arrow at the top right of the container, as highlighted in red below. - In the Attempted? field, you should detail whether one or more of the assessments has been attempted. If this is a retrospective submission, please detail why you were not able to submit a form before the assessment deadline within the Summary of Circumstances section of the form. - The Name field will either be blank or automatically populated with a generic title (e.g. 2-hour examination). You should provide the full name and / or element of the assessment (where possible) in this field, as it will avoid potential delays, should the administrative team need to request this information from you post-submission. - The Current Due Date / Date of Exam is a mandatory field. If you are entering more than one assessment, you should use the first date.
- The Mitigation Requested is also a mandatory field. You must select one of the most appropriate mitigation from the drop-down list (i.e. extension and deferral)
- If you are requesting an extension, you should provide a Requested Due Date. Failing to do so may result in delays, as the administrative team may need to request this information from you post-submission. 3. Once you have added the above details, ensure that you tick the box in the Select column (far right) and then click Add To Request.
You will then see confirmation that the assessment has been linked to your request within the Select a module container (see below).
Repeat the above steps for any other assessments that you wish to link to your request.
4. If you subsequently need to remove the linked assessment from your request, click on the Select Assessments button again. Then tick the box in Select column and select Remove From Request.
You will then see that the assessment has been removed from your request within the Select a module container.
5. Once you have linked all the assessments relevant to your circumstances to your request, click Next to proceed to the next stage (Supporting Evidence)
6. You will then see the document listed in the Uploaded Evidence container. Here you can choose to view or remove the document from your request, if necessary. 7. Repeat the above steps to upload as many documents as necessary to support your request. 8. You will then be asked whether you want to upload further evidence at a later date , to which you must answer Yes (I would like to upload more evidence later) or No (I do not wish to upload evidence later).
Please note, even if you answer No (I do not wish to upload evidence later) to this question, you may still be asked to provide further evidence as part of the decision-making process.
9. You should then provide a brief summary of evidence provided within the free-text field.
If you are planning on uploading further evidence at a later date, you should provide a summary of the evidence you are awaiting and an estimated date for when you expect it to be made available.
If you are unable to submit any evidence to support your request, you should provide an explanation within this field.
10. Once you have finished uploading your evidence, click Next to proceed to the final stage (Summary and Confirmation)
Section 5 : Summary and Confirmation
The final stage is Summary and Confirmation, where you can review and amend (if necessary) the details of your request before completing your submission.
IMPORTANT: You cannot amend any of the details of your request (Nature of Circumstances or Linked Assessments) after submission. Therefore, please double check that all the details and ensure that all the information is accurate (to the best of your knowledge) before proceeding.
You are, however, able to upload evidence / provide additional information to your request post-submission (see Section 6 for further details).
Once you are satisfied that all the details provided are accurate, you must agree to the Confidentiality Statement , before clicking on the Submit button to complete your submission.
You will then receive an automated email to confirm your submission. This email will include a unique reference number, which you can quote if you are ever querying the status of your request.
The submitted request will then be listed within the Requests Under Consideration container on the Mitigating Circumstances homepage (see Section 6 for further details)
Requests Under Consideration:
This container will list any submitted requests that are currently under consideration.
The status of your request (i.e. the stage that the request is currently at) will be displayed within this container.
There are three review stages, which are Pre-panel Administration (first review stage), Board / Panel (second review stage) and Apply Mitigation (final stage).
You can View the details of your request by clicking on the View button, however, you cannot change any of the details of your request post-submission.
You are able to upload supporting evidence / provide additional information to a submitted request, but only when the request is at the Pre-panel Administration stage. To do so, click on the Upload Evidence button.
If further evidence / information has been requested as part of the decision-making process, you will have received an automated email and will notice that the Upload Evidence button is highlighted blue.
Click on the highlighted Upload Evidence button and the Upload Supporting Evidence window will then open. You will see the staff comments at the top of the window, which should provide details of the required evidence / information.
Then follow the instructions provided in this guide for uploading the evidence (Section 4) and / or provide the requested information within the summary of evidence free-text field.
