Mitigating Circumstances and Coursework Extensions by SL9

SL9TechProcess — 2024-10-08 09:50:47 UTC

Post your comment and/or question under the Feedback from 1 May 2025 heading (click on the + sign).

For reference the historic posts are now archived and all out of date information has been removed. Please refer to our Sharpeoint for up to date Your Questions Answered.

Character limit - Reason

2024-10-15 08:56:17 UTC

Can we reduce the 2000 character limit that students are given to explain their circumstances?

DASS registered students

2024-10-15 08:56:27 UTC

could DASS info be pre-populated?

Assessment info

2024-10-15 08:58:52 UTC

It would be great if the weightings could be pulled from CS but correct info would need to be on CS prior to start of semester

assessment information

2024-10-15 08:59:38 UTC

it is really important that the assessment detail is auto populated as much as possible. Will it be possible for schools to upload this?

Evidence

2024-10-15 09:00:36 UTC

Great that students can submit at a later date as this happens a lot. Conscious that there will be a large volume of evidence and potential to crash the server (believe that SoE have found this with their form in the past)

Automatic Reminders

2024-10-15 09:01:20 UTC

Will reminders to students for evidence be sent automatically from the system?

Attendance

2024-10-15 09:02:08 UTC

SBS students have to put MC in for attendance in some units. Can this be an option on the form, rather than just exams/coursework?

File Type

2024-10-15 09:02:34 UTC

Are there any file types the system won’t accept? In the past students can’t submit certain files or files that are too large and we have to ask them to email

Does it ask if they are intending to submit (when they chose assessment) or attend for exam, and if yes, for every individual one?

lindseygage1 — 2024-10-15 09:03:13 UTC

Does it ask why their application has has been submitted late (where applicable)

lindseygage1 — 2024-10-15 09:04:37 UTC

Deadline date and the handback/feedback dates

lindseygage1 — 2024-10-15 09:05:35 UTC

Can we include both deadline date of assessment and the handback/feedback date when students are requesting MC for assessments.

Automatic Comms

2024-10-15 09:06:30 UTC

Is there something that can be built into the system where if a student selects the category of concern as illness etc, they will then be automatically emailed support information?

Exam Resit on Form

2024-10-15 09:08:44 UTC

Is there a question asking if the exam is a resit?

School Specific Requirements

2024-10-15 09:10:08 UTC

Is it possible for schools to make individual changes / tweaks to better fit needs?

Dual Course Study

2024-10-15 09:12:56 UTC

There is often issues with timetabling for people who do a joint honours course (e.g. English Literature and History) - have we dealt with issues regarding these so they can be included within the drop down list?

Will this also be the same for UCIL courses, will they be available in the drop down?

Evidence

2024-10-15 09:18:13 UTC

We do receive video evidence when students are showing IT issues, so if this is no longer allowed we will just need to make sure that this is clear in guidance

Evidence

2024-10-15 09:28:21 UTC

What is considered 'good evidence'? I've had students that have really been struggling but due to cultural barriers surrounding talking about mental health (stigma/beliefs in their community), they haven't signed up to DASS or sought support but were able to tell their academic advisor? Would a letter from their advisor be sufficient because I think we should be more culturally aware of people's willingness to open up

Status change

2024-10-15 09:29:44 UTC

If a student withdraws or interrupts during the application process will the system pick this up?

Academics

2024-10-15 09:30:12 UTC

Would academics have access to the system or will their input take place separately?

Comms

2024-10-15 09:38:21 UTC

When students are informed of rejection, will there be space for SSW to inform them of why? Not just using codes

Outcomes

2024-10-15 10:01:16 UTC

Will we be able to send the outcomes whenever we choose or would it need to be a set period of the semester

Data Retention

2024-10-15 10:25:29 UTC

Will withdrawn applications be visible on the system still after they have been withdrawn?

DEMOGRAPHICS/Power BI

2024-10-15 10:29:31 UTC

Do you collect demographic data on the people accessing support? It could help wider university colleagues to see if there is a gap in tailored support provision so would be good to see

Evidence

2024-10-15 10:33:44 UTC

For ongoing cases, can students select evidence they have previously submitted to the system?

Policy Owner

2024-10-15 10:47:38 UTC

Who is overseeing the policy/procedure side of things?

2024-10-15 11:13:49 UTC

It is hard to know the impact on staff when we don't know the ins and outs of the new system (obviously it is too early to know this)

Extensions

2024-10-15 11:45:51 UTC

Some of our extension requests go to dissertation supervisor / PD before coming to SSW. This is because they are often Lab based and what the student thinks is possible, isn't and they need to agree on a revised time plan for submission. Can this be taken into account with extensions?

Placements

2024-10-15 11:49:23 UTC

I think it was mentioned that placements would not be eligible for mit circs and therefore not an option in the form. But in SMS students can apply for mit circs. Can this be taken into consideration just as attendance requirements would be?

Submit on behalf of student

amandaquinn3 — 2024-10-16 08:37:21 UTC

Can PS staff submit a request on behalf of a student if they are incapacitated?

Outcome Codes - C3

2024-10-16 15:10:06 UTC

Can we have separate codes for Extensions and Late penalty waives as these are different things. For example sometimes we give an extension but the student submits late. A C3 code is confusing as really a late penalty should be given, not waived.

Outcomes - New codes/Policy

2024-10-16 15:18:34 UTC

Some students apply for MCs but for a variety of reasons we cannot accept the application. For example they have not given the information we need or have completed the form incorrectly. Such as saying they have not submitted but the deadline for the assessment is in the future. We need a rejection code for these cases or guidance on how such rejections should be recorded.

Longer extensions

2024-11-01 09:47:52 UTC

If a student wants longer than a one week extension, how should they apply? Using the extension request form, or using the mitigating circumstances form?

Multiple extension requests

2024-11-01 10:14:20 UTC

Students often apply for multiple extension requests without evidence or engaging with support. Will this be counted so we can keep track. Can we reject to encourage a student to engage with support or provide evidence. Can we reject is we believe the student is applying for too much?

Double mitigation

2024-11-04 13:57:47 UTC

If a student is given an extension and then applies for mitigation for the same reason to have the item omitted, is this considered double mitigation. Will the new system have a way of easily seeing items that already have an extension or mitigation on them?

Not Home School

2024-12-18 12:03:24 UTC

need to facilitate working with students who take units not in their home school. From Neil Morrison

Incorrect Units/Assessments

2024-12-18 12:04:06 UTC

Can the IT system ensure that students cannot apply for MCs for incorrect units/assessments. From Ralf Becker

Core Units

2024-12-18 12:04:28 UTC

an the IT system indicate whether particular units are core or compulsory for a particular student

Assessment/Weighting Data

2024-12-18 12:05:07 UTC

can the IT system make assessment items and weightings (on units) visible and whether student has submitted or not

Automatic Extensions

2024-12-18 12:05:48 UTC

We have concerns about the automatic extension system. Should there be automatic extension? Without any evidence?
What is the rationale for automatic extensions? In covid getting GP notes was difficult, but that is not the case anymore.
For wellbeing it would be important to see who needs extensions, they cannot fly under the radar. From Ralf Becker

Collaborative programs

2025-01-10 12:23:07 UTC

Just want to ensure that the need to sometimes share mit circs recommendations with and from other institutions for collaborative programmes is being captured

CompSci System

2025-01-28 14:21:17 UTC

In CompSci we have our own systems for handling marks, applying late penalties (and removing), applying MC recommendations etc. Will the proposed University system replace this, or will we be allowed to use (our very successful) systems? From Paul Nutter

Student Consultation

2025-01-28 14:22:47 UTC

Have we consulted students? From Paul Nutter.

Successful Delivery

2025-01-28 14:27:07 UTC

University systems have proven in the past to be not very successful at delivering what is required by end users. How can we ensure that this system will not be another example? From Paul Nutter.

DASS - Extensions

2025-01-28 14:28:03 UTC

How do DASS registered students fit in who have automatic extensions applied? From Paul Nutter.

Academic View

2025-01-28 14:47:23 UTC

Information accessible to academics on the programme- partly for student wellbeing/follow up, but also for particular relevance for clinical programmes as reasons for mit circs/ext requests might be relevant for whether a clinical placement can go ahead. From Jenny Freed.

MC Policy

2025-01-29 09:26:38 UTC

Is the MC policy being updated? If they are, are staff on the frontline being consulted? One of the issues with the current policy is that it's so open to interpretation that every department/school applies it differently. Personally, I think definitions need tightening up and, ideally, examples of use of codes given. From Paul Nutter.

Student Guidance on submitting forms

2025-01-29 11:00:49 UTC

We will need clear instructions providing to students on how to complete the form and what information/evidence is required. Of course, wellbeing teams can provide this, but some students don't engage with them before submitting a case. I suspect the wellbeing teams have to do a lot of work to follow up submissions, asking for further info etc. A lot of time could be saved if students completed forms properly. From Paul Nutter

Student Data

2025-01-29 16:32:51 UTC

I'm not too familiar with the current process for requesting extensions or mitigation on particular assessments. Ideally, any system should force students to pick a specific assessments otherwise effort is required identifying what assessment they are referring to. Not so much a programme for programmes with few assessments, but in CS, an average student could have 20 assessments per year. How do you ensure that this data is up to date and reliable? How can you ensure students select/enter the correct assessment? From Paul Nutter.

Extensions - Evidence

2025-02-11 22:42:19 UTC

In the new policy no evidence is needed for extensions. However it is still advisable for students to supply evidence (if they have it) in case they ultimately cannot submit anything at all, because then the extension is no use and they would need an evidenced mit circs claim for excluding or resitting the assessment. From Neil Morrison.

Late MC Applications

2025-02-11 22:46:55 UTC

An issue we have is some students claiming mit circs for coursework after the marks for it have been released. We often would look to reject this via code N8 but the wording of this is unhelpful because it refers to the end of exam period deadline. It should be reworded such late claims need to justify the lateness. From Neil Morrison.

Go Live Timing

2025-02-11 22:49:40 UTC

It depends when it is launched. There is a tendency to launch new systems at the start of an academic year, which could be a problem with mit circs because of the resit period. Also because info about the new system needs to be in the programme handbooks before the start of a year. From Neil Morrison.

Extension Exclusions

amandaquinn3 — 2025-02-13 09:12:18 UTC

Whilst obvious, please explicitly state exclusions, such as in-class tests and timetabled in-class assessments - to reduce the bandwidth of dealing with queries/objections from colleagues.

2pm Hand In

amandaquinn3 — 2025-02-13 09:13:24 UTC

Please confirm that the Student's Unions and Student Voice Committees have been consulted. Please share the views of the SU & SVCs with members of the STLSEC.

Peak Load of Submissions - Canvas

amandaquinn3 — 2025-02-13 09:14:35 UTC

Please confirm that the team looking after Canvas (and the s/w vendor for Canvas) have been consulted and that the IT Infrastructure is able to handle a peak load of all electronic coursework submissions being in a small time window. Please share the views of the Canvas team.

2pm Coursework Submission

amandaquinn3 — 2025-02-13 09:15:30 UTC

"No later than 2pm" would achieve the same intended positive outcome, whilst avoiding potential issues with infrastructure (point 3) and presumably peak loading on PSS staff (all students have a problem at 2pm - big queues at the hub). i.e. relax the condition to "Coursework submission deadines should be between 10am and 2pm".

2pm Hand In Decision

amandaquinn3 — 2025-02-13 09:16:24 UTC

2pm hand in, it has been decided...' by whom?

2pm Hand In Reasoning

amandaquinn3 — 2025-02-13 09:28:24 UTC

2PM Hand In Why has this been decided and when they say this is about support being available, do they mean admin support?

Student Data

amandaquinn3 — 2025-03-25 11:31:22 UTC

An IT case management system from which one can easily access all logged information (good overview of a student’s case) including conversations with the student and across the years. Information has to be visible by student and not only by submitted MC case. From Ralf Becker

Recommendation Decisions

amandaquinn3 — 2025-03-25 11:34:26 UTC

The IT system should be able to log whether recommendations have been implemented (e.g. discounting of an assessment item, extension) and also it should be possible to add exam board recommendations. From Ralf Becker

Academics: 1. access to knowing revised deadlines (Unit lead+programme lead+deputy lead). 2. Access to knowing if a student has a (mit circs/extension) in process/granted (without knowing personal details), both "by unit" (unit lead+preogramme lead+deputy lead) and "by student"(programme + deputy lead)

2025-05-08 08:32:44 UTC

These are a wishlist from an academic point of view. User story: "As a unit lead I want to know which assessmnet hand ins to expect and which have an extension". Also "As an academic supervisor or programme lead, I want to know whether I need to input to student advice about applying for ege mit circs, or if the mit ciecs process is already in hand".

The use of access to a live spreadsheet for one of my units - containing names, ids and hand in dates - is proving incredibly useful, thank you sbs student hub team. This as automatic/standard for every unit and programme would be very valuable

PGR

2025-05-13 07:54:27 UTC

Is PGR out of scope for this project?

2025-05-30 08:57:59 UTC

For professionally regulated programmes with safety of the public protection requirements, will there be a process for informing the relevant programme director of concerns about a student’s disclosure of their wellbeing?

Information flow across the stages of MC (Stage 1 to Stage 2)

2025-07-29 14:58:51 UTC

The new policy does clearly seperate the two stages (Stage 1: Accept/Reject and Stage 2: Application). The former is in the responsibility of PS (in particular SSW) although they may consult the academic team. In general I think this is fine. Stage 2 falls into the responsibility of the Exam board (potentially supported by a sub-group to look at cases in detail before the exam board). That is all fine. However, there seems to be a thinking that once SSW has made a Stage 1 decision, all the Exam Board (or their sub group) needs to make a decision is the set of grades and the recommended codes from Stage 1. This is of course not in the policy, but seems to be the understanding of PS teams and was just reiterated in a Consultation meeting with Academics. This is a misconception. Especially in complicated cases it is important to be fully aware of the circumstances. The MC process cannot be seperated into nice and neat disjointed steps. Anyone I know who has been in meetings in which the application of complicated cases was considered knows that it is impossible to just decide from recommended codes. And where that happens I suspect the decisions are not always good decisions (could be too lenient or not supportive enough). Can I please recommend that PS teams recognise this and find ways to make important case informatuion available to the teams that make the complicated application decisions.

Late apps

2025-08-12 10:59:01 UTC

Will there be a section on the new MC form for students to explain why their application is late? As there is a character limit on the section for explaining their circumstances, it doesn't seem fair to expect student who submit late for whatever reason so have to cram this into the same section. For SSW teams to make an informed decision, they need adequate detail/context regarding both the circumstances and why the student could not submit on time.

TLSiG

2025-08-15 10:26:42 UTC

On the key stakeholders page, TLSiG should be 'Teaching, Learning and Student Experience Implementation Group' - it isn't a strategy group, that's TLSG (although the name of TLSG is changing for 2025/26).

The Sharepoint site is looking good and great to have everything in one place.

Section numbering in Procedure

2025-09-05 07:36:09 UTC

The section numbering needs amending - under Section 2.2 Stages for considering requests - the sub sections are numbered 2.1.1 (appears twice), 2.1.3 and so on.

There are also two Sections 2.2

Recommendation codes query

2025-09-05 07:59:07 UTC

What does RWOA mean?

Academic underperformance

2025-10-06 08:01:46 UTC

Question from Ralf Becker:

What is Academic underperformance? It is great that this is being censored. Please make sure that academic colleagues with experience of making these judgements are involved.

Connect case history

2025-10-06 08:02:31 UTC

Question from Ralf Becker:

Has the issue of not all case related communication being recorded on a case history on Connect been raised? (I raised this last meeting as that is what happened to me on one of my IT cases on Connect).

Communicating MC outcomes

2025-10-06 08:03:09 UTC

Question from Ralf Becker:

When communicating possible outcomes of MCs (to students and AA) please also add that there may be no action applied even if MCs were accepted (e.g. slide 26).