Management of Work Submitted Late and Mitigation Issues

Mitigation Procedure 2019

Application for mitigation of assessment should be made prior to the assessment deadline in question. Students are responsible for making applications for mitigation for the affected module/element of assessment. This must be submitted through SharePoint within one working day of the assessment: http://www.exeter.ac.uk/wellbeing/studentwelfare/mitigationprocess/

Students may apply for mitigation for more than one module where the same circumstances have affected more than one assessment. However, students must use the correct mitigation form and be explicit in detailing: the circumstances that have affected them, how these circumstances have affected their performance and evidence to support their application (doctor's note etc.), together with written corroboration/support from their workplace supervisor.

Please be clear on your form which assessment you are applying for mitigation for by providing the module code (e.g. PYCM037) and the title of your assessment (e.g. Extended Case Report).

Where we do not receive correctly completed mitigation forms and supporting evidence, the assessment will be marked as late until the correct documentation is provided by the student.

Late applications for mitigation (made after the original assessment deadline) should only be considered in exceptional circumstances, where there are compelling reasons why the application was not made at the time. Examples may include an emerging condition, the effect of which was not clear at the time of the examination/during completion of the assignment, or a condition such as severe clinical depression which affects a student’s ability to understand or engage with the procedures. 

Minor ailments, including coughs and colds, and short-term difficulties including those involving transport, computer problems (always make a backup of your work); personal or family celebrations, etc. will not be acceptable as grounds for appeal.

Acceptable grounds for an extension will include serious illness, serious personal problems, and deaths of close family or friends.  Appeals should be supported by the relevant documentation, including medical notes, where possible and appropriate.

As a general rule the committee will not accept appeals where the problems could have been resolved and late submission avoided if the programme member had planned ahead by a few days.

Mitigation – Penalties: Late Course Work

The University has issued regulations concerning the mark penalty to be applied to late continuous assessment work.  These regulations apply to all undergraduate and taught postgraduate programmes throughout the University.

All programme members are strongly advised to read the full details given in the official University document.

In summary, continuous assessment work submitted between one day and two weeks late, inclusive, will receive the actual mark up to a maximum of the pass mark for the module. Work submitted more than two weeks late will receive a mark of zero. In other words, if the work is between one day and two weeks late, and it passes, then the mark received is the lowest possible pass level (i.e. 50% at postgraduate).

If the work fails and is less than two weeks late then it receives the ‘actual’ failing mark. If the work is more than two weeks late then the mark is failed.  When an assignment involves elements of assessment submitted at different times, penalties will apply to those elements submitted late, not the whole module or component.  The final decision about work falling into this category will be made by the Board of Examiners for the course.

If the student receives a failing mark for the referred assessment or fails to submit work prior to, or by the agreed deadline, this will mean that the student fails the programme.

Programme Directors are not able to grant extensions to deadlines for postgraduate continuous assessment work.  In accordance with the University procedures mitigation of the penalty for late submission is the sole prerogative of the College Mitigation Committee.

Where a programme member considers that they have grounds for an extension to the deadline for a piece of work, and wishes to appeal for mitigation of the mark penalty for late submission, then they must submit their appeal in writing to the Chair of the Committee. Normally, all appeals must be submitted within fourteen days after the deadline.  The appeal must give details identifying the piece of work, and details of the proposed grounds for appeal: normally this information should be given on one side of A4 (maximum).  The appeal will be considered at the next meeting of the committee and the programme member will be informed in writing of the decision of the committee.  It is expected that the committee will meet not more than three times per session.  Please note that under this procedure it will not be possible to grant extensions in advance of a deadline.  In cases where a committee meeting is not within an appropriate time frame for enabling decisions to be made regarding the management of programme requirements, then, under these exceptional circumstances, between meetings submissions can be made to the Chair of the committee.  The Chair will liaise with relevant Programme Directors to facilitate a “between meetings” response.
All programme members are strongly advised to plan ahead and aim to submit continuous assessment work a few days in advance of each deadline so that any problems arising close to the deadline can be resolved.

Penalties for late submission will be applied at the time that the marks are collated at the end of the session and before the examiners meetings.  The External Examiners and other members of the Board of Examiners will be informed of all cases where a late penalty has been applied.