Mitigating Circumstances
What are mitigating circumstances?
Mitigating circumstances are circumstances that might affect you and disrupt your studies.
These circumstances may mean that you’re unable to sit an exam, or that you need an
extension to a deadline in order to complete the assignment to the best of your ability.
Examples of possible mitigating circumstances could include:
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Bereavement
Family problems
Illness
Being in an accident
Personal/family circumstances
How do I submit mitigating circumstances?
The College has two different forms for you to use when faced with mitigating circumstances.
The one you need to use depends on whether you’re requesting an extension to a deadline or
withdrawing from an exam.
If you have mitigating circumstances preventing you from sitting an exam, or you become ill in
an exam, you should submit a Notification of Examination Absence (NEA) form. This can
also be used if you enter an exam but have evidence that illness or other circumstances
rendered you unable to make a rational decision about your fitness.
If you have mitigating circumstances preventing you from meeting a deadline, you’ll need to
submit an Extension Request form. Where possible you should continue working towards the
original deadline until you know the outcome of your request. Your request will need to explain
the extension you require and be supported by independent evidence relating to your
circumstances. It’s important to consider how much of an extension you’ll require and that the
evidence you submit reflects this.
Please note that if you sit an exam or submit an assignment, you are deeming yourself fit.
This means you need to think very carefully about this when considering an application for
extension.
Are there any important deadlines I should be aware of?
Yes. Notification of Examination Absence forms should be submitted before the exam, but if
you’re unable to do this, it must be submitted no later than 7 calendar days after the date if the
exam.
Extension Request forms should be submitted as soon as you become aware that you’ll be
unable to meet your deadline, but it can be submitted any time up to your assignment deadline.
If you don’t submit the Extension Request form before your deadline, you’ll need to submit a
Notification of Examination Absence form in the 7 days following your deadline.
We recommend that you speak to the Advice team if you’re concerned about meeting these
deadlines or are unsure of which form to use.
How can KCLSU help me?
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The Advice Team can talk you through the mitigating circumstances processes and
answer any questions you might have. We can also talk through your circumstances with
you to determine if this is the best process to follow.
We can assist you in ensuring you complete your forms clearly and accurately.
You’ll need to explain your circumstances in writing and include relevant evidence. Our
team can talk through what you should include in your statement and also provide
feedback on it before you submit the form. We can’t write any statements on behalf of
students but once you have made a start on this we’re happy to help if you get stuck.
Once you receive an outcome we’ll help you make sense of this and if needed discuss
the appeals process with you.
How long does the process take?
The Chair of the Programme/Part Board of Examiners responsible for your degree programme
will consider your submission. You will normally be notified of this within 14 calendar days from
the date you submitted the form. You will be contacted via your KCL email address in writing
with a summary of the outcome.
What happens when I have my outcome?
If your mitigating circumstances are accepted then one of the following will be applied:
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You will be awarded a replacement assessment at a later date
You will be awarded an alternative form of assessment at a later date
The assessment will be declared void and your module mark rescaled such that the
module mark is based only on those elements of assessment you completed
If your mitigating circumstances are not deemed a valid reason for missing an assessment then
you will be marked as absent from the assessment and awarded a mark of zero.