Mitigation and Support

Mitigation

Sometimes you may not be able to make your deadline due to unexpected circumstances. This may be an illness or family or personal emergency. Don’t worry there are two routes of mitigation which can support you extending the deadline.

  • Evidence-free extensions

This will give you an extension of a 72 hours (3 days), you can self-certify this via ELE2.  

This can be done once per assignment and up to four times over an academic year.  

You can submit this request either before the deadline or up to 24 hours after the deadline.  

You can watch a helpful video on submitting mitigation on ELE2 here.

You may not be able to submit your evidence-free extension if:  

  • The deadline is more than 1 month in the future.
  • The deadline passed more than 24 hours ago.
  • The assessment is an exam or group work or other assessment where specified by your Faculty.
  • You have already received an evidence-based extension.

If you want to change your mind and you have submitted to the original deadline, remember to contact your Hub, and withdraw this extension. Or else it counts to one of your four extensions.

  • Evidence-based mitigation

This route of mitigation is for those assignments that require more than 72 hour extension or you have used your 4 evidence free extensions. There are two types of evidence-based mitigation. These are:

  • A standard extension 

This type of extension is up to one- or two-weeks extra time to complete a coursework assessment. 

If you have already used a 72-hour extension, this will be included within a standard extension time.

  • Deferrals

This is when an assessment or exam is delayed to the next assessment period.

N.b, If you are a tier 4 visa holder, please consult with the International Students team as it may impact your visa.  

To apply for evidence-based evidence and there is time,  it may be a good idea to talk to someone first to make sure this is the right decision for you. This could be the Guild Advice Service, your tutors, you Hub Info point, Wellbeing team or even a family member or friend.

You will have to fill out a mitigation form and submit this to your relevant Hub mitigation team. The same time frames apply, this is that you can submit this before or up to 24 hours after the deadline.

As this is evidence-based mitigation you will need to get some circumstantial evidence to support the reasons for needing the extension/ deferral. This evidence can be process up to 10 working days after submitting you form.

Once this has all been submitted the Mitigation teams can take up to 5 working days to process your application. This can be more in busy periods. Please be aware that if you choose to defer assessments there is the likelihood that the format of this assessment may change.

What are examples of reasonable circumstances?  

  1. Bereavement
  2. Illness (short term or long-term health condition)
  3. Students with ILP extension approval
  4. Significant family/ personal/ welfare circumstances
  5. Caring responsibilities
  6. This list is not an exhaustive, please visit the TQA to find the full details.

What evidence can I provide?

Typically, most of the evidence for the about reasons may come from a GP or medical/ Health allied professional. This is to support your statement that due to your reasons you were unable to meet the set deadline.

However, you may be able to get support from you Education Welfare Advisor IF you have been accessing their support previously. For a more comprehensive list of what can be used for evidence please see the TQA for guidance. Or if you are still unsure contact your info point. This evidence can then be sent to the mitigation team and this needs to be on the mitigation supporting evidence form.

My exams fall over a period where I observe a religious day or festival, what can I do?

Whilst the university has made efforts to ensure exams do not fall on days where students observe religious days or festivals there may be certain days where this is not possible. If you feel that this may apply to you then you will need to fill out a religious observance form. This form needs to be done every academic year.  

Please see the time frames for this process below.

University examination session

University examination dates:

Completed form to be returned no later than:

January exams

8th – 14th January 2024

Friday 20th October 2023

May exams

6th May - 1st June 2024

Friday 26th January 2024

August exams (Referred/deferred)

10th August - 19st August 2024

Friday 28th June 2024

‍

Telling the University about Personal Difficulties

Sometimes your health can be impacting on your ability to study to the best of your ability. There are many different things that can be done to support you through this. Everyone feels stressed or anxious sometimes, and in the right amounts it can be motivating, even helpful. But when experienced over a long period of time it can become a health problem.

You may also want to access support from the Education Welfare Advisors. Education Welfare Advisors are in every college.

What do they do?

An Education Welfare Advisor can support and signpost students who might be having difficulties where their health or wellbeing is impacting their ability to study. This can be physical, or mental health. If you feel that you are struggling to meet learning outcomes, course requirements or other areas of university life then you might want to contact you Education Welfare Advisor. They can meet and give you information and support options to help you get back on track.

If you feel that you need specific support for a health condition or disability, then you may wish to contact the AccessAbility. As they may be able to support with specific adjustments for your individual needs.  

Also, if you feel you need support for your mental health then we would advise you to contact Wellbeing directly and arrange to meet with the Mental Health Team.

Where can I find my Education Welfare Advisor?

Each info point has a dedicated Education Welfare Advisor.

  1. Queens- welfare.queens@exeter.ac.uk
  1. Amory- welfare.amory@exeter.ac.uk
  1. Building One- welfare.buildingone@exeter.ac.uk
  1. Peter Chalk- welfare.peterchalk@exeter.ac.uk
  1. Harrison- welfare.harrison@exeter.ac.uk
  1. St Luke’s- welfare.stlukes@exeter.ac.uk
  1. Post Graduate Research (PGR)- welfare.PGR@exeter.ac.uk

What happens if I have been called to a HWSS (Health Wellbeing and Support for Study meeting) meeting?

Do not panic, this procedure is to provide support and offer options to help students fulfil their potential in a non-judgemental way. Once students have had discussions with their Education Welfare Advisors there can be a plan put in place to help students.

The overall aims of a HWSS meeting are:

  1. To make sure students are supported to study and manage their health, wellbeing and current circumstances to the best of their ability. Also to wherever possible to meet the required learning outcomes and complete their course.
  1. Make sure that if any issues arise the student gets the support at the earliest possible time to prevent further problems.
  1. The best interests of the student are at the forefront of the decisions being made. Also, that the student are able to make informed decisions based on the information provided.

HWSS meetings are categorised in 3 different levels. More information about the different levels can be found here. If you are unsure and would like a supporter with you then please contact the Advice Service by submitting an enquiry form giving us as much detail as possible. An Advisor will be in touch and maybe able to support you.

Please note: if you are undertaking a course that is an accredited by a professional body such as the HCPC or GMC then this procedure may follow fitness to practice procedures.

The full guidance and policy around the HWSS procedure can be found here.

Student Life Knowledgebase