Coronavirus-related mitigating circumstances
I would like to request an extension/deferral for assessments due to COVID-19, what should I do?
If you wish to request an extension or deferral for assessments due to reasons related to COVID-19, then you can apply for mitigating circumstances using the normal online process but you will not need to provide additional evidence.
Please read the guidance under the heading 'How do I submit a mitigating circumstances request' further below.
What are some examples of a Coronavirus-related mitigating circumstance?
Some examples of why you may need to apply for Covid related mitigating circumstance include:
- You are unwell and do not expect to be well enough to take your assessment or assessments.
- You are looking after family members who are ill from COVID-19.
- You have childcare responsibilities due to COVID-19.
- You do not have access to a quiet environment to complete your assessments.
- Your firewall prevents access to the King’s online system.
- You do not have access to a computer/laptop/tablet to complete your assessments remotely.
- You feel you are unprepared or unable to take your assessments due to COVID-19.
This is not an exhaustive list and there may be other reasons relating to COVID-19 that have impacted your assessments; again you can provide more detail in your application.
What if I choose to defer some or all of my assessments?
If you choose to defer some or all of your assessments, please be aware that you are still required to meet the progression requirements to advance to the next stage of your degree.
I’m unsure if my situation counts as mitigating circumstances
If you’re unsure whether you’re capable of taking an assessment and/or think that you might have mitigating circumstances, you are strongly encouraged to speak to someone who can help you assess the impact your circumstances are having on you.
You can access support from:
- Your doctor
- A Counsellor
- A Disability advisor,
- An Advisor in the Students’ Union
- Your personal tutor.
How do I submit a mitigating circumstances request?
We have provided basic steps on how to raise a new mitigating circumstances request, provide a summary of circumstances, and linking an assessment to your mitigating circumstances request below.
We strongly advise you to also read the Student Guide for Submitting a Mitigating Circumstances request via Student Records PDF, which includes screenshots of each of the steps outlined below and further guidance.
Raising a new Mitigating Circumstances request
- Log on to Student Records.
- Select ‘Student Home Page’ within the banner at the top of the homepage.
- Select ‘My Mitigating Circumstances’ within the ‘My Modules’ area, (as shown in the screenshot below)
- On the Mitigating Circumstances homepage, you will find links to user guides, videos and other Student Services Online articles. Before submitting a new request, particularly if it is your first request, please read this guidance and familiarise yourself with the Mitigating Circumstances Policy.
- To begin completing a request, select ‘New Request’ within the ‘Submit a new Mitigating Circumstances request’ area.
You can also find detailed screenshots of this stage on Page 2 of the Student Guide for Submitting a Mitigating Circumstances request via Student Records PDF. (Within Section 1: Accessing Mitigating Circumstances & Raising new Mitigating Circumstances request)
Providing a summary of Circumstances
When submitting a Mitigating Circumstances request, the first stage is to provide a summary of your circumstances:
- Select the most appropriate/ relevant option from the Nature of the Circumstances drop-down list.
- If neither of the options are applicable to your circumstances, select Other Personal difficulties.
2. Provide further details of your circumstances within the Summary of Circumstances free-text field.
- There is a 2000- character limit though you are not required to use all the characters. You’ll, however, need to ensure that your summary is clear, concise, and provides all the relevant information.
If you have a King's Inclusion Plan
If your records show that you have a King’s Inclusion Plan, you’ll have the option of including this as part of your supporting evidence. You should only include your KIP as evidence if it's relevant to your circumstances.
To include your KIP as evidence, select Yes when prompted to do so. If you do not want to include your KIP as it is not relevant to your request, select No.
3. Once you have completed updating your circumstances click Next to proceed to the next stage (Select assessments)
You can also find detailed screenshots of this stage on Page 3 of the Student Guide for Submitting a Mitigating Circumstances request via Student Records PDF. (Within Section 2: Summary of Circumstances)
Linking your assessments to your request
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. On this page, you will see all your current modules listed on this page and the number of assessments within these modules (Summary column)
You can view screenshots of the functions and instructions on Page 4 of the Student Guide for Submitting a Mitigating Circumstances request via Student Records PDF.
To view/link an assessment
- Click on the Select Assessments button (against the relevant module)
- 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 within the ‘Supporting Evidence’ section.
Important to know: 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.
Within the 'Select Assessment' screen, you will need to complete the following fields:
assessments have been attempted.
Important to know: If this is a retrospective submission (i.e you are submitting this submission after the assessment deadline) You’ll need to provide further details as to why you were not able to submit a form before the assessment deadline within the Summary of Circumstances section of the submission form. Read our ‘Providing a Summary of circumstances’ section above.
The Name field will either be blank or automatically populated with a generic title (e.g. 2-hour examination).You’ll need to provide the full name and / or element of the assessment (where possible) within this field, as it will avoid potential delays, should the administrative team need to request this information from you post-submission.
Current Due Date/Date of Exam field:
The Current Due Date / Date of Exam is a mandatory field. You will not be able to submit your request without completing this field. If you are entering more than one assessment, you should use the first date.
The Mitigation Requested is also a mandatory field. You will not be able to submit your request without completing this field.
You must select one of the most appropriate mitigation from the drop-down list (i.e. extension, deferral or cancellation)
Important to know: If you are requesting an extension, you should provide a ‘Requested Due Date’. We strongly advise that you provide a requested due date during your submission to prevent 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.
Repeat the above steps for any other assessments that you wish to link to your request.
Once you have linked all the assessments relevant to your circumstances to your request, click Next to proceed to the next stage (Supporting Evidence)
You can also find detailed screenshots of this stage on Page 4 of the Student Guide for Submitting a Mitigating Circumstances request via Student Records PDF. (Within Section 3: Select Assessments )
To remove a linked assessment
If you need to remove the linked assessment from your request:
- Click on the Select Assessments button
- Tick the box in the Select column
- Select Remove from Request
You will then see that the assessment has been removed from your request within a 'Select a module' container.
You can also find detailed screenshots of this stage on Page 5 of the Student Guide for Submitting a Mitigating Circumstances request via Student Records PDF. (Within Section 3: Select Assessments )
Reviewing your application for mitigating circumstances
Important to know: 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.
- Once you are satisfied that all the details you've 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.
You can see detailed screenshots of this stage on Page 8 of the Student Guide for Submitting a Mitigating Circumstances request via Student Records PDF. (Within Section 5: Summary and Confirmation)
Common questions about the application process
Can I submit a single Mitigating Circumstances request for multiple assessments?
Can I edit the details of my request after submission?
Can I withdraw a mitigating circumstances request?
The Students’ Union have an advice team, KCLSU Advice, who provide free, impartial and confidential advice and support to students. They can help you by explaining how the mitigating circumstances works, providing advice on how to complete requests, and giving you the time to talk about your personal circumstances.