FAQs for Mitigating Circumstances

We have provided some FAQS that will help you when filling out a Mitigating Circumstances form. 

What sort of information should I include?

You must complete the Personal Impact Statement section of the form. Use this part of the form to explain how the mitigating circumstances , medical or otherwise affected you personally in relation to your ability to complete your studies.

You must outline as much information as you feel the board needs to know and which you feel comfortable disclosing. You could include details of the situation that has affected you and how this may have impacted on you emotionally. You must include details of how the circumstances have affected your studies, without this information , the Mitigating Circumstances Board will not be able to consider your application. If you feel that you cannot disclose sensitive circumstances in the personal impact section, you should discuss this, in the first instance, with your Personal Tutor.

What evidence do I need to attach to my form?

You must include appropriate supporting evidence. Without evidence your application may be rejected.

If the mitigating circumstances relate to a medical issue, a medical certificate (or a letter on  letter headed or officially stamped paper) sourced from a visit to a UK based GP, is required  -  a self-certificate form on its own is not acceptable evidence and you must ask your GP for evidence that covers the whole of the period of your sickness. If your illness occurred whilst out with the UK, then an appropriate letter or certificate from a fully qualified medical practitioner on appropriate note paper will be required.

If the mitigating circumstance is not due to a medical issue you are required to provide other appropriate evidence or appropriate written corroboration, e.g. a police incident number, death certificate. Boarding passes or travel tickets are not considered to be appropriate evidence without additional, appropriate evidence.

Where it is not possible to provide evidence from external and/or internal sources as outlined above, the student's Personal Tutor or the University's Mental Health Advisor may provide a corroborating statement in support of the mitigating circumstance submission. This will only be possible in circumstances where the student has actively engaged with his/her Personal tutor over a period of time and where the Personal Tutor has sufficient knowledge of the circumstances to provide a statement in support of the submission. Students who have experienced short term illness coinciding with an assessment must contact their Personal Tutor within 48 hours of the assessment.

Whatever the nature of the supporting evidence, you must ensure it contains the necessary details to clearly relate it to the specific dates during which the mitigating circumstances were applicable. If you do not do so it is likely that your MCF/RMCF will not be accepted. 

All evidence must be submitted in English.

For RMCF you must also provide evidence as to why you were not able to submit a MCF within the deadline stated and are applying for retrospective MCs.   

You should download and read the Helpsheet for students before completing the MCF/RMCF Form.

Who can help me fill it in?

If you need additional help or support to complete the form you should contact your Personal Tutor or  the Advice Centre in the Students' Association.

How do I submit the form?

Forms can be completed electronically but cannot be submitted electronically as students are required to sign the declaration at the end of the form.

When do I need to submit the form by?

There are deadlines for the submission of MCFs in each semester. The deadlines for session 2018-2019 are as follows:

  • If the affected assessment takes place in Trimester A, you are required to submit your MCF no later than 1 February 2019.
  • If the affected assessment takes place in Trimester B, you are required to submit your MCF no later than 22 May 2019.
  • If the affected assessment takes place in Trimester C/in the resit diet, you are required to submit your MCF no later than 28 August 2019.
  • Where assessments are scheduled in September (e.g. Postgraduate dissertations, placements) you are required to submit your MCF no later than 5 working days after the submission/assessment date, stating the date of your submission/assessment.

Where your circumstances are ongoing, e.g. from Trimester A to B, you are required to submit a MCF and supporting evidence in each semester affected.

What do I need to do before submitting a form?

You are encouraged to take a photocopy of your MCF/RMCF for your records.

Enclose the form and supporting evidence in an envelope marked "Confidential".

Where do I send the completed form?

You can submit your form and supporting evidence in the following way. In all cases, you will receive an e-mail confirming receipt.      

For programmes within the following Schools:

  • Glasgow School for Business and Society (GSBS)
  • School of Computing Engineering and Built Environment (SCEBE)
  • School of Health and Life Sciences (HLS)

Submit your form to the Drop Box located at the Campus Life Desk on the 1st floor of the George Moore Building

or by post; MITS submission, Campus Life Desk, George Moore Building, Glasgow Caledonian University, Cowcaddens Road, Glasgow G4 0BA.

Arrangements for programmes within:

Academic Development (PgCert CAP/LTHE programme)

By post or drop off to the Programme Co-ordinator, Room B115, Britannia Building, Glasgow Caledonian University, Cowcaddens Road, Glasgow G4 0BA.

School for Work Based Education (SWBE)

By post or drop off to SWBE, Room M301i, George Moore Building, Glasgow Caledonian University, Cowcaddens Road, Glasgow G4 0BA.

Cross University Research (Prof Doc/MRes TPG Programmes)

By post or drop off to the Programme Co-ordinator Room W706, Hamish Wood Building, Glasgow Caledonian University, Cowcaddens Road, Glasgow G4 0BA.

GCU London

By post or drop off to Ruth Cawthorne, Student Office, First Floor, GCU London, 40 Fashion Street, London E1 6PX

What will happen to my form?

A School Mitigating Circumstances Board will normally make a decision whether or not to accept your MCF/RMCF.  You will be informed by email if you have been successful or not around the same time as you get your exam results, except in the case of Retrospective Mitigating Circumstances, when you will be informed within four weeks of submitting your application form.

What happens if my MCF/RMCF is accepted?

If your MCF/RMCF is accepted, the Assessment Board for your programme can take the circumstances into consideration when making their decision regarding your progression or award (this will usually happen in June or September).  Note, even if you have passed an assessment, if you have had a MC or a RMC application accepted, the Assessment Board will take the impact of this into account when considering your results.

There are a number of possible outcomes and these are detailed in the Consideration of Mitigating Circumstances Policy