A message from your Students’ Union Officers – Luke (President), Charlotte (VP Education), Joe (VP Welfare), and Sophie (VP Activities) about progress made with Mitigating Circumstances.

What are mitigating circumstances (MCs)?

Mitigating circumstances (MCs) provide you with an extension when unexpected challenges – such as being seriously unwell, having an accident or suffering a bereavement – prevent you from submitting assessments on time.

At least, that’s how they’re supposed to work.

In reality, many of you find the process confusing, inconsistent and stressful – often adding to your difficulties rather than easing them.

Why did things need to change?

Through surveys, focus groups and personal stories, you shared the factors that made applying for MCs challenging:

• Confusing process – Many of you struggled to understand how to apply for MCs and what support was available
• Excessive evidence requirements – The rules often required too much proof, adding extra stress when you were already unwell, grieving or dealing with a crisis
• Feeling unheard – Many of you felt your personal circumstances weren’t being properly considered and decisions felt inconsistent

Those of you who’ve applied have described the process as emotionally draining, complex and sometimes even more stressful than the situation that led to the request.

What we’ve pushed for

Armed with evidence, we took your concerns to UCLan’s academic leadership and pushed for:

• Greater transparency – Clear, straightforward information on how MCs work, how to apply and what to expect
• Reduced evidence requirements – Especially for short-term issues like a 24-hour illness that delays an assignment
• Self-certification options – Allowing you to confirm your situation for brief periods without needing a doctor’s note or additional proof

“Students shouldn’t have to jump through unnecessary hoops just to get the support they need. The old system made it far too difficult to get an extension when something unexpected happened. I’m proud that we’ve made real progress, but we won’t stop here.”

– Charlotte Lastoweckyi, VP Education

What’s been acknowledged

After many discussions, the University recognises the need for a review and to consider different approaches.

As a Widening Participation (WP) university, support should be accessible to everyone. However, international students for example are less likely to engage with the process and be approved.

“This is a huge step in the right direction. The changes mean that students who need extra time due to illness, mental health struggles, or unexpected life events will have a fairer and less stressful time. There’s still work to do, but we’re making sure your voice continues to drive change.”

– Joe Bigland, VP Welfare

What’s next?

While we’re proud of the progress made so far, there’s still more to be done. We’re continuing to push for an MC process that is:

• Clearer – So you always know how to apply and what support is available
• Fairer – Making sure MC requests are handled consistently and without unnecessary hurdles
• More compassionate – Ensuring staff reviewing applications are better trained to understand your situation
• Less stressful – Expanding self-certification options so you don’t have to scramble for paperwork just to get an extension when you need it

Acknowledgements

We want to extend our heartfelt thanks to every student who contributed their stories – whether through surveys, focus groups, or direct feedback. Your experiences have been pivotal in shaping a more transparent, compassionate and accessible process.

The journey so far

2023

Pre-July 2023

Manifesto pledges

• Charlotte (VP Education) and Joe (VP Welfare) both campaigned on improving MCs, contributing to their successful election

July – September 2023

Planning the approach

• A new team (Charlotte, Joe, Steph, Krupa, and Hannah) met to discuss existing MC challenges and to devise strategies for improvement

Research and insights

• Joe delved into policy research, confirming that self-certification should be a primary objective for reform
• Charlotte collected initial feedback from Deans and School Leadership Teams, gathering anecdotal evidence from staff and students

Clarifying the issues

• By the end of this period, the team had a clearer understanding of the University’s MC policies, their shortcomings and how to address them

October – December 2023

Initial meeting with Academic Registry

• The Students’ Union outlined concerns and plans for the MC process, establishing a collaborative dialogue for change

Student feedback collection

• A feedback form was launched and preparations were made for a focus group in the new year

Big Idea on self-certification

• This proposal was posted on the Students’ Union platform and gained over 50 votes within a few hours, demonstrating strong student support

2024

January – March 2024

Focus group (with Academic Registry)

• Students shared first-hand experiences of MCs, allowing Registry staff to hear directly about the stress and obstacles involved

MC survey

• Additional feedback was gathered from a wider student base to pinpoint specific areas needing improvement

Growing momentum

• The Big Idea around self-certification became one of the fastest-growing proposals in the Union, underlining significant student backing

Data collection

• Insights from the focus group and survey were compiled to form the basis of a forthcoming MC report

(Note: There was a brief lull in activity during study breaks when fewer students were on campus)

August – October 2024

Equality Impact Assessment (EIA)

• Conducted with Charlotte D to examine how MC processes affect diverse student groups, including disabled students, carers and those from various backgrounds

November 2024 – Present

Completion of the MC Report

• A comprehensive report on MCs was finalised and shared with key University stakeholders

External review

• An independent review, led by the Head of Apprenticeship Quality, was initiated to further assess and enhance MC policies

Ongoing engagement

• Updates were provided to the Students and Teaching Committee regarding MC reforms, highlighting cross-departmental collaboration

Student stories

• The personal accounts shared through surveys and focus groups were instrumental in pushing forward these changes

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