Guidance for staff on student administration and support
Students may submit a mitigating circumstances notice to examiners (MCE) via their college or department for non-matriculated students if their academic performance has been seriously affected by a medical or personal issue.
Notices submitted by noon of the day prior to the final exam board meeting must be considered by the exam board and the outcome recorded in eVision prior to results being released. Departments and Faculties are reminded that final exam board dates must be recorded in eVision, the deadline for which is normally within 10 days of the examiners nomination deadline.
Notices are submitted on the students behalf by the college office or the department for non-matriculated students.
The relevant department or faculty overseeing the exam board are responsible for recording the outcome for all MCE notices in eVision before results are published.
Further information for students is available on the Oxford students website.
If no final exam board date has been recorded in eVision the notice will be referred to the Exams and Assessments Team to determine whether the notice be referred to the exam board or Proctors Office.
Accessing submitted notices
Exam Board meeting
Where there is evidence that a candidate's performance has been affected over one or more papers and this leaves them just below a classification or progression boundary, examiners may consider whether they should be awarded the higher classification, or be allowed to progress.
For early parts of multi-part exams, and exams which release final marks throughout the course, the mitigating circumstances notice must be passed to the final exam board which will make the final classification decision, so that the board can consider whether the final classification should be affected. However, examiners for the earlier parts can also consider notices if this is felt appropriate, e.g. to determine eligibility for progression.
This is most likely to be appropriate in cases of acute illness, where it is clear that performance in a particular paper affected by that illness is weaker than other papers. Where a paper is disregarded, its mark should be reported as 'no result expected' rather than zero.
Note: If a student missed a paper (absent) then they should apply for excusal from the exam from the Proctors. The mitigating circumstances notice to examiners process should not be used in this instance.
This could mean finalising a mark for a paper on the basis of the number of questions actually completed rather than the number of questions required, where there is evidence that a particular paper was affected. Examiners should not otherwise change the mark for an individual paper, but may award a higher classification or permit the student to progress, where the student would otherwise have been just below the boundary for classification or progression.
It is likely that in most cases no further action will be required for notices in Band 1. It is also possible for there to be clear evidence of moderate or even very serious impact on a student (Bands 2 or 3) but no appropriate action which the examiners can take, and therefore for no adjustment to be made.
Please see Examinations and assessments framework (EAF) for further guidance on outcome options.
By receiving and opening electronic files containing student data, or by downloading the data from eVision, you accept responsibility for the data and its security, and agree to comply with relevant University or college policies on data protection and information security.
In particular, you agree to the following.
Access is managed by your local Information Custodian.
If you do not have access to view mitigating circumstances notices or to record outcomes please contact your Information Custodian to request access to Mitigating Circumstances notices to examiners-Depts (Dept_FAP).
If you do not have access to submit notices please contact your Information Custodian to request access to COLL_MCE or to DEPT_MCE if you need to submit notices for non-matriculated students.
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