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Special Consideration Policy

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Section 1 - Purpose and Context

(1) The University recognises that there will be misadventure, accident or extenuating circumstances beyond a student's control which are of such severity or gravity that they may impact adversely on academic performance.

(2) The University also recognises that there will be occasions of state and national significance in sporting, cultural, military, emergency service or legal domains that may be beyond the student's control and may require attendance which interferes with teaching/learning and/or assessment tasks. Where such circumstances can be demonstrated, a student may ask that Special consideration be given for the assessment task (or tasks) so affected.

(3) The underlying principle of this policy is that all students have the right to equity and fairness when undertaking the assessment components of their studies. The policy has been instituted to support students who would under normal circumstances reach their usual demonstrated performance level but are significantly affected by misadventure, accident or extenuating circumstances beyond their control.

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Section 2 - Definitions

Extensions, Special Consideration and Deferred Examinations

(4) An extension refers to a request to extend the due date of an assessment task when a student knows in advance that they will not be able to submit the assessment task as a result of events or circumstances listed in this policy.

(5) Special consideration refers to those situations where a student wishes to formally advise the University that they have suffered severe and/or grave illness, misadventure, accident, or have extenuating circumstances, and, as a result, have:

  1. been prevented from meeting an assessment deadline;
  2. performed below their usual standard during an assessment, including formal examinations; or
  3. been unable to attend a compulsory component of their course.

(6) A deferred examination refers to those situations where a student is unable to attend an examination during the formal examinations period at the prescribed time due to severe and/or grave illness, misadventure, accident, or have extenuating circumstances.

Formal Examination Period

(7) The Formal Examination Period refers to the end of session University examinations only coordinated by the Assessment Progression Graduation and Awards Unit of the Office of the Academic Registrar. In this Policy examinations conducted during the teaching session are considered to be an assessment task.

Misadventure, Accident and Extenuating Circumstances

(8) As a general guide, misadventure, accident or extenuating circumstances is any unexpected event that is outside a student's capacity to prevent or overcome that demonstrably affects the student's capacity to complete teaching/learning and/or assessment tasks on time, or to the level of attainment typical of the student's previous performance in the unit.

(9) Factors contributing to or constituting extenuating circumstances of misadventure or accident must be directly related to the timing of unit teaching/learning and/or assessment requirements. These can include:

  1. medical conditions or events;
  2. psychological trauma, impairment or incapacity arising from an event;
  3. physical trauma leading to impairment or incapacity resulting from an accident;
  4. financial hardship arising from substantial change to economic circumstances beyond the student's control;
  5. substantial change to routine employment arrangements or status beyond the student's control.

(10) The following factors would not normally be considered as contributing to or constituting extenuating circumstances:

  1. routine demands of employment;
  2. difficulties adjusting to university life, to the self discipline needed to study effectively, and to the demands of academic work;
  3. stress or anxiety normally associated with examinations, required assessment tasks or any aspect of course work;
  4. routine financial support needs;
  5. lack of knowledge of requirements of academic work;
  6. difficulties with English language;
  7. difficulties with visa arrangements that could have been reasonably anticipated.

(11) Circumstances which can be grounds for a special consideration application other than misadventure or accident may also include:

  1. sporting or cultural commitments only where a student has been selected through a formal documented process to represent or participate in a state, national or international event;
  2. military commitments where a student is a member of the armed forces involved in a compulsory exercise;
  3. military reserve commitments where a student is required to attend a compulsory exercise (volunteering for additional service will not be accepted);
  4. emergency service commitments only where a student is required to attend an emergency situation and the requirement to attend is specified in supporting documentation;
  5. legal commitments, where a student is called for jury duty or is subpoenaed to attend a court, tribunal or hearing, and the requirement to attend is specified in supporting documentation;
  6. compulsory involvement in a ceremony or significant cultural activity of a unique nature (excluding those specified in Clause 8) where the requirement to attend is specified in supporting documentation from a relevant official or leader of the event/activity.

(12) The following circumstances would not normally be regarded as grounds for a special consideration application:

  1. demands of sport, clubs, social or extra-curricular activity (other than to represent or participate in state, national or international sporting or cultural events);
  2. recreational travel (domestic or international);
  3. planned events such as weddings.

Teaching Session

(13) In this policy the teaching session refers to the time from the first week of lectures up to the commencement of the end of session examinations.

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Section 3 - Policy Statement

(14) The policy applies to students enrolled in undergraduate awards and postgraduate coursework awards both on-shore, off-shore and external study students. The policy refers to both the teaching session and the formal examination period.

(15) The policy addresses special consideration requests from students who are affected by short term illnesses or disruptive events during a teaching session and the formal examination period. Students with longer term illnesses, disabilities or on-going severe disruptive circumstances should refer to the University's Disabilities Policy and should seek advice from staff in the University Student Support Services.

(16) Students with disabilities should contact the Disabilities Service in the Student Support Services. Students can also access a Student Welfare Officer for information, advice, support and referral. Special consideration provisions should apply to UWS students including those with disabilities as evidence permits.

(17) Misadventure or extenuating circumstances are any unexpected event that is outside a student's control to prevent or overcome and must be sufficiently grave in nature or duration to have caused significant disruption to a student's capacity to study effectively or complete unit requirements (as defined in Section 2 - Definitions).

(18) The policy covers those situations where a student wishes to formally advise the University that they have suffered severe and/or grave illness, misadventure, accident, or have extenuating circumstances, and, as a result, have:

  1. been prevented from meeting an assessment deadline;
  2. performed below their usual standard during an assessment, including formal examinations; or
  3. been unable to attend a compulsory component of their course.

(19) It is the student's responsibility to notify the University of illness, misadventure or extenuating circumstances and to obtain documentation which demonstrates the severity and/or gravity of the circumstance. In applying for special consideration there must be evidence to demonstrate the severity and/or gravity of the circumstance in addition to evidence that the misadventure has disrupted previously satisfactory work by a student during the session of enrolment.

(20) If there are extenuating circumstances which prevent the student from applying in writing within the timeframe specified, students are advised to contact the Unit Coordinator during the teaching session and when requesting special consideration during the formal examination period, or the Assessment and Graduation Manager if the matter concerns an application for a deferred examination.

(21) On the basis of the information provided by the student, the following may be taken into account:

  1. the severity of the event;
  2. the student's performance in other items of assessment in the unit;
  3. history of previous applications for special consideration.

(22) Applications for extensions and special consideration during the teaching session are processed within the School. Applications for special consideration and deferred examinations requests during the formal examination period are lodged at the Student Centre.

(23) All staff who deal with special consideration applications are required to maintain confidentiality of information presented by students.

Delegations to Approve Special Consideration

(24) Applications for extensions and special consideration during the teaching session are processed within the school as described in this policy.

(25) Unit Coordinators have the authority to approve or dismiss requests for extension of a due date, or special consideration for circumstances to be taken into account for a student's performance in the assessment tasks and teaching and learning activities through the whole unit of study during the teaching session.

(26) Each Head of Program has the authority to approve or dismiss a student's request for special consideration for part of, or the whole teaching period for all enrolled unit of study during the teaching session and request for special consideration during the formal examination period.

(27) The Academic Registrar has the authority to approve or dismiss applications for a deferred examination.

Part A - Acceptable Documentation for all Applications

(28) Appropriate documentation is required to verify claims made in any special consideration application. Information should relate to relevant provisions of this policy.

(29) All applications should be submitted using the relevant application form, with any supporting documentation or request for confidentiality attached. The various application forms are available on the Student Administration Forms web page.

(30) If medical information is provided, it should have sufficient detail so that the severity and gravity of the condition in relation to teaching/learning and/or assessment tasks can be reasonably ascertained. The medical practitioner should be asked to complete the relevant section of the application form. However, if the medical practitioner provides a medical certificate, the medical information on the certificate must address the same requirements as those listed in the University's application form.

(31) Documentation relating to illness must clearly indicate:

  1. the date on which the student first sought attention and information about further visits if appropriate;
  2. the severity and/or gravity of the condition, degree of incapacity and its duration or probable duration;
  3. within the limits of confidentiality, a description of the nature and seriousness of the student's problem.

(32) The certificate on the University's application form can also be used to provide supporting documentation from other professionals such as psychiatrists, physiotherapists, registered psychologists, social workers and counsellors (for personal or family problems only).

(33) For causes other than sickness, (e.g. road accident, court hearing, or death of a relative) written evidence (e.g. a police report, a court summons, or a death certificate) is acceptable.

(34) Documentation relating to misadventure or extenuating circumstances should provide evidence to support the claim and indicate the severity and/or gravity of the circumstances, and the extent of the impact on the student. Where the extenuating circumstances have arisen from substantial changes to financial situations the application should be supported by documentation.

(35) Students should note that special consideration requests will normally not be considered if documentation does not provide sufficient information to support the claims made in the application. The University will not approach doctors, hospitals, police, etc, to obtain documentation on behalf of the student.

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Section 4 - Procedures

Part B - During the Teaching Session

(36) Students who know in advance they will not be able to submit an assessment task by the due date as a result of events or circumstances can apply for an extension.

(37) Students may apply for special consideration when due to misadventure or extenuating circumstances (as defined above) they have:

  1. been prevented from meeting an assessment deadline and have not applied for an extension of the due date at least three working days prior to the date the assessment was due;
  2. been unable to attend a compulsory component of their course;
  3. require special consideration for part of, or the whole teaching period for a single unit of study;
  4. require special consideration for part of, or the whole teaching period for a all enrolled unit of study.

Applying for an Extension

(38) An application to request an extension of the due date for an assessment task should be submitted with supporting documentation and contact details (phone and student email account address) to the Unit Coordinator (with a copy to the lecturer, where applicable) no later than three working days prior to the due date. After this time students should apply for special consideration.

(39) In units of study with large cohorts across one or more campuses the Unit Coordinator can nominate an experienced academic staff member who is teaching the unit to also accept and assess applications for extensions of the due date. Students must be informed at the beginning of the teaching session of the staff member assigned to consider their applications.

(40) Students should note that the fact of submitting a request for an extension of the due date application does not automatically mean that it will be granted.

(41) The student will receive the decision on their request for an extension via their UWS student email address where possible no later than the original due date. The Unit Coordinator may contact the student by phone to discuss the matter further, if necessary.

(42) The outcome of the application will be noted on the student's record in accordance with the School's procedures for recordkeeping.

Applying for Special Consideration

(43) The following procedures apply only to special consideration during teaching sessions. For information regarding applications for special consideration in the formal examination period see Part D of the Policy.

Special Consideration for an Assessment Task in One Unit of Study

(44) Applications for Special Consideration to request accommodations in the nature or date of submission of a specific assessment task must be submitted to the Unit Coordinator (with a copy to the lecturer, where applicable), or as directed in the Student Unit Outline no later than 5.00pm on the second working day after the due date of the assessment (working days are defined as any day Monday through Friday, excluding Public Holidays and Concessional Days).

(45) The special consideration application will be submitted with documented evidence supporting the request. Documentation must indicate the severity and gravity of the circumstance and/or must provide sufficient evidence of extenuating circumstances so that an informed consideration of the application can be made.

(46) Where the determination is that special consideration will be granted for an assessment task, the outcome may include:

  1. no action;
  2. setting a different (but academically equivalent) assessment task;
  3. granting an extension of time to complete an assessment task;
  4. omitting the assessment task from the final grade calculation.

(47) A Unit Coordinator is required to document their determinations, giving reasons only in relation to this policy, and to regularly report their determinations to the Head of Program and the School Assessment Committee.

Special Consideration for Part or the Whole of the Teaching Session for One Unit

(48) For special consideration for part or the whole of the teaching session, the application should be submitted to the Unit Coordinator as soon as the student is aware that he/she has extenuating circumstances that will affect studies for the session.

(49) The Unit Coordinator may interview the student where this would assist in making their decision. The Unit Coordinator may consult the Head of Program if necessary.

(50) Where the determination is that special consideration will be granted for the whole unit, the outcome may include:

  1. no action;
  2. granting an 'R' Re-assessable Fail grade. Where a re-assessable fail grade is granted, this must be approved by the Head of Program before a recommendation made to the Head of School;
  3. setting a different (but academically equivalent) assessment tasks;
  4. marks obtained for completed assessment tasks may be aggregated or averaged to achieve a percentage;
  5. omitting an assessment task from the final grade calculation;
  6. granting an extension of time to complete assessment tasks;
  7. giving the student a final grade of 'I' to be resolved by no later than the next census date;
  8. exemption from attendance at compulsory residential school, practical sessions, etc.

(51) The student will be notified electronically by the School of the determinations made on requests for special consideration within two days following the Unit Coordinator's determination.

(52) All papers relating to the requests including recommendations, reasons and decisions will be retained by the School for a minimum of 18 months following the final decision.

(53) The Unit Coordinator will present a summary at the end of each teaching session to the Head of Program who will provide a report to the Head of School and the College Education Assessment and Progression Committee meeting.

Special Consideration Over a Part of, or the Whole Teaching Period for more than One Unit of Study

(54) Applications for Special Consideration to request accommodations for part of or the whole teaching session should be submitted to the Head of Program (with copies to the relevant Unit Coordinator ) as soon as the student is aware that he/she has extenuating circumstances that will affect studies for the session.

(55) Application for Special Consideration for part or the whole of the Teaching Session should be submitted with appropriate supporting documentation indicating the severity and gravity of the circumstance and/or must provide sufficient evidence of extenuating circumstances so that an informed consideration of the application can be made.

(56) The Head of Program may interview the student where this would assist in making their decision. The Head of Program, if necessary in consultation with the College Associate Dean, will make a determination on these applications regularly throughout teaching sessions.

(57) Where the determination is that special consideration will be granted during the teaching session, the student may be given:

  1. extension to due dates for assessment tasks;
  2. accommodations to the nature of the student's involvement with the teaching/learning experiences and/or assessment tasks for a part or the whole of the teaching session; and/or
  3. adjustments of the requirements of the assessment submitted not withstanding the requirement that a satisfactory attainment of the relevant unit objectives and learning outcomes must be demonstrated for the assessment/unit.

(58) Where the determination is that special consideration will be granted during the teaching session, the student may be granted consideration by:

  1. extending the due date for assessment tasks;
  2. recommending accommodations that may be made to the nature the student's involvement in the teaching/learning experiences and/or assessment tasks for a part or the whole of the teaching session; and/or
  3. adjustment of the requirements of the assessment submitted not withstanding the requirement that a satisfactory attainment of relevant unit objectives and learning outcomes must be demonstrated for the assessment/unit.

(59) The student will be notified electronically by the School of the determinations made on requests for special consideration within two days following the Head of Program's determination.

(60) The Head of Program is required to document their determinations, giving reasons only in relation to this policy, and to forward their determinations to the School Manager - School Administrative Manager for noting. All papers relating to the requests including recommendations, reasons and decisions will be retained by the School for a minimum of 18 months following the final decision.

(61) The Head of Program will present a report at the end of each teaching session to the Head of School and the College Education Assessment and Progression Committee meeting.

Part C - During the Formal Examination Period

(62) These procedures apply to formal end of session University examinations only, not 'in-session' examinations.

(63) A request for Special Consideration can be made when a student has been seriously ill, or through misadventure or other exceptional circumstances beyond their control, as defined in this Policy. Normally requests will relate to situations where a student:

  1. believes their studies and academic work have been adversely affected so that they will be unable to perform in the examination at their usual standard;
  2. was unable to complete a formal examination due to ill health or other cause.

(64) A request for a deferred examination should only be made in exceptional circumstances where the severity and/or gravity of misadventure, accident or illness is such of an extreme nature that the student will not be able to sit the examination and where a rescheduling of the examination is demonstrated to be the only reasonable option. The University will not consider cases where a student is unable to attend an examination due to circumstances such as a vacation, ceremony or family event.

(65) Applications should be completed on the appropriate form either the Final Examination Special Consideration Application, or the Final Examination Deferred Application and submitted with supporting documentation. These forms are available on the web, or from any Student Centre prior to the Examinations Period.

(66) Students should note that the fact of submitting either a Final Examination Special Consideration Application or Deferred Examination Application does not automatically mean that either will be granted.

Applying for Special Consideration for a Formal Examination

(67) The Final Examination Special Consideration Application must be submitted via the Student Centre with the appropriate supporting documentation no later than 5.00pm on the second working day after the due date of examination (working days are defined as any day Monday through Friday, excluding Public Holidays and Concessional Days). The supporting documentation must link the severity and/or gravity of the extenuating circumstances to the ability of the student to undertake the examination. Applications are forwarded by the Student Centre to the relevant Unit Coordinator.

(68) In exceptional circumstances which prevent the student from applying in writing within the timeframe specified above, an application may be accepted outside the two working day limit. In these cases students are advised to contact their Unit Coordinator directly.

(69) The Unit Coordinator will consider the application for special consideration and have the authority to uphold or dismiss special consideration requests during the formal examinations period.

(70) If a special consideration application is upheld, the Unit Coordinator will recommend to the Head of Program the most appropriate accommodation/action that should be taken in response to the student's circumstances. The recommended outcome may include:

  1. no action;
  2. granting an 'R' Re-assessable Fail grade (the Head of Program is required to recommend this outcome to the Head of School );
  3. marks obtained for completed assessment tasks may be aggregated or averaged to achieve a percentage;
  4. omitting the examination from the final grade calculation;
  5. giving the student a final grade of 'I' to be resolved by no later than the next census date;
  6. recommend the student sit a deferred examination.

(71) In respect of clause (70)f, a recommendation that the student sit a deferred examination must be approved by the Head of Program. If the recommendation is approved and the student is required to sit the examination during the deferred examination period, the School must notify the Assessment and Graduation Manager no later than two working days after the scheduled date of the examination.

(72) Any determinations to offer a deferred examination made after this date cannot be accommodated and alternate arrangements will need to be made by the School to offer a deferred examination.

Applying for a Deferred Examination

(73) Access to a deferred examination is a privilege determined on a case by case basis. It is not a right. A deferred examination is a significant concession to a student and should only be granted where the application clearly demonstrates grave and/or severe circumstances as outlined in Section 2 of this policy and where no other alternative is appropriate.

(74) The Final Examination Deferred Application should be submitted as soon as the student is aware of circumstances that will prevent them from sitting the scheduled examination but no later than two working days after the examination date.

(75) The application should specify the nature of the circumstance in relation to the policy, provide appropriate evidence to verify claims particularly in relation to the timing of the circumstance vis a vis the examination period and the severity and/or gravity of the circumstance.

(76) The Academic Registrar will consider all applications for deferred examinations except for any practical examination requests and will, for each application, make one of the following determinations:

  1. that the student will be allowed to sit a deferred examination, in which case the Academic Registrar will advise the student in writing of the details of the deferred examination.
  2. that the final examination deferred application has been rejected, such decision being final and not subject to review.

(77) Deferred examinations will be held shortly after the normal examination period. The scope, structure and duration of a deferred examination for a unit will be the same as the examination for the same unit held in the formal examination period.

(78) Where possible, the student will be notified at least five working days prior to the deferred examination.

(79) Where a student cannot sit a deferred examination, because the documented duration of the incapacity will extend beyond the period set aside for deferred examinations the Academic Registrar will refer the application to the School. The School will arrange an alternative assessment task or an individual deferred examination at a time that suits the student. Note that this option is not available for students whose request for a deferred examination has been rejected.

(80) Where a student's application for a deferred examination has been rejected the Assessment and Graduation Manager will notify the Unit Coordinator of the grounds for the application being unsuccessful.

Students Unable to Attend the Deferred Examination

(81) Where a student has been granted a deferred examination but illness or misadventure prevents a student from attending the examination there will be no further deferment of that examination.

(82) The student should submit the Final Deferred Examination Special Consideration Application form and documentation to the Student Centre no later than 5.00pm on the second working day after the missed deferred examination (working days are defined as any day Monday through Friday, excluding Public Holidays and Concessional Days). The application will be considered by the Academic Registrar.

(83) If Special Consideration is granted, the application will be forwarded to the relevant Head of School who will convene a small review panel, comprising the Head of School, relevant Head of Program and relevant Unit Coordinator, to consider the application. The outcome may be one of:

  1. omitting the assessment task from the final grade calculation;
  2. arranging a replacement examination, to be run by the School;
  3. setting a different (but academically equivalent) assessment task;
  4. giving the student a final grade of 'I' to be resolved by no later than the next census date.

(84) If the special consideration application has been rejected, such a decision is final and not subject to review.

(85) Student will be notified within five working days following the final decision.

(86) All papers relating to the Final Deferred Examination Special Consideration requests including recommendations, reasons and decisions will be retained by the Assessment Progression Graduation and Awards Unit (where a decision was made by the Academic Registrar ) or by the School (where the request was referred to the School ) for a minimum of 18 months following the final decision.

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Section 5 - Guidelines

(87) Nil.