View Current

Assessment and Examinations Policy

This is not a current document. It has been repealed and is no longer in force.

Section 1 - Purpose and Context

(1) The University recognises that assessment is an essential part of the teaching and learning process. Assessment influences approaches to study and helps students to allocate their time appropriately. The University undertakes to provide constructive and timely feedback on assessments, in order to help students gain a sense of achievement and progress, an appreciation of the performance and standards expected in a particular discipline or professional area, and to learn from their endeavours.

(2) In addition to the policy, rules and procedures laid down in this Policy, the University has developed Codes of Practice for Assessment, and Teaching and Learning, which it expects staff and students to uphold.

(3) Information regarding assessment for students with disabilities may be found in the University's Disability Action Plan.

Top of Page

Section 2 - Definitions

(4) Nil.

Top of Page

Section 3 - Policy Statement

Part A - Assessment

Formative and Summative Assessments

(5) A unit may contain assessment tasks that are formative or summative. Formative assessments are designed to provide students with feedback and might not contribute to the final mark and grade. Summative assessments do contribute to the final mark and grade.

Number of Assessments within a Unit

(6) The number of assessment items must be consistent with the accredited documentation for unit approval. Details of each assessment task must be provided in the unit outline.

(7) All units at introductory level will contain one formal formative assessment task within the first half of the session that provides constructive feedback to students. Units at advanced level will normally contain one formal formative assessment task within the first half of the session that provides constructive feedback to students.

(8) The assessment workload expected of students should be consistent with the unit's credit point value and complexity of the subject matter.

Weighting of Assessments

(9) Normally there will be more than one assessment from which the final mark and grade for a unit is derived. Particular assessments will carry a weighting towards the final mark (e.g. the examination is worth 50%).

(10) The maximum weighting for any one item of assessment will be 65% unless otherwise approved by Academic Senate as part of the course proposal document.

(11) Group work will carry a maximum weighting of 30% unless otherwise approved by Academic Senate as part of the course proposal document. A specific weighting for each item of assessment must be nominated (e.g. 25%) - the weighting should not be expressed as a range (e.g. "between 20 and 35%").

(12) In the case of Honours and Postgraduate programs the maximum weighting for an assessment or group work may not apply.

(13) The University reserves the right for it to be necessary for a student to pass a particular assessment task or tasks in order to pass the unit (even if the total mark is more than 50%). Where this is the case, it will be clearly stated in the accredited documentation for the unit and on the information provided to the student in the unit outline.

Use of Formal Examinations

(14) Normally a unit will not have more than one formal examination administered by the Office of the Academic Registrar during the official examination period, unless approved by Academic Senate.

(15) Examinations organised outside the official examinations period are the responsibility of the Unit Co-ordinator. Examinations, due dates of assessment tasks and teaching are not permitted during Stuvac.

(16) Other tests and practical/laboratory examinations may be conducted at other times during the session, provided:

  1. students are advised at the beginning of the session that the test/examination will be held during the normal teaching periods;
  2. the time for the test/examination does not exceed the normal teaching period;
  3. when the examination is held during a scheduled teaching period, the total time devoted to the examination must not exceed the scheduled class time, unless the unanimous consent of the class has been gained;
  4. alternative examination arrangements for students with special needs comply with the University's requirements for reasonable accommodation;
  5. the unit outline must inform students about the intention to conduct such an examination. The date, time and place of the examination will be made available to students as early as possible;
  6. that only with the express permission of the Deputy Vice-Chancellor (Academic & Services) shall an examination be conducted during a study recess period. This permission will be made before the beginning of the relevant teaching session and students will be notified at the commencement of the session.
  7. on-line examinations are permitted, subject to:
    1. the relevant Head of School, prior to delivery, identifying such exercises and signing off on a resource/security checklist, and
    2. the Head of School providing a report for noting to the Education, Progression and Assessment Committee of the relevant College.

Attendance and Assessment

(17) Attendance requirements will be noted in the unit outlines provided for students. It is the student's responsibility to attend classes and maintain their studies. If a student chooses not to attend classes they should be aware that no additional resources will be made available.

Notification to Students of Assessment Tasks

(18) Students will be provided with a unit outline by the end of week two of session. (SGSM students will be provided with a unit outline by the end of the first day of a unit taught in 'block' mode.). The unit outline will contain detailed information on the assessment tasks, submission dates and College/School policies (e.g., the penalties for late submission), and the weighting of each task and the basis for assessment (e.g. the criterion if the task is criterion-referenced, or the basis for scaling/moderating if the task is norm-referenced). Students should also be advised of the documentation required if they need to seek special consideration (refer to Part B - Matters affecting Assessment).

(19) Any variation in the assessment task/s after assessment information has been provided to students in the unit outline, and that affects all students within a unit, will only be made in exceptional circumstances. The Head of School is to approve such changes, and all students should be formally notified in writing.

(20) A student who enrols in a unit after teaching has commenced is responsible for obtaining the relevant information on assessments in the unit outline from the Unit Co-ordinator.

(21) Students will be assessed, examined and given results only for those units in which they have enrolled correctly. At the end of each teaching session, students are advised by the Academic Registrar of their final grade in each enrolled unit.

(22) Teaching or assessment activities will not be conducted during the study recess (Stuvac).

Submission and Collection of Assessment Materials

(23) All assessments should be accompanied by a student declaration indicating the work, or any part of the work, does not include plagiarism. The assignment coversheet, including this declaration, is available for students to print from the University's website (see also Academic Misconduct Policy clauses Plagiarism).

(24) Where assessment materials are to be submitted electronically via email or the web, alternative arrangements will be made where a student does not have access to the appropriate hardware or software.

Late Submission of Assessments

(25) A student who submits a late assessment will be penalised by 10% per day up to 10 days, i.e. marks equal to 10% of the assignment's worth will be deducted as a 'flat rate' from the mark awarded. For example, for an assignment with a possible highest mark of 50, the student's awarded mark will have 5 marks deducted per late day. Saturday and Sunday each count as one day. Assessment will not be accepted after the marked assessment task has been returned to students who submitted the task on time except where compulsory items of assessment in a unit must be submitted.

Unclaimed Student Assessments

(26) Unclaimed student work for assessment is retained for a period of one month after the end of session. Examination papers and final major assessments are kept for a period of twelve months following the end of the relevant teaching session.

Assessment Systems

(27) The assessment of a student's work can be criterion-referenced or norm-referenced.

(28) Criterion-referenced assessment is an assessment where an individual's performance is assessed against a set of clearly stated criteria (specific learning outcomes or performance standards). A student receives a mark and a grade in relation to how well they have performed against the criteria. In some cases, a student's work will be assessed as satisfactory or unsatisfactory.

(29) Norm-referenced assessment is an assessment where a student's performance is compared to a larger group. A student receives a mark and a grade in relation to how well they have performed compared with other students. Norm-referencing may result in marks for a single assessment or marks for a group of assessments for a particular unit being moderated or scaled.

(30) A particular unit may contain both criterion-referenced and norm-referenced assessments. Assessment information for each unit is given to students in the Student Unit Outline within the first two weeks of the teaching session. SGSM students undertaking a unit of study in 'block' mode will be provided with assessment requirements in the unit outline by the end of the first day of study.

Grading Standards

(31) This section of the policy is designed to ensure consistency of meaning and application of grades across the University and to ensure quality assurance in regard to assessment standards and grades awarded.

(32) The University draws upon the following grades for both undergraduate and postgraduate courses.

Table 1 - Final Grades

Grade Notation Percentage Descriptors
High Distinction H 85-100 Work of outstanding quality, broadly speaking, which may be demonstrated by means of criticism, logical argument, interpretation of materials or use of methodology. This grade may also be given to recognise particular originality or creativity.
Distinction D 75-84 Work of superior quality demonstrating a sound grasp of content, together with efficient organisation and selectivity.
Credit C 65-74 Work of good quality showing more than satisfactory achievement.
Pass P 50-64 Work showing satisfactory achievement.
Satisfactory S Student has met defined criteria at an appropriate level within a specified time. Only used for ungraded assessments.
Fail F 0-49 Unsatisfactory performance.
Unsatisfactory U Student has not met defined criteria at an appropriate level within a specified time. Only used for ungraded assessments.
Practicum Fail PF Student has failed to satisfy criteria for practicum assessment and will not progress further in the unit (and course if the unit is compulsory). A PF grade must be approved by Head of School and submitted with supporting documentation.
Withdrawn (without academic penalty) W Student provides evidence of serious illness or misadventure experienced after the relevant census date.
Absent - Fail AF Student has not officially withdrawn from the unit and has failed to complete one or more of the compulsory assessment requirements for the unit.
Continuing Y Unit continues over more than one teaching session (including non standard teaching sessions) and final assessment has not been made.

Temporary Grades

(33) All temporary grades should be finalised before the main census date following the initial application of the grade. Where a result is not finalised within the timeframe, an E grade (fail discontinued) will be recorded. In certain circumstances an I grade or N grade may continue past the relevant census date when approved by the Head of School. The outstanding result will be finalised by the end of the next teaching period.

Table 2 - Administrative Grades

Grade Notation Percentage Descriptors
Fail - discontinued E - A student has withdrawn from the unit after the relevant census date without authorisation.
Incomplete I - Assessment tasks incomplete due to illness or misadventure.
Deferred Exam J - Due to illness or misadventure, with formal approval granted for the student to sit an alternative to the formal scheduled exam.
Result Pending N - Grade still to be finalised.
Re-assessable Fail R - Re-assessable fail (with the provision for further assignment or other work), which must be converted to Pass or Fail.
Academic credit – Specified K - Academic credit for specified core or elective units.
Academic credit – unspecified L - Academic credit for non specified core or elective units.
Aegrotat Pass Z - Awarded on compassionate grounds because of inability to complete unit.

(34) GPA (Grade Point Average) - refer to the Progression and Graduation Policy - Grade Point Average.

Determination of Marks and Grades

(35) Students must be advised in the unit outline how all marks and grades are to be determined.

(36) Students must be informed of their numerical mark for every component of assessment (including examinations) in the unit unless the component is assessed as satisfactory/unsatisfactory. A final grade and mark will be released on-line except in the case of a fail grade, where only the grade will be released. Students must be informed where an assessment item will not contribute to the final mark.

(37) Unless otherwise approved, the final assessment mark for each student in a unit shall be determined on the scale of 0 to 100%. Grades will comply with the UWS Grades policy (refer to Grading Standards, clauses 31 - 34).

(38) Students must be informed in the unit outline whether any marks gained in part or all of the assessment will be modified or scaled. For example, a student might achieve high marks but fail the unit if a particular assessment task threshold had not been achieved. Moderation must comply with the moderation of results guidelines, which are distributed to relevant staff.

Moderation of Results

(39) Part or all of the assessment in a unit may be moderated. The distribution of grades within a unit will be approved by the Head of School or nominee and reported to the Schools Assessment Committee. It is expected that Schools will adhere to the guidelines on the moderation of results. Reasons must be provided if the grading distribution falls outside guidelines. The School Assessment Committee will provide a report to the College Assessment Committee following each teaching session.

Notification of Results.

Responsibility for Assessment

(40) It is the responsibility of the College Dean, as well as the Head of School, with support from the Associate Deans, Head of Program, and other key academic staff in the School/College to ensure that:

  1. correct and timely processes are followed by the School/College Assessment Committee;
  2. where units are taught across more than one campus/mode, the formal examination must be the same;
  3. quality processes are implemented to ensure consistency in marking standards;
  4. the relevant School keeps a copy of required assessment tasks within a key program and makes it available to students or staff on request.

Staff

(41) Academic staff carry out their teaching responsibilities under the authority of the College Dean and Head of School. Staff have the following responsibilities:

  1. to assess students' work fairly, objectively and consistently and when in doubt consult with the Course Adviser or Head of Program;
  2. to provide students with appropriate, helpful and explanatory feedback on all work submitted for assessment;
  3. to make reasonable accommodation (e.g. length of time to complete) in assessment tasks and examinations for students with special requirements and to seek assistance from the Disabilities Advisers and Counsellors where appropriate and needed;
  4. to ensure deadlines for the submission of examination papers to the Academic Registrar are met;
  5. to immediately report to the Head of School/Head of Program any instances of student cheating, collusion and/or plagiarism.

Students

(42) Students have a responsibility to:

  1. familiarise themselves with the University policy on assessment and examinations;
  2. ensure they read and understand the assessment requirements and note the submission dates, and seek assistance from the lecturer and/or Course Adviser when needed;
  3. notify relevant staff (e.g. lecturer, unit co-ordinator, disability adviser) as soon as possible prior to, or at the beginning of, the teaching session if they wish to have special requirements accommodated;
  4. submit for assessment their own individual and unassisted work, except as otherwise permitted, and understand that cheating, plagiarism, fabrication or falsification of data will be severely dealt with;
  5. behave ethically and appropriately, avoiding any action or behaviour which would unfairly disadvantage or advantage another student;
  6. ensure that they understand the requirements, including timetables, for examinations and other assessments tasks.

Review of Grade

(43) There may be instances where a student believes that their final grade in a unit does not correctly reflect their performance against the criteria. Students may choose to informally discuss their concern with the academic responsible for the unit. Where the informal approach is not appropriate, or the student wishes to take the matter further, this section provides a process for a more formal application for a Review of Grade.A grade cannot be reviewed where the grade awarded is the outcome of a determination under the Academic Misconduct Policy or the Non-academic Misconduct Policy.

(44) This applies to all units offered by the University in both award and non-award enrolments, but does not apply to continuing education studies (short course or modular units).

(45) The review will be of the final grade issued at the end of a teaching session.

(46) A student may apply for a review of grade provided the student has completed all the essential assessment requirements set down in the unit outline issued at the commencement of instruction of the unit.

(47) There will be a prescribed charge for a review of a passing grade.

(48) The formal review of grade(s) will be undertaken by the academic unit responsible for teaching that unit.

(49) This section does not apply to appeals against level of Honours, or level of graduation.

Grounds for Review of Grade Application

(50) A student may apply for a review of a final grade if they have reason to believe that:

  1. the unit co-ordinator did not provide a unit outline as required;
  2. the assessment requirements as specified in the unit outline were varied in an unreasonable way;
  3. assessment requirements specified in the unit outline were unreasonably or prejudicially applied to the candidate;
  4. a candidate is of the view that a clerical error has occurred in the computation of the grade;
  5. due regard has not been paid to the evidence of illness or misadventure.

Applying for a Review of Grade

(51) Students seeking review of individual items of assessment should, in the first instance, approach the academic staff member responsible for the marking of that assessment item. Where, after such discussion, the student believes an error persists or the result is not a fair reflection of the student's work, the student may apply for review at the end of the session following notification of the final grade.

(52) An application for review of grade must be in writing and lodged with the Student Centre, together with the prescribed charge (if appealing against a passing grade), within ten University working days of the official notification of results on the web. The Student Centre shall forward the application for review of grade(s) to the Examinations and Assessments Unit to be registered and sent to the relevant academic unit for consideration.An application for Review of Grade for a unit that has been the subject of a determination under the Academic Misconduct Policy or the Non-academic Misconduct Policy will be rejected.

(53) A separate application must be lodged for each unit. A separate fee must be paid for each unit. The charge will be refunded to any student whose application is successful.

(54) The grounds for the application for review of grade(s) must be clearly stated. It is not sufficient merely to state that there has been an error or an injustice.

Consideration of Review of Grade Applications

(55) The Head of the relevant School may reject the application when:

  1. the student has not completed all essential requirements of the unit;
  2. no reasonable grounds are stated in the application for review of grade(s);
  3. in the normal course of events, the piece or pieces of work have already been assessed by at least two people knowledgeable in the field;
  4. reasonable grounds exist to review the grade, but such a review, if conducted, would not result in any alteration of the grade; or
  5. the student has not completed all essential requirements (except in some cases of special consideration).

(56) Where the Head of School accepts the application, s/he will obtain from the Unit Co-ordinator a written response to the grounds for the review of grade. The application and the response will be considered by a School committee (no more than three academic staff, none of whom have been involved in teaching the units which are the subject of review). The School committee will then submit recommendations to the School Assessment Committee. The School Assessment Committee will confirm or review the recommendations and advise the Examinations and Assessments Unit, Office of the Academic Registrar.

(57) School Assessment Committees will meet within one month of each of the dates on which Review of Grade applications close.

Outcomes of Review Applications

(58) Where a student's review of grade is successful, the Assessment and Progression Unit will refund the prescribed charge (if applicable) and notify the student electronically via their UWS student email account to view the amended final grade online.

(59) Students whose application for a review of grade is rejected will be advised in writing by the Assessment and Progression unit of the reason for the outcome and will not be entitled to a refund of any prescribed charge paid.

Supplementary Assessment in the Final Unit of a Course

(60) Students who have received a fail in the final unit of their undergraduate pass degree or coursework postgraduate degree may apply to the School Assessment Committee to undertake a supplementary assessment for that unit. This does not apply to Honours programs.

(61) The final unit is a unit taken in the session when the student would have been able to complete their degree but for failure in that unit.

(62) Granting of a supplementary assessment is not automatic. The student must have completed all assessments for the final unit and failed only one assessment. Application must be made in writing to the Chair of the School Assessment Committee within 10 working days of the official notification of results.

(63) The supplementary assessment will take the form, as closely as possible, of the assessment item that was failed. The supplementary assessment must be approved by the School Assessment Committee. The grade for the supplementary assessment can be awarded as a grade no higher than 50% and this will replace the original mark. Where the supplementary assessment is poorer, the original mark will stand. The grade for the supplementary assessment must be finalized at least one month prior to the Graduation Ceremony for the student to be eligible to graduate with the same cohort.

(64) There can be only one supplementary assessment.

Part B - Matters Affecting Assessment

Special Consideration

(65) This section applies to Special Consideration to Assessment during teaching sessions. For information regarding Inability to Attend an Examination (including special consideration during formal examinations and deferred examinations) refer to Part H.

(66) The University recognises that there will be circumstances beyond a student's control which may impact adversely on their performance. Under such circumstances, a student may ask that Special Consideration be given to the assessment task (or tasks) so affected. This section covers those situations where a student wishes to formally advise the University that they have suffered misadventure, and ask that Special Consideration be given under the following procedures. Definitions of misadventure and extenuating circumstances relevant to Special Consideration are provided below at clauses 75 onwards; (note that separate definitions relevant to requesting a Deferred Examination are provided in Part H Inability to Attend an Examination).

(67) Students should notify the University when they have suffered misadventure, or have extenuating circumstances (see definitions below) 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;
  3. been unable to attend a compulsory component of their course.

(68) The University will require students to provide supporting documentation. Decisions relating to Special Consideration will be made and documented under the procedures outlined below. The above procedures apply only to special consideration during teaching sessions. For information regarding applications for Special Consideration at time of an Examination and Special Exam Arrangements (Deferred Examinations) see Part H. Separate procedures relate to requests for a Deferred Examination and students need to meet the requirements contained in Deferred Examinations (clauses 148 onwards).

(69) Students should note that the fact of submitting an application for Special Consideration does not automatically mean that it will be granted.

Defining Misadventure and Extenuating Circumstances

(70) As a general guide, misadventure or extenuating circumstances are any unexpected event that is outside a student's control to prevent or overcome. It 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. It must also be clear that the misadventure disrupts previously satisfactory work by a student during the session of enrolment.

(71) Circumstances contributing to misadventure can include:

  1. medical reasons;
  2. family/personal reasons;
  3. employment-related reasons, such as substantial change to routine employment arrangements or status;
  4. Substantial changes to the student's financial situation.

(72) The following circumstances would not normally be considered misadventure:

  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 need for financial support;
  5. lack of knowledge of requirements of academic work.
  6. Circumstances which can be deemed to be extenuating include:
  7. administrative problems, such as the late receipt of teaching materials, enrolment errors or delays;
  8. sporting or cultural commitments, where a student has been selected to participate in a state, national or international sporting or cultural event (or is participating in the official selection processes leading to the formation of a team in a state, national or international sporting or cultural event);
  9. military commitments, where a student is a member of the armed forces involved in a compulsory exercise;
  10. military reserve commitments, where a student is required to attend a compulsory exercise. (Supporting documentation should indicate that the student was required to undertake the service rather than volunteering for additional service.)
  11. emergency service commitments, where a student is required to attend an emergency situation. (Supporting documentation should indicate that the student was required to attend the emergency situation).
  12. legal commitments, where a student is called for jury duty or is subpoenaed to attend a court, tribunal etc; or
  13. other events that pose a major obstacle to the student proceeding satisfactorily with his or her studies.

(73) The following would not normally be regarded as extenuating circumstances:

  1. demands of sport, clubs, and social or extra-curricular activity (other than selection for state, national, or international sporting or cultural events);
  2. difficulties with the English language.

(74) Note: Students who are unable to complete a specific assessment task due to a temporary disability (for example, unable to complete a written exam due to a broken arm) should liaise with the Unit Co-ordinator about the possibility of undertaking an alternative assessment task, or with the Disabilities Co-ordinator, who will be able to assist with appropriate support.

Applying for Special Consideration

(75) See also Part H - Inability to Attend an Examination.

(76) This clause is for students who, due to misadventure or extenuating circumstances (as defined above), have:

  1. been prevented from meeting an assessment deadline;
  2. been unable to attend a compulsory component of their course.

(77) Where academic work is hampered to a substantial degree by illness or other cause, except in unusual circumstances, a problem involving only three consecutive days or a total of five days within the teaching period of a session is not considered sufficient grounds for an application.

(78) All applications should be submitted on the standard form 'Application for Special Consideration' with supporting documentation and any request for confidentiality. If medical information is provided, it should be on the certificate which is part of the Application for Special Consideration form or must contain the same information as would be provided in that certificate.

(79) The Certificate on the 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). The application form is available on the web, or from all Student Centres. All applications must be lodged via the Student Centre no later than 5.00pm on the 2nd working day after the due date of the assessment (working days are defined as Monday to Friday, not including public holidays).

(80) 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 degree of incapacity of the student and its duration or probable duration;
  3. within the limits of confidentiality, a description of the nature and seriousness of the student's problem.

(81) Documentation relating to misadventure or extenuating circumstances should provide similar information about the duration of the unusual 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. Students should note that Special Consideration requests may not be considered if documentation does not provide full information relating to the illness or misadventure.

(82) Students should note that the University may not be able to give consideration to an illness or misadventure if documentation does not provide full information.

(83) Applications will be forwarded to the School Administrative Officers by the Student Centre for consideration by the Unit Co-ordinator. On the basis of the information provided by the student, the following may be taken into account:

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

(84) Unit Co-ordinators may interview the student where this would assist in making their recommendation to the relevant Head of School. The Head of School, if necessary in consultation with the College Associate Dean, will make a determination on these recommendations regularly throughout teaching sessions, and present a summary at the end of each teaching session to the College Assessment Committee meeting.

(85) Where the determination is that special consideration is granted, the outcome may include:

  1. no action;
  2. granting a '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 task;
  4. marks obtained for completed assessment tasks may be aggregated or averaged to achieve a percentage;
  5. omitting the assessment task from the final grade calculation;
  6. granting an extension of time to complete an assessment task;
  7. setting a different (but academically equivalent) assessment task;
  8. recommend giving the student a final grade of 'W';
  9. giving the student a final grade of 'I' to be resolved by no later than the next census date;
  10. exemption from attendance at compulsory residential school, practical sessions, etc.

(86) The determinations made on requests for special consideration will be notified by the School to the student, and 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. All staff must preserve the confidentiality of any information in special consideration requests.

(87) Students who are experiencing difficulties with hardship, illness, compassionate issues or problems with studies, may access the professional counselling services provided on each campus through Student Support Services. Students can also access a Student Association Welfare Caseworker or Student Advocate for information, advice, support and referral.

(88) The above procedures apply only to special consideration during teaching sessions. For information regarding applications for Special Consideration at time of an Examination and Special Exam Arrangements (Deferred Examinations) see Part H.

Part C - Examinations Policy

(89) This section of the policy refers to end of session formal examinations and deferred examinations. It sets out the University rules and procedures, and the expectations the University has of its students. It does not exclude the setting of mid-session examinations or tests run by individual unit co-ordinators.

Examination Timetables

(90) The University will publish the examination timetable no later than five weeks prior to the commencement of the examination period, and will specify the time, date, duration, campus and examination venue at which an examination will be conducted.

(91) The examination timetable will be available on the University website, and in personalised form for each student via their website login, including the location of each of their examinations.

(92) External students will at the time of initial enrolment at the University be invited to choose their preferred examination location from the selection provided by the Assessment & Progression Unit. The examination venue will normally be not more than two hundred (200) kilometres from the student's place of residence. Those students who reside more than two hundred (200) kilometres from the nearest University examination location may choose their own location prior to current session census date, in consultation with the Assessment & Progression Unit.

(93) Once the examination location has been identified, the student will sit all examinations at that location for the duration of their course, unless the student notifies the Assessment & Progression Unit of a change of address. Any change of address should be notified to the University no later than six weeks prior to the examination period.

(94) Students enrolled in examinable off campus units are advised to review their examination location and time of exam at the University website and inform the Assessment and Progression Unit of any change in circumstances no later than four weeks prior to the examination period.

(95) Not all examination locations may be available in every examination period. UWS reserves the right to reallocate students to the examination venue of its choosing, closest to the student.

(96) The University will not provide verbal advice on an individual student's examination timetable via telephone or at the Student Centre unless the student is identified as an External Student.

(97) It is the responsibility of the student to ensure that they are familiar with the examination timetable.

Examination Venue and Times

(98) The University does not guarantee that the examination for a particular unit will be scheduled at the campus where classes for that unit have been held.

(99) Examinations may be scheduled to start between 8.30am and 6.30pm on weekdays and between 8.30am and 6.30pm on a Saturday. The finish time will depend on the length of the examination.

(100) Note: SGSM runs final examinations on Sundays when required.

Examination Clashes

(101) The University defines an examination clash as:

  1. two examinations at the same time including any overlap;
  2. less than two hours between exams where they are held on the same campus;
  3. where there is insufficient travelling time (less than three hours) between examination venues at different campus or off campus sites;
  4. where a student had more than three examinations scheduled on two consecutive days. The University does not regard Friday or Saturday and the following Monday as consecutive days;
  5. An evening examination that finishes after 8.30pm followed by a morning examination that starts before 9.30am on the next consecutive day.

(102) Students wishing to advise of an examination clash before an examination must advise the University (via the Examinations Unit) in writing no later than ten (10) working days after the examination timetable has been published.

(103) The University may not be able to provide alternative arrangements where written advice is received after the ten (10) working days period.

Part D - Students with a Disability - Individual Examination Provisions

(104) Students with a disability which may result in them being disadvantaged are advised to discuss special needs regarding all types of assessment with the Disabilities Service within Student Support Services at the commencement of the teaching session.

(105) Students with a disability which may cause them to be disadvantaged in an examination and who may require individual examination provisions are expected to register through the Disability Service within Student Support Services at least thirty working days prior to the commencement of the examination period, to enable sufficient time for provisions to be met. If this deadline is missed the student is expected to contact the Disabilities Unit. A student needs to notify the University only once in writing unless circumstances change.

(106) Students may apply for special examination conditions if they have a disability which will prevent them from demonstrating the extent of their knowledge in an examination. The provision of the conditions is in keeping with the Disabilities Policy.

(107) Late notification of requirements may result in difficulty ensuring the necessary arrangements can be put in place.

(108) Examinations under special conditions are organised and supervised by the Examinations Unit unless the nature of the request may compromise the security of the examination. In these cases, the School may be asked to arrange special conditions for either an alternative assessment or take home examination.

(109) Special Examination Conditions include: extra time for reading or resting or writing or toilet breaks, use of a scribe or a computer, exam papers in Braille or large print, ergonomic furniture, better lighting etc.

(110) Only end of session formal examinations are organised by the Examination Unit. Session tests and School run examinations are managed through the relevant School.

Students with a Temporary Injury or Disability

(111) Students with a temporary injury or disability which may cause them to be disadvantaged in an examination and who may require individual examination provisions must inform the Examinations Unit immediately.

(112) Students with a temporary disability that will prevent them from sitting an examination may apply for special consideration (see Deferred Examinations clauses 145 onwards).

Part E - Attendance at Examinations

(113) It is the responsibility of the student to be present at examinations at the correct time and place.

(114) Students are required to be in their places in the examination room not less than 10 minutes before the time of commencement.

(115) The University will not provide special consideration in cases where the student has misread or misunderstood the examination timetable.

(116) Students should not make any vacation travel arrangements that might interfere with attendance within the examination period.

Materials Brought Into the Examination Venue

(117) A student may bring into the examination venue any materials considered necessary by the University to complete the examination. This includes writing equipment (e.g. pens, pencils, erasers etc) as these will not be supplied, approved bilingual dictionaries and any study materials and/or equipment indicated on the examination paper. Writing materials should be contained only in a clear plastic bag. Pencil cases will not be permitted.

(118) Scribbling paper is not provided - 'rough' work should be done on the reverse side of pages of the answer booklet. Candidates are not permitted to remove any examination question papers from the examination room or any unused material.

(119) For unauthorised material see clause 123 Unauthorised Materials Within an Examination Venue.

Bilingual Dictionaries

(120) This applies to closed book examinations only.

(121) A student whose first language is not English may apply to use simple unannotated bilingual translation dictionaries during an examination. The student must have indicated on the survey of commencing students at the time of initial enrolment into the University that English was not their first language.

(122) The student must obtain a bilingual dictionary application form no later than ten (10) working days prior to the commencement of the examination period. This form can be completed and validated at UWS Student Centres.

(123) Students should produce this authorisation at the examination venue at which time the dictionary will be checked prior to the student entering the examination venue.

Unauthorised Material at the Examination

(124) The following materials are not allowed at the examination:

  1. textbooks and other reference material unless authorised by the examiner;
  2. bags, motorcycle helmets, bicycle helmets, caps, hats or other personal items;
  3. notes of any kind including those written on rulers and calculator covers;
  4. electronic Dictionaries, Programmable Calculators and Text Retrievable devices (including mobile phones);
  5. pencil cases;
  6. blank paper, notepads or any other material, whether or not related to the examination.

(125) The University does not guarantee safe-keeping of students' possessions inside or outside of examination rooms. Students concerned about the security of valuable possessions during examinations will need to make alternative arrangements for their care, or ensure that they do not bring these possessions to campus on days when they are required to attend examinations.

Admission to Examination Venue

(126) Students must produce a UWS Student Identity Card (ID) for entry to all examinations and display the ID card on their desk for the duration of the examination. Students will not be admitted to examinations without a UWS student identification card, or verification of current enrolment. Other appropriate photo identification (preferably a drivers licence or passport) is permissible.

(127) Students will not be admitted to an examination venue after the examination has been in progress for thirty (30) minutes.

(128) No additional time will be granted for time lost.

(129) The start time is the official time displayed on the timetable or the time the Examination Supervisor in Charge announces an examination has commenced, whichever is later.

(130) Students are required to sit in the seat allocated to them by the examination supervisor.

Leaving the Examination Venue

(131) A student will not be permitted to leave an examination venue until thirty (30) minutes have elapsed from the commencement of writing.

(132) A student will not be permitted to leave the examination venue during the last ten (10) minutes of an examination unless there are exceptional circumstances such as illness.

(133) A student wishing to leave an examination venue outside of the times listed above shall not be re-admitted to the examination room after they have left it unless during the full period of their absence, they have been under approved supervision.

(134) A student may seek permission to temporarily leave an examination venue. Such absences will be under approved supervision.

(135) Once the time allowed for the examination has elapsed the Examination Supervisor will instruct students to stop writing but remain in their seats until all examination materials are collected and the Examination Supervisor has given permission to leave.

Start of an Examination

(136) The Head of School will ensure that the Unit Co-ordinator or designated nominee will be present at the Examination venue for a period of time (normally the reading time plus ten minutes) at the start of an examination. The Unit Co-ordinator and/or designated nominee will be contactable on campus during the rest of the examination time.

(137) Where a Unit Co-ordinator has two or more examinations running concurrently, they will attend the examination with the greatest number of students.

Reading Time

(138) Ten minutes reading time may be allowed in some examinations. During this time students may complete their attendance form. No other writing or the use of calculators is permitted.

Part F - Conduct of Students during Examinations

(139) A student will comply with all directions given by the examination supervisor, and all instructions set out on examination paper.

(140) In addition a student must not:

  1. disturb, distract or behave in a manner that may adversely affect another student;
  2. obtain or endeavour to obtain assistance in their work;
  3. provide or endeavour to provide assistance to another student in their work;
  4. communicate by word or otherwise with another student once in the examination venue;
  5. smoke inside the examination venue;
  6. eat inside the examination venue except for medical conditions such as diabetes;
  7. remove any examination booklet from the examination venue;
  8. remove the examination paper from the examination venue unless the examination paper states it can be removed;
  9. bring unauthorised material into the examination venue (see clause 123 Unauthorised Material at the Examination).

Misconduct during Examinations

(141) Any student who behaves in a manner which disrupts an examination, may be requested to leave the examination venue immediately.

(142) A student who breaches the provisions under Part F Conduct of Students during Examination will be dealt with under the provisions of the Student Misconduct Policy.

Part G - Conclusion of Examinations

(143) The Supervisor in Charge will notify students when there are ten minutes of the examination time remaining. At the end of the examination time the Supervisor in Charge will instruct all students to stop work. All students must immediately cease writing.

(144) Students must remain seated until all papers are collected and may not leave the examination venue until instructed.

(145) Students must not communicate with other students until they have left the venue.

Part H - Inability to Attend an Examination

Special Consideration during Formal Examinations Period

(146) Students who are unable to sit for an examination due to circumstances beyond their control should apply for Special Consideration. Students should note that the fact of submitting a 'Final Examination/Special Consideration Application' does not automatically mean that it will be granted.

(147) The student must apply in writing no later than 5.00pm on the 2nd day after the scheduled examination time not including public holidays. In exceptional circumstances an application may be accepted outside the two-day limit.

(148) 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. Circumstances, which may provide grounds for a deferred examination, include those included in the following section. Definitions of Misadventure and Extenuating Circumstances are provided below in clauses 153 onwards.

Applying for Special Consideration at time of an Examination

(149) The following procedures apply to formal end of session University examinations only.

(150) Students who have been seriously ill or, through misadventure or other exceptional circumstances beyond their control, (as defined in clauses 153 onwards) and who: a) consider their studies and academic work have been adversely affected; b) are unable to attend a formal examination at the prescribed time; c) are unable to complete a formal examination due to ill health or other cause; may apply for Special Consideration.

(151) Applications should be completed on the standard form "Final Examination Deferred / Special Consideration Application", with supporting documentation. If medical information is provided it should be on the certificate which is part of the application form and must contain the medical practitioner’s or other health professional’s assessment of the severity of the illness or misadventure, and opinion as to the likely effect on the student’s capacity to undertake the examination.

(152) 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.

Note: Deferred Examinations

(153) Access to a deferred examination is a privilege not a right. The University regards a deferred examination as a significant concession to a student which may only be granted where the case is submitted in accordance with the guidelines below. Deferred examinations will be held immediately 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.

Misadventure and Extenuating Circumstances

(154) As a general guide, misadventure or extenuating circumstances is any unexpected event that is outside a student's capacity to prevent or overcome. It must be sufficiently grave in nature or duration to have made attendance at the examination extremely difficult.

(155) Circumstances contributing to misadventure can include:

  1. medical reasons;
  2. a death in the student's immediate family during the period immediately leading up to the examination date;
  3. employment-related reasons, such as substantial change to routine employment arrangements or status.

(156) The following circumstances would NOT normally be considered misadventure:

  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 need for financial support;
  5. lack of knowledge of requirements of academic work.

(157) Circumstances, which can be deemed to be extenuating, include:

  1. sporting or cultural commitments, where a student has been selected to represent at a state, national or international sporting or cultural 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. (Supporting documentation should indicate that the student was required to undertake the service rather than volunteering for additional service.)
  4. emergency service commitments, where a student is required to attend an emergency situation. (Supporting documentation should indicate that the student was required to attend the emergency situation).
  5. legal commitments, where a student is called for jury duty or is subpoenaed to attend a court, tribunal etc.
  6. compulsory involvement in a ceremony or significant cultural activity of a unique nature.

(158) The following would NOT normally be regarded as extenuating circumstances:

  1. demands of sport, clubs, and social or extra-curricular activity (other than to represent at state, national or international sporting or cultural events);
  2. difficulties with the English language.

(159) If there are extenuating circumstances which prevent the student from applying in writing within the timeframe specified above, students are advised to contact the Assessment Unit.

(160) All applications for special consideration (deferred examination) should be submitted on the standard form 'Final Examination Deferred /Special Consideration Application', with supporting documentation and any request for confidentiality. If medical evidence is provided it should be on the certificate which is part of the 'Final Examination Deferred /Special Consideration Application' or must contain the same information as would be provided in that certificate. The Certificate on the form can also be used to provide supporting information from other professionals such as psychiatrists, physiotherapists, registered psychologists, social workers and University employed counsellors.

(161) 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 notice) is acceptable.

(162) The application form is available on the web, or from all Student Centres. All applications must be lodged via the Student Centre no later than 5.00pm on the 2nd working day after the due date of examination (working days are defined as Monday to Friday, not including public holidays).

(163) 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 degree of incapacity of the student and its duration or probable duration;
  3. the extent to which the incapacity impacted on the student's ability to undertake or complete the examination;
  4. within the limits of confidentiality, a description of the nature and seriousness of the student's problem.

(164) Documentation relating to misadventure or extenuating circumstances should provide similar information about the duration of the unusual circumstances, the extent of the impact on the student and their ability to undertake or complete the examination.

(165) Students should note that the University will not give consideration to illness, misadventure or extenuating circumstances if documentation does not provide the full information described above.

(166) The Academic Registrar will consider all applications 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. Where possible, the student will be notified at least five (5) working days prior to the deferred examination;
  2. that the Final Examination Deferred /Special Consideration Application has been rejected, such decision being final and not subject to review;
  3. that the student will not sit a deferred examination, because the documented duration of the incapacity will extend beyond the period set aside for deferred examinations. In that case the request will be referred by the Academic Registrar to the School to arrange an alternative assessment task or an individual deferred examination at a time that suits the student (as detailed in clause 168 a-e, below). NOTE that this option is not available for students whose request for a Deferred Examination has been rejected.

(167) Where illness or misadventure prevents a student from attending a deferred examination there will be no further deferment of that examination. In such circumstances, the student should submit the Final Examination Deferred /Special Consideration Application form and documentation to the Student Centre no later than 5.00pm on the 2nd working day after the missed deferred examination (working days being defined as Monday to Friday, not including public holidays).

Students unable to attend the deferred examination

(168) Those students who have been unable to sit a deferred examination and submit an application for further special consideration (as detailed in clause 166) will be considered by the Academic Registrar. The Academic Registrar will, for each application, make one of the following determinations:

  1. that the Final Examination Deferred /Special Consideration Application be accepted; or
  2. that the 'Final Examination Deferred /Special Consideration Application' has been rejected, such a decision being final and not subject to review.

(169) If the Final Examination Deferred /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 Co-ordinator, 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 'W';
  5. giving the student a final grade of 'I' to be resolved by no later than the next census date.

(170) All staff must preserve the confidentiality of all information in deferred examination requests. All papers relating to the Final Examination Deferred /Special Consideration requests including recommendations, reasons and decisions will be retained by the Assessment 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.

Part I - Official Results Policy

(171) Official results will be released at the direction of the Academic Registrar after being officially endorsed by the Assessment Committees of the College Board of Studies.

Notification of a Final Grade

(172) Students will be advised of a final grade for a unit online.

(173) Students will not be provided with a final grade via the telephone or at the Student Centres.

(174) Subsequent change of grade notification will be made available online only.

Provision of Marks to Students

(175) A final grade is awarded in relation to the total number of marks given for assessments in a particular unit.

(176) Marks will be recorded on the student management system and may be viewed by accessing the results notice online and on official transcripts for grades of pass or higher. Marks will not apply to Satisfactory (S) and Unsatisfactory (U) grades. Marks will not be displayed online or on academic transcripts for (F) fail grades. Marks will be provided by Colleges and will be entered on the student management system.

(177) Note: Marks will only be available for online results notices and official transcripts for units taken from 2002 onwards.

Part J - Academic Transcripts

(178) An academic transcript will be provided to students at the time of graduation.

(179) An academic transcript may also be requested on payment of a fee. If the student is identified as eligible and approved to graduate this will be noted on the transcript. The appropriate form may be obtained from a UWS Student Centre.

Top of Page

Section 4 - Procedures

(180) Nil.

Top of Page

Section 5 - Guidelines

(181) Nil