• Section 1 - Purpose and Context
• Section 2 - Definitions
• Section 3 - Policy Statement
• Section 4 - Procedures
• Notifications and Evidence Requirements
• Determination
• Disruption to Studies Provisions
• Non-Completion of Disruption to Studies Provisions
• Repeated Disruption to Studies Applications
• Students with Academic Reasonable Adjustment Plans
• Monitoring
• Section 5 - Guidelines
• Acknowledgements

Section 1 - Purpose and Context

(1) The purpose of these procedures is to direct students and staff on the process to be followed when a student experiences a Disruption to Studies Event in accordance with the Disruption to Studies Policy.

Section 2 - Definitions

(2) For the purposes of these procedures, definitions that apply can be found in the Policy DDS Glossary and the Disruption to Studies Policy.

Section 3 - Policy Statement

(3) The Disruption to Studies Policy applies.

Section 4 - Procedures

Notifications and Evidence Requirements

(4) Students who have experienced a Disruption to Studies Event must submit an online notification of the disruption to studies within five working days of the disruption commencing unless extenuating circumstances occurred (e.g., a student remained in hospital for more than five working days).

(5) The notification must include an explanation as to the nature of the impact of the Disruption to Studies Event and include appropriate supporting documentation that demonstrates the severity of the disruption.

(6) A Request for Extension for Missing a Compulsory Teaching Activity may be appropriate if the student does not meet all of the criteria for a Disruption to Studies provision, under the provisions of the Guidelines - Request for Extension or Missed Compulsory Activity (included under the Guidelines of the Assessment Policy).

(7) Students must submit a Medical Certificate Form signed by an appropriate health professional or other supporting evidence as outlined on the Supporting documentation webpage. Wherever possible, the University's Medical Certificate Form should be used.

(8) If a student submits falsified documents, the University will take action in accordance with the Student Misconduct Rule.

Determination

(9) Frontline professional staff will determine whether a disruption qualifies as a Disruption to Studies Event. For example, in making the determination in relation to an Indigenous Australian student, frontline professional staff will also have regard to accommodating the student's obligation, within reasonable limits, to adhere to their family or cultural responsibilities.

(10) Frontline professional staff will assess the application and documentary evidence provided and advise the student whether their application:

1. is incorrect or incomplete and has not been accepted
2. does not qualify as a Disruption to Studies Event and has been declined
3. qualifies as a Disruption to Studies Event and has been accepted.

(11) Frontline professional staff will advise the student via their student email address if their application is incorrect, incomplete and/or has been declined.

(12) Frontline professional staff will refer accepted applications to Subject Coordinators to determine whether a Disruption to Studies Provision should be awarded.

Disruption to Studies Provisions

(13) Subject Coordinators will review applications referred to them by frontline professional staff and will consider the nature and impact of a Disruption to Studies Event and determine whether a Disruption to Studies Provision should be awarded, for example an alternative assessment.

(14) Subject Coordinators must ensure that the relevant Subject Learning Outcomes during the student’s study will be assessed where a Disruption to Studies Provision is awarded.

(15) Subject Coordinators are required to ensure that:

1. students are advised of any Disruption to Studies Provision via their student email address within five working days from acceptance of the notification and
2. a copy of the outcome is sent to the student's electronic file.

(16) A summary report of decisions will be available at the end of each term.

(17) Documentation will be retained as per the requirements of the Records and Archives Management Policy.

(18) If a Subject Coordinator grants a Disruption to Studies Provision other than through the online system, they must record the decision on the student's electronic file in accordance the Records and Archives Management Policy.

(19) In these severe and exceptional cases, the University will provide students with up to three opportunities to demonstrate they have met learning outcomes being examined. This would include situations where a student is granted a Disruption to Studies Provision after missing a Final Assessment or Examination, Deferred Exam and/or Supplementary Assessment. This would be the third and final opportunity in that term for a student to demonstrate they have met the learning outcome(s) being examined.

Non-Completion of Disruption to Studies Provisions

(20) Where a student experiences ongoing disruption and cannot complete an assessment task granted as a Disruption to Studies Provision, the Subject Coordinator will recommend the student:

1. access relevant student support services, and 
2. withdraw from the subject (refer to the Enrolment Policy for guidance, including guidance on withdrawing without academic penalty)

Repeated Disruption to Studies Applications

(21) Where the University identifies students who have a history of submitting multiple notifications, the Deputy Dean, Director, Academic Program (DAP) or nominee, or equivalent, will:

1. request the student to meet with the Academic Program Advisor (APA), or equivalent, to discuss the issues
2. record a written report in the student's electronic record file and
3. advise the student in writing that they should seek assistance from the University's support services.

(22) The APA may recommend that the student:

1. access relevant student support services, and/or
2. withdraw from a subject (refer to the Enrolment Policy for guidance, including guidance on withdrawing without academic penalty).

Students with Academic Reasonable Adjustment Plans

(23) For a student with a disability or chronic health condition, the University:

1. provides the Disability Service to support the student
2. will not consider the disability or chronic health condition a Disruption to Studies Event or grant an Assessment Consideration where a Reasonable Adjustment has been made on the basis of that disability or chronic health condition, unless:
   1. there is an acute flare-up of an existing disability or chronic health condition, or
   2. the disruption is caused by a different condition.

(24) Students whose ongoing circumstances may adversely affect their academic performance should seek advice from their DAP, APA, Subject Coordinator or equivalent, and support services such as the Disability Service.

Monitoring

(25) The University may audit the number of notifications submitted by a student and under duty of care, may refer the student to support services or take other action as appropriate to ensure that any underlying problems are addressed.

Section 5 - Guidelines

(26) Supporting documentation webpage.

(27) Disruption to Studies Provisions Schedule.

(28) Special Consideration - Disruption to Studies web page.

(29) Curriculum Advice to Students Procedures. 

Acknowledgements

(30) The University gratefully acknowledges Macquarie University from whose policy library the concept of 'disruption to studies' and some accompanying guidelines were drawn.