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Special Consideration Procedures

Parent Policy

Special Consideration Policy

Please note that these Procedures were approved by Learning & Teaching Committee on 8 December 2015 and take effect from summer semester 2015-2016. For earlier teaching periods please refer to the previous version of the Special Consideration Procedures.

Definition of terms

Alternative and equivalent form of assessment: Where Faculty policy and procedure permits, a special assessment task designed to replace the required assessment task as listed in course and unit information. Not available in every Faculty.
Deferred Examination: Also referred to as a special examination: may be granted to students whose work during the academic year or performance in an examination or other assessment has been gravely affected by illness or other serious cause. See Monash University (Academic Board) Regulations Part 3, Section 21.
Deferred Final Assessment: Additional assessment that is granted where exceptional circumstances cause a student to fail to undertake or complete a final examination or assessment task in a unit of study.
(Unit) Teaching Faculty: The faculty that teaches the individual unit and is assigned the funded teaching load.

1. Introduction

1.1 All applications for special consideration must be made using one of the University's standard application forms.

  • In-semester assessment task special consideration application form (available here)
  • Deferred final assessment (non-exams) application form (available here)
  • Deferred final examination online application (available here)

Before using any of these forms, students from all faculties must consult the university special consideration website.

Responsibility

Students

2. Supporting Documentation

2.1  Application forms and supporting documentation contain personal information and will be treated in a sensitive manner. Personal information provided by a student will be held securely, and will be disclosed only to the relevant Monash staff members involved in or responsible for the processing and assessment of the special consideration application, and to relevant parties for other purposes consistent with the Privacy Statement contained on the special consideration application form. 

2.2  The completed application form and supporting documentation are to be submitted to the relevant office or online (see 1.1). Staff members will check that the application form and supporting documentation are complete, and advise the student accordingly.  

2.3 Supporting documents must be provided and must be clear and legible:

2.3.1 In the case of electronic documents associated with online applications, the University may reject an application on the basis of documentation being unclear or not easily legible.

2.3.2 The university may request, at any time, to see the original or certified documents of those submitted to support an online application for special consideration. If a student is unable to produce the original, the University may reject the application for special consideration.

2.4  Supporting documentation can include one or more of the following:

2.4.1 evidence provided by medical practitioners:

2.4.1.1  Medical certificates must state that the student was unfit to sit the examination on the relevant date or unable to complete work for assessment on or before the relevant date.  

2.4.1.2  Letters of support must attest to the medical practitioner's judgment, based on the patient's medical history and on information provided, that the student would have been unfit to sit the examination on the relevant date or unable to complete work for assessment on or before the relevant date. A letter of support should be provided only when the student was unable to obtain medical advice on the date or dates he or she was affected by exceptional circumstances.

2.4.1.3  Where a student has applied for special consideration or deferred final assessment in more than one semester, the University is entitled to seek additional documentation from the student that provides details of specific medical conditions suffered to form a better understanding of their continuing impact on the student's capacity to sit examinations and complete assessment.  

2.4.2  evidence provided by other professionals who are registered with a professional body, such as social workers, lawyers and psychologists.  Where possible, such certificates must state that the student was unfit or unable to sit the examination on the relevant date or complete work for assessment on or before the relevant date. Where a student has applied for special consideration or deferred final assessment in more than one semester, the University is entitled to seek additional documentation from the student that provides details of specific conditions suffered to form a better understanding of their continuing impact on the student's capacity to sit examinations and complete assessment.

2.4.3  death notice or certificate.

2.4.4  a police report.

2.4.5  statutory declarations from students or relevant people.

2.4.6   notification including the start and finish dates of Defence Reserve Service from the Defence Reservist's Military Unit.

2.4.7   notification of jury service commitments from the Juries Commissioner's Office.

2.4.8   notification of obligations to emergency services from organisations such as the Country Fire Authority.

2.4.9  notification of participation in a key sporting event from Monash Sport's elite athlete support program.

2.5  If a Faculty suspects that the Medical Practitioner has acted improperly, the relevant Faculty Manager should report the matter to the Vice-Provost (Learning and Teaching).

2.6  Students must ensure that all evidence related to the case is submitted with the application.

2.7  The Teaching Faculty or delegate will assess the application in light of all evidence available to the Faculty.

Responsibility

Students
Monash Connect
Unit Teaching Faculty
Faculty Managers

3. Lodgement

3.1  Students must lodge applications for in-semester special consideration or deferred final assessment, with the appropriate documentation and evidence, by the relevant method (see 1.1):

3.1.1 for special consideration, no later than two University working days after the due date of the affected assessment.

3.1.2 for deferred final assessment:

3.1.2.1 students may lodge an application for early approval of a deferred examination up until five University working days before the examination for which special consideration is sought; or

3.1.2.2 the application must be lodged no later than two University working days after the student's last scheduled examination.

3.1.3 Students who complete their final examination or end-of-semester assessment task will not be eligible for deferred final assessment.

Responsibility

Students
Monash Connect
Unit Teaching Faculty

4. In-semester special consideration processes

4.1  The faculty teaching the relevant unit will receive and record the application according to their own procedures (see 1.1 for details of how to lodge the application).

4.2  The faculty teaching the relevant unit is responsible for determining if a late application for special consideration will be accepted. If a late application is rejected then the teaching faculty will notify the student of this decision.

4.3  The faculty responsible for teaching the relevant unit will decide the outcome of special consideration.

4.4  The faculty responsible for teaching the relevant unit will notify the student of the application outcome, according to their processes.

4.5  Once special consideration has been granted for a given set of circumstances, further special consideration will not normally be granted for the same in-semester assessment task.

Responsibility

Unit Teaching Faculty

5. Deferred final assessment processes

5.1  The student's Unit Teaching Faculty is responsible for receiving and assessing the special consideration application for deferred final assessment.

5.2  For units with centrally-scheduled end-of-semester examinations, the student lodges his/her special consideration application in the online application system. For other final assessment tasks, the student submits his/her application directly to the faculty that teaches the relevant unit.  

5.3  The Unit Teaching Faculty/Department will make a decision as to the outcome of the application.

5.4 The Unit Teaching Faculty is responsible for notifying the student of the outcome of the application including early approval (see also 6.2).

5.5  The student's Unit Teaching Faculty is responsible for determining if a late application will be accepted and notifying the student of the outcome.

5.6 Applications for deferred final assessment during exams

5.6.1 A student who attends the final exam but is unfit to complete due to illness or other eligible cause must, if the student wishes to apply for deferred final assessment:

5.6.1.1 Advise the examination invigilator no later than 30 minutes before the scheduled end of the examination that they are unable to complete the examination and that they intend to apply for deferred final assessment;

5.6.1.2  Complete an Examination Cancellation Request Form declaring themselves unfit to complete the examination and acknowledging that their attempt at the final examination will not be marked;

5.6.1.3  Apply for special consideration via the online application system, together with supporting documentation, no later than two University working days after the date of their last scheduled examination.

5.6.2 When a student completes an Examination Cancellation Request Form:

5.6.2.1 The examination invigilator will attach a sticker on the exam script book indicating that the student has completed an Examination Cancellation Request Form and that the examination is not to be marked.

5.6.2.2 The Examination Cancellation Request Forms will be sent to the Unit Teaching Faculty who will attach the form to the special consideration applications when received.

5.6.2.3  If the student's deferred final assessment application is refused, the examination that was sat will then be marked and count towards the final result for the unit.

5.7 If the student's deferred final assessment application is granted, the result of that assessment will be final. No further deferral or delay of deferred final assessment is possible.

5.7.1 There are alternative provisions for any student who was unable to complete deferred final assessment for a unit with a census date prior to 15 February 2010 due to extreme circumstances beyond his or her control. Note: this only applies to units with a census date prior to 15 February 2010.

Responsibility

Unit Teaching Faculty
Examination Services
Students

6. Deferred examinations

6.1  Scheduling

6.1.1  Deferred examinations will be scheduled during the immediate official deferred examination period for that semester as determined and publicised by Examination Services unless the faculty decides otherwise, in which case a minimum of five University working days' notice will be given, using the student's Monash University email account.

Responsibility

Examinations Services
Faculty Managers

6.2  Notification Process

6.2.1  Students will be notified of the outcome of their application for deferred final assessment as soon as the assessment of the application has been finalised by the Unit Teaching Faculty.

6.2.2  Notification of the outcome of an application for deferred final assessment will be sent to the student's email account or made available in the online enrolment system.

Responsibility

Unit Teaching Faculty

6.3 Deferred examinations must normally be sat within twelve months of the date of the original final examination for the unit.

6.4  It is the responsibility of students to ensure that they are available to sit a deferred examination at the scheduled time.

6.5  If students present for the final examination after being awarded a deferred examination, the deferred final assessment decision will be revoked, and the mark for the final examination sat will count towards their mark.  No further deferred final assessment applications can be lodged for that examination.

Responsibility

Examinations Services
Faculties
Students

Related Documents

Guidelines to Accommodate Staff and Students with Strict Religious Observance Obligations (Australia)

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Version Number: 1.2Effective Date: 09-December-2015Contact: adm-PolicyBank@monash.edu