Special Consideration Procedures

Parent Policy

Special Consideration Policy

THESE PROCEDURES APPLY TO TEACHING PERIODS WITH A CENSUS DATE ON OR AFTER 15 FEBRUARY 2009

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.
Board of Examiners: Faculty committee responsible for determining the results of the performances of all candidates enrolled in units taught by the faculty. The composition and duties of the Board of Examiners are specified in the Examination Regulations.
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 the Examinations Regulation.
Mark adjustment: The alteration of a mark using a subjective judgement of the impact of illness or other hardship on a student’s performance.

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 application form (available here)

Before using either 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 (see 1.1). Staff members will check that the application form and supporting documentation are complete, and advise the student accordingly.  The completed cover sheet will be stamped or signed by the relevant faculty or Monash Connect staff and returned to the student to provide a record of submission.

2.3  Supporting documentation must be provided and can include one or more of the following:

   2.3.1 evidence provided by medical practitioners:

2.3.1.1  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.  

2.3.1.2  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.

2.3.1.3  Where a student has applied for special consideration or deferred final assessment in more than one semester, the faculty 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.  

   2.3.2  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 faculty 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.

   2.3.3   death notice or certificate.

   2.3.4  a police report.

   2.3.5  statutory declarations from students or relevant people.

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

   2.3.7   notification of jury service commitments from the Juries Commissioner’s Office.

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

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

2.4  If a Board of Examiners suspects that the Medical Practitioner has acted improperly, the matter should be reported to the Deputy Vice-Chancellor (Education).

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

2.6  The Board of Examiners or delegate will assess the application in light of all evidence available to the Board.

Responsibility

Students
Monash Connect
Boards of Examiners

3. Lodgement

3.1  Students must lodge applications for special consideration or deferred final assessment, with the appropriate documentation and evidence, at the relevant office (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 (see 6.2.1); 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
Boards of Examiners

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 where 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

Faculty academic and general staff

5. Deferred final assessment processes

5.1  The student’s Course Managing faculty is responsible for receiving and recording the original application on Callista.

5.2  The student’s Course Managing faculty is responsible for determining if a late application for deferred final assessment will be accepted.  If a late application is rejected then the Course Managing faculty will notify the student of this decision.

5.3  The student’s Course Managing faculty will distribute the applications to the Unit Teaching faculty/department [If the original application is not lodged at the Course Managing Faculty office, then the delegated office is responsible for this step].

5.4  The Unit Teaching faculty/department will make a recommendation to the Course Managing faculty as to the outcome of the application for deferred final assessment.

5.5  The Unit Teaching faculty/department will return the original application with the recommended outcome noted on the form to the Course Managing faculty to make the decision for approval, retention and recording on Callista.

5.6 The Course Managing faculty is responsible for notifying the student of the outcome of applications regarding end-of-semester assessment tasks and early approval of deferred exams (See also 6.2.1). The Course Managing faculty is required to advise the Unit Teaching faculty/department when it does not accept its recommendation.

5.7 Applications for deferred final assessment during exams

   5.7.1. 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:

      5.7.1.1 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;

      5.7.1.2  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;

      5.7.1.3  Provide the Course Managing faculty with a Deferred Final Assessment Application Form, together with supporting documentation, no later than two University working days after the date of their last scheduled examination.

   5.7.2 When a student completes an Examination Cancellation Request Form:

      5.7.2.1 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.

      5.7.2.2 The Examination Cancellation Request Forms will be sent to the Course Managing faculty who will attach the form to the special consideration applications when received.

      5.7.2.3  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.

5.8 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.

   5.8.1 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

Faculties’ Academic and General Staff
Faculties’ Board of Examiners
Examinations Unit
Students

6. Deferred examinations

6.1  Scheduling

   6.1.1  Deferred examinations will be scheduled during the official deferred examination period as determined and publicised by the Examinations Unit 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.

Responsibility

Examinations Unit
Faculty Managers

6.2  Notification Process

   6.2.1  Students will be notified as follows:

      6. 2.1.1  Students who lodge a complete application with supporting documentation no later than five University working days before the day of the examination for which deferred final assessment is sought, will be notified via their student email account of the outcome of their application at least 24 hours before the exam by the Course Managing faculty notifying them that:

• the application is successful and that they should attend the deferred examination only; or
• application is unsuccessful and that they should attend the final examination as scheduled.

      6.2.1.2  All other applicants will be notified via the Web Enrolment System.

Responsibility

Faculties’ Academic and General Staff

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

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

   6.2.4  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 Unit
Faculties
Students

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