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 (word) (pdf)
• Deferred final assessment application form (word) (pdf)

Before using either of these forms students must consult the relevant faculty website for faculty-specific information. For:

• In-semester special consideration: consult the procedures of the faculty responsible for teaching the unit
• Deferred final assessment: consult the procedures of the faculty managing your course of enrolment.

Responsibility

Students

2. Supporting Documentation

2.1 The completed application form and supporting documentation are to be submitted to the relevant office (see 1.1). The completed cover sheet will be stamped or signed by the relevant faculty or student service centre staff and returned to the student to provide a record of submission.

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

   2.2.1 evidence provided by medical practitioners.  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.  Where a student has applied for special consideration or deffered final assessment in more than one semester, the faculty is entitled to seek from the student the details of specific medical conditions suffered.

   2.2.2  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 from the student the details of specific conditions suffered.

   2.2.3   death notice or certificate.

   2.2.4  a police report.

   2.2.5  statutory declarations from students or relevant people.

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

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

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

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

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

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

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

Responsibility

Students, Student Services staff, 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, Student Services staff, 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 [Details of where to lodge the application must be provided on the faculty website].

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.

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

6.3 Delayed-deferred examinations 

  6.3.1  Delayed-deferred examinations may be granted only in very exceptional circumstances beyond the control of the student that prevented the student from sitting the scheduled deferred examination.  A student will be considered eligible for a delayed-deferred exam only if:

     6.3.1.1 The student is affected by a serious medical condition necessitating hospitalisation within 48 hours of the examination (elective surgery is not a valid ground for a delayed-deferred exam); or

     6.3.1.2 An immediate family member has died within one week of the examination; or

     6.3.1.3 The student is affected by exceptional circumstances of comparable gravity and severity.

   6.3.2 If a delayed-deferred examination is granted, the result for that examination will be final. No further deferral of a delayed-deferred examination is possible.

   6.3.3  Application process for delayed-deferred examinations:

     6.3.3.1  Applicants must submit a written request together with a copy of the original deferred examination application and supporting evidence to the relevant Course Managing Faculty no later than two University working days after the relevant deferred examination.

     6.3.3.2  Applicants must provide substantiated evidence of the exceptional circumstances beyond their control which prevented them from sitting the scheduled deferred examination.

     6.3.3.3   Faculties will assess applications to ensure that they are properly supported by evidence and will advise applicants whether they are eligible to apply for delayed-deferred examinations.

     6.3.3.4  The Board of Examiners of the Course Managing Faculty will determine the outcome of the application. Where applicable, this will be done in consultation with the Unit Teaching Faculty. In determining the outcome, the Course Managing Faculty may refer to any additional evidence drawn from the student's record that is deemed by the Faculty to be relevant. Such relevant material may include details of special consideration applications made by the student.

     6.3.3.5  The Course Managing Faculty will formally notify the applicant of its decision within ten University working days of receipt of the application.

Responsibility

Board of Examiners. Faculty Staff, Students

      6.3.3.6  The administration of approved delayed deferred examinations will be the responsibility of the Teaching Faculty.

Responsibility

Teaching Faculty

Contact Person: Education Policy