Special Consideration Policy

To apply for Special Consideration, students must log onto SOLS using their student number and barcode, and select the Special Consideration link. A personalised application form will be then appear for electronic completion and submission.

1. Background

This policy has been developed to ensure equity and consistency across the University in the handling of special consideration requests. It applies to all faculties, requiring them to ensure consistent procedures, criteria and results in the handling of requests for special consideration for all forms of assessment.1

2. What is special consideration?

Special consideration is a process to help students minimise the impact of certain adverse and unforeseen circumstances on their progression in a degree and their performance in subjects. In some circumstances the application of special consideration will be limited to the remedy of withdrawal without academic penalty; 2 it is not possible for special consideration to compensate for every consequence of misadventure or illness on attendance and participation in a subject. Examples of special consideration in operation are:

1. the student is given extensions of time to submit work
2. the student is given a supplementary exam, in addition to or instead of, the final exam or an in-class or mid-session test;
3. the student’s composite result in reconsidered without any additional work being required;
4. the student submits additional written work; the student is permitted to:

• withdraw without academic penalty
  
  
• make fees-credit arrangements 3
  
  
• repeat a subject without financial penalty 4
  
  
• substitute an equivalent subject for a required subject
  
  
• have a fail grade converted to withdrawn
  
  
• have pre-requisite or co-requisite requirements waived.

Reasonable accommodation for a student with a temporary or permanent disability may include any, or all, of the above and, where appropriate, the provision of alternative forms of assessment.

3. Eligibility

Students applying for special consideration must produce supporting documentation, unless this requirement has been waived, which demonstrates that they have:

1. suffered illness or other circumstances beyond their control which have affected or are likely to affect their academic performance in a subject or which has prevented them from meeting scheduled assessment requirements;
2. been unable to sit for the standard examination for religious reasons;
3. have validated conflicts between scheduled assessments and other commitments such as their carer’s duties, court appearances, participation in sporting or cultural activities at a national or international level. These conflicts must be notified well in advance and as soon as the need is identified, to the relevant Academic Unit.

4. Criteria for the assessment of applications include:

1. the magnitude of the impact of the circumstances forming the basis of the application;
2. the extent to which the circumstances and their impact were beyond the applicant’s control and the extent of any contributory negligence on the applicant’s part in producing the circumstances or in failing to act so as to minimise the impact of these circumstances;
3. whether the consideration sought would in any way unfairly advantage the applicant as against other students enrolled in the relevant course; and
4. whether there is independent and temporally valid evidence of the illness or event forming the basis of the application.
5. whether the consideration sought for a pass or higher result in the relevant subject is of a magnitude that compromises the academic integrity of an award;
6. the likelihood, based on the student’s performance in other aspects of work required for the subject, of the student achieving at least a PC grade in the subject;
7. the record of the student in other subjects in which the student is or has previously been enrolled; and
8. previous applications for special consideration.

5.1 Applications:

Applications must be on a standard form 5, accompanied by supporting documentation and submitted according to the procedures listed in section six of this policy or as otherwise advised in the subject outline or Departmental or Faculty Handbooks.

5.2 Confidentiality:

Members of staff are obliged to preserve the confidentiality of the information contained in applications for special consideration.

5.3 Timing of Applications:

For all forms of assessment students are normally required to seek special consideration before the date scheduled for submission or performance of the assessment item, but no more than five working days after the date when the item was due.

5.4 Applications for special consideration after the declaration of grades:

In exceptional circumstances students may be unable to apply for special consideration before grades have been declared. In these cases students may seek special consideration to have the fail grade changed to withdrawn.

Students must submit a case to the relevant Sub-Dean in accordance with the procedures outlined in 5.1 and 5.4 and specifically addressing the issue of their failure to make an application within the time limit. Lack of awareness of these rules will not be grounds for special consideration. Applications must be made within one year of the declaration of grades. After graduation no applications will be accepted.

5.5 Supporting documentation:

i.	a medical certificate, stating in reasonable detail: the dates of any relevant consultations or attendances; if relevant, the general nature of the complaint and the treatment; and a specific statement of the opinion that, as a result of the complaint or treatment, the student is, or was, unfit to complete the required assessment or examination on or by the date specified; (medical certificates which do not contain all this information will not be accepted);
ii	a letter from the University Counselling Service or a professional counsellor of equivalent standing setting out the general nature of the problem affecting the student, and the opinion of the person signing the letter, that the student, because of the problem, is or was unfit to complete the required assessment or examination on or by the date specified; or
iii	a declaration setting out the facts upon which it is suggested that special consideration should be given, attaching any supporting documents.

5.6 Scheduling of Supplementaries and Other Work

The time period available for:

1. the completion of assessment items for which an extension has been granted; and
   
   
2. the scheduling of supplementary exams is normally within five weeks of the relevant Examination Committee meeting.
   
   In exceptional circumstances, a further five weeks may be available but the total time allowed must not exceed ten weeks after the Examination Committee meeting. If a student cannot sit for a supplementary examination or meet an extended deadline within that period, a fail grade will be awarded or approval may be granted to withdraw the student without academic penalty.

5.7 Penalties Applying for Late Submission:

If students fail to apply for an extension, or the extension is refused, they may submit their work late. In such cases penalties (loss of marks) will normally apply. No work will be accepted for marking after the work submitted by other students for that assessment item has been returned. After this, extensions will be granted only in exceptional circumstances and on the basis that new work will be set.

5.8 Responsibility:

Students must ascertain whether their request for special consideration has been granted. They must include a contact address with their application to the relevant academic unit.

If granted:

a supplementary examination:

students must be available to sit for the examination at any time immediately following the application (providing that five working days notice has been given); and

extensions of time on forms of written assessment:

students must hand in the work on the new submission date which has been advised in writing by the academic unit.

5.9 Form of Supplementary Assessment:

This can take any form that is appropriate in the circumstances. However, the student must be informed in advance concerning the method of assessment to be used, particularly if there is to be any departure from the format announced at the start of the subject, or from that used in the standard examination. This information must be conveyed to the student in writing. Faculties or academic units may determine that supplementary examinations may be oral, but should notify students in advance if this is the case. Students must accept the form of supplementary assessment determined by the academic unit.

1. where a written examination is conducted, academic units will ensure that, so far as possible, the security procedures and the venue for the examination, are as similar as possible to those followed in the standard examination periods;
2. where an oral examination is conducted, a record of the questions asked and marks awarded must be kept in the unit;
3. students should keep originals and copies of all essays, assignments or reports submitted in any subject, as special consideration may involve the reconsideration of that work, and they must be prepared to resubmit such work immediately upon request.
4. supplementaries for in-class and mid-session tests are covered by Sections 6.4, 6.5 and 6.6.

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6. Special Consideration for all forms of assessment

6.1 Supplementary Examinations

For exams supplementary to the final exam:

1. A written application, together with supporting documentation, must be lodged normally no later than seven days after the examination, with Student Administration which will be responsible for transmitting the request to the appropriate academic units.
   
   It is the responsibility of the applicant to check the outcome with the relevant academic unit as soon as possible, but not later than five working days after lodging the application.
   
   
2. Students must be advised in writing whether a supplementary examination has been granted within seven days of the receipt of the application or not later than seven days after the relevant Examination committee.

6.2 Timing of Supplementary Exams:

Students granted special consideration for examinations will normally be permitted to sit for:

i.	a supplementary examination after the scheduled examination period; or
ii.	the standard examination for the subject, provided that during the time other students are sitting for that examination and until the time the student sits for the examination, the student: is under the constant supervision of a person approved by the University; and sits for the examination as soon as possible after the scheduled examination time; or
iii	the standard examination before the scheduled examination time having signed a statutory declaration not to disclose the contents of the examination paper and having agreed to return the paper with their script.
iv	an early examination in cases of serious medical or personal circumstances. It will not normally be granted on grounds such as clashes with recreational activities, work or family commitments, participation in sporting or cultural activities below national level and travel arrangements.

6.3 Honours Theses:

i.	applications must be on the standard form providing detailed reasons and supporting documentation such as medical certificates and any application for confidentiality;
ii.	applications must be lodged with the subject co-ordinator;
iii.	a panel of at least two staff, one of whom should not be currently teaching the applicant, must consider the application;
iv.	the panel may elect to interview the applicant;
v.	the panel’s decision on an application, together with brief written reasons addressing relevant standard criteria, shall be kept on file and communicated in writing to the applicant;
vi	the panel’s decision shall be forwarded to the relevant course examiners meeting;
vii	where the reasons for the application are so personal as to warrant confidentiality and the student has requested strict confidentiality; All panel members shall still be apprised of all details of an application. Only the decision shall be forwarded to the exam committee
viii	copies of each application, reasons, decisions and corresponding recommendations, reasons and decisions shall be retained for a minimum of three years following the final decision;
ix	the applicant will be informed in writing, within five working days of receiving the application, whether the outcome is successful.

6.4 Work worth 30% or more of total assessment:

1. applications must be on the standard form providing detailed reasons and supporting documentation such as medical certificates;
2. all applications must be lodged with the subject co-ordinator who will retain a copy for a year;
3. the applicant will be informed in writing within five working days of receiving the application whether the application is successful. Where the special consideration granted is an extension that written advice will include the length of time of the extension. Where the special consideration granted is to resit an exam or test, the advice will specify the time and venue of the repeat exam or test.

6.5 Work worth between 10% and 30% of total assessment:

1. applications must be on the standard form providing detailed reasons and supporting documentation such as medical certificates;
2. all applications must be lodged with the subject co-ordinator (or nominee) who will retain a copy of the application and the decision for twelve months;
3. applicants will be informed in writing within five working days of receiving the application whether the application is successful. Where the special consideration granted is an extension that written advice will include the length of time of the extension. The subject co-ordinator or nominee must record the decision and confirm this with the student. Where the special consideration granted is to resit an exam or test, the advice will specify the time and venue of the repeat exam or test.

6.6 Work worth 10% or less of total assessment:

1. applications must be made to the subject co-ordinator either electronically or on paper following the procedures specified in the subject outline.
2. the subject co-ordinator will advise students of the outcome according to the procedures specified in the subject outline.

6.7 Decision

Acceptance or rejection of an application for special consideration is determined by:

1. the Head of Department concerned or a member of the academic staff of the Department designated by the Head for the purpose; or
2. the Departmental Assessment Committee; or
3. in a Faculty not made up of separate academic units, the Associate Dean, on the advice of the examiners for the subject or course co-ordinator, and/or year director, as appropriate.

7. Appeal

Students who are not satisfied with the result of their request for special consideration may follow the grievance resolution procedures in the Student Academic Grievance Policy or Higher Degree Research (HDR) Student Academic Grievance Policy.
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1 Forms of assessment include, but are not limited to, the following: theses, projects, essays, assignments, oral presentations, participation, in-class and mid-term tests, final exams, laboratory work, field trips and practicums.
2 For example, supplementaries for clinical practicums and field trips will not normally be arranged.
3 Authority to approve refunds of fees or fees credit arrangements rests with the Academic Registrar (or nominee).
4. These guidelines do not cover HECS refunds which are a matter for DETYA.
5. With the exception of items ten percent or less.

To apply for Special Consideration, students must log onto SOLS using their student number and barcode, and select the special consideration link. A personalised application form will be then appear for electronic completion and submission.

Special Consideration - Information for Staff

A range of frequently asked questions (FAQs) about the policy, its application and the associated procedures with answers is available for staff via the following link:

Special Consideration - Frequently Asked Questions

If you have any further queries please consult your Faculty Sub Dean.

In order to ensure equitable assessment arrangements, staff are advised to consult the Calendar of Religious Observance.

Last revised: February 28, 2008
Last updated: May 19, 2004
Comments & Questions to: Policy & Governance Unit