Policy Central
Procedure: Special Consideration
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Purpose
This procedure outlines the requirements and processes to be followed where a student experiences unavoidable disruption of at least three (3) consecutive days duration and/or is prevented from completing a formal examination. The disruption is such that the student does not reach their usual demonstrated performance level.
The University is committed to equitable, consistent and accountable processes. The steps and requirements outlined in this procedure are to clarify for both staff and students the requirements associated with Special Consideration.
Procedure (detailing responsible officer or section)
Vice-Chancellor:
The University will provide support and assistance to students throughout the duration of their study.
Academic Registrar:
The Academic Registrar will ensure all requirements, timelines and associated forms are published and available to students and staff.
Executive Dean of Faculty:
The Executive Dean of Faculty will ensure that clear details are provided in Unit Guides as to what constitutes satisfactory progress in a unit.
Student:
If the student determines that it is appropriate, and has the necessary supporting documentary evidence, an application for Special Consideration may be submitted.
The Special Consideration circumstances must be of at least three (3) consecutive days duration, within a study period, and/or prevent completion of a formal examination.
The Special Consideration application must be completed by the student and submitted in writing. Faxes and/or emails are not acceptable.
The application must be submitted by the due date.
The due date for receipt by the University of an application for Special Consideration is 5.00pm, five (5) calendar days after the due date of the associated assessment task / formal examination.
The application must be received by the Student Enquiry Service.
For an application to be valid, it must include a completed Application for Special Consideration form and all supporting documentation.
The student is responsible for providing all documentation at the one time.
The student is responsible for providing:
- one complete original application (including all supporting documentation)
- one full copy for each unit included in the application
The minimum number of copies to be provided is two – one original and one copy. An additional copy is required for each additional unit included in a Special Consideration application.
Each copy must include all supporting documentation.
The University will not follow up on outstanding documentation, nor contact any person or body on behalf of the student. The application will be considered as submitted.
Where the particular circumstances are medical in nature, a Professional Authority Form including the health professional’s Medicare Provider Number must be provided. In these cases, if a Professional Authority Form cannot be obtained, an original medical certificate indicating the severity (serious / not serious) and impact of the circumstances must be attached to the original application. Details of the actual medical condition are not required to be included.
Where the particular circumstances are non-medical in nature, appropriate supporting documentation indicating the severity (serious / not serious) and impact of the circumstances must be attached to the original application. Details of the actual circumstances are not required to be included.
For a Special Consideration application to be valid, the student must have been performing satisfactorily in the unit up to the date of the unavoidable disruption. If a student’s work in the unit has previously been unsatisfactory, subsequent unavoidable disruption will not overcome the fact that the earlier work was unsatisfactory.
Conditions existing prior to commencing a unit of study are not grounds for Special Consideration, except in the event of unavoidable deterioration of the condition. The student is responsible for managing their workload in light of any known or anticipated problems. Students with a pre-existing disability/health condition may contact the Disability Support Unit at Student Support Services for information on available support.
Manager, Student Equity Services:
Provide a secure facility to receive all applications for Special Consideration.
Ensure all documentation is kept secure and confidential.
Ensure only those staff who are involved in processing Special Consideration applications will have access to the student’s documentation.
Arrange for each unit copy to be sent, in a secure manner, to the Faculty listed as ‘owning’ the unit.
No student, with the exception of staff members who are undertaking their normal duties and also enrolled in the University as a student, is to have access to any other student’s documentation at any point throughout the Special Consideration process.
The original Special Consideration application (including all supporting documentation) is to be filed on the student’s central file according to University protocols.
Once the Special Consideration process for the student has been completed, copies of the original application submitted by the student are to be disposed of via confidential waste.
Documentation is only to be returned to the student if the application has not already been finalised and a request for discontinuance is submitted, in writing, by the student.
Executive Dean of Faculty (or Delegated Authority):
All applications will be considered.
Granting of Special Consideration is dependent on the validity of the application.
Arrange for applications to be processed so that it is possible to ascertain the status of an application at any point.
Provide a secure location for the storage of each application.
Ensure appropriate and timely consultation is undertaken by the Unit Convenor.
Ensure the name, position and date of consultation is recorded.
The judgment of the professional authority who completed the Professional Authority Form cannot be questioned. If evidence exists that the information provided is not legitimate in some way, the matter is to be referred to the Associate Dean, Learning and Teaching.
Prior requests for Special Consideration will not be taken into account in the determination of a current application for Special Consideration.
The outcomes of a Special Consideration application will be one of the following:
• Application considered but no additional assessable work required (Granted)
• Application considered with the student being required to undertake additional assessable work (e.g. A supplementary examination) (Granted)
• Application is invalid (Not Granted)
Where it is not clear as to the appropriate action to take, the application is to be referred to the Faculty’s Associate Dean, Learning and Teaching.
The student is to be notified of the outcome of their application (Granted / Not Granted) for Special Consideration within five (5) working days of receipt of the application by the Faculty.
Correspondence to the student will be electronic – either via the web and/or via the student’s official email address.
The Executive Dean of Faculty (or Delegated Authority) is ultimately responsible for arranging any subsequent examinations, assessments, marking and grading.
Arrangements for processing Special Consideration will be established such that only those staff who are involved in processing Special Consideration applications will have access to the student’s documentation.
No student, unless also a staff member who is undertaking their normal duties, is to have access to any other student’s documentation at any point throughout the Special Consideration process.
Details of the outcome of each application for Special Consideration are to be sent to Student Records for filing on the student’s central student file.
Student:
In submitting a request for Special Consideration, the student is acknowledging that they may be required to undertake additional work.
The time and date, or deadline, of any required extra assessable work as a result of an application for Special Consideration is not negotiable.
In submitting a request for Special Consideration, the student is agreeing to hold themselves available so that they can complete any extra work as required.
Procedure Information
| Contact officer | Manager, Student Enquiry Service |
|---|---|
| Date Approved | 3 November 2008 |
| Approval Authority | Academic Registrar |
| Date of commencement | 1 January 2009 |
| Amendment dates | No amendments since approval |
| date for next review | July 2010 |
| related policies, procedures and guidelines | Special Consideration Policy |
| keywords | Special Consideration, Illness, Unavoidable Disruption |