Deferred Examinations - Procedures

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Deferred Examinations - Procedures

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Approval authority
Senior Deputy Vice-Chancellor
Responsible officer
Senior Deputy Vice-Chancellor
Designated officer
Director, Student Services and Engagement
First approved
9 September 2013
Last amended
1 March 2016
Effective start date
1 March 2016
Review date
30 July 2018
Status
Active
Related documents
Administration of Central Examinations - Procedures
Assessment: Courses and Coursework Programs - Academic Policy
Assessment: Courses and Coursework Programs - Procedures
Review of Assessment and Final Grade - Procedures
Supplementary Assessment - Procedures

Definitions

Please refer to the University’s Glossary of terms for policy and procedures. Terms and definitions identified below are specific to these procedures and are critical to the effectiveness of it:

Course Coordinator is the academic staff member who is responsible for the course.

1. Deferred examinations

1.1 Grounds for applying for a deferred examination

The following are accepted as grounds for applying for a deferred examination and must be accompanied by relevant independent supporting documentation:

a) illness or serious health problem. As a general rule, the University does not consider minor ailments such as colds and minor respiratory infections as sufficient grounds for being unfit to sit an examination

b) serious personal trauma

c) a cultural or sporting commitment at State, national or international representative level

d) jury duty

e) Defence Forces Reserve commitments

f) serious incapacity during the central examination period

g) religious or cultural grounds or

h) exceptional family, work or personal circumstances which are outside of the control of the student.

1.2 Grounds not permitted for applying for a deferred examination

Approval to sit a deferred examination will not be granted where a student could reasonably have been expected to avoid the circumstances of missing an examination, for example:

a) holiday arrangements including international students returning home, regardless of whether travel arrangements have already been made;

b) misreading an examination timetable

c) social and leisure events including sporting or cultural commitments not at State, national or international representative level or

d) medical circumstances where the supporting documentation provided does not indicate an inability to undertake an examination.

1.3 Application deadlines

1.3.1 If a student is unable to attend the examination at short notice they should contact Student Central on the day or prior to explain their situation and should ensure that the necessary documentation is submitted within three working days. This documentation must include independent evidence to indicate why the student was unable to contact Student Administration before or on the day of the examination. If this is not available then the application may not be considered.

1.3.2 Notices from a doctor or other medical provider which simply state ‘unfit for work’ will not be accepted and where there are medical circumstances these are required to be submitted using the USC Application for Deferred Examination medical form. Where the nature of the complaint cannot be divulged for privacy reasons, the University will accept a statement from the medical practitioner indicating that the condition cannot be revealed.

1.3.3 If a student is incapacitated to such an extent that they are unable to comply with the three day period to submit the application then evidence of this incapacity will need to be supplied to support your application.

1.3.4 Students are encouraged to attend the examination wherever possible as submission of an application does not guarantee approval.

1.4 Documentation

All requests for a deferred examination must be submitted on the appropriate form (available from Student Central) and must have attached certified documentation to support the student’s circumstances. Applications without appropriate supporting documentation will not be approved.

1.5 Early sitting of a central examination

1.5.1 A student who has applied for and is considered eligible for a deferred examination and can provide evidence to indicate that the option for a deferred examination is inequitable due to religious, cultural, medical or sporting commitments may be granted an early examination sitting. All applications will be considered by Student Business Services, a unit within the Division of Student Services and Engagement.

1.5.2 If an early exam sitting is approved, Student Business Services will make the arrangements for the venue and supervision of the examination in consultation with the Course Coordinator.

1.5.3 At the discretion of the Course Coordinator, the early examination question paper can be the same as to be undertaken in the examination period. In these circumstances the student is required to complete a Statutory Declaration to the effect that they will not disclose the contents of the examination question paper to any other students.

1.6 Limits on deferred examinations

1.6.1 A deferred examination is a final opportunity for a student to sit their central examination at a specified later date in order to complete requirements for the course. It is up to the student to take this opportunity to sit their examination.

1.6.2 An examination may normally be deferred no more than once. If the student is again unable to undertake a scheduled deferred examination, a further deferral will not normally be granted.

1.6.3 If, in exceptional circumstances, a student is unable to undertake a deferred examination and they can provide evidence to support exceptional or medical grounds they should make a written request to Student Business Services.

1.6.4 Student Business Services will consult with the Course Coordinator and make a recommendation to the Executive Dean that:

a) the student is awarded a final mark/grade derived from the other assessment components in the course

b) the Executive Dean approves a deferred examination

c) the student is given the opportunity to apply for a retrospective withdrawal without financial and/or academic penalty in line with Government legislation or

d) the student is awarded a Fail grade.

END

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