• Section 1 - Context
• Section 2 - Purpose
• Section 3 - Scope
• Section 4 - Procedure
• Allowable Adverse Circumstances
• Application Types and Requirements
• Section 5 - Supporting Documentation
• Exemptions
• Section 6 - Extraordinary Circumstances
• Section 7 - Appeals

Section 1 - Context

(1) This procedure supports the implementation of the Course Assessment and Grading Manual, and the Adverse Circumstances Affecting Assessment Items Policy and must be read in conjunction with those documents.

(2) In the event of any inconsistency between this procedure and the Policy or a University Rule or delegation, the Rule made by the Council or the delegation will prevail to the extent of the inconsistency.

Section 2 - Purpose

(3) This procedure describes how student may seek special consideration due to circumstances which adversely affect their preparation, attendance or performance in assessment item(s).

Section 3 - Scope

(4) This procedure applies to:

1. all coursework students of the University, except for students in the Joint Medical Program; and
2. all modes of study, locations of study, and types of assessment items.

(5) Students in the Joint Medical Program should refer to the Joint Medical Program Manual.

Section 4 - Procedure

(6) Applications for Adverse Circumstances Affecting Assessment Items (application) will be made using the online Adverse Circumstances system where:

1. the relevant assessment item is a major assessment item (weighted at 30% or more of the overall value of the course) or formal examination; or
2. the relevant assessment item is a minor assessment item (weighted at less than 30% of the overall value of the course) and the Course Co-ordinator has nominated for applications to be submitted via the online Adverse Circumstances system; or
3. the student is requesting:
   1. an exemption from a compulsory attendance requirement; or
   2. a rescheduled or reallocated placement (including Work Integrated Learning (WIL)).

(7) For minor assessment items where clause 6(b) does not apply, requests will be made directly to the Course Co-ordinator via email.

(8) Valid applications:

1. may be approved automatically, where the application is for an extension of time of 3 days or less and the Course Co-ordinator has enabled automatic approval; or
2. will be assigned to the Course Co-ordinator who is responsible for determining the outcome.

(9) In the event an application is rejected, the penalties for late submission described in the Course Assessment and Grading Manual will apply.

Allowable Adverse Circumstances

(10) Students who submit an application must demonstrate that one or more of the allowable adverse circumstances in the Adverse Circumstances Affecting Assessment Items Policy may adversely impact their preparation, attendance or performance.

Application Types and Requirements

(11) Table 1 outlines the available application types and requirements.

(12) Please also refer “Extraordinary Circumstances” in Section 6.

Table 1 – Types of Applications and Requirements

(13) In cases where a student's circumstances have prevented them from submitting an application in accordance with the deadlines listed in Table 1, the student may submit a late application. Late applications must include an explanation for why the application deadline could not be met, with appropriate supporting documentation.

(14) The outcome of an application will be determined as soon as possible, usually within three working days. Applications that remain outstanding after three working days will be escalated to the Head of School to coordinate an outcome.

(15) Students will be notified of the outcome of their application via email.

(16) For applications in relation to performance in a formal examination, the Course Co-ordinator will not mark the original attempt until the application is assessed. Where the application is rejected, or is withdrawn by the student, the original attempt will be marked. 

(17) When a student is granted a rescheduled examination or alternative assessment item, the final mark awarded for the assessment item will be the mark achieved in the rescheduled examintion or alternative assessment item.

(18) Where a student is granted a rescheduled formal examination, this will be scheduled by Student Central and will be held in the Rescheduled Examination Period for the relevant term.

(19) Where a student is granted a rescheduled or reallocated placement, this will be scheduled by the relevant College Placement Officers.

(20) Rescheduled in-class tests or assessment items will be scheduled by the relevant School who will be responsible for organising and supervising the alternative in-class test or assessment item and notifying the student.

(21) Students who have been granted a rescheduled in-class test or assessment item, or a rescheduled formal examination, can request a second reschedule where:

1. the original circumstances are ongoing; or
2. new circumstances have arisen since the time of the original application.

Section 5 - Supporting Documentation

(22) The supporting documentation for an application must be submitted using the online Adverse Circumstances system.

(23) Allowable supporting documentation may include:

1. a letter or medical certificate from an accepted health professional, which should include the date(s) that the health grounds have adversely affected the relevant assessment item(s);
2. evidence demonstrating compassionate grounds – this may include a funeral notice (both newspaper hardcopy or online digital will be accepted) or letter from a Counselling Service;
3. evidence demonstrating hardship – this may include a letter from a Counselling Service;
4. evidence demonstrating trauma – this may include a letter from a police officer, fire officer or letter from a Counselling Service;
5. evidence supporting cultural days - this may include confirmation from the Wollotuka Institute or other cultural body;
6. evidence supporting unavoidable commitments for example, as a student reservist, an elite sportsperson or religious responsibilities – this may include an official notification or letter from a person(s) in authority such as a letter from Elite Athletes Coordinator;
7. evidence supporting jury duty or other court ordered appearance – this may include a court subpoena;
8. a University issued Reasonable Adjustment Plan (RAP) that provides for the requested outcome, if the circumstances relate to the condition covered by the Plan;
9. a letter from a Student Support Advisor or any clinician employed by Health and Wellbeing in Student Central; or
10. a Statutory Declaration. This document will only be accepted when used to demonstrate health grounds, compassionate grounds, hardship or trauma and should be provided with other supporting documentation where possible. 

(24) The delegate may request a copy of the supporting documentation from the student at any time.

Exemptions

(25) Aboriginal and Torres Strait Islander students seeking exemption from providing supporting documentation, particularly on cultural or compassionate grounds, must obtain written authorisation for this exemption in accordance with the Adverse Circumstances Affecting Assessment Items Policy. 

Section 6 - Extraordinary Circumstances

(26) In extraordinary circumstances, after all other options have been explored, the Course Co-ordinator may recommend to the School Assessment Body that an application will be taken into consideration for the determination of a final result in a course.

(27) Where the circumstances outlined in an application raise concern for a student's wellbeing or safety, the Course Co-ordinator or Head of School may make a referral to Campus Care.

Section 7 - Appeals

(28) Students may appeal the outcome of the adverse circumstances application within three working days of being notified of the outcome.

(29) The appeal must be made in:

1. accordance with the Academic Appeals Policy; and
2. writing via email to the Academic Registar.

(30) The Academic Registar must refer appeals to the relevant Head of School or Head of Domestic Programs in the Pathways and Academic Learning Support Centre for consideration and assessment.

(31) If the Head of School or Head of Domestic Programs is also the Course Co-ordinator, the College Pro Vice-Chancellor or Director, Pathways and Academic Learning Support Centre must consider the appeal. 

(32) The relevant Head of School or Head of Domestic Programs is responsible for notifying the student of the outcome of the appeal, in writing to the student's University of Newcastle email account, normally within seven working days of receipt.