(1) This procedure applies only to students enrolled in the Joint Medical Program (JMP) and pertains only to courses/units with the prefix MEDI as offered by the Schools of Medicine and Public Health (UON) and Rural Medicine (UNE). (2) This procedure should be read in conjunction with the JMP Policy Governing the Administration of Assessment Items. (3) In the context of this document: (4) In relation to MEDI courses/units, JMP students are entitled to apply for consideration of the impact of certain circumstances on their performance in assessment subject to the following provisions: (5) Allowable adverse or special circumstances may include one or more of the following: (6) Some situations that do not constitute allowable circumstances include: misreading the course/unit outline or examination timetable; having travel bookings for holidays; returning home; regular work commitments, or early commencement of holiday employment. (7) This procedure does not cover the ongoing accommodation / assistance provided by the Disability Support Service to assist students with a disability to undertake study or exams. (8) JMP students may be entitled to apply for one of the following: (9) Except in exceptional cases, as approved by the relevant Head of School, a JMP student will be able to apply for consideration of adverse or special circumstances on only one occasion for a particular assessment item. (10) A JMP student whose application for a rescheduled examination, extension of time or special consideration is approved, will be eligible for the full range of marks available for the assessment item and/or the full range of grades available for the course/unit. (11) Where circumstances affect a JMP student’s performance in an assessment item that is not a major assessment item (refer Section 2 ‘Definitions’, above) the student must apply in writing – preferably by email - to the Course/Unit Coordinator and seek the appropriate consideration, e.g. an extension of time on an assessment item, rescheduling of a class test or special consideration of the impact of circumstances on their performance. The Course/Unit Coordinator may request further information to substantiate the request. (12) The Course/Unit Coordinator is responsible for: (13) Where a JMP student seeks an extension of time on an assessment item or the rescheduling of a class test, the Course/Unit Coordinator will respond in writing preferably by email – advising the student of: (14) Where a JMP student seeks special consideration of their performance in an assessment item, the Course/Unit Coordinator may offer one of the following responses: (15) N.B. special consideration does not provide for awarding of additional marks for an assessment. (16) Where a JMP student wishes to appeal the decision of the Course/Unit Coordinator, an appeal should be lodged in writing – preferably by email – to the relevant Head of School. (17) The remainder of this Procedure applies to MAJOR Assessment Items. (18) Where circumstances affect a JMP student’s performance in a major assessment item, students may apply for either: (19) To make application for any of these provisions the following procedures must be followed. (20) Students at UON must: (21) Students at UNE must: (22) The application is not completed until all documentation is submitted, at UON via the Adverse Circumstances system and at UNE, to AskUNE or Student Central. (23) All applications must include documentation. (24) Note: Documents provided must be in the form of original documents, or certified copies of the original, as specified in Section 2 ‘Definitions - documentation’, above. (25) Students applying on medical, including psychological, grounds must submit a medical certificate, completed by a registered medical or dental practitioner or other appropriate professional. The certificate should state: (26) Students applying on other grounds must submit suitable documentary evidence. Note that a statutory declaration is not sufficient documentation for any grounds on its own. For appeals based on: (27) Applications for a rescheduled examination in the same formal exam period on the basis of religious, medical, compassionate or other grounds which: (28) Must be made according to the process specified in Clauses 18 to 22, no later than ten calendar days prior to the first date of the examination period. (29) Applications must be accompanied by appropriate documentary evidence (see Clauses 23 to 26) and submitted according to the process specified in Clauses 18 to 22 above. (30) A student applying for a rescheduled examination will be notified of the outcome by the Year Manager. (31) Where the outcome is to provide a rescheduled examination, the date of the rescheduled examination will be notified by the Year Manager. (32) Applications for an extension of time on assessment items must be made according to the process specified in Clauses 18 to 22. (33) Applications are not finalised until appropriate documentation, as outlined in Clauses 23 to 26 above, is submitted to a Student Hub online (UON) or the AskUNE or Student Central (UNE) prior to the due date of the item. (34) In their application, students must nominate: (35) If circumstances arise after the cut-off date for seeking a rescheduled examination (i.e., ten calendar days prior to the first date of the examination period) that: (36) An application for a supplementary examination must be submitted under the category of Special Consideration, no later than three calendar days after the date of the examination (refer to Clause 45). (37) An application for a supplementary examination will be assessed jointly by the Course/Unit Coordinators. Any supplementary examination arranged will usually be held in the Supplementary Examination Period immediately following the Formal Examination period. (38) Where the Course/Unit Coordinators jointly recommend a supplementary examination, the Year Manager will advise the students of the outcome of the application and the date and venue of the supplementary examination. (39) Students may apply for consideration of the impact of adverse or special circumstances on their performance: (40) Requests for Special Consideration must be made according to the on-line process specified in Clause 18 (d) above as soon as possible after the examination/assessment and no later than three (3) calendar days after the date of submission for the assessment item, or the date of the examination. Supporting documentation as specified in Clause 18 (d) and 19 above must be submitted within 3 calendar days following submission of the online application. (41) Students must retain a copy of their application. (42) The JMP Year Assessment Decision Committee will: (43) **It should be noted that the JMP Year Assessment Decision Committee is under no obligation to request additional documentation, and it is the student’s responsibility to provide sufficient supporting evidence for their application when it is made. (44) For applications for special consideration of an assessment item the JMP Year Assessment Decision Committee will recommend one of the following options that: (45) Students will be informed by email of the outcome of Applications for Special Consideration: (46) The application for consideration of circumstances affecting performance in assessment and attached documents will be treated as personal information. (47) Officers of the Universities will comply with the Universities’ Privacy requirements, along with relevant anti-discrimination and privacy legislation in the handling of applications. (48) Any documentation relating to an application will be retained for a minimum of three (3) years. (49) An appeal against a decision regarding an application to address the impact of circumstances on a particular assessment item will not be allowed until the final result for the course/unit is available. (50) An appeal against a final result based on a decision regarding an application to address the impact of adverse or special circumstances on an assessment item, must be lodged in writing under the JMP Appeal Against Final Result Procedure. The appeal will follow the procedure set out in that document. (51) At the beginning of each year the Year Managers will provide an annual report to the JMP Teaching and Learning Committee on applications regarding major assessment items. That report will identify the number of applications, under which categories they fall and the outcomes. (52) At UON, at the beginning of each year the School of Medicine and Public Health will provide a similar annual report to the Pro Vice-Chancellor Faculty of Health and Medicine on applications from students in the JMP, regarding major assessment items. The report will identify the number of applications, under which categories they fall and the outcomes. (53) The Pro Vice-Chancellor, Faculty of Health and Medicine will report to the first meeting of Academic Senate every year on the number of applications, under which categories they fall and the outcomes for the previous year. The report will include an assessment of the procedures used. (54) Consideration of adverse circumstances for elective courses/units will be processed in accordance with the following policies; (55) At UNE: (56) At UON:JMP - Adverse and Special Circumstances Affecting Assessment Procedure
Section 1 - Content
Section 2 - Definitions
Top of Page
Section 3 - Procedure – MEDI Courses/Units
Identifying what may be Adverse or Special Circumstances
Options for consideration of circumstances that have affected assessment
Part A - MINOR Assessment Item - procedure
Minor Assessment Item - Outcomes of Applications
Part B - MAJOR Assessment Item – procedure
DOCUMENTATION - to support applications when circumstances affect a Major Assessment Item
RESCHEDULED EXAMINATIONS - (Major Assessment Items Only) – How to apply
RESCHEDULED EXAMINATION – application outcomes
EXTENSION OF TIME ON AN ASSESSMENT ITEM (Major Assessment (non-Examination) Items Only) - How to apply
SUPPLEMENTARY EXAMINATION – how to apply
SUPPLEMENTARY EXAMINATION – application outcomes
SPECIAL CONSIDERATION – how to apply (Major Assessment Items Only)
SPECIAL CONSIDERATION – application outcomes
Notification of Outcomes
Top of PageSection 4 - Retention of Records and Confidentiality
Section 5 - Appeal Process
Section 6 - Reporting on Outcomes of Applications for Addressing Adverse or Special Circumstances
Section 7 - Procedure – Non-MEDI Courses/Units
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This is not a current document. It has been repealed and is no longer in force.