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University Legislation and policy
 

Special Consideration Procedures

Parent policy: University Special Consideration Policy and Procedures

These procedures outline the administrative processes for handling special consideration applications.

Business practice

A.  End-of-semester special consideration

Action Responsibility
Receipt of applications
Applications are received by a Students Services Staff, who checks with the student that he/she is aware of the possible outcomes of the application.		 Student Services Staff
Assessment of applications:
Science units with final examination:

The assessment is made by the Student Services Staff designated to this task (from hereafter referred to as Faculty Special Consideration Officer or FSCO), who checks the supporting documentation and determines whether the student is eligible for a deferred examination.
The AD(E) conducts regular audits of these assessments.		 Faculty Special Consideration Officer

(FSCO)AD(E)
Science research unit:

The FSCO forwards the application to the relevant teaching school for assessment.		 FSCO
Schools
Non-science units:

The FSCO forwards the application to the teaching faculty for assessment.		 FSCO
Recording and notification to students:
For  science units with examination:

The Faculty Special Consideration Officer
  • keeps a spreadsheet with information about all applications and their outcomes, which is circulated to schools on a regular basis,
  • sends letters and emails to students notifying outcome of application. This letter could be sent before the exam, if application was lodged early enough,
  • records outcome on Callista.

The teaching school uploads the DEF result before Board of Examiners meeting.

 FSCO
For science research units:
  • The relevant school
    • informs student of the outcome of the application by letter or email,
    • forwards signed application with outcome to the Faculty Office.
  • The FSCO records outcome in Callista.
 FSCO
Schools
For non-science unit:
  • Teaching faculty returns application  with outcome to the Faculty of Science.
  • Teaching faculty sends letters to students notifying outcome of application.
  • Teaching faculty records outcome on Callista.

The teaching school uploads the DEF result before Board of Examiners meeting.

 Teaching faculty
FSCO

B.  In-semester special consideration

Action Responsibility
Notification to students
After the assessment of the application, the Campus Unit Coordinator notifies the student of the outcome either by returning the signed application form or by email. 		Campus Unit Coordinator
Application records
The Campus Unit Coordinator or the school should keep copies of all special consideration applications together with their outcomes for as long as the exam scripts for that unit are kept in the school.		 Campus Unit Coordinator
Schools