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University Legislation and policy
 

Special Consideration Business Practice for end-of-semester applications – Clayton campus

Parent policy and procedures: University Special Consideration Policy and Procedures, Faculty Special Consideration Procedures.

According to the university policy on special consideration, the Faculty of Science is responsible for:

  1. Receiving, recording, and determining the final outcomes of end-of-semester applications of students enrolled in courses managed by the Faculty of Science; and
  2. Making recommendations to the relevant course managing faculty on applications for special consideration of units taught by a school of the Faculty of Science.

The procedures below outline the administrative process to be followed by the five schools of the Faculty of Science Clayton campus to comply with these university procedures.

Business practice

Action Responsibility

Receipt of applications

Students enrolled in a course managed by the Faculty of Science

  • Applications are received by the Student Services Staff, who checks with the student that he/she is aware of the possible outcomes of the application.

Students not enrolled in the Faculty of Science, for units taught by a school of the Faculty of Science

  • Faculties should send these applications to the Students Services Staff of the Faculty of Science.
 Student Services Staff
  • All end-of-semester applications received by schools from other faculties for units they teach should be forwarded to the Faculty of Science Student Services Staff for assessment.
 Schools

Exam scripts with an Examination Cancellation Request Form attached

Schools should keep a record of all exam scripts received from the Examination Unit with an Examination Cancellation Request Form attached, and ensure that these scripts are not marked.

Schools

Assessment of applications:

Units with final examination, taught by the schools of the Faculty of Science:

  • The preliminary 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. Where necessary, the FSCO consults with the Associate Dean (Education).
 FSCO
  • The FSCO will prepare a spreadsheet with the outcomes of the preliminary assessment, and forward it to the schools in time for the school Board of Examiners meetings. This spreadsheet will also include all students who have been granted a deferred examination before the date of the examination.
  • Schools will confirm by no later than two days before the Faculty Board of Examiners meeting, that none of the students listed on the spreadsheet as having been offered an early deferred examination or who are proposed to be offered a deferred examination,  have sat the examination.

FSCO
Schools
  • Schools upload a DEF result in Callista before the Faculty Board of Examiners meeting for all students on the spreadsheet who have not sat the examination.

FSCO
Schools

Research units taught by a school of  the Faculty of Science:

  • The FSCO forwards the application to the relevant teaching school for assessment.
  • The school assesses the application, and returns form with outcome to the Faculty of Science. The school arranges the extension with the student if granted

FSCO
ADE

Units taught by another faculty:

  • The FSCO forwards the application to the relevant teaching school/department for assessment, in electronic form.
  • The school/department is required to make a recommendation by email, within two working days.
  • Where there are discrepancies in outcomes for units taken by the same student, the FSCO will consult with the Associate Dean (Education). If the school recommendation is rejected, the school will be notified by email within two working days.
FSCO

Recording and notification to students:

As per the university procedures, the Faculty of Science will

  • Record the outcome in Callista for all units for students enrolled in a course managed by the Faculty of Science.
  • Send emails to the students who made an early application for all units for students enrolled in a course managed by the Faculty of Science, notifying them of the outcome at least 24 hours before their scheduled examination.