Special Consideration

Special Consideration Applications must be submitted no later than FIVE WORKING DAYS after the assessment due date. 

You will receive an email notification once your application has been assessed. Please direct all enquiries to Special Considerations.

For an overview of the process please view the Special Consideration Procedure document.  For more detailed information, please read all the information contained on this page, in particular the information in relation to your supporting evidence before you submit your application.

Please note: For students unwell with COVID and the symptoms commenced more than 10 days before the assessment due date, or you have ongoing symptoms, which have persisted for more than 10 days, you should seek medical advice and will be required to provide a UC medical certificate in support of a special consideration application.

Special Consideration Information

Special Consideration for assessment is for students who have covered the work of a course but have been prevented from demonstrating their knowledge or skills at the time of the assessment due to unforeseen circumstances, such as illness, bereavement or other critical circumstances outside of their control at the time of the assessment.

The special consideration process is a two-step process.  First, the grounds of your application(s) are considered by the Special Consideration Committee and, if approved, are notified to both the Department/School and student via email.  Second, the application is considered by the Department/School to determine if an academic remedy is appropriate.  The outcome of which will be notified in due course when results are released.  

Please note: An approved Special Consideration application does not mean that your grade for the course will change.  This decision is made by the respective Department after considering all your marks for the course the application relates to.

Examinations and Tests

Where a student is impaired or absent for a test or examination worth 10% or more, they may apply for a special consideration.  Applications under this category must be submitted no later than five working days after the assessment due date.  

Special consideration is NOT available for:

  • essays, assignments or quizzes, where an extension of time is available to complete the assessment item - see below for the process to apply for an extension;
  • missed lectures during the semester;
  • experiencing examination anxiety;
  • having several examinations or assessments close together;
  • known impairment, such as chronic illness (medical or psychological), injury or disability unless medical evidence confirms that the circumstances were exacerbated, despite appropriate management, at the time of assessment;
  • mistaking the date or time of an examination; 
  • failing to turn up to an examination or test because of sleeping in; 
  • where applications are repeatedly made for the same or similar reason, then the application may be declined on the grounds that the reason is not unexpected; 
  • where the application is made at the time of the assessment but the supporting documentation is received significantly after this date or after the date results are released; or
  • the application is made following the release of results (unless under exceptional circumstances).

Extensions for Essays/Assignments/Quizzes

A special consideration application is not the process to apply for an extension of time to complete and essay, assignment or quiz.  You must contact the Course Supervisor, with your supporting documentation, and apply for an extension of time to complete the assessment.

Special Consideration for Late Discontinuation is for students who have been prevented from completing a course of study, due to circumstances beyond their control, or that were not reasonably foreseeable, and they were unable to withdraw from the course(s) by the published withdrawal deadline (an explanation as to why they were not able to withdraw by the due date must be provided in the application). Applications under this category must be submitted no later than five working days after the examination period has finished, prior to results being released.

An approved application for special consideration for late discontinuation does not provide a refund of fees. It only removes the relevant course(s) from a student's transcript.

Please note: If an application is received, considered, and approved, after the release of results, as per the Special Consideration Regulations, all courses in the relevant semester will be withdrawn regardless of whether the student has passed them or not (unless exceptional circumstances exist). 

We encourage all students to complete any assessment items (assignments, tests and examinations). We know there may be circumstances where, the re-emergence of COVID-19 impacts your performance or ability to complete an assessment item. If this happens you can apply for a Special Consideration on COVID-19 grounds (including applications related to the lockdown).

Please apply for a Special Consideration (‘SC’) on COVID-19 grounds as follows:

Impaired performance or absence from a test/exam as a result of a confirmed case of COVID-19 or being COVID-19 symptomatic/unwell:

  • Please provide supporting medical evidence, such as a medical certificate, Ministry of Health COVID test result notification, or a screenshot or email confirmation from the UC Assura COVID-19 reporting tool, (these MUST include your name and date of notification of test results):
    https://ucsafety.assurasoftware.net/Default.aspx).
  • For students where the symptoms commenced more than 10 days before the assessment due date, or you have ongoing symptoms, which have persisted for more than 10 days from the date of the assessment, you should seek medical advice and will be required to provide a UC medical certificate in support of a special consideration application. 

The first step is for your application to be reviewed by the Special Considerations Committee who will decide whether to accept or decline the grounds of your application.

If your application is for an assessment item and the grounds are accepted, it will be forwarded to the department to determine an academic remedy if required.

If your application is for late discontinuation and the grounds are accepted, it will be forwarded to the Dean of the owning Faculty of your qualification for the final decision.

If your application is declined, you will be notified by the Special Considerations Coordinator

Reviewing/Appealing a decision

You have the right to appeal the outcome of a special consideration application. Appeals should be made in writing within 10 days of the notification of the decision.

If you wish to request a review of the decision in relation to the grounds of your application, made by the Special Consideration Committee the appeal needs to be addressed to the Dean of Academic Governance and sent to Special Considerations.

If you wish to appeal a Departments decision in relation to the remedy applied to an approved special consideration application, the appeal needs to be addressed to the Dean of your Faculty and sent to Special Consideration.

 Check the appeal regulations for more information.

Supporting Evidence

All Special Consideration Applications MUST be submitted with supporting evidence.  It is important that you submit your supporting evidence at the time you submit your application to avoid unnecessary delays in the processing of your application.

Medical

  • Applications made on medical grounds require a fully completed UC Medical Certificate, or other detailed medical certificate, as supporting evidence.  The UC Medical Certificate MUST be completed by a medical practitioner, signed by them and have their Health Practice stamp.  Please download the UC Medical Certificate and have your medical practitioner complete this.
  • Electronic and unsigned medical certificates will NOT be accepted.
  • You MUST see your medical practitioner within a reasonable timeframe for them to be able to make a diagnosis, and the consultation MUST take place within a period that is relevant to the assessment item. 
  • The relevant period for a missed examination would be within 48 hours of the examination; and for impaired performance the medical certificate should be dated within 10 working days (but preferably earlier) of the date of the test or examination.

Covid

If you have tested positive for Covid-19, please provide official confirmation of your Covid-19 test result, which MUST show your name and the date of Covid positive result. This information can be provided by:

  • Ministry of Health Confirmation of COVID test result – text/email (scanned and uploaded as a pdf, or a screenshot of the confirmation email);
  • Screenshot of email confirmation from the UC Assura COVID-19 reporting tool https://ucsafety.assurasoftware.net/Default.aspx
  • A UC Medical Certificate, as per the above information.  This MUST be obtained if your positive test was more than 10 days prior to the assessment date. 

A screen shot or picture of your RAT test is not an appropriate form of supporting evidence and will not be accepted for the purposes of a special consideration application.

As indicated above, if you have been suffering from long covid, OR it has been more than 10 days from infection to the assessment date you WILL need to provide a UC medical certificate.

Bereavement

Supporting evidence in relation to a bereavement can be a copy of the newspaper death notice OR a letter from one of the following:

  • Medical Practitioner
  • Funeral Director
  • Minister of Religion
  • Religious Leader
  • Kaumātua
  • Police. 

Please note that where a newspaper death notice does not indicate the relationship of the deceased to the student, you will need to include, as supporting evidence, a letter from a third party outlining and confirming the relationship.  A third party letter can be provided by a mutual friend, a family member or any of those parties listed above.

Wellness

There are many support services available at UC in relation to student wellbeing. Watch The Four Pillars of Wellbeing video for some advice from two of our GPs at UC Health.

If you are struggling and need someone to connect with, you can visit our Wellbeing Hub which provides pathways to lots of helpful resources and services. If you feel you need additional support contact the team at Student Care.

Need to apply for Special Consideration?

find out more about

Frances Nash

Special Consideration Coordinator
Level 2 North, Matariki
Internal Phone: 92391

Heather Couch

Academic Quality and Records Team Leader
Chair, Special Consideration Committee
Level 2 North, Matariki
Internal Phone: 93635