MID-SEMESTER DEFERRED EXAMINATION REQUESTS · Reference Guide MID-SEMESTER Deferred Examination Requests– Updated April 2018 3 Introduction [This guide is available for download

Reference Guide MID-SEMESTER Deferred Examination Requests–

Updated April 2018 1

MID-SEMESTER

DEFERRED EXAMINATION

REQUESTS

System functionality and processes



What’s covered in this Reference Guide? Page

INTRODUCTION

Introduction

3

System access 3 System process flowchart 4 Workflow (+ Appendix A) 4

SI-NET STAFF VIEW and PROCESSES

SI-net navigation

5

Search 5 Reports (+ Appendix B) 5 Review requests 6 View submitted request 6 Discretionary deferred request 7 Decisions and Decision Reasons 9 Eligibility criteria (+ Appendix C) 9 Decision - Approved 9 - Approval of Discretionary Deferred 10 Decision – Denied (+ Appendix E) 11 Change to decision 13 Additional information for staff Tips and advice 14 Verification of supporting medical certificates

(+ Appendix D) 15

Late requests and appeal process (+ Appendix D) 15 Appeals against denied requests (+ Appendix D) 16

mySI-NET STUDENT VIEW

mySI-net navigation

17

Submitting a new Mid-semester request 18 Submitting a Discretionary Deferred request 21 Message alerts and communications 23 Request status and decision outcomes 26

- Decision template - Approved 27 - Decision template - Denied 28

APPENDICES

27

A Worklist 29

B Reports / Query available in SI-net 30

C Acceptable evidence for deferred exam applications 31

D Process Workflows - Verification of medical certificates - Appeal for late requests - Appeal against denied requests

39

E Suggested item comments for denied requests 43



Introduction

[This guide is available for download from the Exams Staff Portal > Conduct and Processes]. In 2014, the online deferred examination module was developed and implemented in SI-net. It provides students with 24/7 access to apply online for deferral of examinations and upload supporting documentation (scanned and photographic images are accepted). It also enables delegated staff in Schools, Faculties and Academic Services Division to deliberate and process submitted requests electronically. The functionality went live in semester 2, 2014. All requests for deferred examinations must now be submitted by students online through mySI-net; hard copy applications and requests via email are not considered. Since initial implementation, a number of enhancements have been implemented to provide further improvements and efficiencies for both staff and students. There are different request forms depending on whether it is for deferral of a mid-semester examination or end of semester examination. While there is much similarity in the decision-making, processing and verification procedures, additional features are included in the end of semester requests, such as students being able to apply for deferral of multiple exams in a single request, the auto-population of the student’s end of semester examination timetable, and the auto-processing of the grade of SP and transcript note on approval of requested exam items. Information on processing end of semester requests is provided in the ASD Procedures Guide for End of Semester Deferred Exam Requests, available on the Exams Staff Portal > Conduct and Processes. Information provided in this guide on Mid-semester requests is for the particular attention of School/Faculty staff with delegated authority by the Head of School to deliberate and action all mid-semester deferred examination requests. Mid-semester requests apply to deferral of school-based examinations held during the teaching weeks, either in-class or outside of scheduled classes (mid-semester Saturdays), and any held outside the University scheduled exam periods. Mid-semester requests for each semester will be open to students at appropriate times to include the teaching periods and MBBS rotation periods linked to that semester. Mid-semester requests will workflow directly to the relevant School / Faculty (course owner).

This guide outlines to staff how to retrieve and process deferred examination requests in SI-net which have been submitted by students. It also includes reference materials detailing the eligibility criteria and acceptable evidence for deferral of examinations (in accordance with PPL 3.10.11 Examinations, and information available to students on my.UQ), to assist staff in the deliberation process and to ensure equity and consistency in decision-making. Information is also provided, for reference, on how students apply for a deferred examination via mySI-net > myRequests. Information on deferred examinations and full step-by-step instructions on how to apply are available to students on my.UQ > Deferring an exam. Students have up to 5 calendar days after the date of the original examination to submit an online request for a deferred examination.

System Access Staff members requiring Read Only access to the Deferred Examinations module in SI-net should complete an Access Request form and submit to ENTSS. The form can be downloaded from the SI-net Support website. Staff members requiring Update access, ie authorised decision-makers, are required to undertake the relevant training module (Records and Enrolments) before access is granted.

http://www.asd.uq.edu.au/conduct-and-processes

http://www.asd.uq.edu.au/conduct-and-processes

https://my.uq.edu.au/information-and-services/manage-my-program/exams-and-assessment/deferring-exam

http://www.uq.edu.au/sinet-support/



System Process Flowchart

Mid-semester submitted requests

Approvers in relevant School (course owner)

(authorised staff)

Itemdecision

End of semester submitted requests

Approved or Denied

Workflow

Request status – In Progress

Decision status - Pending

Request status - Completed

Email alert and in Worklist

Auto-generated email to student to check status of request in mySI-net

EndSave

Academic Services Division (authorised staff)

Request status – Submitted

Decision status - Submitted

Approved or Denied

End

Request status - Completed

Auto-generated email to student to check status of request in mySI-net

Save

Under Review(decision status)

Itemdecision

Request status – In Progress

Workflow As shown in the diagram above, mid-semester requests submitted by students are immediately workflowed to the relevant School/Faculty Staff (course owner) for consideration. An email alert is sent to the staff within that School/Faculty, and the requests appear in their Worklist in SI-net. Requests will remain in the Worklist until actioned by one of the staff members. Submitted requests will have the status of ‘In Progress’ for staff view, and ‘In Progress’ for student view. Please refer to Appendix A - Worklist for further information. Requests should be actioned as soon as possible after submission. All requests must be completed with a decision entered.



STAFF VIEW AND PROCESSES SI-net Navigation NavBar > Navigator > Records and Enrolment > Student Term Information > Deferred Examination Requests. This can be added as a Favourite. You can also access pending requests requiring action through your Worklist.

Search While the Worklist provides delegated staff with a list of the mid-semester requests requiring action by them and/or other staff members in the Unit, the Search page through the SI-net navigation above allows the capture of a range of students’ requests by using a combination of search criteria fields. Alternatively, you can search for a single student with the “EmplID” field, or a specific Request Number.

Reports The detail provided in the search results is limited. For more detailed information / breakdown of data, there are a number of reports available in SI-net for Deferred Examination Requests, under Reporting Tools>Query>Query Viewer. Please refer to Appendix B - Reports available in SI-net for further information on accessing and generating the reports.

You can narrow your search to your Course Academic Org to

see all items assigned to you/your team.

Select Deferred Examinations Type - Mid-Semester

Select the Term to narrow your search to a specific semester.

Select Request Status of ‘In Progress’ to identify those not

yet actioned, or Those “Pending” under Item

Decision

If you regularly use the same search criteria, you may wish to

save the search.



REVIEW REQUESTS Requests are actioned by authorised staff members within the relevant School or Faculty, being the course owner.

For mid-semester examinations, students must submit a separate request for each course, but may submit more than one item for the same course. Please ensure you check for multiple rows in the Exam Item Details section.

View of submitted request:

Student details

Click on the hyperlink to view the Supporting Documentation.

Flag for Verification is ticked by the staff member to have the medical certificate

verified with the medical clinic (on approved requests only). Refer page15

Deferral Reason indicates the student’s reason for the request. Up to two (2) reasons may be provided per request.

Application Details includes system-generated Request Number.

Course Details display the course. Only one course may be selected by the

student on each request.

Exam Item Details. Check for multiple rows. Exam details are manually entered

by the student (date, time and attendance)

Decision – select the outcome of the requested item – approved or denied.

Audit History of Changes lists previous

status/es of the exam item. Click on to expand it. See Section Changes to

Decisions.

Student Name Student Number



Discretionary Deferred Request

From Semester 1, 2017, students have available to them a once-only discretionary deferred. The discretionary deferred can be used for either a mid-semester or end-of-semester deferred exam request. Once approved, the discretionary option will no longer be available to the student for subsequent requests (will no longer be an option for selection), regardless of whether or not the student sits the deferred exam. Students are able to use the discretionary deferred for reasons which may otherwise not be eligible criteria for deferral of an examination. For example: misreading the timetable, pre-booked holiday arrangements, attending an event etc. It is a system requirement that a supporting document, by way of a brief statement setting out the reasons for the discretionary request, still be uploaded and attached to the request, however no other additional evidence is required. The discretionary deferred cannot be used:

in the event the student attended whole or part of the examination; or

for late requests (>5 days after exam) – the student can appeal for consideration of the late request.

Requests using the discretionary deferred option can simply be approved, even if the request was on eligible grounds for deferral (eg. on medical grounds). Exceptions to this are those listed above. From commencement of semester 2, 2017, an additional ‘acceptance’ window displays to students to confirm they wish to use their one-off discretionary option. [Please refer to page 21 for images of screen shots showing student pages]. For information, below are the rules configured for the Discretionary Used Status. As shown, a denied/cancelled decision status of a discretionary deferred exam request will reset the “Discretionary Used” status to “No”.

Request Status Decision Status Discretionary Used Status

1 Submitted Submitted Yes (Discretionary Req No.)

2 In Progress Pending (includes Submitted, Under Review, Redirect to Faculty, Pending)

Yes (Discretionary Req No.)

3 Completed Approved Yes (Discretionary Req No.)

Completed Denied No

4 Cancelled (EOS only)

Cancelled No

5 Saved – not available for discretionary applications

N/A N/A



Discretionary Deferred Request (cont’d) Please refer to page 21 for the student view of the Discretionary Deferred in mySI-net. The Staff View of a discretionary request is not very different to the standard request form, and is processed in the same manner. View of Discretionary Request

Student Number Student Name

Discretionary deferred can be used for only one single exam item. Only one exam item can be submitted on the discretionary request.

Supporting documentation by way of a brief statement must be uploaded.

Discretionary Used indicator displays on all requests. If Yes, it includes the Request No. in which it was used, or is being used.



DECISIONS AND DECISION REASONS

The table below sets out the options to select from the drop-down menu/s.

Decision Decision Reason options

Approved Blank – no decision required to be selected

APPE Approved after appeal

Denied CANC Cancelled on student’s request

DROP Course Dropped

LATE Late application, received more than 5 calendar days from the date of the original examination

MCDT Medical certificate obtained more than 2 business days after the date of the original examination

MCNO Medical certificate does not cover the date of the examination

NELG Does not meet the criteria for eligibility for a deferred examination

OTHR Other – See Item Comments

Under Review For use by ASD Managers for EOS requests only

Redirect to Faculty

Was for use by ASD Managers for EOS requests, however this is no longer used as decisions on all requests are now made within ASD.

Eligibility Criteria A comprehensive list of eligible grounds for deferral of examinations, and acceptable supporting documentation to be provided by students as evidence, is attached in Appendix C (and also available as a link in PPL 3.10.11 Examinations – Guidelines). Staff should refer to the list as a guide when deliberating requests, particularly those based on non-medical grounds. The information (and the document) is available to students on my.UQ.

Decision - Approved

When a Decision is selected, additional fields appear.

Item Comments can be entered by staff which will display to the student

on the decision notice in mySI-net.

No Decision Reason is required if Approved.

Click on Save to save decision.



Decision – APPROVED (cont’d)

Approval of Discretionary deferred exam requests In the first semester of implementation of the discretionary deferred option (semester 1, 2017), a ‘grace period’ was provided to students who submitted a discretionary deferred exam request for reasons which would be considered eligible grounds for deferral. Where this occurred, the request was Denied/Cancelled and the student advised to re-submit the request on the basis of the reason. From commencement of semester 2 2017, a second window appears requiring the student to re-confirm they wish to use their discretionary deferred option. On this basis, all requests for discretionary can be approved, regardless of the reason for using the discretionary, or whether on eligible grounds for deferral. That is, there should be very few, if any, Denied/Cancelled Discretionary requests, with the only exceptions being:

in the event the student used the incorrect hyperlink (mid-sem v. end of semester request);

applied for deferral rather than an extension to assessment due date: As stated on page 7, the status of the Discretionary deferred exam will be re-set to “No” if the request is Denied/Cancelled, making it still available to the student to use.



Decision – Denied

Refer to the eligibility criteria/acceptable evidence provided in Appendix C for assistance in the decision-making process. [The criteria table is based on information available to students on my.UQ, and attached as a guideline to PPL 3.10.11 Examinations]. In addition to the decision reason, Item Comments should be inserted to provide further explanation to the student as to the reason the request is denied. Appendix D provides some suggested Item Comments to insert when the decision is ‘Denied’. Item Comments are displayed to the student on the Decision template – refer page 28).

(i) Course dropped after submission The Staff View page will reflect whether there has been a change to the student’s enrolment or exam item details after the student submitted the request, indicated by the symbol ^^. For example, if the student withdraws enrolment in the course, the request should still be actioned, with the decision/decision reason of Denied/Drop.

Decision Reason must be selected if decision is Denied. Refer to page 9

Item Comments can be entered, for display to student.

Staff Comments can be entered if appropriate (not seen by student).

See Additional Info page 14.

Select the Decision of ‘Denied’ and Decision Reason of ‘Drop’ if the student has withdrawn from the

course.

^^ indicates student has subsequently

withdrawn from the course.



(ii) Student incorrectly applied – end of semester v. mid-semester It will often be the case that both the mid-semester request and end of semester request hyperlinks will be open to students at the same time (for mid-semester requests to include teaching periods and medical rotations aligned to the semester). This may result, on rare occasions, with the student clicking on the incorrect hyperlink and therefore submitting the incorrect request form. The error will be obvious when checking the exam item details. Given the different functionality, application of grade of SP for end of semester requests, and usage of the data, it is important that the requested items be correctly submitted. In the example above, the request was submitted as a mid-semester request, with the exam date being 15 November, being within the end of semester exam period. The appropriate action may depend on the remaining timeframe (within the 5 calendar days for submission).

(i) the student be notified to submit the request as an end of semester exam, or (ii) the request be submitted by a staff member on behalf of the student.*

* This action is preferable, to avoid student’s missing the email in sufficient time to re-submit, and then appealing for a late request. A link to email the student is at the top of the request page. Please note this communication is NOT recorded in SI-net. (iii) Discretionary deferred exam requests Please refer to information on page 7.

The relevant Decision and Decision Reason in these cases

is Denied / Canc. (NB: Denied/Canc is the only basis on which a student can submit a ‘duplicate’ request for an exam

held on the same date and time.



Change to Decision There is system functionality enabling the decision status of ‘Approved’ or ‘Denied’ to be changed after a decision had been entered and saved. There may be instances where it is appropriate to change a decision on a request which had previously been actioned, such as –

Approval granted after an appeal has been upheld (eg. student appealed, supplying additional supporting documentation)

An administrative error was made in selecting the incorrect decision. It is important to note the action steps set out in the tables below prior to changing the status of a decision.

The auto-generated email to the student notifying them of a change to the status of their request will be triggered each time the decision status has been updated.

The Audit History of Changes (on the staff view page) lists the previous decision status/es for each exam

item within the request. Click on to expand/ to collapse the audit history.

MID-SEMESTER – Change to decision status

Existing Decision status

Change Decision Status to -

Action

Denied Approved Decision: select “Approved”

Decision Reason: select “Approved after Appeal”

Item Comments: remove any existing comments which refer to the request being denied, and add in comment to student (if appropriate).

Staff Comment: insert comment regarding reason for change in decision.

Approved Denied Decision: select “Denied”

Decision Reason: select as appropriate.

Item Comments: remove any existing comments which refer to the request being approved, and add in comment to student (if appropriate).

Also send separate email to student to advise of change in decision.

Student User ID

Student User ID



Additional Information for Staff Tips and Advice Entering Staff Comments When entering comments in the Staff Comments field, the standard format should be used –

dd/mm/yyyy Initials/OrgUnit – comment. [not required for Item Comments field as this is seen by the student]

Existing Staff Comments should NOT be deleted, in order to provide a history of the activity.

In the event a staff member submits a request in mySI-net on behalf of the student (eg. re-submitting the request as it had been incorrectly submitted as a mid-semester rather than end of semester), an auto-generated comment will be entered in the Staff Comments field to indicate the date and user ID of the staff member who submitted the request. [NB: The staff member who submits the request through mySI-net should not then be the approver of the same request.]

Non-registered medical practitioners If the reason for the request is on the basis of medical grounds, the supporting documentation should be a medical certificate from a registered medical practitioner. A ‘medical practitioner’ means a person in the medical profession who is registered under the Health Practitioners Regulation National Law Act. This does not include chiropractors, physiotherapists, psychologists etc. You can click here to check whether a practitioner is registered. [NB: medical certificates from registered nurses and pharmacists are also acceptable]. Medical statements from psychologists are acceptable where the student has significant personal problems.

Request for additional supporting documentation A student should upload all appropriate documentation in support of the request for deferred examination at the time of

submitting the request, and a decision made on the request as submitted. If a request is denied, the student has the right to appeal the decision and provide any additional supporting documentation with the appeal.

Requesting additional information from the student before a decision is made on the request should be an exception, rather than the norm. There may be rare instances where it is considered appropriate for additional supporting document to be provided by the student before a decision is made. The email directed to the student should stipulate an appropriate timeframe by which the additional documentation must be provided, with a decision made after this date. If the additional documentation is not provided within the timeframe and the request is denied, the student still has the right to appeal the decision. An appropriate Staff Comment should be entered to reflect this activity.

A link to send the student an email is available on the Staff View page; please note, the email communication is not recorded in SI-net.

The “Add Additional Documentation” functionality is only available to staff with Update access for the relevant Organisational Unit.

Timeframe for action Requests should be actioned as soon as possible after submission by the student. All requests must be actioned, ie a decision entered for all exam items requested.

http://www.ahpra.gov.au/Registration/Registers-of-Practitioners.aspx



Verification of supporting medical certificates PPL 3.10.11 Examinations – Procedures, Section 6.3 Awarding deferred examinations requires that original documentation must be retained by students for a period of six (6) months and provided for verification if requested to do so. Examinations Section, ASD, is responsible for verifying medical certificates submitted in support of deferred exams. In the process of approving exam items, requests should be randomly selected by ticking on the ‘Flag for Verification’ checkbox. This is particularly relevant where there may be some concern about the authenticity of the supporting medical certificate. Given the possibility of fraudulent medical certificates, it is recommended that at least 10% of approved requests be flagged for verification. The verification process has identified a number of fraudulent medical certificates. Please note at least one exam item within the request has to be approved for the request to be flagged. Medical certificates should include provider number, stamp, signature, and letterhead of clinic. Set out below is the process flowchart for verification of supporting documentation, ie medical certificates. The process for verification of the medical certificate with the medical provider is managed centrally through Examinations Section. School staff should not write to the student requesting lodgement of the original supporting documentation to the faculty/school office as this confuses the student/s and the process. A student may only be required to submit the original certificate in the event the uploaded supporting documentation cannot be verified as authentic, resulting in misconduct allegations. Please refer to Appendix E for a process flowchart for verification of medical certificates.

Late requests and appeal process - flowchart Students have up to 5 calendar days after the date of the original examination to submit an online request for a deferred examination. If the timeframe has exceeded, students will NOT be able to submit their request online, and can click on a Late Notice link which will display information to the student on the appeal process. Refer to Message Alerts and Communications on page 23. Please refer to Appendix E for a flowchart on the appeal process for consideration of late requests for deferred examinations. The Academic Registrar is the decision-maker on these appeals.



Appeals against denied requests Appeals against denied mid-semester deferred exams are considered by the Faculty Associate Dean (Academic) (program owner). A copy of the decision letter emailed to the student is sent to the relevant School (course owner), together with any other additional supporting documentation provided by the student, for processing in SI-net by the delegated School staff member. NB: Should a student wish to utilise their discretionary deferred option in the event a request is denied, they should stipulate this in the appeal letter. A staff member will then be able to submit the discretionary request on behalf of the student. Please refer to the flowchart provided in Appendix E which sets out the process for appeals against denied decisions.

Processing ‘denied’ appeals in SI-net

As indicated in the flowchart, the original deferred exam request is actioned following the outcome of an appeal. An exception to this is in the event the student has indicated in their letter of appeal that they wish to utilise their discretionary deferred exam (should they still have it available to them). If appeal is upheld:

Access original request

Add additional supporting documentation – upload letter of appeal from student, and decision letter

Change decision to ‘Approved’; and Decision Reason of ‘Approved after appeal’

Enter Staff Comment

Save If appeal is dismissed:

Access original request

Add additional supporting documentation – upload letter of appeal from student, and decision letter

Enter Staff Comment

Save If appeal is for use of discretionary deferred:

A new request is created, by a staff member, on behalf of the student

The discretionary deferred option is selected (refer to the mySI-net view of the Discretionary request on page 21).

The student’s letter of appeal is uploaded as supporting documentation, together with Decision Letter.

When uploading the document, an Item Comment (to the student) can be inserted to the effect that the request is subsequent to (original) denied request [number]. A Staff comment should also be entered.

The request is approved.



STUDENT VIEW mySI-net Navigation

Students can view the details of previous requests or Submit a New Application for either mid-semester

or end of semester.



Submitting a new Mid-semester Request

Introductory Page

Page 1 – Course and Exam details

Text varies for end of semester, where multiple exam

items may be submitted in a single request.

A student must confirm they have read and accept, before

continuing to submit their request.

Student’s semester course enrolment is shown.

Student selects one course and enters exam item/s, date and

time details.

Request No. is system-generated on saving the request.

If the student has another exam item for that same course….

Hyperlink for Mid-Semester requests.



Page 1 – Course and Exam details cont’d Add another exam:

Deferral reasons

Up to two (2) Deferral Reasons can be selected. Examples of appropriate types

of supporting documentation are displayed for each reason selected.

If the student selects ‘Other’ as a Deferral Reason, the ‘More Information’ is mandatory – a free text box to provide

further information.

Student enters in details of additional exam item for that

same course.

Student clicks on ‘Save and Continue’ to progress to Page 2.



Page 2 – Add Supporting Documentation and Declaration box

To upload documents

Application details are displayed, with the current status.

Deferral Reasons selected on previous page and examples of appropriate documentation are

displayed.

Add Supporting Documentation link for students to upload

documents.

List displays the Supporting Documentation Uploaded.

Declaration for acknowledgement by student must be ticked, before request

can be submitted.

Student clicks on Upload to select and upload supporting

documentation.

Comments may be entered by student.

Student clicks Save and Submit.



Submitting a Discretionary Deferred request Where a student has available to them their one-off discretionary deferred request: When they click on the Submit new Request hyperlink (for either mid-semester or end of semester) –

the following window will appear -

(NB: The window will not display if they have previously used their discretionary deferred, and instead will be taken directly to the Introductory Page as shown on page 16 above



Discretionary Deferred Request (cont’d) If the student selects ‘No’, they will be taken directly to the Introductory Page to submit a request for deferral on other grounds. If the student selects ‘Yes’, a second window will display for the student to re-confirm they wish to use the discretionary deferred.

When the student selects ‘Yes’, a single page form displays, with the Discretionary reason pre-populated. The student can only select one course, and one exam item only.

Discretionary Reason is auto-populated.

Declaration text changes for Discretionary.

Supporting documentation by way of brief statement must be uploaded. (No evidence is

required)

A single page form



Message alerts and communications

Late Applications

If more than 5 days after the original exam date, a Late. Read

more link will appear. Student will be unable to continue to submit the request (unless exam date is

amended to less than 5 days).

Student No. Student Name

Message displays to student on screen.

Clicking on “Late. Read More” hyperlink will display this notice, with information on lodging an

appeal.

Students can email this notification to their student email

address.



Message alerts and communications (cont’d)

Pop-up messages displayed to students:

No exam item selected

Document file size exceeds 1 MB

On discretionary

Save and Submit Later



Message alerts and communications (cont’d)

No Supporting Documentation attached

Declaration checkbox not ticked

Auto-generated email notification to student : An email is automatically generated to notify the student when a decision “Approved” or “Denied” has been saved:



Request status and decision outcome Students can view the details and status of their request in mySI-net by clicking the decision status links i.e. Submitted, Pending, Denied, Approved, Cancelled.

On submission by student:

On decision being entered:

Student can print or email PDF of Summary page.

Mid-sem Request Status = In progress.

End of sem Request Status = Submitted

View Details hyperlink displays this page.

If Request Status = Saved, the View Details hyperlink will take to the

student to the Introductory Page to continue with completion and

submission of the request.

Mid-sem Request Status = Pending.

End of sem Request Status = Submitted

Request Status = Completed

Approved or Denied hyperlink will display decision notices.



Decision Templates

APPROVED

Details of the request are displayed.

Text displayed varies for mid-semester and end of semester

templates.

Details of individual exam item.

Any Item Comments entered by staff are displayed to the

student.



DENIED –

Text displayed varies for mid-semester and end of

semester denied.

Appeal avenue varies for mid-semester and end of semester

denied – 5 business day timeframe for appeals

Completed Date and Decision Date are shown.



APPENDIX A

WORKLIST This section outlines how to retrieve and process a deferred examination request which has been submitted by a student via mySI-net. What is Worklist? Worklist is a page in SI-net that staff can use to access and process Deferred Examination Requests that are awaiting your action. Requests that appear in your Worklist have been directed to you because you have been nominated as an Approver within the faculty or school. The item will appear in the list for all people nominated for your faculty or school and will disappear from nominated staff Worklists when all items within the request have been actioned. When an item is assigned to your Worklist you will receive an email alert.

Navigation NavBar > Navigator > Worklist

If there are items requiring action, these will be listed. The hyperlink in each row will take you to the Deferred Examination Request page for the particular request. NB: After clicking on the hyperlink, the relevant item may be in Row 2 or more in the Exam Item Details section.

Worklist can be accessed from the menu or from the link at

the top right of SI-net.

Only items that need to be actioned will appear in your Worklist.

Student Number



APPENDIX B

Reports available for Deferred Examinations Requests in SI-net. There are a number of reports now available in SI-net for Deferred Examination Requests. The reports available are:

UQSR3260_DEFERRED_MID_APPROVED - Mid-Semester Approved (by school).

UQSR3260_DEFERRED_EOS_APPROVED - End of Semester Approved (by school).

UQSR3260_DEFERRED_MID_ACAD_ORG - Mid-Semester ALL (by school).

UQSR3260_DEFERRED_MID_ACAD_ORG - End of Semester ALL (by school).

UQSR3260_DEFERRED_MID_ALL - Mid-Semester ALL

UQSR3260_DEFERRED_EOS_ALL - End of Semester ALL

UQSR3260_DEFERRED_VERIFICATION If you have attended training and have been granted access, you can find the reports at Reporting Tools> Query> Query Viewer.

To select a query to automatically appear on your Query Viewer click on the Favourite link in the applicable row. To run a report to Excel:

1. Click the Excel link in the applicable row. 2. Enter the variables and click view results.

In Excel, you can filter the report by course and exam date to view the approvals for a specific examination item.

Reference Guide Mid-Semester Deferred Examination Requests


APPENDIX C















Page left blank intentionally



APPENDIX D







Page left blank intentionally



APPENDIX E

Item Comments on Denied Requests Below are some suggested Item Comments which may be inserted/edited on denied requests, to provide additional information to the student on the reason for their request having been denied. Item Comments must be relevant and appropriate to the reason for the request, and the reason for denial. Denied Reason Deferral

reason Examples of Item Comment ‘Your request has been denied as it….’

MDCT Medical certificate obtained more than 2 business days after the date of the original examination.

Medical Your request has been denied as it does not comply with Section 6.4.1 of PPL 3.10.11 Examinations - Procedures. The examination was held on [date of exam] and your medical certificate was obtained on [date of med cert].

MCNO Medical certificate does not cover the date of the examination.

Medical Your request has been denied as it does not comply with Section 6.4.1 of PPL 3.10.11 Examinations - Procedures. The examination was held on [date of exam] and your medical certificate covers you for the [dates] only.

NELG Does not meet the criteria for eligibility of a deferred examination.

Medical Your request has been denied as it does not comply with Section 6.4.1 of PPL 3.10.11 Examinations - Procedures. The medical certificate was not provided by a registered medical practitioner, registered pharmacist, or registered nurse.

Your request has been denied as it does not comply with Section 6.6.1 of PPL 3.10.11 Examinations - Procedures. Records indicate you attended the original examination and there was insufficient evidence provided of a sudden, unexpected or debilitating medical condition which affected you during the examination. [The medical certificate was not obtained on the same day as the examination].

Your request has been denied due to insufficient evidence. A Student Access Plan is not acceptable supporting documentation. Refer to the criteria set out on myUQ.

Your request has been denied on the basis that your medical appointment with the [optometrist / dentist] conflicted with your examination time. There was no evidence provided to indicate the appointment was of a critical nature. Refer to the criteria set out on my.UQ > Deferring an exam.

Significant personal problems

Your request has been denied as the supporting documentation does not confirm your inability to sit the examination on the scheduled date. Stress and anxiety normally associated with examinations is not eligible grounds for deferral of an examination.

Your request has been denied. The supporting documentation confirms your pre-existing and ongoing medical condition, however it does not provide sufficient evidence of the impact on your ability to sit the examination on the scheduled date. ************* On the basis of your circumstances / ongoing medical condition, you may wish to consult Student Services for advice on disability and/or counselling support services available to students.

Elite Athlete Your request has been denied as it does not comply with PPL 3.10.11 Examinations. You are not currently registered as an elite athlete under PPL 3.50.07. Refer to the criteria set out on my.UQ > Deferring an exam.



Denied Reason Deferral

reason Examples of Item Comment ‘Your request has been denied as it….’

NELG cont’d Illness of Family Member

Your request has been denied as the supporting documentation provided does not cover you for the date of the examination.

Bereavement Your request has been denied due to insufficient evidence. There was no evidence provided of your relationship to the deceased. Refer to the criteria set out on my.UQ > Deferring an exam.

Wedding / family event

Your request has been denied as there was no evidence provided of your participation in the wedding party, or relationship to the bridal party. An invitation as a guest at a wedding is not grounds for deferral. Refer to the criteria set out on my.UQ > Deferring an exam.

Your request has been denied as the period of absence to attend the wedding includes additional holiday/travel. The wedding is being held on [date] and your examination is scheduled for [date]. Refer to the criteria set out on my.UQ > Deferring an exam.

Travel Your request has been denied as your pre-arranged holiday [or other travel] conflicts with the examination period. The academic calendar is published a minimum of 1 year in advance and your travel arrangements were made on [date].

Work commitments

Your request has been denied as the supporting documentation provided is not on letterhead. Refer to the criteria set out on my.UQ > Deferring an exam.

Your request has been denied as usual demands of employment and increased work commitments are not grounds for deferral of an examination. Refer to the criteria set out on my.UQ > Deferring an exam.

Your request has been denied as there was insufficient evidence provided in support of your request.

Study Load Your request has been denied as increased stress and study load due to examinations held on successive days is not grounds for deferral of an examination. Refer to the criteria set out on my.UQ > Deferring an exam.

Your request has been denied as insufficient time to study for your examinations is not grounds for deferral of an examination. Refer to the criteria set out on my.UQ > Deferring an exam.

DROP Your request has been denied as you subsequently withdrew your enrolment in the course.

CANC

Your request has been denied as it was incorrectly submitted as an end of semester request rather than a mid-semester request.

Documents

MID-SEMESTER DEFERRED EXAMINATION REQUESTS · Reference Guide MID-SEMESTER Deferred Examination Requests– Updated April 2018 3 Introduction [This guide is available for download