Assessment extension and late assessment submission

Parent Policy/Procedures

Assessment in Coursework Units: Adjustments to Assessments  Procedures

Definitions

Time-sensitive assessment item: A time-sensitive assessment item is an assessment item which can be completed late only if the student receives special consideration. A time-sensitive assessment item submitted late without special consideration approval is graded as a 0 N. Where special consideration is granted, the student completes an alternative and equivalent assessment task. Examples of time-sensitive assessment items might include examinations, in-class tests, and pre-lecture reading responses. Chief examiners determine which assessment items are time-sensitive. Time-sensitive assessment items must be clearly stated as time-sensitive on Moodle.

Index

A. Assessment extension

B. Late submission of assessment

C. Special consideration

D. Long-term illness and disability

A. Assessment extension

  1. Students may request an extension for any assessment item, except time-sensitive assessment items. Extension requests must be made in writing to the unit coordinator prior to the due date. The unit coordinator may, at their discretion, grant an extension of up to seven calendar days.
    1. At the discretion of the Deputy Dean (Education), a unit coordinator may delegate authority to approve extensions (including special consideration applications) to another staff member. Where this authority to delegate is granted and exercised, the unit coordinator should notify Academic Services, and the relevant Arts Student Services team members (e.g., Senior Student Experience and Progress Coordinator), with Teaching Support officers included for notification purposes where appropriate.
  2. Extensions may be requested for reasons that does not require documentation: e.g., short-term illness; unforeseen employment obligations; family circumstances. However, where a student requests an extension for reasons that may involve documentation (e.g., illness), the unit coordinator may ask students to provide documents.
  3. Special consideration requests (see C, below) should be filed for extensions of longer than the maximum as set in A.1 (above), and for extensions to final examination assessment items (e.g., examinations), and for serious medical or other reasons.
  4. Time-sensitive assessment items cannot receive extension, except when students have special consideration grounds, as per section B, below.

Responsibility: Chief examiners, unit coordinators, teaching staff, students.

B. Late submission of assessment

  1. The chief examiner for a unit determines the assessment regime for the unit. Chief examiners should identify which assessment items are time-sensitive.
  2. An assessment item, other than time-sensitive assessment, that is submitted after the due date and without an agreed extension, will attract a penalty of 5 per cent of the maximum possible mark for the assessment item, per calendar day overdue:
    1. For example: A student who receives a 75 D for an assessment item incurs the following penalty: one day late, 70D; two days late, 65 C; three days late, 60 C; etc.
  3. No assessment item can be accepted if it is more than ten calendar days overdue, except in exceptional circumstances and in consultation with the unit coordinator.
    1. Certain assessment items can be deemed as time-sensitive. For instance, examinations, in-class tests, and reading responses due prior to lectures might be examples of items for which it is difficult to apply the standard late penalty. Where illness, bereavement, hardship, strict religious observance, or military or service obligations prevent a student from completing a time-sensitive assessment item, the unit coordinator or chief examiner may grant an alternative and equivalent form of assessment. Students who miss the submission deadline for a time-sensitive assessment item, or who require an extension for a time-sensitive assessment item, must file a Special Consideration application with the Faculty.

Responsibility: Chief examiners, unit coordinators, students.

C. Special consideration

  1. The Faculty of Arts follows the special consideration policies and processes as documented by the University.
  2. Suitable reasons for special consideration application include: acute illness; bereavement; hardship or trauma; civic obligations (including jury duty, military and emergency services obligations); strict religious observance obligations, activities for students registered with Monash Sport’s Elite Athlete Support Program. Appropriate documentation must accompany all special consideration requests.
  3. Applications for special consideration are handled as follows:
    1. Student submits an application for special consideration;
    2. The application is assessed by the Student Experience and Progress team, who reviews documentation provided by the student, and may confer with relevant stakeholders (including, e.g., chief examiner and unit coordinator; Disability Services). The Senior Student Experience and Progress Coordinator has discretion to approve, modify, or reject student special consideration applications.
    3. The student is notified of the outcome of their application. The chief examiner and/or unit coordinator is also notified of the student’s application, and the Faculty’s assessment thereof, including the adjustments (e.g., extension; alternative assessment) given to the student.
    4. Students with questions or concerns about their application may request a review by contacting the Student Experience and Progress Team, within two University working days of the notification of outcome being sent. Teaching staff with questions or concerns about special consideration applications may contact the Senior Student Experience and Progress Coordinator –please note that the Senior Student Experience and Progress Coordinator has final say, under delegation from DDE and Arts Education Committee, about the awarding of special consideration to students.
  4. As per University requirements, applications for special consideration must be submitted no later than two University working-days after the due date for the assessment item.
    1. Where a student has received a discretionary extension from the unit coordinator or relevant authorized staff member (as per section A, above), an application for special consideration must be received no later than two calendar days after the extended due date for the assessment item. In such cases, the student must note on the special consideration form full details of the extension granted, and must provide evidence of this (e.g., print-out of email from unit coordinator granting the initial extension).
  5. Students who submit special consideration applications may receive an extension to submission deadlines, or alternate assessment. Students should continue to work on assessment items, where possible, while their special consideration application is being processed.
  6. Students should submit a special consideration application for extensions to final assessment items, including deferment of examinations, as per standard University processes.

Responsibility: Students; Senior Student Experience and Progress Coordinator; teaching staff.

D. Long-term illness and disability

  1. Students suffering from chronic illness or long-term disability are eligible for alternative assessment arrangements which can be arranged by registering with the University’s Disability Services unit. Students must be registered with Disability Services in order to be eligible to request alternative arrangements for assessment.
  2. Please note that students who are registered with Disability Services who require extensions or special consideration must make requests for extensions and special consideration as outlined above.
  3. Where students affected by long-term illness or disability require alternative arrangements for assessment for end-of-semester examinations managed by the University’s Examinations Unit, they must contact Disability Services.
  4. Where students affected by long-term illness or disability require alternative arrangements for assessment for in-class examinations, tests, or other assessment managed by Faculty academic staff, they must make this request for alternative arrangements to unit coordinators at least fourteen calendar days prior to the examination date.

Responsibility: Students.

Related policy, procedures and resources

Assessment in Coursework Units Policy (University Policy)

Disability Services (University webpage)

Disability Services: Alternative assessment arrangements (University webpage)

Special consideration (University webpage, includes application submission)

Special consideration: Faculty summary information (Powerpoint)

University Policy Use Only:

Approved: Arts Education Committee 03-2014

Alteration of handling of special consideration procedures: approved AEC 01-2015

Revised: August 2020

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