ADVICE OF SCHEDULING DIFFICULTIES (Centrally Conducted Exams)

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1 ADVICE OF SCHEDULING DIFFICULTIES (Centrally Conducted Exams) WHAT IS SCHEDULING DIFFICULTIES A situation where, through circumstances beyond your control, you are unable to attend a centrally-conducted exam, and you are aware of this before the exam period. A rescheduled examination is an examination prepared for students who have a scheduling difficulty. WHAT ARE ACCEPTABLE GROUNDS FOR SCHEDULING DIFFICULTIES Three examinations occurring in any 24 hour period (you cannot choose which one to be rescheduled); Representative sporting or cultural representative commitments at state, national or international level; Observance of significant religious events for which you can demonstrate an ongoing personal commitment; Significant personal or family events for which you can provide documentary evidence which satisfies the Director, Student Administration Unit or Subject Coordinator that the commitment could not be undertaken outside the examination period; Extraordinary and unavoidable work commitment (e.g. Keynote speaker at a conference) that you have been directed to undertake for which you can provide a letter on company letterhead from the employer; Service commitments (e.g. members of SES and armed forces) that cannot be undertaken outside the examination period for which you can provide documentary evidence. Conflicting UTS clinical placements WHAT ARE UNACCEPTABLE GROUNDS FOR SCHEDULING DIFFICULTIES Holiday arrangements; Sport and leisure activities; Travel arrangements other than for UTS approved overseas study; Normal demands of employment (we expect students to tell their employers about their examination commitments at the beginning of each session). This includes, but not limited to, irregular casual work, increased ordinary work commitments as a result of promotion or financial problems; Two exams in consecutive sessions; Routine family commitments such as birthdays. WHAT IF I HAVE A CLASH If you have a direct clash on your timetable (two centrally-conducted exams at the same time), you will automatically be rescheduled prior to the publication of the exam timetable. If you notice that there is still a direct clash on My Student Admin, please submit a scheduling difficulties application before the deadline. Your centrally-conducted exams will take precedence over any faculty-based assessments (Rule 9.1.3). So if there are any clashes with a faculty-based assessment, please your subject coordinator to make alternative arrangements. HOW TO LODGE THIS FORM Please submit the completed form and satisfactory supporting documentation at UTS Student Centre before the deadline. The deadline for submitting an advice of scheduling difficulties for centrally conducted examinations form for the current centrally conducted exams period (10 working days before the start of exam period) is available at The website will also state when you can expect to receive your new examination timetable. Late applications for scheduling difficulties will not be considered unless there are extenuating circumstances (for which you can provide documentary evidence) that prevented you from applying prior to the deadline. Late applications will be assessed on a case-by-case basis and the university reserves the right to decline any late applications. Page 1

2 Documentation Requirements Students are reminded that any documentation supplied may be checked for legitimacy. Disciplinary action will be taken if false or misleading information is supplied with any application. In all cases, the documentation must specifically state the dates concerned and the reason for your absence from the examination. Please do not complete the Professional Authority Form if it is not required in your circumstances, as outlined below. REASON: Three exams in 24 hours Medical/Psychological Sporting Wedding Bereavement Religious Urgent Travel DOCUMENTATION REQUIRED: No documentation required Completed Professional Authority Form, refer to page 5. This applies to medical, stress, domestic upset, illness of a child or parent in your care etc. State, National and International level only or club Grand Final. Letter from coach/manager on club/organization letterhead stating the date and reason for absence. If you are getting married or are a part of the wedding party a letter from the celebrant or minister on official company letterhead. Invitations and letters from the bride/groom are not accepted. Completed Professional Authority Form, refer to page 5. Death certificate or a letter from the funeral director is also accepted. A clipping from the newspaper is not sufficient. Letter (on letterhead) from your minister of religion, stating that you are a regular member of the congregation and the nature of the religious commitment. A copy of your airline ticket together with a completed Professional Authority Form (refer to page 5-6) stating the reason for travel and its urgency e.g. illness of family member etc. Clinical Placements Screenshot of all your clinical placements that will affect your centrally conducted exams and confirmation of the dates in your statement on page 4. You must also contact SAU Examinations (exams@uts.edu.au) immediately if the dates of your clinical placements change. If your clinical placement is cancelled and you have already been allocated a new exam time, you will not be able to return to your original exam time. Significant Work A letter on official company head from your employer confirming the nature of your commitment to the event and why it could not be undertaken outside of the examination period. Page 2

3 ADVICE OF SCHEDULING DIFFICULTIES FOR CENTRALLY CONDUCTED EXAMINATIONS Student Number Semester 20 Family Name Given Names Phone Number Address (Street Number and Name) (Suburb/Town) (Postcode) HOW TO COMPLETE THIS FORM 1. List ALL subjects in which you are to be centrally examined refer to timetable on MSA. DO NOT include faculty-based exams. 2. Place a tick in the Scheduling Difficulty column to indicate the examination(s) for which you have a Scheduling Difficulty 3. Include a personal statement (page 4) with confirmation of the period/duration you are unavailable to sit the exam/s (backed by supporting documents e.g. screenshot of clinical placements) 4. Only complete the PA form (page 5) if applicable refer to page 2 Subject Number Subject Name Exam Date/Time Scheduling Difficulty Are you registered with Accessibility Services or HELPS? Yes No INFORMED CONSENT I understand that my Application for Scheduling Difficulty for Centrally Conducted Exams requires information from a registered professional authority (such as a registered medical practitioner, psychologist, minister of religion, or counsellor) about my illness or misadventure. To this end I authorise that person to provide the University with information requested in the professional authority section of this form. I acknowledge that disciplinary action may be taken if I knowingly supply false or misleading information. I certify that, to the best of my knowledge, the information supplied on this form is complete and correct. Student s Signature: Date: Page 3

4 I request to reschedule my centrally-conducted examination(s) for the following reasons (please state the period you are unavailable to sit the exam): Attach a separate sheet if you need more room Signature: Date: / / Page 4

5 PROFESSIONAL AUTHORITY SECTION To be completed by a registered medical practitioner, psychologist or counsellor for a student who was (or will be) forced to miss an examination because of illness or other circumstances beyond their control. Such causes include: serious illness or psychological condition loss or bereavement hardship/trauma An application for Scheduling Difficulties must be supported by documentary evidence from an appropriate professional authority (a registered medical practitioner, psychologist, counsellor). Your help in providing information about the student s illness or misadventure is appreciated. This information will help the University make a fair and informed assessment about the student s application to reschedule their examination. The information you provide on this form will be used solely to assess this application. PROFESSIONAL PRACTITIONER CERTIFICATE (to be completed by medical practitioner, psychologist, etc) STUDENT NUMBER: STUDENT NAME: Date/s of consultation: Please indicate your evaluation of the severity, duration and effect on the student s ability to attend for classes, learn, retain and/or complete assessment requirements. Specify period/duration (mandatory) Severity (please tick the appropriate box) From To Totally unable to study Very severely affected Severely affected Moderately affected Slightly affected Unable to assess (this application will be automatically declined if you are unable to assess) Remarks (mandatory): nature of illness, symptoms, restriction on capacity or functionality and other relevant information (attach additional report or documentation if necessary) OTHER- (optional): please specify and attach documentation/evidence Name: Address: Phone Number: Practitioner Registration Number: (if applicable) Medicare Provider Number (or ACA/PACFA for counsellors): (mandatory for non-uts practitioners) I authorise the University to contact me or my office to confirm authenticity of this document Signature: Date: Stamp: Page 5