Deferreds and Exemptions - June/July 2020 exams and tests
What to do if you cannot write a June/July 2020 test or exam for good reason
If you are unable to write a test/assessment in a W or H course for good reason, you should apply for an exemption following the procedure set out later in this email. If the exemption is granted, the test/assessment will be excluded from the calculation of your final course mark.
If you are unable to write the final exam/assessment in a F course for good reason, you should apply for a deferred exam following the procedure set out later in this email. If the deferred exam is granted, it will be written in January/February 2021 and your final course mark will be calculated in the same way as if you had written the exam in June/July.
What you will need to show in order to be granted an exemption or a deferred exam
In order to be granted an exemption or deferred exam you will need to show that you were unable to take the assessment concerned on the due date and that there was a good reason for that inability. You will also need to provide some supporting documentary evidence.
Note: both exemptions and deferred exams are remedies for events or circumstances that occur on the day of, or very shortly before the day of, an assessment. They cannot be used as a way to manage your workload or plan your assessments in advance.
It is impossible to define or list every event and circumstance that would constitute a ‘good reason’ for an inability to take an assessment. A ‘good reason’ would include anything that happens on or about the day of an assessment and which makes it impossible for you to take that assessment on that day. Examples include illness; death of a close relative or other compassionate ground; an electrical outage; lack of internet connectivity; device failure or some other technological issue; or an event of vis major.
The kind of supporting evidence you will need to provide will depend on the reason for the inability to take the assessment and the circumstances of your case. Generally, it will need to be a document or certificate from an independent person or source that confirms the occurrence of the event or circumstance that forms the basis of your application.
For example, in most cases, the evidence should take the form of:
in the case of illness - a medical certificate or letter from a medical practitioner dated on and covering the date of the assessment concerned. (If you suffer from a diagnosed pre-existing condition that renders it impossible for you to consult a medical practitioner on the day of an assessment due to Covid-19 comorbidity or vulnerability, you may submit a letter to that effect from your medical practitioner.)
in the case of death of a close relative - a copy of the death certificate or letter from a medical practitioner
in the case of an electrical outage or load shedding - a certificate from the service provider or public communications (for example on official twitter feeds, in the online press etc.)
in the case of internet connectivity issues - confirmation from the relevant service provider or some other form of official confirmation and screenshots reflecting the lack of connection.
In the case of a malfunctioning of or relating to vula, a report from ICTS.
Where it is not possible to obtain independent evidence, you may submit a sworn affidavit in which you swear that you were unable to take the assessment, explain why, and confirm the truth of that information.
Please note, these are just some examples of possible types of evidence. We will apply the evidentiary requirement reasonably having regard to the circumstances of the application and will consider other kinds of evidence in appropriate cases.
When to apply for an exemption or a deferred exam
Exemptions and deferred exams are remedies to cater for events that occur on the day of or very shortly before an assessment and that make it impossible to take that assessment on that day.
You may apply for an exemption or a deferred exam as soon as the event or circumstance that makes it impossible for you to take an assessment on due date has actually occurred. Since both are remedies for events that occur ‘on the day’ this means that in most cases the application can only be made, at the earliest, on the day of the assessment.
It will only be possible to apply in advance of the assessment in exceptional circumstances where something has already occurred that makes it impossible for you to write on the due date, for example where you are hospitalised before the date of the assessment and have been booked off until the date of the assessment.
The deadline for the submission of the application is 7 days after the date of the assessment concerned
The procedure for applying for an exemption for an H or W course test
The normal procedure and rules for applying for an exemption will continue to apply.
You need to:
1. Complete the attached LAW03 Exemption Application form.
2. Attach your supporting evidence and save it together with the LAW03 form as a single PDF document.
4. Use as the subject line for your email ‘Exemption - your name. For example: Exemption- Jo Brown.
If you fail to properly comply with these requirements, you risk having your application refused.
The procedure for applying for a deferred exam for an F course final exam/assessment
Faculties, and not the central University Deferred Exam Committee, will be deciding all applications for deferred exams for June/July 2020 F course final exams/assessments. These decisions will be made by a committee comprising the Deputy Dean: Undergraduate Studies and the three Heads of Department. All decisions will be final and will not be subject to appeal.
The normal procedure of applying via Peoplesoft will therefore NOT apply. In order to apply for a deferred exam, you must:
1. Complete the attached Deferred Exam Application form.
2. Attach your supporting evidence and save it together with the Application form as a single PDF document.