You can apply for a submission date extension for an assignment in exceptional circumstances if:
- you were unable to continue studying or working on the project, or
- you were unable to complete the requirements of the module(s) to a minimum of a Pass (P).
It is important to note that special circumstances may only be awarded where it was not possible to complete the module(s) to a minimum of a pass level. Not completing your module to your usual standards is not itself a reason for deferment/extension.
Applications will not be approved where no extenuating circumstances exist. A lack of knowledge or understanding of the requirements/deadlines is not considered to be a special circumstance beyond a person’s control.
What are Special Circumstances
Special circumstances are those that are considered to be unusual, uncommon, or abnormal.
To meet special circumstances, you need to demonstrate that your circumstances meet all of the eligibility criteria:
- were beyond your control; and
- did not make the full impact on you until right before the assessment submission of the module(s); and
- made it impracticable for you to complete the module(s) and continue with your studies.
Special circumstances were beyond your control:
A situation occurs that a reasonable person would consider is not due to the person’s action or inaction, either direct or indirect, and for which the person is not responsible. This situation must be unusual, uncommon, or abnormal. Lack of knowledge or understanding of the requirements/deadlines is not considered beyond a person’s control.
Special circumstances did not make their full impact on you until on or after the census date:
To meet this criterion the following circumstances must have occurred:
(i) before the submission announcement date, but worsened after that day, or
(ii) before the submission announcement date, but the full effect or magnitude did not become apparent until the submission day, or
(iii) on or after the submission announcement date.
Special circumstances made it impracticable for you to complete the requirements of the module and continue with your studies:
To meet this criterion you will need to demonstrate it was impracticable for you to complete the requirements of the module for the study period, because you were unable, for example:
(I) undertake the necessary private study required, or attend sufficient lectures or tutorials, or other compulsory attendance requirements to meet the compulsory module requirements, or
(ii) complete the required assessable work, or
(iii) sit the required examinations, or complete any other course requirements.
NOTE: Failure to meet any progressive course requirements of the module(s) before the special circumstances developing will not necessarily mean your special circumstances made it impracticable for you to complete the module(s) requirements. That is, if you needed to pass all assessment items before your special circumstances (e.g. medical) occurred, you could not have passed the module even if you had not fallen ill, therefore your application is likely to be declined.
Not completing your module to your usual standard is not in itself a reason for requesting a deferred assessment in special circumstances.
You must be able to demonstrate you were unable to complete your studies in that module at a minimum of a pass level.
How to Apply
To apply, you will need to complete the relevant form.
- Request for Deferred Assessment / Special Consideration Form
On this form, you will need to provide a personal statement explaining your circumstances and how they meet the requirements of ‘special circumstances’ as detailed above. You will need to meet and address all three special circumstances in detail. This personal statement should include sufficient detail to allow us to make an informed decision about your application and circumstances.
You will also need to include relevant supporting documentation to support your application. Your application will be considered primarily on these supporting documents, so your application must include these documents.
Depending on your reasons for applying you will need to provide varying independent supporting documentation. Please note: that statements from family members are not considered independent and will not be accepted. Please read the information on what types of documentation to include depending on your circumstance.
Please submit your completed application directly through firstname.lastname@example.org or hand the completed documents to Student Services at your local campus.
How your application will be assessed
SAE Institute will assess your application according to the requirements of the Higher Education and associated guidelines. Your application will be considered on its merits and the supporting application must be of sufficient detail to the Student Services Team to make an informed decision regarding your application.
We recognize that your application may include sensitive personal information. The information you provide is used only to enable a small central team of staff to decide on your application.
You will be notified of the outcome of your application within 7 days of the completed application being received by the Student Services Team. They may contact you to request additional supporting information if the application does not include sufficient information to make a decision.
Time-frame for applications
You will need to apply for special circumstances/request for deferred assessment before your assigned submission date, applications submitted after that will not be considered.
What supporting documentation to include
It is most important to provide independent supporting documentation to support your application. It is not sufficient to provide only a personal statement outlining your special circumstances.
Please note, SAE Institute may contact any professional authority who has supported your application, to verify any information they have provided.
To assist you to provide acceptable evidence, supporting documentation may include:
For medical reasons:
Medical or health-related circumstances should be supported by a statement or certificate from your doctor/specialist, and should include:
- the date your medical condition began or changed;
- how your condition affected your ability to study; and
- when it became apparent that you could not continue with your studies.
SAE Institute has also developed an ‘impact assessment statement’, to be provided alongside any application where the circumstances are medical or psychological in nature. This form is included on your application form.
You should inform your doctor/specialist the statement is being sent in support of your application and SAE Institute may contact them to clarify information provided. You should authorise your medical practitioner to release information to SAE Institute staff if contacted about your application.
Please be aware medical certificates/statements without any of the information specified above will not substantiate a claim for special circumstances.
Documentation should be dated within the relevant study period.
For family/personal reasons:
Acceptable evidence to document a family/personal circumstance may include:
- an official copy of a relevant birth certificate or death certificate;
- an official report or evidence statement (e.g. police report, insurer report, bankruptcy notice),
- a statement from doctor/specialist; a psychologist, or counsellor, or an independent member of the community, with relevance to the circumstance.
A statement from a doctor, counsellor, or independent member of the community should state or provide evidence of:
- the date your personal circumstances began or changed, or the date the situation/event had occurred;
- how your circumstances affected your ability to study; and
- when it became apparent that you could not continue with your studies.
Outcomes of the Application Process
You will be notified of the outcome of your application within seven calendar days from the date the application was received by SAE Institute. The Notice of Decision will be sent to your student email and contain the following:
- the outcome of your application;
- reasons for the decision;
- how to apply for a review (if the application is refused).
Rejected Applications and Appeals
If your application is rejected (i.e. deferral was not accepted) and you’re not satisfied with the decision, you may apply for a review of the decision within two calendar days after you first received the decision on your application.
You will need to send your appeal to your Head of Department and email@example.com, you will need to include the following information:
- your grounds for requesting a reconsideration of the decision; and
- any additional supporting documentation you may wish to include in support of your appeal
Your request will be examined by a Senior Officer, and you will be informed of the outcome of your appeal within seven days (in most situations).