Alternative examination arrangements
There are a range of circumstances in which students may apply for Alternative Examination Arrangements (AEAs). Applications may be motivated by circumstances that are foreseeable and which are not covered under the categories of disability, exam clashes, or special consideration (illness or injury).
Why students apply for Alternative examination arrangements
Examples of why students may apply for AEAs include:
- personal commitments
- work or study commitments
- extra-curricular commitments due to achieving elite status, eg. sporting competitions, debating
- religious observances not catered for by Student Administration
The most common outcome for these requests is that students are permitted to sit the exam in an alternative location on the same day and at the same time as the official exam, under approved supervision and invigilation conditions.
Procedure
The most common outcome for these requests is that students are permitted to sit the exam in an alternative location on the same day and at the same time as the official exam, under approved supervision and invigilation conditions.
- Requests for alternative end-of-semester examination times must be submitted to the Associate Dean (Undergraduate Studies) via Science Student Centre front office at least four weeks prior to the commencement of the examination period.
- Requests for alternative mid-semester examination times must be submitted directly to the Subject Coordinator who will use this document as a basis for decision-making.
- Requests should be made on the Alternative exam arrangements application form (PDF : 44KB), with supporting documentation attached.
- Exams will only be scheduled at alternative times in extreme circumstances.
- Students will be notified of the outcome within 5 working days via their University email account.
Guidelines
The Associate Dean (Undergraduate Programs) or Subject Coordinator for mid-semester tests will use the following guidelines to determine if an alternative exam arrangement will be approved.
| Category | Example | Recommended Outcome |
|---|---|---|
| Personal | Wedding, birthday, travel | Alternative exam will not be approved. |
| Employment | Valid work commitment, eg. need to work interstate, attend conference, etc. | Employment must be directly related to course student is enrolled in, eg. Internship. Letter from employer required. If approved, alternative examination time to be agreed between Associate Dean and Subject Coordinator.1 |
| Study | Another university’s exam/ timetable clash | Alternative exam will not be approved unless enrolment at the other university previously has been approved. If approved, alternative examination time to be agreed between Associate Dean and Subject Coordinator.1 |
| Study | Exchange student returning to home university | Alternative Exam will not be approved unless there are extenuating circumstances that normally would lead to a Special Consideration application being approved, eg. illness of family member. Student should submit an application for Special Consideration and alert the subject co-ordinator to consider it. If approved, student to sit exam on same day of official exam in an appropriately supervised* alternate location. Student to organise and incur costs involved. |
| Extra-curricular activity at elite level | International/Interstate event (sport, debating etc.) ie. National Championships or selection event for international competition | Documentation from accredited body is required. If approved, student to sit exam on same day of official exam in appropriately supervised alternate location.2 Student to organise and incur costs involved. If this is not possible (ie. competing on day of exam) then alternative examination time to be agreed between Associate Dean and Subject Coordinator.1 |
| Organised religious observances | A religious ceremony or event that prevents student from attending exam | Documentation is required. If approved, alternative examination time to be agreed between Associate Dean and Subject Coordinator.1 |
2 The Faculty Disability Contact Officer will forward copies of the Statutes governing assessment at the University of Melbourne and an Alternative Exam Invigilator form to the supervisor to complete.