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 How to apply for a deferred examination


 

To download a PDF version of these instructions, click here.

All applications for deferred examinations, both for mid-semester examinations and end of semester examinations, must be submitted online via mySI-net > myRequests.  Hard copy application forms or requests received via email will not be considered.

Note:  The online deferred examination request should NOT be used to apply for an extension to the due date for submission of assignments.

Applications must be submitted no later than five (5) calendar days after the date of the original examination. 

Procedures

  1. Log in to mySI-net to access the Deferred Examinations Requests under the myRequests tab.


  1. Under the relevant Semester and Deferred Examination Type (ie. Mid-semester or End of Semester), click on ‘Submit New Request’.  Please ensure you select the appropriate link, relevant to both the semester and examination period, as more than one may be available at any point in time.

From this page, you can view the details of previous requests or submit a new request.


  1. Read and accept the instructions on the Introductory Page.  You should ensure you are familiar with the information on myAdvisor relating to eligibility and supporting documentation for deferred examinations.

 

4.      All courses for which you are enrolled in that semester will appear. 


        5.      A.   Mid-Semester Requests  (held during teaching weeks)

Select the relevant course and, from the drop down list, select the examination item, date and time and whether you attended the examination.  NB: If the original examination date has not yet passed, your attendance status will display as ‘Unknown’.

For mid-semester requests, you can only select one course, however you can submit multiple examination items for the same course (eg. a practical and a written examination for ENGG1000). If you wish to defer another examination for that same course, click on the ‘Add Another Exam Item link.



 B.   End of Semester Requests (held February, June or November)

Select the relevant course.  The details of the examination for the course selected, and your attendance status if known, will be auto-populated.  If the examination item does not appear, click on ‘Add another exam item’ link under that course and enter in the relevant examination details.

For end of semester requests, you can select one or more courses, and include multiple examination items within the one request, or you may submit separate requests.  Each examination item will be assessed separately.

 

                

 

  1. Select the Reason for requesting a deferred examination.  Up to two (2) different reasons may be selected within the one request.  If ‘Other’ is selected, you must provide further information.  Examples are shown of the types of supporting documentation you will need.


  1. At this point you can ‘Save and Submit Later’ or ‘Save and Continue’ with your request.  On ‘Save and Continue’, you will be taken to Page 2 of your request – continue with Step 8 below.

Note: 

·        ‘Saved’ requests will NOT be considered.

·        Your request must be fully completed and ‘submitted’ within the specified timeframe for it to be considered for approval. 

·        You can view, edit or cancel a saved request prior to it being submitted.

  1. To upload an electronic copy of your supporting documentation, click the ‘Add Supporting Document’ link beside the deferral reason.


Click on ‘Upload’, use ‘Browse’ to find the document, then click on ‘Upload’ again.  Wait a few seconds while the document uploads.  Once completed, the name of the document will appear.  You can add any additional information in the ‘Comments’ field.  Click on ‘OK’.  Note:  Documents should be in PDF or JPEG format.


Up to ten (10) documents may be uploaded with each request.  The maximum file size of each document is 1 MB.   [If the document file size exceeds capacity, a message will display.  Please see below for a guide to uploading supporting documentation where the file size is exceeded].

  1. Read the Declaration and tick to confirm.  Once completed, click ‘Save and Submit’.


Note:  Your request will not submit if there are no supporting documents successfully uploaded.  A warning message will display to indicate that your request has not been submitted.

 

 

Guide to uploading supporting documentation

The file size of each document for upload is restricted.  Should your documentation exceed the capacity, your file will not upload and you will receive a pop-up message.  To reduce the file size, please follow these simple steps –

  1.  If the single document contains multiple pages, save page sections into multiple documents and upload each document.
  2.  If a single page document, it may generally be due to it being a JPEG image at 100% resolution.  Open the JPEG file and then click on Open in Paint.  Under Resize, reduce the percentage from 100 to say 50 or 30.  Then Save.

            
 

 Late Requests

If more than five (5) calendar days has passed since the date of the original examination, you will not be able to proceed with submitting your request.  A Late Notice link will appear.  Click on the link.

 


The Late Notice provides details of the examination and information on the steps to take should you believe there are justifiable reasons for your late request to be considered.  You are able to print or email this notice to yourself.  An example is shown below.

 

 
View the status of your request

You will receive an email notification to your student email address once your request has been actioned.  To view the status of your request:

  1. Log in to mySI-net to access the Deferred Examination Requests under the myRequests tab.
  2. Your requests will display with the Request Status noted for each.  The status may be –

-        Saved (yet to be completed and submitted for consideration)

-        Submitted (being considered, awaiting decision)

-        In Progress (being considered, awaiting decision)

-        Cancelled

-        Completed

3.      To view the details of the decisions relevant to each Request Number, click on the ‘View Details’ link.  

  1. You will now be on the Request Details page which lists each examination item under that request, and the status of each.  The status may be –

          Approved, Denied or Pending.

5.      Click the ‘Decision Status’ link to view the examination item details, the decision, and decision reason if denied. 

  1. You can print or email a PDF to your student email address.

Assessing submitted requests

As stated, a request must have a status of ‘Submitted’ for it to be considered and assessed.

All applications for deferral of mid-semester examinations will be assessed by the relevant school.

Applications for deferral of end of semester examinations made on medical grounds will be assessed by Academic Services Division, provided that a medical certificate supports the application and complies with the relevant rules and procedures.

Any medical certificate or statement which –

  • does not clearly support an application, or
  • raises a question on the student’s academic progress (particularly where the student’s academic record reveals a history of deferred examinations), or
  • relates to more than two separate examinations,

will be referred to the relevant faculty for consideration.

Applications for deferral of end of semester examinations made on non-medical grounds will be considered for approval by the responsible faculty, provided that corroborative information supports the application and is submitted in accordance with the instructions.