Overview

In certain circumstances you can apply to take a deferred examination for in-semester and end-of-semester exams.

If your assessment is not an exam, for example, it's an oral presentation, you may need to apply for an extension. Refer to Section 5 - Assessment in your course profile for more details.

  • In-semester deferred exam request – applies to exams held at any time other than during the University's end-of-semester exam block periods.
  • End-of-semester deferred exam request – applies only to exams held during the University's designated end-of-semester exam periods.

You'll need to demonstrate through supporting documentation how unavoidable circumstances prevented you from sitting your exam. If you can’t, you can apply for a one-off discretionary deferred exam.

If you have a medical condition, mental health condition or disability, and require alternative arrangements for your deferred exam, speak with Student Services regarding your circumstances as early as possible.

There are no provisions to defer a deferred exam. You need to be available to sit your deferred examination.

If you have exceptional and unavoidable circumstances that prevent you from sitting your examination, please review the available options listed under Rescheduled examinations - exceptional circumstances.

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Acceptable grounds for deferral of an examination

You can request a deferred exam if you can provide evidence of unavoidable circumstances that prevented you from sitting your original exam at its scheduled date and time.

Your application must include supporting evidence. We will assess your request based on the evidence you provide when you apply. Here's some general advice:

  • Supporting evidence should be in written English (or translated by a NAATI-accredited translator).
  • Statutory declarations are only allowed when you can't obtain the required supporting evidence (e.g. a police report, road service report etc.)
  • Keep original copies of your supporting evidence for at least 6 months. If you fail to produce the original documents, your deferred exam application may be refused or overturned.

To understand the circumstances when you can apply for a deferred exam and the evidence you must provide, you can:

  • read the relevant section below, or

The University reserves the right to check the validity of documentation submitted as evidence in support of a deferred examination application. Documentation must be verifiable, and you may be requested to provide additional/alternate documentation to verify the authenticity of your supporting documents. 

Medical grounds

mySI-net reason: Medical grounds

A medical practitioner must assess your condition and provide a signed medical certificate that covers the day of the examination.

The medical practitioner must be independent. They cannot be a near relative (e.g. a spouse, partner, child, brother, sister, or parent) or a close associate (e.g. a close friend, neighbour, or partner or child of a colleague).

The doctor's written assessment of your condition must state how it affected your capacity to undertake the examination on the relevant date.

Mental health conditions can also be considered under Significant Personal Problems.

Acceptable supporting evidence
  • A signed medical certificate from a registered medical practitioner, registered nurse, or registered pharmacist.*

You must obtain a medical certificate no later than two business days after the date of the original examination.

If you obtain a certificate more than two business days after the date of the original examination, your doctor must explain how the nature of your condition made it impossible, or unsafe, for you to have obtained a medical certificate sooner.

The medical certificate must:

  • be written on official medical centre letterhead
  • include a provider number and stamp
  • be free of handwritten amendments, and
  • cover the date of the exam.

If you have two or more exams on a single day and you only defer one exam, the doctor issuing your medical certificate must explain why you can sit one exam, but not another, on that date.

* Medical certificates issued by pharmacists can only be dated for the date you present to the pharmacist for a consultation.


    Unacceptable supporting evidence
    • A medical certificate that does not cover the date of the exam or meet the criteria above.
    • A medical certificate from non-medical practitioners (e.g. chiropractors, physiotherapists).
    • A statutory declaration.
    • A Student Access Plan (Disability).
    • A medical certificate for an elective or non-critical medical appointments (e.g. optical, dental).

    What if I become sick during an exam?

    Medical conditions that suddenly present themselves during an exam (e.g. an epileptic seizure) are considered exceptional circumstances.

    A medical condition will only be considered exceptional circumstances if it is sudden, unexpected and debilitating, and requires exam supervisors to seek immediate medical attention for the student.

    The medical condition must be supported by a medical certificate for the date of the examination, and must be obtained that day.

    The medical certificate must be provided by an independent doctor or registered nurse – they cannot be a near relative (e.g. a spouse, partner, child, brother, sister, or parent) or a close associate (e.g. a close friend, neighbour, or partner or child of a colleague).

    The medical certificate must address the following criteria:

    • the suddenness of the onset of the medical condition
    • your predisposition to the condition
    • the seriousness of the symptoms, and
    • how the medical condition affected your ability to remain and complete the exam.

    A medical certificate that only states you were unfit to sit the exam will not be sufficient to demonstrate exceptional circumstances. The medical certificate must address the listed criteria.

    Please ensure your medical certificate also complies with acceptable supporting evidence.

    Significant personal problems

    mySI-net reason: Significant personal problems

    In the event of traumatic incidents or significant personal problems, you are eligible to apply for a deferred examination.

    These problems might include:

    • significant personal or mental health problems affecting your ability to sit your exam
    • traumatic events
    • being the victim of a crime, or
    • misadventure.
    Acceptable supporting evidence

    Please provide either:

    • A statement from a counsellor*, psychologist or psychiatrist. The statement must confirm how your circumstances affected your ability to sit your exam on the scheduled day, be written on official letterhead, and cover the date of the exam.
    • A police report or a statement from a relevant authority. The report or statement must confirm the occurrence of the trauma, misadventure, crime etc.

    *Counsellors registered with a professional organisation (e.g. ACA, QGCA), or UQ Student Services counselling team. 


    Unacceptable supporting evidence

    These are not considered grounds for a deferred examination:

    • Pre-existing mental health conditions that affect your ability to prepare and study for an exam (in these instances, please see Alternative Exam Arrangements).
    • Moving house or changing address (exceptions may exist when the move is sudden and involuntary).
    • Tension with or between parents, partners, or other people you are closely involved with.
    • Financial problems.

    Serious illness of a family member or close relative

    mySI-net reason: Serious illness of a family member or close relative

    In the event of the serious illness of a family member or close relative, you are eligible to apply for a deferred exam.

    Acceptable supporting evidence

    A statement from a medical practitioner that states:

    • the medical status of the patient
    • the patient’s relationship to you, and
    • relevant dates.

    If you are a carer, the medical certificate must state the period that you are required to provide care for the patient.

    If you are applying on the basis of your own ill health, please see information under 'Medical grounds'.


    Unacceptable supporting evidence

    These are not considered grounds for a deferred examination:

    • A family member or close relative who has an ongoing medical condition that doesn't directly affect your ability to sit the exam on the scheduled day.

    Death and bereavement

    mySI-net reason: Death/bereavement

    If you are mourning the recent death of a family member or close friend, you are eligible to apply for a deferred exam.

    Acceptable supporting evidence
    • Death certificate
    • funeral notice, or
    • a letter from the funeral home.

    In circumstances when the relationship between you and the deceased isn't immediately clear (e.g. you have different surnames), please also provide evidence of the relationship, such as a:


    Unacceptable supporting evidence

    A medical certificate is not appropriate if you are applying because you are bereaved.

    These are not considered grounds for a deferred examination:

    • The death or sickness of a pet.

    Registered elite athlete – sporting event

    mySI-net reason: Registered elite athlete sporting event

    If you are an elite athlete representing Australia – or an Australian state or territory – you may be eligible to apply for a deferred examination.

    To apply for consideration, you must hold UQ Elite Athlete status for the current semester. See Programs and Assessments for Elite Athletes for more information.

    The deferred exam request must be related to a specific sporting event or activity.

    Acceptable supporting evidence
    • A letter written on state, national or international sporting letterhead. The letter must confirm the specific event and dates of the sporting event or activity. The letter must also describe the nature of your sporting commitment (e.g. training, travel etc.) and explain why you can't sit your scheduled exams.

    Unacceptable supporting evidence

    These are not considered grounds for a deferred examination:

    • sporting events that aren't at a state, national or international level, and
    • additional holiday time before or after elite sporting commitments.

    Elite performer

    mySI-net reason: Other, please describe

    If you're working at the highest levels as an artist or performer, you may be eligible to apply for a deferred examination.

    You must have a specific and significant commitment to a recognised state, national or international cultural or artistic event. These events might include members of:

    • Media, Entertainment and Arts Alliance
    • Ausdance or Australian Dance Theatre
    • Australian Chamber Orchestra
    • State symphony orchestras
    • Australian Youth Orchestra
    • Opera Australia.

    This list is not exhaustive. Performers or artists who are working at similarly high levels are eligible to apply.

    Acceptable supporting evidence
    • A letter on official letterhead that confirms the dates of the event. The letter must confirm the nature of your commitment to the event and explain why you can't sit your scheduled exams.

    Unacceptable supporting evidence

    These are not considered grounds for a deferred examination:

    • amateur or community theatre performances, or local artistic or cultural events, and
    • attending performances or cultural activities.

    Unavoidable work commitments

    mySI-net reason: Unavoidable work commitments

    We expect students to tell their employers about their examination commitments at the beginning of each semester.

    Employment-related reasons are not usually accepted as exceptional circumstances.

    However, we will consider your application if you have been directed to undertake unusual or extraordinary duties that were beyond your control and affected your ability to sit an exam.

    Acceptable supporting evidence
    • A letter on company letterhead from your employer. The letter must confirm the existence of unforeseen and extraordinary work commitments. The letter must detail the date when you were first notified of the unforeseen or extraordinary work commitments, why they were unexpected, and how they affected your ability to sit your exams.

    Unacceptable supporting evidence
    • Emails from a colleague about work are not accepted as supporting evidence. Please get your employer to write a letter on company letterhead.

    These are not usually considered grounds for a deferred examination:

    • irregular casual work
    • increased ordinary work commitments
    • financial problems
    • conference attendance
    • ordinary demands of employment, or
    • increased work or pressures as a consequence of promotion.

    Significant family or social commitment

    mySI-net reason: Significant family or social commitment

    Attending a wedding as a guest is not considered an acceptable reason for a deferred examination.

    However, if you are an important member of a wedding party (e.g. bridesmaid, groomsman, or equivalent) or if the event is a significant and important family occasion, you may be eligible to apply for a deferred examination.

    Acceptable supporting evidence
    • A copy of the wedding invitation must be provided. The invitation must clearly show that you are invited to the wedding and that you are a member of the wedding party. If you are not a member of the wedding party, you must provide a copy of the wedding invitation and show evidence of an immediate family relationship (e.g. through a statutory declaration, birth certificate etc.)

    Unacceptable supporting evidence

    These are not considered grounds for a deferred examination:

    • being invited to attend a wedding as a guest
    • pre-booked flights to return home
    • pre-arranged holidays or other travel / accommodation
    • additional holiday time before or after a wedding, or
    • reasonably anticipated or ordinary family commitments.

    Defence forces or emergency services

    mySI-net reason: Other, please describe

    If you're a reservist member of the defence forces or an emergency services member or volunteer (e.g. SES, Rural Fire Service) and you are required to render any service, including training, you are eligible to apply for a deferred examination.

    Acceptable supporting evidence
    • A letter or statement on official letterhead, signed by an authorised officer of the relevant organisation. The letter must detail your role within the service, and the start and finish dates of training or activity.

    Vehicle accident (not involving medical injury)

    mySI-net reason: Accident, not involving medical injury

    If you were on your way to an exam and you were directly involved in a vehicle accident, or if your vehicle broke down, which delayed or prevented you from attending the exam, you are eligible to apply for a deferred examination.

    Acceptable supporting evidence
    • A police report and/or other relevant documents (e.g. traffic report, receipt from towing company, insurance claim). The report or documents must include the date, time and location of the accident.
    • A report or document from an automotive road service (e.g. RACQ) or from an authorised vehicle mechanic. The document must detail the time and location of the breakdown.

    Unacceptable supporting evidence

    Major public transport or traffic delay

    mySI-net reason: Other, please describe

    Students must allow for enough time to travel to an exam venue and must take traffic conditions into account (e.g. peak hour traffic). All reasonable attempts must be made to plan transport in a way that avoids or minimises travel delays.

    However, if there has been a major weather event, traffic accident, or public transport event that caused transport delays – and made you too late to attend your examination – you are eligible to apply for a deferred exam.

    Please note that delayed flights are not considered an acceptable reason for a deferred examination. Students must avoid making travel bookings where a delayed flight might compromise their punctual attendance at an exam.

    Acceptable supporting evidence
    • Evidence from websites (e.g. Translink, Queensland Police, news websites) that outlines the nature of the event, including the date and time of the event.

    Unacceptable supporting evidence

    These are not considered grounds for a deferred examination:

    • Delayed flights.

    Jury duty

    mySI-net reason: Other, please describe

    If you have received a jury summons for dates within the examination period, you are eligible to apply for a deferred exam.

    Acceptable supporting evidence
    • A copy of the jury summons. The summons must include the start and finish dates of the jury duty.

    Academic commitments

    mySI-net reason: Other, please describe

    If you have academic commitments directly related to your enrolment and studies at the University – such as a research trip, or an exchange program – and they conflict with your exam schedule, you are eligible to apply for a deferred exam.

    Acceptable supporting evidence
    • A confirmation letter from a relevant staff member. The letter must detail the nature of the academic commitment and how it will benefit your studies.

    A University-sanctioned event

    mySI-net reason: Other, please describe

    If you have commitments that are closely related and substantially beneficial to your life at UQ, you are eligible to apply for a deferred exam.

    Applications are considered on a case-by-case basis. 

    Acceptable supporting evidence
    • A confirmation letter from a relevant staff member. The letter must detail the nature of the University-sanctioned event, your commitment to it, and how it will benefit your studies.

    Unacceptable supporting evidence

    These are not considered grounds for a deferred examination:

    • events of a purely social nature
    • events of minor benefit.

    Technical issues

    mySI-net reason: Technical issue/s

    In the event of technical difficulties during a digital exam, you may be eligible to apply for a deferred exam.

    Acceptable supporting evidence

    Please provide:

    • A screengrab of an error message, and
    • A transcript of online chat support, or
    • A copy of an email you sent seeking technical support, e.g AskUs

    Unacceptable supporting evidence

    These are not considered grounds for a deferred examination:

    • not completing pre-examination on-boarding activities
    • providing an error message screenshot and no other evidence
    • seeking assistance after the examination
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    One-off discretionary deferred exams

    The purpose of a discretionary deferred exam is to let you apply for a reason that wouldn't be accepted as grounds for deferral. The request can be made for either a in-semester or end-of-semester exam.

    You only have one opportunity to request a discretionary deferred exam for the duration of your time at the University.

    Circumstances when you may choose to apply for a discretionary deferred exam include:

    • misreading or misunderstanding your exam timetable
    • arriving late for the start of your exam
    • forgetting or not being in possession of permitted exam materials (e.g. a calculator), or
    • high levels of stress or anxiety associated with exams (please note accommodations can be made for students with a mental health condition).

    Eligibility

    You're only eligible to apply for a one-off discretionary deferred exam if:

    • you haven’t previously applied for one, and
    • you didn’t attempt any part of the original exam.

    Supporting evidence

    If you’re using your one and only discretionary deferred request, you don’t need to provide supporting evidence but you can upload a document or include a brief statement in the comments field to explain why you are applying if you wish.

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    How to apply

    Apply for a deferred exam

    Apply online

    Apply for alternative exam arrangements for a deferred exam

    If you have a medical condition, mental health condition or disability and require alternative arrangements for your deferred exam you’ll need to complete the online alternative exam arrangements through my.UQ. This is in addition to your deferred examinations request. You need to submit this request on the same day as your request for a deferred exam or supplementary assessment.

    Contact Student Services if you need assistance completing your alternative exam arrangements request.

    Late applications

    Applications can be submitted no later than 5 calendar days after the date of the original exam. However, there may be circumstances that prevent you from submitting on time.

    If more than 5 calendar days have passed since the date of the original examination, you will not be able to submit a deferred exam request. A Late Notice will appear on the deferred exam request form in mySI-net, which provides instructions on how to request a late application.

    What to expect after you apply

    Your deferred examination request(s) must have a status of "submitted" in mySI-net to be assessed.

    All applications for deferred in-semester examinations are assessed by the relevant school. Applications for deferred end-of-semester examinations are assessed by the Academic Services Division.

    You’ll receive an email to your student email account when the status of your application is updated.

    Approved deferred exam applications

    If your deferred in-semester examination request is approved, the relevant school will notify you of the scheduled date and time of your deferred examination. Deferred in-semester examinations are held during a period nominated by the relevant school.

    If your end-of-semester deferred examination request is approved you will receive a timetable the Friday prior to the deferred exam period. You must be available during this time to take your exam.

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    Taking your deferred exam

    In-semester exams

    Deferred in-semester examinations are usually in the same format as the original in-semester examination (e.g. if you defer a multiple-choice exam, your deferred exam will be a multiple-choice exam).

    However, in some circumstances a deferred in-semester exam may take the form of an oral examination.

    End-of-semester exams

    Deferred end-of-semester examinations are held during the University’s deferred examination periods:

    • Semester 1: July.
    • Semester 2: December.
    • Summer Semester: March.

    MD Program: dates for deferred exams may differ; students are to contact the Medical School for further information. 

    If you’re in your final semester and are approved to sit a deferred end-of-semester examination, you won’t be eligible to graduate at the concurrent graduation ceremonies.

    In certain circumstances, you may be eligible to sit a deferred exam off campus.

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    Deferred exam results

    In-semester exams

    Results should be available within 7 to 10 days from the examination date. Contact your school for your results.

    End-of-semester exams

    Results are typically finalised:

    • Semester 1: within 10 calendar days of the deferred examination date.
    • Semester 2: within 21 calendar days of the deferred examination date.
    • Summer semester: within 10 calendar days of the deferred examination date.

    If you haven't received your results, contact your faculty or school.

    Grade 3 or non-graded 'N' results

    If you received a grade 3 - or a non-graded ‘N’ for your deferred course, you may be eligible for a supplementary assessment. Contact your faculty or school to discuss.

    Changing programs and deferred exams

    If you’ve applied to QTAC to study a different program but also applied for a deferred exam you need to advise QTAC when you have received your final grade after sitting your deferred exam.

    If you don't tell QTAC about your deferred exam, they can't take your updated final grade into consideration.

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    Rescheduled examinations - exceptional circumstances

    It's strongly recommended you attempt to complete your exam when scheduled, as no student can be given permission to defer an already-deferred examination.

    In circumstances that are exceptional and beyond a student's control, a student may be eligible to reschedule their exam during the deferred examination period. Rescheduled exams will be held within 24 hours of a student's original timetabled exam.

    Students are responsible for ensuring they have read and understand the criteria and application due dates for Rescheduled Examinations.

    For all other forms of assessment, contact your Faculty for advice.

    The University considers an exceptional circumstance

    • that is out of your control, 
    • that you couldn’t have reasonably prevented or accommodated, and
    • that severely affected your ability to undertake an assessment.

    If you have an exceptional circumstance that prevents you from sitting the deferred exam, you can: 

    • have your grade finalised for the course based on all assessment items
    • apply for a Removal of Course without academic penalty
    • request a rescheduled exam.

    Supporting documentation for rescheduled exam requests

    Students must provide a comprehensive and detailed explanation together with supporting documentation that demonstrates how exceptional and unavoidable circumstances prevented them from attending their deferred exam.

    Timeframes

    A Rescheduled Examination request can be considered for students who are experiencing a serious illness or have experienced an accident or incident just prior to the deferred/supplementary exam period that renders them incapable of sitting the exam.

    Applications for a Rescheduled Examination must be made at the point of experiencing the illness, accident or incident unless supporting documentation confirms that this was not possible, e.g. due to hospitalisation. Supporting documentation must provide details of the nature of the incident/illness and the impact on the student's capacity to sit the exam.

    Request for rescheduled examination

    Requests can be made from the release date of the Deferred and Supplementary timetable and up until 12pm on the Monday immediately following the examination period.

    A link to apply will be made available on Thursday 11 July 2024. 

    The outcome of your application will be emailed to your UQ student email account. If approved, you must be available to sit your exam at the newly scheduled time.

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