How to apply
Applications are made by email and must be within 5 calendar days of the last examination for which you are seeking Special Consideration. The email should include the reasons for the application.
If supporting documentation (see below) is not available by the 5 calendar day deadline, please make an application regardless. You have 7 calendar days from the date of your application to email the documentation.
Email examspeccon@otago.ac.nz
Supporting documents
Appropriate supporting documentation is required to provide evidence of your circumstances.
Supporting Statement
Whatever the circumstances for your impairment (except for testing positive for Covid-19, see below), a Supporting Statement is recommended and should be completed by an appropriate third party, who can confirm those circumstances.
It is best that this person be independent of you (i.e. not a friend or family member), but it is essential that they be able to verify your circumstances and this should take priority. In some cases, it may be appropriate to seek verification from a Head of College, academic staff member, or a staff member in a relevant student support service.
Supporting Statement for Special Consideration in Final/Special Examinations (PDF)
Documents for specific circumstances
Medical impairment
Applications based on medical impairment (illness, injury or mental health), except where you have tested positive for COVID‑19 on the day of or in the 7 days before your exam (see below), must be supported by a University of Otago Health Declaration:
Health Declaration for Special Consideration in Final/Special Examinations (PDF)
It is strongly recommended that you see a Health Professional (preferably Student Health) at an appropriate time, i.e. when the symptoms of your illness or injury are apparent.
Complete Part A of the Declaration yourself and have Part B completed by the Health Professional.
COVID-19 impairment
For applications related to testing positive for COVID‑19, on the day of or in the 7 days before your exam, you will need to complete the following declaration:
You will also need to provide a screenshot of your My Health Record, showing your name and the date of notification of the positive test (either PCR or RAT).
Bereavement
In cases of bereavement, appropriate evidence may include a death notice.
Where the notice does not mention you by name, you should provide a letter from a funeral director, minister of religion, kaumatua/kuia or the police to confirm your relationship with the deceased.
Other exceptional cases
For all other exceptional cases, the nature of the supporting documentation will depend on the circumstances, but might include police reports or a letter from an appropriate third party (e.g. Airline or Government Department).
For further advice, contact:
Email examspeccon@otago.ac.nz
Assessment of applications
The first step in assessing a Special Consideration application is review by Student Administration, who will determine whether Special Consideration will be granted. This involves assessing whether the evidence you have provided is sufficient to support your claim of impairment, and if so, determining whether the circumstances you describe would have had impacted on your examination(s) enough to justify Special Consideration being approved.
If impairment is insufficient or the documentation provided did not support impairment, your application will be declined and you will be notified via your student email.
If impairment is sufficient, Special Consideration will be granted for the examination in question, and your application will be forwarded to a senior academic staff member to determine an outcome.
There may be some delay between your application being approved and you being informed of the academic outcome as special consideration outcomes are not able to be applied until after confirmed results are released. This means that your original final result will be displayed without special consideration applied until the department has decided on the outcome of your approved application, or, if applicable, the result of a special exam is confirmed.
The outcome will normally be communicated following the release of results for that examination period and you will be advised via your student.
Appealing a declined application
If your application for Special Consideration was declined, you may ask for the decision to be reviewed.
To do so you must complete the 'Appeal special consideration' online form within 5 calendar days of the date of the portal notification of the decision, outlining the grounds upon which you are requesting the review and include any additional documentation as appropriate.
Appeal Special Consideration form
On reviewing the Special Consideration decision, the Director Student Experience will consider any additional documentation provided. This could include further consultation with your Health Professional so there is no requirement for you to provide medical (clinical) records, nor should Student Health or other Health Professionals be approached about altering a previously provided assessment that has been recorded on a Health Declaration for Special Consideration form.
Possible outcomes if your application is approved
Impairment
- Special exam mark stands
- Adjusted mark
- Aegrotat
Absence
- Original result mark stands
- Aegrotat
The possible outcomes for special consideration in a special exam are limited. It is not possible to sit another special exam.
If you are absent from your final AND special exam, the possible outcomes are "aegrotat pass" or "original mark". An aegrotat pass may be awarded if your internal marks meet the eligibility criteria. If you are not eligible for an aegrotat pass, your original mark will stand.
Mark adjustment
If the recommendation is for you to receive a mark adjustment, your Academic Transcript will be updated and this will override the original result you received for that paper.
Aegrotat Pass
An Aegrotat Pass may be awarded, as long as your internal marks are well above the minimum standard to pass the paper (usually a C+).
An Aegrotat Pass has no mark or grade awarded, and so will be excluded from your official University of Otago GPA. This could have implications for you if you intend to apply for scholarships, admission to some restricted courses, or study at other institutions. If you wish to discuss this further, please contact the Department teaching the paper concerned.
Reviewing the outcome of an application
It is not possible to request a review of a special consideration outcome for a Special Examination.
If you wish to appeal a special consideration outcome for a Special Examination, you can apply for leave to appeal under the Appeals Statute.
Dates for centrally managed special exams
If the exam is going to be run centrally the dates are:
- Semester 2 2023 special exams will be held from Monday 29 January to Friday 9 February
- Semester 1 2024 special exams will be held from Monday 15 to Wednesday 24 July (the first two weeks of semester 2)
The special exam timetable will be emailed to students as soon as it has been finalised. Due to needing to process applications for special consideration before the number of special exams is confirmed, the timetable for the special exams is subject to change.
In order to publish the timetable as soon as possible, it may be necessary to email some students who do not yet have a confirmed special consideration outcome. If the outcome of your special consideration outcome is not a special examination you can disregard the timetable.
Departmentally run special exams
Some departments choose to run their own special exams and they will contact you directly if this is the case. Departmentally run special exams will not appear in the special exams timetable and may be held at a different time. If you have an outcome of a special exam and cannot see it in the timetable, you should contact the department concerned.