Reference Guide
Deferred Examination Requests
DEFERRED EXAMINATION REQUESTS
MID-SEMESTER
and
END OF SEMESTER
This procedure outlines how to retrieve and process a deferred examination in SI-net which has been submitted by a
student. NB: Only those requests fully submitted by students (ie ‘In Progress’ status) require consideration by staff,
ie those with a status of ‘Saved’ or ‘Cancelled’ do not require any action.
Information is also provided on how students apply for a deferred examination via mySI-net>myRequests. Students
have up to 5 calendar days from the date of the original examination to submit a request for deferred examination.
There are different request forms depending on whether it is for deferral of a mid-semester examination or end of
semester examination.
Mid-semester requests apply to deferral of school-based examinations held during the teaching weeks, either inclass or outside of scheduled classes. Mid-semester requests for each semester will be open to students at
appropriate times to include the Teaching Periods and MBBS Rotation Periods linked to that semester.
End of semester requests apply to deferral of both centrally-administered and school-based examinations held
during the end of semester examination period. End of semester requests will generally be open to students upon
finalisation of the examination timetable.
What’s covered in this Reference Guide?
Staff View
Page
SI-net Navigation
Workflow
Search
Reports
Update Request – Mid-semester
Update Request – End of Semester
Some Additional Tips and Advice
2
2
3
3
4
5
6
Appendix A
Worklist
7
Appendix B
Reports available in SI-net
9
Appendix C
Late Applications - process flowchart
10
Appendix D
Verification of supporting documentation – process flowchart
11
Appendix E
Student View in mySI-net (Navigation, Submitting a Request,
Request Summary page)
12
Appendix F
Communications and Notices to Students
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STAFF VIEW
The Staff View varies slightly depending on whether it is for deferral of a mid-semester examination or end of
semester examination. Additional functionality is provided for end of semester requests, enabling the grade of SP
and transcript note to be selected for approved exam items.
SI-net Navigation
Staff Home > Records and Enrolment > Student Term Information > Deferred Examination Requests
Workflow
As shown in the diagram below, mid-semester requests are immediately workflowed to the relevant School (course
owner) for consideration, with an email alert to the approvers within that School, and the requests appear in their
Worklist in SI-net. Submitted requests will have the status of ‘In Progress’ for staff view, and ‘In Progress’ for
student view.
For end of semester requests, all requests are initially reviewed centrally by Academic Services Division (ASD), and
will have the status of ‘Submitted’. The reviewed request is workflowed when the decision made by the ASD
Manager is to ‘re-direct to faculty’ for consideration, at which point an email alert is directed to the approvers in the
relevant faculty (program owner), and the requests appear in their Worklist in SI-net. At that point, the status of the
request will be ‘In Progress’.
Please refer to Appendix A - Worklist for further information.
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Staff View (cont’d)
Search
The Search page through the SI-net navigation above allows you to capture a range of students’ requests by using a
combination of search criteria fields. Alternatively, you can search for a single student with the “EmplID” field, or a
specific Request Number.
Select Term
Select Type – Mid-semester
or End of semester
For mid-semester, select
relevant Course Academic Org
(course owner)
For end of semester, select
relevant Program Academic
Group (program owner)
Reports
There are a number of reports available in SI-net for Deferred Examination Requests, under
Reporting Tools>Query>Query Viewer.
Please refer to Appendix B - Reports available in SI-net for further information.
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Staff View (cont’d)
UPDATE Deferred Examination Request Page – MID-SEMESTER REQUESTS
For mid-semester examinations, students must submit a separate request for each course, but may submit more
than one item for the same course. Please ensure you check for multiple rows in the Exam Item Details section.
Requests are actioned by the relevant course owner, whether the School or Faculty.
Student details are located at
the top of the page.
Application Details indicates
exam type, semester and
status of application.
Flag for verification is ticked to indicate
the student will be required to submit
original supporting documentation.
See Appendix E.
Course details display
the course.
Check for multiple rows.
View all, find an item or
scroll through items in this
request. Eg, 1 of 2
Exam details are those entered
by the student. Check the exam
details are correct as entered.
Decision is where staff update the status
of a request – Approved or Denied.
NB: When the Decision is set to “Denied”, a
Decision Reason field will display and an option
must be selected. Any further information to
provide to the student can be entered in the
Item Comments field which will also display.
Deferral Reason indicates
the student’s reason for the
request. Up to two (2)
reasons may be provided.
Click on Save after a
Decision has been
entered.
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Other Deferred Examinations
Requests indicates the status of
current and previous requests and
provides a hyperlink to view the
request.
Click on the hyperlink to
view the Supporting
Documents.
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Staff View (cont’d)
UPDATE Deferred Examination Request Page – END OF SEMESTER REQUESTS
For end of semester examinations, students may submit a separate request for each course, OR may submit the one
request containing multiple courses and multiple exam items. Please ensure you check for multiple rows in both the
Course Details section and the Exam Item Details section. Please ensure you only update the request(s) which are
relevant to your Unit.
Flag for Verification is randomly ticked for the
student to submit original supporting
documentation for verification. See Appendix E.
Check for multiple rows in
both Course Details and
Exam Item Details.
Tick Process SP Grade Change
and Add Transcript Note for
approved exam items.
For end of semester
requests, ASD has the option
to Redirect to Faculty
(program owner) for a
decision of Approved or
Denied.
Notes:
• If the Official Grade is a finalised grade, the procedure for approval to amend a finalised grade must
be followed, before a grade of SP can be applied.
• For centrally-scheduled examinations, Attendance may be reflected as ‘Yes’, ‘No’ or ‘Unknown’.
• Link to Email Student
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SOME ADDITIONAL TIPS AND ADVICE
Staff View (cont’d)
Requests submitted by students
•
•
•
A student cannot submit or re-submit a request for deferral of an examination where a previous request has been
submitted for an examination on the same date and time.
It is possible for a request to be re-submitted by a student only when the original request has been cancelled by the
student (before submission), or the decision / decision reason on the exam item was Denied / Cancelled.
A student is unable to action any part of a request, or upload additional supporting documentation, once the request
has been submitted.
Entering Staff Comments
•
•
•
When entering comments in the Staff Comments field, the standard format should be used –
Dd/mm/yyyy Initials/OrgUnit – comment.
Existing Staff Comments should not be deleted, in order to provide a history of the activity.
In the event a staff member submits a request in mySI-net on behalf of the student, eg. following approval for
consideration of a late application by the Academic Registrar, an auto-generated comment will be entered in the Staff
Comments field to indicate the date and user ID of the staff member who submitted the request. [NB: The staff
member who submits the request through mySI-net cannot then be the approver of the same request in SI-net.
Request for additional supporting documentation
•
•
•
•
A student should upload all appropriate documentation in support of the request for deferred examination at the time
of submitting the request, and a decision made on the request as submitted. If a request is denied, the student has the
right to appeal the decision and provide any additional supporting documentation with the appeal.
There may be instances where it is considered appropriate for an additional or more appropriate supporting document
be provided by the student before a decision is made. In such cases, NO decision should be made on the request, but
to leave the decision status as ‘Pending’. The email directed to the student should stipulate an appropriate timeframe
by which the additional documentation must be provided, with a decision made after this date. If the additional
documentation is not provided within the timeframe and the request is denied, the student still has the right to appeal
the decision. An appropriate Staff Comment should be entered to reflect this activity.
Requesting additional information from the student before a decision is made should be an exception, rather than the
norm.
A link to send the student an email is available on the Staff View page; please note, the email communication is not
recorded in SI-net.
Change in exam details after submission by students
•
The Staff View page will reflect whether there has been a change to the student’s enrolment or exam item details after
^^
the student submitted the request, indicated by the symbol . For example, if the student withdraws enrolment in the
course, the request should still be actioned, with the decision/decision reason of Denied/Cancelled or Denied/Other.
Entering SP grades
•
The SP grade for the course should be ticked to auto-apply/process the grade at the time of approving the exam item.
If an SP grade has already been applied to the course (eg in the case of a course with multiple end of semester
examinations), a pop-up message will display to reflect this. It is possible for the SP grade box to be ticked after saving
the approval. Please note that if the grade displayed in the official grade field is a finalised grade, the process for
approval of the Amendment to Result must be followed prior to applying the SP grade.
Timeframe for action
•
Requests should be actioned as soon as possible after submission by the student. For end of semester, all ‘Submitted’
and ‘In Progress’ requests should be actioned prior to the official release of results.
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Deferred Examination Requests
WORKLIST
APPENDIX A
This section outlines how to retrieve and process a deferred examination request which has been submitted by a
student via mySI-net.
What is Worklist?
Worklist is a page in SI-net that staff can use to access and process Deferred Examination Requests that are awaiting
your action. Requests that appear in your Worklist have been directed to you because you have been nominated as
an Approver within the faculty or school. The item will appear in the list for all people nominated for your faculty or
school and will disappear from nominated staff Worklists when all items within the request have been actioned.
When an item is assigned to your Worklist you will receive an email alert.
Navigation
Staff Home > Worklist > Worklist
Worklist can be accessed from
the menu or from the link at
the top right of SI-net.
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Deferred Examination Requests
Worklist (cont’d)
The hyperlink in each row will take you to the Deferred Examination Request page for the particular request (see
below).
NB: After clicking on the hyperlink, the relevant item may be in Row 2 or more in the Course Details section and/or
the Exam Item Details section.
Only items that need to be actioned
will appear in your Worklist.
Click on the hyperlink to access
the Deferred Examination
Request.
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Deferred Examination Requests
APPENDIX B
Reports available for Deferred Examinations Requests in SI-net.
There are a number of reports now available in SI-net for Deferred Examination Requests. The reports available are:
•
•
•
•
•
•
•
UQSR3260_DEFERRED_MID_APPROVED - Mid-Semester Approved (by school).
UQSR3260_DEFERRED_EOS_APPROVED - End of Semester Approved (by school).
UQSR3260_DEFERRED_MID_ACAD_ORG - Mid-Semester ALL (by school).
UQSR3260_DEFERRED_MID_ACAD_ORG - End of Semester ALL (by school).
UQSR3260_DEFERRED_MID_ALL - Mid-Semester ALL
UQSR3260_DEFERRED_EOS_ALL - End of Semester ALL
UQSR3260_DEFERRED_VERIFICATION
If you have attended training and have been granted access, you can find the reports at Reporting Tools> Query>
Query Viewer.
To select a query to automatically appear on your Query Viewer click on the Favourite link in the applicable row.
To run a report to Excel:
1. Click the Excel link in the applicable row.
2. Enter the variables and click view results.
In Excel, you can filter the report by course and exam date to view the approvals for a specific examination item.
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Deferred Examination Requests
APPENDIX C
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Deferred Examination Requests
APPENDIX D
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mySI-net Navigation
STUDENT VIEW
APPENDIX E
Students can view the details of
previous requests or Submit a New
Application for either mid-semester
or end of semester.
Submitting a Request -
Text varies for mid-semester
requests, where a separate
application must be submitted
for each course.
This section on Offcampus applications
does not display for midsemester requests.
A student must confirm they
have read and accept, before
continuing to submit their
request.
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Deferred Examination Requests
Page 1 – Course details
Student View (cont’d)
Mid-semester requests
Request No. is system-generated on
saving the request.
Student’s semester course enrolment is
shown.
If more than 5 days after the original exam date, a Late.
Read more link will appear. Student will be unable to
continue with request unless exam date is amended to
less than 5 days. See Appendices C and F.
Student selects one course and enters
exam item/s, date and time details.
End of semester requests
For end of semester requests, the
student can select MULTIPLE courses
and multiple exam items.
If exam details not populated, student
can add another exam item and enter
the exam details. Manual entry of up to
5 items is available per course.
Exam details of centrally scheduled
examinations are auto-populated when
student selects the course.
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Page 1 - Deferral reasons
Student View (cont’d)
Up to two (2) Deferral Reasons can be
selected. Examples of appropriate types
of supporting documentation are
displayed for each reason selected.
Free text box for student to provide
further information. If the student
selects ‘Other’ as a Deferral Reason, this
box is mandatory.
Page 2 – Add Supporting Documentation and Declaration box
Application details are displayed,
with the current status.
Deferral Reasons selected on
previous page and examples of
appropriate documentation are
displayed.
Add Supporting
Documentation link for
students to upload
documents.
List displaying the
Supporting Documentation
Uploaded.
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Declaration for
acknowledgement by student
must be ticked, before
submitting request.
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Deferred Examination Requests
Request Summary – mid-semester and end of semester
Student View (cont’d)
Students can view the details of their request by clicking the decision status links i.e. Submitted, Pending, Denied,
Approved, Cancelled. The layout on this page is the same for mid-semester and end-of semester requests.
Link to Assessment
Details page.
Student can print or email
PDF of Summary page.
Application Details
Cancel Request is only
possible if status of request
is Saved.
Details of the request
are displayed.
Details of individual
exam item.
If Decision is “denied”, will
also display ‘Decision
Reason” and any additional
Item Comments.
Text displayed will depend on
whether “approved” or
“denied” and whether midsemester or end of semester.
See Appendix F Communications and Notices.
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COMMUNICATIONS AND NOTICES TO STUDENTS
APPENDIX F
Decision Email
An email is automatically generated to notify the student when a decision is saved by a staff member. If a decision of
“Approved” or “Denied” is saved, the following email is sent to the student:
Late Application Notice
This notice will display when the request is more than five (5) calendar days after the date of the original
examination.
Late Request Information
40021411
Joe Bloggs
Deferred Examinations Type:
Mid-Semester
Course Code:
ENVM2200 Resource Man & Envion Pl
Exam Item:
In-class exam (test, quiz)
Exam Date (DD/MM/YYYY):
01/08/2014 (Date provided by student)
Semester 2, 2014
In accordance with General Award Rule 1A.14.2, a request for deferred examination must be made within five (5) calendar days after
the date of the original examination. As it is now more than five days, a request for deferred examination cannot be considered.
Should you be dissatisfied with the administrative decision not to have your deferred examination considered, you may appeal in
writing to the Academic Registrar [email protected] setting out your reasons for believing this decision has not been made
in accordance with the relevant rules. Your appeal must includeYour name and Student ID
Course Code
Exam details (item, date and time)
Documentation in support of your request for deferral of the examination
You will be advised of the outcome of your appeal in due course.
Manager, Examinations
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Verification of Supporting Documentation
An email is automatically generated to notify the student when the ‘Flag for Verification’ box is ticked by a staff
member.
From: SI-net No Reply
To:
<<student email address>>
Subject: Deferred exam - verification of supporting documentation
Dear <<First_name>> <<Family_name>>
<<Request number>>
Your request for deferred examination has been randomly selected for verification of the original supporting
documentation, in accordance with Section 6.3 of PPL 3.10.11 Examinations – Procedures.
You are required to submit the original supporting documentation, copies of which were uploaded with your
online deferred exam request, to the Student Centre within fourteen (14) calendar days of receipt of this email.
Please print the PDF of the Request Summary Details page for this request, and attach to your original
supporting documentation, prior to submission at the Student Centre. Documentation may be lodged in the
external Lodgement Box, in person, or by mail to the Student Centre, University of Queensland, St Lucia Qld
4072.
Should you wish to retain the original documentation, a certified copy of the original/s must be provided.
Student Centre staff are able to photocopy and certify documents.
Once your documentation has been verified, you will receive no further communication regarding this matter.
Failure to comply with this request within the specified timeframe may result in approval of your deferred
examination/s being rescinded and possible misconduct allegations.
Further information is available on myAdvisor.
Regards
Manager, Examinations
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Decision Text
This text is displayed to the student on the Application Details page.
Mid-semester Request Approved:
Mid-semester Request Denied:
End of Semester Request Approved:
End of Semester Request Denied:
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