Information for Students with Disabilities Who Have Approved ALTERNATIVE EXAMINATION ARRANGEMENTS (AEA)

Download this Information Sheet : DOC : 47KB.

AEA Guidelines: http://www.unimelb.edu.au/abp/policies/pdf/aeasd.pdf : PDF : 30KB.
Find your SEO: http://www.services.unimelb.edu.au/disability/fdco/contact.html

1. Background

1. The University is required to provide reasonable adjustments to students with disabilities. AEAs are a common form of a reasonable adjustment. 

2. AEAs may include the following: additional writing or reading time, rest breaks, ergonomic furniture, scribe and/or reader, exam papers in alternative format, use of computers, single room venue.

3. AEAs apply to all timed examinations, including end of semester and supplementary exams, class and mid semester tests. The adjustments for in-class tests may differ to those on your Alternative Examination Arrangements application due to in-class assessments generally being of shorter duration.

4. AEAs are approved by Faculties for a period of up to 4 years.

5. AEAs should generally be applied for through the Disability Liaison Unit. Students with a temporary disability eg broken arm, can apply for AEAs via their Student Equity Officer (SEO).

6. AEAs may be amended at any time to reflect the impact of disability and the examination type. Any changes to an AEA require faculty approval.

7. Students with AEAs generally sit their end of semester exams in rooms specifically designated for use by students requiring alternative conditions to those provided at the scheduled exam.

8. All University correspondence relating to AEAs will be through your University e-mail account. It is your responsibility to ensure that you have activated your e-mail account and check your emails regularly.

9. An AEA is a separate process to Special Consideration. For more information on Special Consideration see https://sis.unimelb.edu.au/cgi-bin/special-consideration.pl

2. What do I need to do after an AEA has been approved?

Depending on whether an exam is centrally administered (see 2.1), or department/faculty-based (see 2.2), you are required to contact different people in order for your AEAs to be implemented.

2.1 Centrally (Student Administration) administered exams include end of semester exams, some summer and winter semester, as well as most supplementary exams.

1. At the time of the publication of the examination timetable each semester, students with approved AEAs will receive correspondence from Student Administration. You will be asked to confirm the exams and the AEAs that you require for each exam.  You must respond to this correspondence as soon as possible, preferably by e-mail.  If you do not respond you will forgo the AEAs, and sit the exam with the rest of the student body. 

2. If you do not receive a letter from Student Administration, contact the Examinations Officer on joannemj@unimelb.edu.au or 834 45412. 
3. After confirming the exams that require AEAs, Student Administration will contact you via email, advising you of the details of your exam(s) eg venue, starting and finishing time and AEAs.
4. Direct all enquires about the implementation of your exams to Student Administration.

Please note: If your exam does not appear on the Student Information System (SIS) exam timetable it is NOT centrally administered and you should follow the procedure outlined below in section 2.2.

2.2 Departmental or faculty based exams include mid semester exams, some summer semester/winter semester/supplementary exams or class tests

The process for faculty/department based assessment can be initiated several ways due to the variety of types of assessment covered - from supplementary exams to short in-class tests.  The types of adjustments required by you may also vary due to the type and duration of the assessment as the impact of a disability may alter. (eg a student with Chronic Fatigue Syndrome may require additional time and rest breaks in a three hour exam but not require any adjustments in a 30 minute multiple choice in class test).  It should not be assumed that the standard AEAs you have in place for end of semester exams are reasonable to have in place for other forms of assessment.

Essentially,

• Students are required to initiate contact with the faculty and negotiate appropriate (reasonable) adjustments for particular assessments for faculty/ department administered assessment.  You are advised to make contact at least two weeks prior to the assessment date to enable adjustments to be implemented.
• You should contact
  • The SEO for separately administered assessment such as supplementary exams or
  • Your  lecturer for in- class or mid semester assessment
• When making contact with the SEO or academic to discuss your needs, you should bring a copy of your Disability Impact Statement (DIS) or Alternative Examination Arrangement (AEA) application.  This enables academics and SEOs to ensure that adjustments are current and that you have a validated basis for requesting AEAs.  Both documents can be prepared by your Disability Liaison Officer or SEO. Please note that your Alternative Examination Arrangement application will not be signed as approved and your academic is likely to need time to liasie with your SEO to confirm approved adjustments.
• The SEO will arrange for the appropriate AEAs to be put in place including organising the venue as well as notifying you and the relevant academic staff of the arrangements.

3. Tips

• AEAs have an expiry date: note in your diary when you need to have your AEAs renegotiated.
• Do not leave AEA renegotiation until the last minute – you risk missing out on having AEAs implemented in time for your assessment tasks.
• Read your subject outline carefully, noting the assessment requirements and dates for class and mid semester tests.
• Consider your AEA requirements in light of the assessment requirements – not all AEAs will be required for all assessments.
• Advise the University of a change of contact details.
• Check the SIS timetable to confirm if your exam is centrally administered or department/ faculty administered and ensure you follow the correct process
• If in doubt about the process contact Student Administration or the SEO in your Student Centre.

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