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Absences and consideration for impairment – postgraduate students

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Absences

Please complete the online absence request form for any planned or unplanned absences you need to request, including sickness or unexpected absence from classes.

Absence request form – Faculty of Dentistry postgraduate students

Planned absences

After submitting your form for a future planned absence, you will receive an email confirmation with the details of your request, the name of the person who has received it for consideration, and their email address in case you need to contact them.

The recipient will be your Postgraduate Programme Lead, identified based on the programme and discipline you declared in the online form. You cannot change the recipient.

You will be notified when your request receives a response.

Please look out for this response, as your Postgraduate Programme Lead may request further information from you.

Unplanned absences

After you submit your form for a current unplanned absence (i.e. sickness or immediate emergency) your Postgraduate Programme Lead will be notified.

You will also need to:

  • Ensure you have contacted any clinical supervisors or other relevant staff who may need to know.
  • Reschedule any patients you have booked for that day. If you are unable to reschedule, contact the relevant clinical supervisor for your session.
  • If you have a tutoring session for the undergraduate clinics, submit a Staff Web Kiosk leave request and notify the relevant staff members.

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Application for special consideration

Special consideration is the process by which the Faculty of Dentistry and University seeks to ensure just and equitable treatment of students who suffer unexpected and significant impairment (e.g. serious illness) in relation to assessment. Special consideration provisions are available for both internal assessment (i.e. an assignment or in-class test) and final examinations.

Students may apply for special consideration for internal and external assessments if they are impaired and are unable to complete a scheduled assessment. Applications for Internal Assessments are managed within the Faculty of Dentistry. Applications for External Assessments including Final examinations are managed by Student Experience but the Faculty needs to be advised that an application has been submitted (see Special Consideration for External Assessments including Final Examinations).

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Special consideration for internal assessments and clinical, oral and practical examinations

NOTE:

  • This process applies to ALL assessments and examinations administered by the Faculty of Dentistry.
  • Internal assessments are detailed in Paper outlines e.g. assignments, theory and practical tests.
  • This process is also used for final assessments held during examination periods which are managed by the Faculty e.g. clinical, oral, or practical examinations.

Students apply for special consideration for an internal assessment using the following process

The Application will be considered by the relevant Postgraduate Programme Lead. In some circumstances the Associate Dean Postgraduate Studies may also consider the application, and the decision will be advised as soon as practicable. The outcome of the decision will be applied using the University Policy for Special Consideration in Student Assessment Procedures.

Special Consideration in Student Assessment Procedures

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Special Consideration for external assessments including final examinations

This applies to students who are prevented from sitting a centrally run examination due to unexpected circumstances beyond their control, or are significantly impaired during external assessments including a final written examination or within 14 days of the examination concerned.

Special Consideration

Final Written Examinations – A student who applies for special consideration for the Final Written Examination must do so via their eVision portal and also advise the Faculty that this process has been completed by email to postgrad.dentistry@otago.ac.nz

Instructions are available on the portal to advise students what documentation is required to accompany the application.

Student Experience (not the Faculty) consider and make decisions on all applications for special consideration for external examinations. This is a fair and transparent process and students do not require support or verification from the Faculty to accompany an application.

The decision is forwarded to the Faculty and the paper co‑ordinator will apply the outcome as per the University Academic guidelines.