Help at exam or assessment time
You can get help if you’re feeling unwell or are facing special difficulties in the time before exams or final assessments.
Due to COVID-19, changes have been made to course assessments for 2020. Your options will depend on the type of assessment, the assessment due date, and the work you have completed for your course so far. Options could include:
Your options will depend on the type of assessment, how close it is to the due date or test, and the work you have completed for your course so far. Options could include:
- an extension for your assessment
- re-weighting your assessment
- applying for a form of ungraded pass known as an aegrotat.
The aegrotat pass
An aegrotat pass is an ungraded pass awarded to a student who is not well enough to either (1) take or prepare for a test or (2) complete a piece of assessment due in the last three weeks of teaching. The cause may be illness, injury, or other factors beyond your control. To be granted an aegrotat pass, you need to show that you were on track to pass your course when you experienced exceptional/serious circumstances.
The aegrotat process is only used for situations that are serious, acute, and beyond your control such as:
- disproportionate effects of COVID-19 relative to other students
- adverse personal circumstances unrelated to COVID-19 such as illness, bereavement or trauma.
If you have an ongoing impairment or condition, contact Disability Services as early as possible during the trimester to discuss your situation.
How aegrotat passes are approved
To approve your application, the associate dean needs to be sure you have largely met the learning outcomes for your course. This involves looking at the assessments you have completed so far on the course. If you have missed much of the course or have done poorly, your application is likely to be declined.
This approach helps to maintain the University’s high standards. It ensures passing grades are awarded only to students who complete a course (or who would have, if it hadn’t been for exceptional circumstances).
Your health provider can’t approve your application. They only access if you are ill, injured, or impacted by other serious circumstances.
You can apply for an aegrotat pass for most courses, but there are exceptions:
- Teacher education students cannot apply for an aegrotat pass for any course that is part of a teacher education programme. But there is an alternative process available. Contact your faculty office for further information.
- School of Music performance students cannot apply for an aegrotat pass for courses that have performance assessments. This varies by course, so contact your faculty or school office to confirm details.
When to apply
You can apply for an aegrotat pass during the last three teaching weeks of a course. You can’t apply for an aegrotat pass if your assessment is due before the start of this period. This means:
|If your course runs in...||You can apply for an aegrotat pass|
|Trimester 1||during the last three weeks of trimester|
|Trimester 2||during the last three weeks of trimester|
|Full year||during the last three weeks of trimester|
|Trimester 3||by contacting your faculty office|
The last day you can submit an aegrotat application is 10 working days after your last test or assessment submission date. Late applications may be accepted under exceptional circumstances—for example, if you are in hospital. Check with your faculty office. You will need to provide a reason why your application is late.
After discussing your situation with your faculty office, follow the steps below if an aegrotat pass is your best option.
1. Fill in the aegrotat pass application form
Fill in the online aegrotat application form.
You can only apply using your student account (firstname.lastname@example.org). If you also have a staff account, you might be denied access. If this happens, right click the link and select ‘open link in incognito/private window’ and then login with your student account.
2. See your health provider for evidence to support your application
You need evidence from a health provider to support your application for an aegrotat pass. You can choose the health provider–Student Health, Student Counselling or a relevant private health provider (e.g., GP, hospital, physio, midwife etc.).
3. Submit your aegrotat pass application form and evidence
If you visited Student Health or Counselling for evidence to support your application, they will email your medical certificate to you to upload into your application.
If you visited a private health provider, they will need to scan and email your medical certificate to you to upload into your application.
Your faculty needs both the application form and the medical certificate to accept your aegrotat application.
Your faculty office will acknowledge receipt of your aegrotat pass application by email.
4. Wait for a decision
Aegrotat processing starts once your final grades are released. Aegrotat applications are usually decided within four weeks of grades being decided. Your application will be held by your faculty until your final grades have been released.
During this time, your record will either display a fail grade or ‘GP’ (grade pending), which will be adjusted once a decision has been made on your aegrotat application.
Your aegrotat application will either be:
- progressed if you failed the course, or
- stopped if you passed the course.
If it is progressed, the associate dean will assess your application based on your performance in other course assessments. The faculty office will email you as soon as they receive the decision on your application.
After you apply
Appealing a decision
If your application is declined, you may appeal the decision. The appeal process is outlined in the email advising you of the result of your application.
Sometimes the course for which you’ve applied for an aegrotat pass may be a prerequisite for another course. If that course is starting soon and you haven’t yet received a decision, contact your faculty office for help. You may be able to start the next course (and attend associated tutorials and labs) while the decision is pending.
Aegrotat passes are ungraded
When you get an aegrotat pass, you will see a ‘G’ on your transcript instead of a normal passing grade in the C- to A+ range. An aegrotat pass is treated as a pass in all other respects. You won’t need to repeat the course and you will be eligible for any courses for which the course was a prerequisite (as long as you meet all other requirements).
Aegrotat and GPA
There is no GPA value for an aegrotat pass. Check with your faculty about if and how your aegrotat pass will affect selection for other courses within that faculty.
Passing grades and aegrotat passes
If you applied for an aegrotat pass but still managed to pass your course anyway, your aegrotat application will not proceed. The passing grade will be recorded on your academic transcript. You may feel the passing grade does not reflect your ability in the course. In that case, you can apply to your faculty for a letter explaining your performance may have been impaired. Your faculty office can tell you how to apply for this letter.