UCPL-4-164
UC Policy Library
Missed Examinations Policy and Procedures for
Applications for Special Pass
Last Modified
Review Date
Approval Authority
Contact Person
February 2015
April 2016
Deputy Vice-Chancellor (Academic & International)
Examination Arrangements Senior Co-ordinator - Records,
Examinations and Graduation
Introduction
This policy sets out the conditions under which a student may apply for a Special Pass
because he or she has missed an examination as a result of a genuine mistake about the
scheduled time of the exam.
These guidelines must be read in conjunction with General Course and Examination
Regulation F: Missed Examinations (University Regulations website)
Definitions
REG – The University Records, Examinations and Graduation Team.
Statutory declaration - A true and accurate account of the facts pertaining to the
situation, as witnessed by a Justice of the Peace, Solicitor, Notary Public or Officer
authorised to take and receive Statutory Declarations.
Policy Statement
Missed Examinations
A student who misses an examination as the result of a genuine mistake about the
scheduled time of the examination may be considered for a “Special Pass” in the course. A
Special Pass may be granted on the following conditions:
1. A Special Pass can be awarded only by the Faculty examiners' meeting on the
recommendation of the Head of Department/School. If there is no Faculty examiners'
meeting (for example, at mid-year) the Dean of the Faculty may award the pass.
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Missed Examinations Policy and Procedures for Applications for Special Pass v. 3.00
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UCPL-4-164
2. A student may not receive more than one Special Pass in his or her University career.
3. The student must, as soon as possible and normally not later than 72 hours (excluding
weekends and statutory holidays) after the starting time of the missed examination:
a) submit a statutory declaration to the Associate Registrar, Records, Examinations &
Graduation (REG) stating the circumstances relating to the missing of the
examination, stating that missing the examination was due to a genuine mistake
about the scheduled time of the examination and stating whether or not the student
has seen the examination paper or had contact with students who had sat that
paper; and
b) report to the Head of the Department/School which set the examination (REG may
contact the department on the student’s behalf).
4. REG will forward a copy of the statutory declaration to the Head of Department/School
with a confirmation that the student has not previously received a Special Pass.
5. The Head of Department/School shall recommend to the Dean that a Special Pass be
awarded only if the Head of Department/School is satisfied that the student's work in
the course in question and his or her results in other courses are substantially above
minimum pass standard. To assist in determining the recommendation, the Head of
Department/School may require the student to take a special test or examination and
take the student's performance in such a test or examination into consideration.
6. A Special Pass will be designated “S” on the student's academic record.
Procedures
1. Copies of the statutory declaration form will be held by the Examination Arrangements
Senior Co-ordinator and his or her assistants.
2. Once the student notifies the Examinations Office of the missed exam, the student will
be given a copy of the statutory declaration form to complete and submit to REG, and a
copy of the University Regulations (University Regulations website)
3. On being informed of the situation, the Head of Department/School in consultation with
the course supervisor shall determine whether the student will be required to sit a
special test or examination in the context of the Special Pass application.
Arrangements for this should be made as soon as possible by the Examination
Arrangements Senior Co-ordinator in consultation with the Department/School.
4. When the statutory declaration is received, it should be checked to see that it is
complete and has been received by the due date. An acknowledgment will be sent to
the student by REG.
5. If the statutory declaration is not received within 72 hours (excluding weekends and
statutory holidays) from the start of the missed examination, the student will be asked
to explain the delay. Late applications require approval by the Academic Administration
Committee.
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Missed Examinations Policy and Procedures for Applications for Special Pass v. 3.00
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UCPL-4-164
6. The student's record should be checked by REG to confirm that the student has not
previously had a Special Pass. If there has been a previous Special Pass, a letter will
be written to the student, copy to the Head of Department/School, advising that the
student is not eligible. If there has been no previous Special Pass, confirmation of this
and a copy of the statutory declaration will be sent to the Head of Department/School.
7. The Head of Department/School shall notify the Dean whether he/she recommends the
award of a Special Pass: brief justification in terms of results for other work in the
course and results in other courses (if known) shall be attached to the
recommendation.
8. The Dean’s decision and all documentation are then to be returned to REG.
9. REG shall notify the student of the result of the application.
Related Documents and Information
Regulations

General Course and Examination Regulation F: Missed Examinations (University
Regulations website)

University Regulations (University Regulations website)
UC Policy Library

Aegrotat Consideration Procedures (PDF, 214KB)

Assessment Policy, Principles and Guidelines (PDF, 409KB)

Examination Instructions to Candidates (PDF, 143KB)

Examinations – Procedures and Guidelines (PDF, 446KB)

Interruptions of Tests – Guidelines for Developing Departmental Policy (PDF, 148KB)

Missing of Tests and other Assessment Deadlines Policy (PDF, 122KB)
University Website and Intranet

Application for Aegrotat
Examinations website)
Consideration
and
General
Information
(University
Appendices

Appendix One: Statutory Declaration Form for Students

Appendix Two: Decision form for Departments/Schools
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© This document is the property of the University of Canterbury.
Once printed this document is considered an uncontrolled version. For the official, current version refer to the UC Policy Library.
UCPL-4-164
Document History and Version Control Table
Version Action
Approval Authority Action Date
For document history and versioning prior to 2013 contact ucpolicy@canterbury.ac.nz
1.00
Converted onto new template. Updated
Policy Unit
Oct 2013
hyperlinks.
2.00
Major review – minor changes:
DVC(A&I)
Apr 2014
 Appendices updated
 Hyperlinks updated
 A/A changed from Chair, Academic
Board to DVC (A&I)
2.01
Hyperlinks updated.
Policy Unit
Aug 2014
3.00
Scheduled review by Contact Officer.
Policy Unit
Feb 2015
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© This document is the property of the University of Canterbury.
Once printed this document is considered an uncontrolled version. For the official, current version refer to the UC Policy Library.
UCPL-4-164
Appendix One
STATUTORY DECLARATION TO BE COMPLETED BY STUDENTS
APPLYING FOR A SPECIAL PASS FOR A MISSED EXAMINATION
A completed and witnessed declaration must be submitted to Records, Examination & Graduation (REG),
Level 0, Matariki, University of Canterbury within 72 hours (excluding weekends and statutory holidays) of
the starting time of the examination concerned.
I ……………………………………………………………...…
ID .......................................................
of (address) ……………………………………………………………………………………….…...............…
Hereby solemnly and sincerely declare
1.
That I missed the examination in:
……………………………………………………………………………………………....................…
course code and name
scheduled for:
………………………………………………………………………………………………………....…
date and time
due to a genuine mistake about the scheduled time of the examination, and wish to apply for a
Special Pass.
2.
That I have not previously received a Special Pass in regard to a missed examination.
3.
That the circumstances under which I missed the examination are as follows:
……………………………………………………………………………………………………………
……………………………………………………………………………………………………………
(Continue on separate page if necessary)
4.
I have/have not seen the examination paper (delete as applicable)
5.
I have/have not had contact with other students who sat the examination paper (delete as
applicable).
Details of the contact are as follows:
……………………………………………………………………………………………………………
And I make this solemn declaration conscientiously believing it to be true and by notice of the Oaths
and Declarations Act 1957.
Signature of Declarant…………………………………………………………………………………………
Declared at………………………………………………………………………………………………………
This………………………………………… day of …………………………………………………20 ...
Before me………………………………………………………………………………………………………
A Justice of the Peace, Solicitor, Notary Public or Officer authorised to take and receive Statutory
Declarations
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Missed Examinations Policy and Procedures for Applications for Special Pass v. 3.00
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Appendix Two
SPECIAL PASS DECISION FORM FOR DEPARTMENTS/SCHOOLS
To be completed by the Head of Department/School
Name of applicant…………………………………………………… ID number…………………
Missed course…………………………………………………………………………………………
Results will be credited mid-year/end-of-year (Delete as appropriate).
Grounds given are acceptable (i.e. genuine mistake) ………………………………………. Yes / No
(If not acceptable, give details)
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
Results for in term assessment
(Please give details of the weight and mark/grade for each assessment item)
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
Special test/exam sat?
Yes/No
Mark/Grade……………………………
I recommend/do not recommend a Special Pass (Delete as appropriate).
Signature of Head of Department/School……………………………….. Date ……………………
PLEASE FORWARD TO THE DEAN
To be completed by the Dean
Decision on courses to be credited:
Special Pass Approved/Declined
(Form to be returned by the Dean to the Examination Arrangements Senior Co-ordinator (REG) no later than
5pm on the Thursday prior to release of grades).
Signature of Dean ………………………………………………….Date ……………………
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Missed Examinations Policy and Procedures for Applications for Special Pass v. 3.00
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© This document is the property of the University of Canterbury.
Once printed this document is considered an uncontrolled version. For the official, current version refer to the UC Policy Library.