INFORMATION ABOUT APPLYING FOR A LONG TERM
CONCESSION FOR EXTRA TIME IN EXAMINATIONS
This information is intended for students who wish to apply for extra time in examinations in terms
of rule G24 (see below). It may also be useful to practitioners whom students approach to conduct
the evaluations that are required to support the application. Accommodations other than extra time
are also possible, but are not covered by this rule. This document deals only with extra time
awarded for a long term disability. For other types of accommodation offered to students with
disabilities, please see section E and contact the Disability Service. For short term awards of extra
time (e.g. for an injury that will heal), please see the separate document “Short term concessions
for extra time”.
It must be noted that the Senate will consider in its absolute discretion applications for extra time
from students who have a learning or physical disability. In terms of the rules, the decision to grant
extra time to students with learning or physical disabilities lies with Senate, not with the health
practitioner making the assessment. A previous award of extra time by another institution should
not be considered grounds for UCT to award extra time.
Without the documentation listed below, it is extremely difficult to determine if a student has a
disability that requires extra time, or whether other kinds of accommodation will better meet a
student’s needs. Therefore, no application will be considered without the specified documentation.
It must be noted that documentary evidence of a learning or physical disability is a necessary but
not sufficient condition for the consideration of extra time in examinations. All information
submitted in the application will be treated confidentially by the Deferred Exams Committee
(DEC) which considers these applications on behalf of Senate.
Students wishing to apply for extra time during the first semester must register with the Disability
Service no later than 31 March. When students register, they will be given an appointment with the
Co-ordinator: Specific Learning Disabilities. Specified documentation not available at the time of
the appointment must reach the Disability Service by 30 April.
Students who miss the first semester deadline can apply for a time concession for the second
semester. Students must then register at the Disability Service before 30 August. Students will be
given an appointment with the Co-ordinator: Specific Learning Disabilities and all required
documentation must reach the Disability Service by 30 September.
Students who have not previously been assessed for a time concession should note that it can take
some time for practitioners to complete a comprehensive evaluation and to compile a detailed
report. To make it possible for the submission deadlines to be met, students are advised to seek
evaluations timeously.
Where a concession for extra time has been granted for the duration of a student’s study, it is not
necessary to reapply in subsequent years. If the concession was for one year only, the student will
need to reapply in the subsequent year(s). A new assessment report may be needed if the previous
report is older than three years, or does not contain the necessary assessments. (You will be advised
of this by the Co-ordinator: Specific Learning Disabilities if this is the case.)
Students applying for examination concessions are expected to work with staff at the Disability
Services to develop ways of managing their disability during their studies at UCT, and not just
during examinations.
A. GROUNDS FOR APPLICATIONS
In terms of the rule G24, the grounds for applying for extra time are:
1) a specific learning disability, (i.e. “a disability that affects one or more of the basic processes
involved in the use of written or spoken language in a manner that constitutes a significant
impairment of that function”); or
2) a physical disability (i.e. “a disability that seriously impedes a student’s ability to read and
write”).
Extra time is not granted in cases where the motivation for the application is:
1) that the student’s cognitive functioning in all or most areas, as measured by a standardised test of
general intellectual functioning, is below the average range of intellectual functioning; or
2) that the student has difficulty with the language medium of the examination due to writing in his
or her second or third language; or
3) any psychological disorder which may manifest itself in the form of anxiety and or depression.
Note also that the Senate does not grant spelling dispensations for examinations.
Where Senate decides on the basis of the grounds presented that extra time may be awarded, Senate
and not the practitioner who conducted the evaluation, will decide how much extra time is to be
awarded.
Note that requests for extra time in examinations will only be considered if evidence is provided in
the practitioner’s report which indicates that other accommodations will not address the applicant’s
needs (see Section D).
B. LEARNING DISABILITIES
1) A psychometric assessment of the student’s cognitive functioning must be conducted in
person by a clinical, counselling or educational psychologist registered with the Health
Professions Council of South Africa (HPCSA), and the practitioner’s HPCSA registration
number should be provided on the evaluation report. There should be no personal
relationship (e.g. family member, friend) between the student and the practitioner
conducting the assessment.
2) The assessment must have been conducted within the past three years. The date of the
assessment must therefore be specified on the report.
3) The assessment report must be printed on the practitioner’s official letterhead.
Alternatively, a covering letter by the practitioner, printed on an official letterhead, must be
attached to the report.
4) Even when a cover letter is provided, the assessment report itself must be signed by the
practitioner.
5) The student’s relevant educational, developmental and medical history must be provided in
the assessment report. History of school performance and any relevant history of previous
medical or therapeutic interventions must be documented.
6) The practitioner’s observations of the student during testing should be summarised.
7) The assessment report should give the names of all tests used in the psychometric
assessment.
8) An interpretation of the test results should be provided. In this interpretation, the
practitioner should describe as fully as possible the specific functional limitations for the
student resulting from any identified cognitive difficulties, including the specific limitations
to performing in timed exam situations, as well as limitations to daily functioning.
9) In the conclusion of the report, the specific disability must be stated. Where appropriate, the
disability should be framed according to applicable professional diagnostic systems (e.g.
DSM-IV or ICD-10).
10) Recommended interventions by which the student can manage his or her disability should
be noted in the assessment report. It is expected that the practitioner should inform the
applicant about a range of possible options for addressing and managing the disability, not
restricted to extra time.
PLEASE NOTE:
IN ORDER TO ENABLE THE UCT DISABILITY SERVICES AND THE DEC TO
CONSIDER WHETHER EXAM ACCOMMODATIONS ARE REQUIRED AND, IF SO,
WHICH ONES WOULD BE SUITABLE TO THE STUDENT’S NEEDS, THERE ARE
SPECIFIC TESTS THAT MUST BE INCLUDED IN THE PSYCHOMETRIC
ASSESSMENT. EXTRA TIME APPLICATIONS THAT DO NOT INCLUDE A
PSYCHOMETRIC ASSESSMENT, USING THE REQUIRED TESTS, WILL NOT BE
CONSIDERED BY THE DEC.
The tests are as follows
1) The WISC-IV (UK) if the student was 16 years or younger at the time of testing, or the
WAIS-III (SA norms) or WAIS-IV if the student was older than 16 years at the time of
testing.
2) The Edinburgh Reading Test (ERT) Stage 4.
3) A Graded Word Reading Test standardised in the 1990’s or later (practitioners can advise
on when tests were standardised). The test must have norms appropriate to the age of the
testee.
4) 2 x 20 minute handwriting samples, administered according to the instructions provided by
the Independent Examinations Board (IEB) in South Africa
Prior to conducting the assessment, the practitioner should contact Ms Margie le Roux (a
registered psychologist at the University of Cape Town) to obtain written guidelines regarding the
use of the above tests:
Margie le Roux: Tel.- 021 650 3616, Email - margie.leroux@uct.ac.za
If the student has been assessed previously and the assessment did not include any of the required
tests, the student will need to have another assessment that includes all the required tests. If some,
but not all, of the required tests were included in the original assessment, the student should request
a practitioner to conduct just those required tests that are missing and to integrate these results into
their conclusions and recommendations. In addition to these required tests, the practitioner may
include others as they are deemed relevant to explore the presenting disability and to provide
evidence for recommendations.
The student may also submit reports from other professionals (e.g. an occupational therapist),
however these should be submitted in addition to the psychometric evaluation by a
psychologist.
C. PHYSICAL DISABILITIES
Depending on the nature of the disability, students may be required to provide an assessment from
a medical practitioner when applying for extra time. Guidance will be given by the Director of the
Disability Services on an individual basis.
D. OTHER EXAMINATION ACCOMMODATIONS AVAILABLE AT UCT
Examination accommodations other than extra time, offered by the Disability Service at UCT
include the following:
1) use of a computer as an alternative to handwritten exam scripts
2) having exam questions read out orally (as many times as necessary, within the time limit of
the exam) as an alternative to reading the exam questions,
3) dictating the answer to a scribe/tape recorder.
4) secluded locations for writing
5) breaks during the exam
In all the above cases, the exam will be completed away from the main exam venue.
If the student’s needs can be met by one or more of the above concessions, then additional time
should not be requested.
Accommodations other than extra time are applied for through the Disability Service and not on the
long term extra time form.
Rule G24
Learning and physical disabilities and extra time in examinations
G24.1 Extra time
Senate recognises that a student with a learning or physical disability may
require extra time in examinations. Senate will consider applications from
students for extra time in examinations and may in its absolute discretion
grant extra time to a student who has a learning disability or a physical
disability.
(An examination includes class tests that contribute to the final result in a
course.)
G24.2 Definition of a learning disability
A learning disability, for the purpose of this rule, is a disability that affects
one or more of the basic processes involved in the use of written or spoken
language in a manner that constitutes a significant impairment of that
process/function.
(A psychological disorder which may manifest itself in the form of anxiety
and/or depression will not form grounds for an application for extra time
in examinations.)
G24.3 Definition of physical disability
A physical disability, for the purpose of this rule, is as a disability, whether
long-term or short-term, that seriously impedes a student's ability to write.
G24.4 Extra time for learning disabilities
A student who applies for extra time on the grounds of a learning disability
must:
(a) Register with the Disability Service, taking the deadlines below into account:
Application deadline Semester 1: 31 March is the closing date for registration
with the Disability Service for students who wish to have their application for
extra time processed before the mid year examination.
Application deadline Semester 2: If the Semester 1 deadline is missed,
students can register with the Disability Service between 15 May and 31
August so as to have their application processed before the year end
examination (late applications will only be accepted if the student provides
reasons satisfactory to the Senate);
(b) Provide with the application all papers, assessments and reports he or she has
relevant to his or her disability;
(c)
Present himself or herself for professional assessment or examination, at such
time and by a person as may be prescribed;
(d)
If required to do so by the Student Wellness Service, refer herself or himself
for assessment by an appropriately qualified professional, at his or her own
cost; and
G24.5 Extra time for physical disabilities
(a) Long and short term physical disabilities
A student who applies for extra time on the grounds of a long term physical
disability must register with the Disability Service by 31 March (a late application
will be considered if the student provides reasons satisfactory to the Senate.) If the
physical disability is short term, the student must apply at least seven days before
the date of the first examination for which extra time is sought:
(b) Present himself or herself for a physical examination at such time and by a
person as may be prescribed; and
(c) Provide with the application all papers, assessments and reports he or she has
relevant to his or her disability; and
(d) If required to do so by the Student Wellness Service, refer herself or himself
for assessment by an appropriately qualified professional, at his or her own
cost.
(In the case of a short-term disability: it is not necessary to register with the
Disability Service; and a late application may be accepted on good cause
shown)
G24.6 Senate to consider
Each application together with reports from the Student Wellness Service and any
professional referred to in terms of G 24.4 (d) or G 24.5 (d) above must be submitted to
the Senate which may:
(a) grant such extra time, not exceeding a third of the time set for the examination,
or refuse the application;
(b) specify a different venue, or venues at which the student must sit any
examination for which he or she has been granted extra time
Note: where the Senate grants extra time on the grounds of learning disability or
a long-term physical disability this will apply for all examinations taken by the
student while registered for a specific degree, diploma or certificate. provided
that Senate may withdraw any grant of extra time following a review of the
concession, and provided also that if the dean of the faculty concerned, on the
basis of the performance of the student, requests this the case must be reviewed.
G24.7 Change of faculty
A student who changes faculty before completing a degree or diploma must, at the time
of registration, notify the dean of his or her new faculty of any concession he or she has
been granted allowing extra time in examinations on the grounds of a learning disability
or a physical disability.