UNIVERSITY OF BRISTOL
EXAMINATIONS OFFICE
ALTERNATIVE EXAMINATION ARRANGEMENTS
GUIDANCE FOR STAFF
These guidelines should be read in conjunction with the University’s Code of Practice
for the Assessment of Students on Taught Programmes
(http://www.bristol.ac.uk/esu/assessment/codeonline.html). You might also find it
useful to read the case studies in Appendix B of this document.
The processes around the provision of alternative examination arrangements will be
kept under review and the guidance notes will be updated regularly in line with any
revisions.
1.
What are alternative examination arrangements?
An alternative examination arrangement (AEA) is any reasonable adjustment
made to an examination assessment where, because of a permanent
disability or health condition, the University considers that the standard
arrangements would place a student at a disadvantage.
2.
Who can apply to be considered for alternative examination
arrangements?
Students with dyslexia and other specific learning difficulties (eg dyspraxia,
dyscalculia)
2.1.1 Disability Services will draw up a Disability Support Summary (DSS) for
any student who is actively using Disability Services and for whom they hold
appropriate diagnostic evidence and or a Disabled Student’s Allowance
Needs Assessment. The DSS will include details of any alternative
examination arrangements required and will be passed to the School
Disability Co-ordinator who will agree the contents with Disability Services.
2.1.2 Students with specific learning difficulties who do not intend to use
Disability Services, or who have not used them yet, may still be eligible for
AEA. Any request for AEA must be accompanied by a diagnostic report
which was prepared at secondary school for GCSE/A level examinations. See
Section 3 for the AEA procedures.
2.1.3 Students who present with a specific learning difficulty after they
arrive to study at the University, and who do not have a dyslexia report which
was prepared at secondary school for GCSE/A level examinations, should be
referred to Disability Services (disability-services@bristol.ac.uk). Disability
Services can advise the student and signpost them to qualified
Chartered/Educational Psychologists or Specialist Teachers for a diagnostic
assessment. The student will be responsible for any expenses incurred,
although the University will meet the assessment costs for students in receipt
2.1
of a university bursary or who fit the criteria for the financial assistance fund..
Overseas students, including those from EU countries, are not eligible for the
DSA or University funding and should seek advice from Disability Services
(disability-services@bristol.ac.uk).
2.1.4 The most common AEA for students with dyslexia is 15 minutes per
hour additional time to complete examinations (ie 25% extra). Some reports
may recommend a different amount of extra time and this should be
considered on a case by case basis, based on the recommendations of the
diagnostic assessment. Students seeking greater than 25% extra time should
be referred to Disability Services http://www.bristol.ac.uk/disability-services/
and where a student prefers not to use Disability Services, the school/faculty
can seek advice about the reasonable adjustment from Disability Services.
2.2
Students with other disabilities or health conditions
2.2.1 Disability Services will draw up a Disability Support Summary (DSS) for
any student who is actively using Disability Services and for whom they hold
appropriate diagnostic evidence and or a Disabled Student’s Allowance
Needs Assessment report. The DSS will include details of any AEA required
and will be passed to the School Disability Co-ordinator who will agree the
contents with Disability Services prior to the plan being given to the student.
2.2.2 Disabled students who do not intend to use Disability Services, or who
have not used them yet, may still be eligible for AEA. Any request for AEA
must be accompanied by appropriate evidence (see Section 3 for procedures
for application for AEA and Section 3.4 for acceptable forms of evidence).
Advice on the eligibility of any evidence presented can be sought from
Disability Services
(disability-services@bristol.ac.uk).
2.2.3 Students who present with a disability after they arrive to study at the
University should be referred to Disability Services
(disability-services@bristol.ac.uk) who will be able to advise them on support
available to assist them with their studies and how they can go about
accessing it. Those students who choose not to use Disability Services are
recommended to contact their School Disability Coordinator.
2.2.4 Students with a temporary injury/illness (eg fractured limb or
glandular fever, stomach problem) should be dealt with by the School, but
appropriate evidence (see Section 3.4) should accompany any request for
AEA.
3.
3.1
How do students apply for alternative examination arrangements?
The deadlines for submission of AEA requests are given each year on the
Exams Office website (www.bristol.ac.uk/exams).
The University cannot guarantee to accommodate the AEA requirements
where the deadline is not met. The administrative staff in the School should
be consulted in cases where the deadlines cannot be met.
Students who hold a DSS do not need to complete the AEA request form, but
the DSS should be sent to the Faculty, along with Part B of the form within
the deadlines specified. All students who do not hold a DSS and who are
3.2
3.3
3.4
3.5
3.6
requesting AEAs should complete the AEA request form which can be
obtained from the Examinations Office website (www.bristol.ac.uk/exams).
A sample of the form is attached as Appendix A.
You may find it useful to contact Disability Services to check whether or not
the student is already known to them (telephone: (0117) 331 0444)
Where a student holds a DSS then the student does not have to do anything
regarding his/her examination arrangements. The School will complete Part
B, arrange for it to be signed by the Head of School (or nominee) and pass
this, together with a copy of the DSS to the Faculty by the deadline shown. If
the student does not have a DSS then the AEA form should be completed by
the student and passed to the School administrative office by the deadline
shown, accompanied by appropriate evidence (see Section 3.6). The form
must be signed by the Head of School (or nominee). The form should then be
passed to the Faculty for authorisation by the Undergraduate or Graduate
Dean (or nominee). Faculty Office will update the SITS system with details of
the agreed arrangements, make a copy of the form and pass it back to the
School. The School should take a copy of the form and pass the original back
to the student as confirmation of their AEA.
Where a student has been seen by Disability Services very close to the
deadline for AEA Disability Services will advise the student to also complete
an AEA application with the school if it is expected that the DSS will arrive
after the AEA deadline.
All forms should be processed by the date shown on the AEA. If the delay is
simply because the student has not completed the form on time and the
request is submitted very close to the date of the examination then,
providing you can prove that every effort has been made on the student’s
behalf to encourage them to submit on time, you are within your rights to
refuse to accommodate the AEA requirement.
Acceptable evidence includes:
 Dyslexia and other specific learning difficulties- diagnostic report (this
report must be a secondary school level report prepared no earlier
than for A levels)
 Disability Support Summary provided by Disability Services
 Evidence from the student’s own GP
 Evidence from a doctor in the University’s Student Health Centre
(http://www.bristol.ac.uk/students-health)
 Report from a hospital where the student is being treated
 Report from a psychiatric nurse or other mental health professional
If there is any doubt about the appropriateness of the evidence submitted,
the Undergraduate or Graduate Dean should be consulted. Disability
Services (disability-services@bristol.ac.uk) would also be able to advise.
4.
4.1
4.2
4.3
4.4
4.5
4.6
4.7
What arrangements will be put in place?
Students allocated up to 25% extra time with no additional arrangements
(up to a maximum of total exam length of 3 hours 45 minutes) will be
accommodated in the central extra time room run by the Examinations
Office. This will be the case where the examination has been timetabled by
the Examinations Office and is taking place on Monday to Friday during the
main examination periods.
Students prescribed 25% extra time with the use of coloured overlays
and/or coloured writing paper (ie some students with Irlens syndrome) can
also be accommodated in the central extra time room.
Students who are given permission to use a PC to complete their
examination will be accommodated in the central computer room, providing
they have up to 25% (or no) extra time and no other requirements. Other
students (see 4.4) will be accommodated in School.
Students with any other requirements will normally be accommodated in
the School wherever possible. The School responsible for the student’s
programme of study will normally run the examination, unless there are
specific reasons for the examination being held elsewhere. These
requirements may include:
 More than 25% extra time
 Large print or Braille format examination papers or special lighting
arrangements
 British Sign Language interpretation of the examination regulations is
required
 Amanuensis/scribe
 Rest breaks/toilet breaks throughout the examination
 Medical attention during the examination (eg students with diabetes)
 Sole occupancy of a room (with an invigilator)
 Small group venues
 Special seating arrangements (eg seated near a door or window or a
specially adapted chair)
 Background music or silent conditions
Room booking for School AEAs
It is the responsibility of the School running the exam to provide a room for
students sitting exams in the School. However, the Syllabus+ website
(http://www.bristol.ac.uk/academicregistry/timetabling/web-room-booking/) gives
useful information on the availability of rooms throughout the University.
Invigilation for School AEAs
It is the responsibility of the School running the exam to provide the
appropriate level of invigilation for students sitting exams in the School. The
Exams Office (exams-office@bristol.ac.uk) can provide a list of research
students who have been appointed and trained to assist with invigilation.
Where the examination is being assisted by a reader or scribe, an invigilator
must be appointed in addition to this.
Appointment of Examination Support Personnel
If the student needs support during the examination (eg scribe/reader) you
must arrange this via Disability Services at least six weeks prior to the start of
the examination period (see the Examinations Office website
www.bristol.ac.uk/exams for examination period dates). Disability Services
will endeavour to meet any demand after the deadline but, where it is not
possible to do so, it is the responsibility of the School to put the support
requirements in place. Disability Services will be happy to provide any advice
on the use of scribes/readers or other examination support
(disability-services@bristol.ac.uk ).
5.
What if students are not satisfied with the AEAs provided?
Where possible, the University will endeavour to provide an appropriate and
reasonable arrangement for examinations, taking into account the individual
circumstances of the student as well as other factors such as resources
available to the School/Faculty and the practicality of the arrangement.
However, if a student feels that their requirements are not being met, they
need to raise this with the School Disability Co-ordinator in the first instance.
If they feel, retrospectively, that their requirements were not met and that
this was detrimental to their performance in the assessment, they should be
advised to follow the School practice on the submission of extenuating
circumstances.
Further Information
Disability Services
disability-services@bristol.ac.uk
http://www.bristol.ac.uk/disability-services/links.html
Telephone: (0117) 331 0444
Exams Office
Exams-office@bristol.ac.uk
www.bristol.ac.uk/exams
Telephone: (0117) 33 17652
Revised 9 February 2016
MP/LM
APPENDIX A
Alternative Examination Arrangements Form
Academic Year XXXX/XX
This form should be used to request any changes to
examination arrangements. The request may include the use of dictionaries,
computers or other special equipment during examinations as well as application
for extra time and special accommodation requirements. The form should be
submitted to the Head of School for your programme of study after you have
completed Part A. You will be given a copy of the form. Please note the final
deadline dates for submission of the form shown at the foot of the page.
Student to complete PART A
PART A
Name…………………………………………………………
University ID ......................
Programme of study……................................................
Year of study ............................
School………………………… Faculty...............................................
University email ...................................................................................................................
Please indicate below the nature of any disability indicated in the supporting
evidence, (e.g. dyslexia) and whether you are in receipt of Disabled Students
Allowance (DSA). (This will be recorded in the University student record system). If
your request for alternative arrangements is because of unforeseen circumstances
you MUST talk to your School Disability Representative who will advise you of the
course of action you should take.
I am/am not in receipt of Student Disability Allowance
Please explain the alternative arrangements that you require. Suitable evidence in support
of your request must be submitted with this form. Submission of the request is not a
guarantee that your alternative arrangements will be accommodated
Signed ………………………………………………………..….
Date………..……………
DEADLINES for submission
XX November XXXX for exams taken up to the XX February XXXX
XX January XXXX for exams taken from XX March XXXX onwards
Please note that if your application is received after the dates outlined above the
requested alternative arrangements may not be approved
PART B: Approval Process (Staff)
Authorised by Head of School
Signed………………………………………………………..Head of School or Nominee
Print Name ………………………………………...Date ……………………………………
The student will sit examinations in:
Central Room*
School/Department*
*Please delete whichever is not applicable
I confirm that the approved alternative arrangements for examinations applies:
To the current academic year only *
For the duration of study on the student’s current programme *
*Please delete whichever is not applicable
This form MUST be signed by the Head of School or their nominee before being
submitted to the relevant Faculty Office for approval
Authorised by Dean
Signed…………………………………………….. Dean of Faculty or Nominee
Print Name ………………………………………...Date ……………………………………
NOTES FOR GUIDANCE
The school/department should approve the alternative arrangements and determine
whether the approval applies to the current year only or for the duration of study.
You may need to check with your school examinations officer that the requested
arrangement can be accommodated. Following authorisation by the Head of School,
the school/department must send the form, together with any attachments (inc.
supporting evidence), to the Faculty Office for approval by the Dean.
Following approval, the Faculty Office will input the information onto the SITS
Student Records database by ?? November 2010 for exam taken up to the ??
February 2011 and the ?? February 2011 for exams taken from the ?? March 2011
and return the original form and evidence to the home school. The student’s home
school MUST provide a copy of the approved form to the student
Where the student is taking exams outside the home school a copy of the form
MUST also be provided to the other schools involved.
APPENDIX B – CASE STUDIES
Case 1
Student A suffered from intense back pain and could not take her exams in the main
hall or with other students in a smaller room as she needed to be able to stretch and
find the most comfortable position in which to write (this involved changes of
position). Medical evidence was provided along with a recommendation for use of a
separate room and extra time (10 minutes extra per hour). The request was agreed
and the student was accommodated within the school.
Case 2
Some three weeks before his final Law exams Student C broke his hand in a sports
accident and found writing to be difficult and slow (it is not possible to sit final year
Law exams in September). The doctor recommended that he should be allowed to
type his answers on to a computer and that he should receive additional time. The
request was approved and these arrangements were set up within the school.
Case 3
Student X was diagnosed with dyslexia when he was 15. He was assessed by his
School and was allowed extra-time both in his GCSE and A’level examinations. When
he applied for University he was also advised to apply for the Disabled Students
Allowance (DSA). On being accepted by the University of Bristol, he was contacted
by the Disability Services and was given a Learning Support Plan, which allowed him
to have 25% extra time to complete all written examinations. Before his first
examinations, he completed an alternative examination arrangements form which
allowed him extra time throughout the duration of his studies at the University. All
of his examinations were scheduled in the central extra time room.
Case 4
Student Y had a visual impairment which meant that she needed her examination
papers to be printed in a large (20point) font and she also needed to be provided
with extra lighting in order to complete her examinations. She also needed extra
time (25%) for each of her written examinations. She was known to the Disability
Services and had applied for Disabled Students Allowance. She had been provided
with a Learning Support Plan which outlined her additional examination
requirements. Her home school gave her an AEA which she completed and
submitted prior to her first examinations. All of her examinations were hosted in
her home school.
Case 5
A student has a screening for dyslexia in Disability Services and is referred for a full
psychological assessment at an external agency. As there is likely to be a delay of
three or four weeks before a report on this assessment is received, the psychologist
completes an Interim Certificate of Dyslexia. This confirms that the student is both
dyslexic and dyspraxic and sets out the recommendations for exam provision which
will be made in the report - in this case, 25% additional time and the use of a
computer.
The Certificate is sent to the Disability Adviser, who tells the student that a follow-up
appointment will be offered in Disability Services once the full report is received.
Meanwhile, she asks where the student wants the Certificate to be sent and advises
him to contact his Department immediately, as the deadline for applying for
alternative exam arrangements has passed. She attaches an Alternative
Arrangements form.
The student replies that the Department knows that he has had a dyslexia
assessment and that he has already filled out an Alternative Arrangements form. He
asks that the Certificate be sent straight to the Department, as evidence to support
his application. The Department sends his form to the Faculty Office to be signed
off.
The Exams Office make arrangements for candidates who use computers to be
accommodated centrally, the student sits his exam in the central computer room.