The purpose of our procedure
Our procedure describes when and how a student can request a variation to an assignment. We provide a range of variations that reflect the diverse nature of Adelaide University’s students and the reasons they may require support to be successful in their study.
Please read this procedure in conjunction with:
- Assessment Policy
- Assessment Procedure
- Academic Integrity Policy
- Grading Procedure
- Work Integrated Learning Procedure
- Certified Assessment Procedure
- Reasonable Adjustments Procedure
- Quality Assurance in Assessment Procedure
- Student Complaints Policy
Who our procedure applies to
This procedure applies to students enrolled in undergraduate or postgraduate courses, include those in cross-institutional and non-award enrolment.
Our Variation to Assessment Procedure
At Adelaide University, we recognise that equitable assessment is foundational to inclusive learning. The Variations to Assessment Procedure ensures students are supported to demonstrate their learning fairly, acknowledging that unforeseen, personal, cultural, or structural circumstances may affect participation in assessment.
This principle reflects our commitment to flexibility with integrity, balancing academic standards with compassion, consistency and responsiveness to student diversity. Our goal is to empower students to succeed, without compromising the rigour or credibility of our assessment practices.
Variations to assignments are for students whose individual assessment tasks are affected by specific circumstances. Students who need to negotiate their assessment over a longer period, for example those with an Access Plan or ongoing circumstances, may be better supported by our [Reasonable Adjustments Procedure].
Students who wish to resubmit an assignment that they have not passed should refer to our [Assessment Procedure] for details on resubmissions and re-marking.
The table below outlines when students may need to apply for a variation to their assessment during a [study period]. It includes links to further information, including how to apply for each variation, as well as the relevant approval and supporting documentation.
A [Course Coordinator] may decide not to approve a variation to some assignments, for example when doing so would affect professional accreditation, or where it is not educationally practical or reasonable.
Whether or not to approve a variation is a matter of professional judgement. It must take into account the educational context of the assignment as well as the specific circumstances of the student.
Our principle is to act in the best interest of the student, while maintaining equity and educational integrity. Staff should be aware that in some circumstances, approving a variation may not be in a student’s best interest. Other options may include an [amendment to enrolment, see our Enrolment Procedure], or accessing one of our support services (see our [Support for Students Policy]).
Approving a variation may impact the progress of holders of international student visas and their Confirmation of Enrolment.
Students who wish to appeal a decision about an application for a variation should follow the process outline in our Student Complaints Policy.
The table below summarises the types of variations available in this procedure. Please see the relevant section in this procedure for a full description of eligibility and application details.
When a student needs support | Type of variation |
When a student has circumstances that mean they need variations to more than one assignment in a course or program. | See our [Reasonable Adjustments Procedure]. |
When a student has passed the same assignment before. |
When a student has completed part of a course before they may be able to use the mark from an assignment they have passed. |
When a non time-bound assignment is due – short extension. | Short extension of up to 3 days Students can apply for a short extension of up to 3 days without supporting documentation, if submitted within 24 hours of the due date. |
When a non time-bound assignment is due – long extension. | Long extension from 3 to up to 14 days For students who need more time to complete an assignment and can provide supporting documentation. |
When a student cannot start a time-bound assignment. |
Most often used for assignments that cannot be extended, like tests, exams, viva presentations, or group presentations. Assignments can be deferred when a student is not able to start a schedule at the assigned time. |
When a student cannot complete all of an assignment, or all of the assignments in a course. |
For students whose circumstances mean they have started an assignment like an exam or test, but are unable to finish it, or may be unable to complete all assignment tasks in their course. |
When a student gets a final course grade of 45-49%. |
Students can submit additional work to show they have met their course learning outcomes. Some students with a course grade of 40-44% may be eligible. See below. |
At any point during a course. |
For students with a justified need for a variation not addressed elsewhere in this procedure. |
1. Criteria for variations
The table below outlines some of the more common reasons students may request a variation, along with examples of documentation that may be used to support an application. Supporting documentation must relate to the scheduled time period of the assignment.
This list is not exhaustive. Students may provide other forms of documentation. For some variations, students may be able to complete an [online declaration].
Students who believe they have extenuating circumstances that may require a variation to their assignment, and are not sure if they are eligible, should seek advice from their [Course Coordinator] as soon as possible, and before the assignment is due.
A student may not be able to predict their need for a variation, such as an illness or an accident. In these circumstances the student may need to apply for a variation at short notice.
Other circumstances may be known in advance, such as a medical procedure, cultural celebration or military service. In these situations, the student must communicate with their [Course Coordinator] as soon as they are aware they may need a variation, even if it is well in advance.
The table below outlines common reasons students may request a variation, and the types of evidence used to support these requests. These lists are not exhaustive. For more information, see [website].
Please note supporting documentation is not required for a short extension (see section 3).
Common reasons to request a variation | Examples of typical supporting documentation |
Student has ongoing health or personal circumstances. |
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An illness or injury, including when the student is a carer for someone else. |
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Death, or serious injury or illness of a student’s family member, or someone else close to the student. |
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An incident that has caused the student trauma including being a victim of a crime, including gender-based violence, or involvement in a serious accident. |
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A natural disaster or a major political upheaval in a student’s home country. |
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Significant disruption to a student’s domestic arrangements, and/or family arrangements. |
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A substantial and unanticipated financial hardship. |
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Significant religious and/or cultural celebrations, events, or obligations. |
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First Nations Students’ cultural |
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Formal legal obligations. |
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Being an approved current serving or ex-service Australian Defence Force member (including Reservist), first responder or an immediate family member (such as a spouse or dependent child), or recognised emergency management service (including Country Fire Service CFS or State Emergency Service SES). |
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Representing the University, State, or Nation at a significant academic, sporting, or cultural event. |
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Being an approved Elite Athlete and Performer participating in an event or other commitment. |
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When two or more time-bound assignments occur at the same time. |
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Approved University activities, such as workplace-based learning or overseas experiences (including Study Abroad and study tours). |
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2. When a student has completed the same assignment previously (exemption)
Students who have enrolled in the same course previously may be able to be exempt from completing the same assignment again. To be eligible students must have:
- enrolled in the same, or very similar, course at Adelaide University, or one of the foundation universities in the past 12 months
- passed the assignment, but not passed the course
- evidence of the mark for the previous passed assignment.
2.1 Exemption applications
Students can request an exemption to an assignment by [TBC].
Students will be notified of the outcome via email and the variation recorded in the [student system].
All correspondence will be maintained, stored and disposed of appropriately as per the [Records Management Policy].
2.2 Approving exemptions
Applications will be assessed, and where appropriate approved by the relevant [Course Coordinator]. The assignment mark achieved during the previous enrolment will be recorded in the [gradebook/system] for the current enrolment.
2.3 Supporting documentation
The student’s eligibility and grade will be verified in [system]. The student is not required to submit other supporting documentation.
3. When a student needs a short extension for an assignment
Short extensions are available for assignments that can be completed outside of scheduled activities. This does not include assignments eligible to be deferred.
Eligible assignments can be extended for up to three calendar days from the assignment due date/time. Applications are submitted online.
If the student is not ready to submit their assignment before the short extension has expired, they may apply for a long extension (section 4).
3.1 Short extension applications
Students can apply for a short extension by completing the extension request form on their course’s [LMS page]. Applications must be submitted within 24 hours of the assignment due date and time.
Students must outline the circumstances that have led to them needing a short extension, wherever possible linking to the categories listed in section 1.
3.2 Approving short extensions
Eligible assignments will be approved by the [system], and the new due date recorded in the [system].
3.3 Supporting documentation for short extensions
No supporting documentation is required for a short extension. Students must complete the [online declaration].
4. When a student needs a long extension for an assignment
Students may apply for a long extension of up to 14 calendar days for assignments that are not time-bound.
4.1 Long extension applications
Students may submit their application up to 24 hours after the date and time the assignment is due, through the [system].
Regardless of when the application is lodged, the maximum extension a student can receive is 14 calendar days from the original assignment due date.
4.2 Approving long extensions
[Course Coordinators] will ensure all students receive the outcome of their application within two working days of submission.
If an extension is approved the [Course Coordinator] may, where appropriate, ensure that it does not go beyond the expected return date of marked assignments to other students in the course.
The student will be notified of the outcome of their request via email and the variation recorded in the [student system].
Students who require more than 14 calendar days to complete their assignment may be eligible for a negotiated assignment (section 8).
4.3 Supporting documentation for long extensions
When submitting their application, students will be asked to supply evidence or documents to support their application (see section 1).
4.4 When a long extension is not approved
Students whose long extension application is not approved will be informed via email within two working days of submission. Late penalties will apply from either the original due date or the date the student is notified of the outcome, whichever is later.
5. When a student needs to defer an assignment
Students who are unable to complete a time-bound assignment that is not eligible for an extension (see sections 3 and 4), such as an examination, test or oral presentation, may apply for their assignment to be deferred to a later point in time.
Deferred assignments are approved only when the circumstances leading to a variation occur before the submission or scheduled start of the assignment activity.
5.1 How to apply for a deferred assignment
Students must apply for a deferred assignment as soon as they believe they will need one, and no later than 24 hours of the assignment date via [website].
5.2 How deferred assignments are approved
Applications for centrally scheduled assignments, such as examinations, will be managed and approved by [central unit].
Applications for other assignments, such as test or group assignments, application will be managed and approved by the [Course Coordinator].
Students will be notified about the outcome via email, including how and when they will receive the details of the deferred assignment and its due date.
Details of the deferred assignment will be recorded on [system].
5.3 Supporting document for deferred assignments
To be eligible for a deferred assignment students must meet one or more of the criteria in section 1, and be able to provide appropriate supporting documentation.
6. When a student’s assessment needs to be adjusted
In some situations, a [Course Coordinator] may adjust a student’s assessment, including for an assignment or the assessment in a course, if it is academically sound and in the student’s interest. See [website] for examples of adjusted assessment.
Assignments that are required to meet specific course learning outcomes or are required for external professional accreditation may not be eligible for adjustment.
6.1 How to apply for an adjustment
An adjustment may be requested by the student via email, or initiated by the [Course Coordinator].
6.2 How adjustments are approved
For some assignment types, it may be appropriate for a [Course Coordinator] to adjust the assessment for a student, to remove, or alter the weighting of assignments due to the student’s individual circumstances.
Changes to assignments or assessment for a student must be approved by the [College role] and communicated to the student by email.
6.3 Supporting document for adjusted assignments
Supporting documentation will depend on the individual student’s circumstances. See section 1 for examples.
7. When a student has not passed a course
A supplementary assignment provides a student who has not passed a course with an additional opportunity to demonstrate they have met their course learning outcomes by completing additional work.
Eligible students will have passed any hurdle assignment and meet one of the following criteria:
- achieved a final grade between 45-49% before any supplementary assignment(s) is applied
- achieved 40-49% and were enrolled in the final 24 units of their program.
Students who are successful in a supplementary assignment can achieve a maximum grade of 50% for the course.
Supplementary assignments must be completed before [the last day to finalise grades]. If a student is unable to meet this deadline, no further supplementary opportunities will be available.
Supplementary assignments may not be available in all courses.
7.1 When a student is eligible for a supplementary assignment
[The College] will identify eligible students as course grades are finalised. Students do not need to apply for supplementary assignments. Eligible students will be notified via email with the details of their supplementary assignment.
7.2 Approving supplementary assignments
A supplementary assignment allows a student to demonstrate course learning outcomes that they have not successful achieved during their course.
The nature of the supplementary assignment is decided by the [Course Coordinator] and may include completing additional assessment that demonstrates the necessary course learning outcomes.
7.3 Supporting documentation for supplementary assignments
No supporting documentation is required for supplementary assignments.
8. When a student needs to negotiate their assignment
A student may require a variation to an assignment that is not covered under sections 3 to 7. In these cases, the [Course Coordinator] may negotiate alternative submission arrangements with the student, including changes to the assignment due date, category or type, where a variation is justified and in the student’s best interest.
Variations to assignments should only be negotiated when there is a strong justification to do so, and other forms of variations are not appropriate.
8.1 How to negotiate an assignment
Students must email their [Course Coordinator] as soon as they are aware they may need to negotiate their assignment, outlining their reasons for wanting to negotiate a change to their assignment. The student may be required to provide evidence to support this negotiation (see section 8.3).
8.2 Approving negotiations
The [Course Coordinator] may negotiate a possible assignment change with the student. Negotiated assignments must be approved by the relevant [College role]. Each case will be considered individually, including if:
- the student is eligible for another type of variation listed in this procedure
- the request is not based on a future activity or event that could reasonably be planned around to allow the student to submit the assignment on time
- the variation would allow the student to demonstrate course learning outcomes, without giving them an academic advantage over other students in the course.
Negotiated changes may include, but are not limited to, changing:
- the submission date, provided that it will not disadvantage other students in the class
- the assignment category and type, such as changing a group presentation to a one-on-one presentation.
Any variation that impacts on other assignments in the course should be considered under our [Reasonable Adjustments Procedure].
The student will be notified of the outcome via email, and the variation recorded in the [student system]. Students may choose to not accept the negotiated assignment.
8.3 Supporting documentation for negotiated assignments
[Course Coordinators] may request supporting documentation based on the student’s individual circumstances. This could include a letter from a health professional or support from a cultural group, Elder or community leader.
Definitions used in our procedure
Please refer to our Adelaide University glossary for a full list of our definitions.
Assessment means a process where a student demonstrates their attainment of learning outcomes, through the completion of graded or non-graded activities.
Assignment means assessment tasks. Assignments can be graded, non-graded, or purely formative (see definitions for each of these terms).
Centrally scheduled assignment means a time-bound assignment for which the location, scheduling, and delivery is managed by staff other than those in the relevant college /school/discipline. This is most often represented by central examinations.
Confirmation of Enrolment (CoE) is an official document issued by Adelaide University to international students to confirm enrolment status as required by the Australian Government for student visa holders.
Time-bound assignment means an assignment that is to be undertaken and completed at a defined start and end time. Examples include examinations, tests, and group or individual presentations. Time-bound assignments can be either on campus or online.
Email means sending and/or receiving correspondence via an official Adelaide University email address for current staff and students. For prospective students or other individuals, email means the email address provided to Adelaide University as part of an application for admission, or via any other correspondence.
Foundation university means the University of South Australia and The University of Adelaide.
How our procedure is governed
This Procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.
Parent policy | Assessment Policy |
Policy category | Academic |
Approving authority | co-Vice Chancellors/Vice Chancellor and President |
Policy owner | Deputy Vice Chancellor - Academic |
Responsible officer | Pro Vice Chancellor (Teaching and Learning) |
Effective from | 24 July 2025 |
Review date | 3 years after date this version is approved |
Enquiries | Interim Central Policy Unit/[Central Policy Unit] |
Replaced documents | None |
Legislation and other documents related to this procedure
Higher Education Standards Framework (Thresholds Standards) 2021 1.4 Learning Outcomes and Assessment 2.2 Diversity and Equity |
History of changes
Date approved | To section/clauses | Description of change |
24 July 2025 | N/A | New procedure |
At the time of writing, the organisational structure, positions, committees etc for Adelaide University have not been confirmed. Accordingly, square brackets [ ] temporarily enclose position titles in this procedure until position titles for Adelaide University are confirmed.