Replacement Assessment

Student Details

*Please note that the Student Hub will only accept and respond to applications via your vcconnect email addresses.

Application Details

Supporting Docs

      Please refer to the IIE009 Assessment Policy for a full and detailed explanation of the policy
      Section 10.2, 10.4, 10.7 in IIE009

      The key general permitted exceptions for which an application on the Student Hub is required, are:

      1. Two opportunities per academic year (no documentary proof required)
      2. Death of an immediate family member;
      3. Own serious illness or injury;
      4. Serious illness or injury of an immediate family member;
      5. Official representation in recognised provincial/ national/ international competitions;
      6. Court appearances and visa renewal appointments; and
      7. Serious crime and motor vehicle accidents.
      8. Special Exceptions for Work Related Reasons for Students Registered Part-time in the Contact or Distance Mode or Short Learning Programmes
      9. National or Regional Unrests, Protests, Strikes or Vandalism

      Appropriate documentary proof must accompany the application on the Student Hub unless otherwise specified.

      Two Opportunities per Academic Year (no documentary proof required)

      (Applicable to formative assessments under exam conditions only. For assessments relating to submission deadlines where supporting documentary is required, please refer to 10.3.3. For instances relating to summative assessment where no documentary proof is required, please refer to 10.6)

      • The policy allows students, on no more than two occasions per academic year, to be granted a concession without having to give reasons for missing the assessment or motivating for a replacement assessment and with no requirement to provide documentary proof.
      • This provision for two opportunities per academic year is intended to assist students with unavoidable circumstances that do not fall within the ambit of the other general permitted exceptions in the policy.
      • It should be noted that students still have to complete the required assessment and the concession relates only to the timing.
      • As these opportunities are limited to only two per academic year, students should ensure that they are only invoked for unavoidable circumstances as once they have been used no further opportunities under this concession will be provided.

      Death of an Immediate Family Member

      Immediate family means:

      • Spouse or life partner,
      • Parents (biological, legal or de facto),
      • Grandparents (biological, legal or de facto),
      • Sibling (brother or sister),
      • Children,
      • In-laws (father-in-law, mother-in-law, sister-in-law, brother-in-law; and
      • Any other relatives who are financially supported by the person concerned.

      In addition, an immediate family is one in which there are not more than two steps in the kinship relationship. (e.g. a biological aunt is thus immediate family while the biological aunt of one’s spouse or life partner is not considered to be immediate family.)

      The following documents are required for an exception based on the death of an immediate family member:

      • An affidavit confirming the kinship relationship signed by both the student and one other immediate family member; and
      • A copy of the death certificate:
      • Where the death certificate is not available on the new deadline or when the assessment is rewritten under examination conditions the assessment will not be marked until the certificate is provided.
      • The onus is on the student to provide the death certificate for the work to be marked, and
      • If a death certificate is not provided within three weeks of the death concerned, a mark of 0% will be entered.

      Own Serious Illness or Injury

      A student may apply for an exception based on own serious illness or injury.

      • Serious illness or injury is an illness defined by a medical practitioner as making it impossible or unwise (for reasons such as further health risks to the student or other students) for a student to attend on the day concerned.

      The following documents are required for an exception based on own serious illness or injury:

      • A medical certificate (which may include a certificate from a clinic) from a registered health care professional within whose scope of practice a diagnosis is permitted, valid for the day of the assessment.
      • The onus is on the student to ensure that:
        1. Any medical certificate submitted for purposes of an assessment exception makes the severity of the illness or injury clear.
        2. Practitioners know that they may be contacted to verify the severity of the illness or injury and the time that the student has been booked off (but not the details of the diagnosis) and should therefore have provided the appropriate consent to the practitioner to do so.

      Serious Illness or Injury of an Immediate Family Member

      A serious illness or injury of an immediate family member defined would be:

      • An illness that requires the student to be absent in order to attend to the support of the person concerned;
      • For a short period of time.

      The following documents are required for an exception based on serious illness or injury of an immediate family member:

      • An affidavit or other form of proof of the kinship relationship.
      • A medical certificate (which may include a certificate from a clinic) from a registered health care professional within whose scope of practice a diagnosis is permitted, valid for the day of the assessment.
      • The onus is on students to ensure that practitioners know that they may be contacted to verify the severity of the illness or injury of the immediate family member concerned. The student should therefore have ensured that their immediate family member provided the appropriate consent to the practitioner to do so.

      Official Representation in Recognised National/ International Competitions

      • A student who is participating in a recognised national/ international competition as an official representative of a province/ South Africa, or has been appointed as an official at such an event by a recognised sporting body (supported by documentation from the sports body/ team manager / event organiser confirming details of the event) may apply for a concession.

      Court Appearance and Visa Renewal Appointments

      • A student not able to attend an assessment due to a court appearance must provide a certified copy of the subpoena requiring them to attend court on the day in question.
      • A student not able to attend an assessment due to an appointment to renew a study visa or residence visa must provide proof of such appointment in respect for visa renewal requiring them to attend the visa renewal offices on the day in question. No concessions are granted for appointments related to other visas.

      Serious Crime and Motor Vehicle Accident (MVA)

      • A student not able to attend an assessment due to a motor vehicle accident in which someone was injured must provide the details of the accident and a police case number as well as an affidavit completed at a police station confirming that they were not permitted to leave the scene. A formal accident report would also be useful supporting information.
      • A student who has directly been the victim of a crime that involved violence or a serious threat of violence must provide the details of the crime and a police case number as well as an affidavit completed at a police station confirming the crime and their involvement in it.
      • A student using this concession is required to provide documentary proof of at least one counselling session attended either with a counsellor employed by The IIE (in person or by phone) or a counsellor in private practice. The concession will not be approved without this evidence.

      Special Exceptions for Work Related Reasons for Students Registered Part-time in either Contact or Distance Mode and for Short Learning Programme Students
      Section 10.4 in IIE 009

      • A student registered part-time who is employed and is prevented for reasons associated with their employment from submitting work on time or attending an assessment under examination conditions may apply once per semester, on the Student Hub, for a replacement assessment or a deadline extension of no more than five working days depending on the nature of the assessment. A letter supporting the request is required from the employer or place of work.

      National or Regional Unrests, Protests, Strikes or Vandalism
      Section 10.7 in IIE 009

      • Where students are unable to get to their campus to write a test or an examination, or submit an assignment due to a national or regional unrest, such as a protest, taxi/ train/ bus violence or strikes or vandalism, may apply for a replacement assessment via the Student Hub. If the assessment is a submission they are required to submit on the first day that it is possible for students to return to campus from the affected areas.
      • The Student Hub Academic Operations Coordinator (AOC) who handled the query may request the student to submit supporting evidence if a specific incident was not widely published. In such instances, the student can write the replacement assessment in the next available opportunity/ sitting – in the case of examinations, the assessment will constitute the same sitting as what the student was originally meant to write with the relevant assessment rules applicable. If it was the student’s first sitting, then no capping of the marks will apply.
      • In the case of a missed test, the campus will arrange a replacement assessment accordingly.
      • In the case of an assignment deadline the submission is to be done the day immediately after cessation of the civil unrest that made submission impossible if physical submission was required.

      Teaching Experience

      • Absence from Teaching Experience for three (3) or more days in the required consecutive week period, will in specific situations require a student to complete an additional Teaching Experience sitting on dates to be determined by The IIE’s Brand School of Education.
      • For full details, please consult the Teaching Experience Annexure TE114/TE214/TE314/TE414 The Rules and Regulations for Leave of Absence from Teaching Experience (2019)
      • Students may apply to complete the additional Teaching Experience sitting if they qualify based upon the types of concessions or exceptions (excluding the two opportunities per academic year, no documentary proof required) in the Assessment Strategy and Policy (v12) (IIE: 009) as outlined on pages 31--41 (IIE, 2019: 31-41).
      • The types of concessions or exceptions applicable are listed above.
      • The Application for Teaching Experience Additional Sitting requires the inclusion of a further supporting document: Attendance Register (TE103/TE203/TE303/TE403). This is in addition to the appropriate documentary proof as is required to accompany the application on the Student Hub.

      Education Condoned Absence:

      • Lecture Attendance is a mandatory requirement for specific Education Modules.
      • For full details, please consult the Teaching Experience Annexure TE101c/TE201c/TE301c/TE401c The Lecture Attendance Requirements for Modules Aligned to School-based WIL
      • Students who are absent are required to provide proof thereof. Regardless of the nature of the absence, students should be expected to follow the proper procedure in all cases when the identified modules lectures are going to be missed. This protocol aligns with the responsibilities and expectations of teaching professionals when reporting absences. Teacher candidates are expected to be fully accountable for any absences that may occur over the course of the Teacher Education Program.
      • If the reason for missing a scheduled lecture aligns to one of the concessions or exceptions (excluding the two opportunities per academic year, no documentary proof required) in the Assessment Strategy and Policy (v12) (IIE: 009) as outlined on pages 31--41 (IIE, 2019: 31-41), the supporting documentation needs to be lodged on the Student Hub within five working days of the missed lecture sessions. The onus is on the student to manage timelines accordingly.
      • The types of concessions or exceptions applicable are listed above.
      • The appropriate documentary proof is required to accompany the application on the Student Hub for Education Condoned Absence.

      Procedure for Assessment Exceptions
      Section 10.3 in IIE 009

      • Students submit complete applications on the Student Hub.
      • Applications must be submitted with all necessary supporting documentation and correct information.
      • Applications will be considered based on the documentation provided in the original application.
      • Students submitting incorrect query details run the risk of having their application declined on that basis.
      • Completed applications must be submitted online by close of business on the fifth working day after the date of the test or examination that has been missed, or the fifth working day after the day of release of results in the case of tests or examinations.

      Assessments under Examination Conditions – Summative or Formative Replacement Assessment

      If the reason for missing an assessment is due to one of the seven reasons above, an application with supporting documentation needs to be lodged on the Student Hub within five working days of the missed assessment or deadline. The onus is on the student to manage timelines accordingly.

      The application must be fully supported with required documentation as additional documentation that was not originally submitted will not be considered in the case of an appeal.

      If the application is approved, the student will be permitted to write:

      • A replacement test in the next available scheduled sitting – if this sitting is also missed, a mark of 0% is automatically entered unless the student qualifies for a discretionary reweight; or
      • A replacement examination in the next examination sitting which may not be in the same academic year depending on the sitting in which the examination was missed.

      If no application is submitted, a mark of 0% is entered after five working days.

      The concession will normally only be approved once per semester for each official representation and illness. Where examinations or tests are scheduled in the same period (days close to each other) the concession may apply to more than one actual test or examination but cannot be applied to more than one period. Only if the injury or illness (of the student) has made it physically impossible to apply within the five working days such as a result of extended hospitalisation (for which medical evidence is required) will the five day period be extended.

      Assessments with Submission Deadlines – Summative or Formative

      An application for a concession related to a missed submission deadline, with the supporting documentation referencing the reason, needs to be lodged on the Student Hub no later than five working days after the missed deadline.

      When the reason for failure to submit on deadline is related to one of the death or serious illness scenarios a maximum of five working days would normally be granted to submit the assessment counting from the original required submission date.

      The submission itself must be made no later than five working days after the missed deadline. The work will however only be marked when the student provides proof of the application having been approved.

      In exceptional circumstances, if supported by the documentation provided, the Student Hub may allow a student a further five working days to submit the work. Additional time may not be granted more than once in an academic year.

      The date of any other assessment that has been scheduled is not impacted and will not be moved because of late submissions.

      Concessions based on the above will normally only be awarded once per reason, per semester, per year unless the student is subject to any of the further general exceptions.

      Varsity College is an educational brand of The Independent Institute of Education (Pty) Ltd which is registered with the Department of Higher Education and Training as a private higher education institution under the Higher Education Act,1997 (reg. no. 2007/HE07/002). Company registration number: 1987/004754/07.