Special circumstances - QUT

When can I claim special circumstances?

Special circumstances apply differently depending on the situation.

If you think special circumstances might apply to you, make sure you check the information for your situation.

You might be able to claim special circumstances when:

What can I claim special circumstances for?

When making a claim, you must provide independent supporting documents with your application to demonstrate special circumstances. You'll need to provide different types of documents depending on what your special circumstances are.

Photographic imagery depicting special circumstances will not be accepted and should not be included as a form of documentation. Only photos of official documentation (e.g. medical certificates) will be accepted.

Special circumstances may be accepted for some applications but not for others. For example, if you're sick you may be granted an assignment extension but remain ineligible to withdraw without academic penalty from a unit. Withdrawing without financial or academic penalty after the due dates requires more substantial supporting documentation to be provided.

Health conditions (physical and mental)

You may be able to claim special circumstances if you're unwell, or a pre-existing physical or mental health condition has changed to such an extent that you're unable to continue studying, either temporarily or for the remainder of the semester.

Documents you must supply

You must provide a certificate or letter from a registered health practitioner, stating:

the date(s) the practitioner examined you
the nature, severity and duration of the complaint (where appropriate)
that, in the practitioner's opinion, you weren't fit to study or sit an exam on the relevant date (dates must be specified)
the health practitioner's name, contact details, provider number and signature.

A statement that you are or were suffering from a 'medical condition' without supporting comments from the practitioner on the effect of the complaint will not be sufficient.

Certificates provided must be dated within the time frame of the teaching period for which you are applying. Retrospective certificates will only be accepted where the issuing practitioner provides a dated history of your treatment.

We won't accept your application if your certificate or letter does not comply with these requirements. If it doesn't comply, you'll need to submit a new medical certificate or letter before we will process your application.

Attempts to alter, amend or falsify information on a medical certificate or letter from a registered health practitioner may result in formal disciplinary action. We regularly check medical certificates, letters and supporting documents to confirm their accuracy.

If you have a QUT Access Equity Plan, which is current for the semester and contains an assignment extension recommendation, we'll consider it as documentation for an assignment extension.

If you've tested positive for COVID-19, you should attach a medical certificate from a registered health practitioner (including supporting information from the practitioner as listed above).

Family or personal circumstances

You may be able to claim special circumstances if family or personal circumstances beyond your control have arisen or become apparent, and make it unreasonable for you to undertake study for a short period of time or expect you to continue studying for the remainder of the semester.

Family or personal circumstances include:

death or serious illness of a close family member or friend
significant medical problems within your family
family or relationship breakdown
domestic and/or family violence
severe disruption to domestic arrangements
being victim of a crime or accident
collapse of a family business which is severe enough to require your personal attention or unreasonable to expect you to commence or continue studies.

Documents you must supply

A decision based on family or personal circumstances is more subjective than one based on medical grounds.

Depending on the nature of the circumstances, supporting evidence may include a medical certificate, carer's certificate, or a letter from a relevant professional (such as a counsellor, QUT Harassment and Discrimination Adviser, police officer, or funeral director).

The supporting documentation must contain the name, date and contact details of the person providing the evidence. It should also demonstrate the impact these circumstances have had on your ability to complete your studies, assignments or exams.

Employment-related circumstances

You may be able to claim employment-related special circumstances if your employment status or arrangements have changed to make it unreasonable to expect you to continue studying.

Employment-related circumstances may include:

defence reserve service
transfer to another city or country
substantial changes to your employment such as unexpected increase in responsibility and work hours.

Sudden and unplanned travel for work that's beyond your control may be considered for an assignment extension or deferred exam.

Applying for and being appointed to a new position, ordinary work commitments and irregular/casual work will not be grounds for employment-related applications as these are normally circumstances within your control.

International students on student visas can't claim employment-related special circumstances.

Documents you must supply

You'll need to provide a signed and dated statement from your employer on official company letterhead stating:

the existence of unforeseen and extraordinary work commitments including the date(s) the conditions of employment changed
how this affects your study or your ability to complete assignments or exams
evidence of unexpected travel commitments (where applicable).

Unavoidable commitments

You may be able to claim special circumstances for unavoidable commitments in very limited cases. These are:

jury duty or other court appearances
proceedings related to domestic and/or family violence or discrimination matters
sporting events where you have been selected to represent at a state, national or international event
significant cultural commitments
State Emergency Service call-out in the event of an emergency.

Documents you must supply

A signed and dated statement on official letterhead from an appropriate representative of the organisation stating:

the date of the jury duty, court appearance, sporting or cultural event, or emergency service
how this affects your study or ability to complete assignments or exams
why these commitments were unavoidable.

Course-related circumstances

You may be able to claim special circumstances if a unit has been changed and therefore you'll be disadvantaged by either:

not being able to complete the unit
not being given credit towards other units or courses.

Other eligible course-related special circumstances may include:

placement
Work Integrated Learning
study tours/field trips
cross-institutional study
university-sanctioned activities related to your course.

Documents you must supply

If a unit has been changed: A supporting statement from the QUT school or faculty that offers the unit, clearly indicating that changes made it impracticable for you to complete the unit requirements.
For other course-related special circumstances: A supporting statement from the QUT school or faculty that offers the relevant unit or course that details the nature of your circumstances, the relevant dates and how this affects your study or ability to complete assignments or exams.

Unexpected political, civil or natural events

You may be able to claim special circumstances if unexpected political, civil or natural events beyond your control have arisen or become apparent and make it unreasonable for you to either: