1. Introduction
GCAST treats all students without prejudice and recognises that unavoidable circumstances may adversely affect a student’s attendance, ability to complete assessments, and participation.
2. Definitions
Reasonable Adjustments: Reasonable adjustments are predefined modifications or support mechanisms provided to students with documented disabilities or special educational needs. These adjustments are based on the courses' academic requirements and are agreed upon in advance to ensure equal access to educational opportunities.
Mitigating Circumstances: Mitigating circumstances are unforeseen or highly disruptive events that are beyond a student's control, which significantly impact their ability to engage in academic activities.
3. Accepted reasons and examples of mitigating circumstances and long-term health conditions for reasonable adjustments at GCAST include:
a.A sudden deterioration in a chronic mental and/or physical health condition.
b.Short-term serious or significant illness resulting in the need for medical intervention.
c.Conditions relating to neurodiversity and special learning difficulties (e.g., autism spectrum conditions, attention deficit hyperactivity disorder (ADHD), attention deficit disorder (ADD), dyscalculia, dyslexia, or dyspraxia.)
d.Motor disorders.
e.Motor impairment.
f.Physical and perceptual impairments.
Students must seek immediate medical or professional help if their condition worsens unexpectedly and contact their counsellor immediately if experiencing difficulties attending or participating in studies. In addition, if a student is experiencing difficulties in attending and participating in their studies, they must contact their counsellor immediately.
4. Students who are in the process of declaring their special educational needs are given reasonable adjustments based on academic suitability for the course of study. These adjustments are agreed in advance and are not included in mitigating circumstances. Long-term disability should not be used as a ground for mitigating circumstances as it is a retrospective process, and the disability is usually registered by the Student Affairs Office.
5. Certain conditions are not considered mitigating circumstances:
a.Poor time management.
b.Long-term SEN/D conditions for which the student already receives adjustments.
c.Unawareness of submission deadlines or examination schedules.
d.Lack of awareness of the Attendance Policy.
Students are expected to manage these issues within the context of their responsibilities as students.
6. Support and Procedures for SEN/D Students
Declaration of Needs: Students declaring special educational needs are provided with reasonable adjustments that do not count as mitigating circumstances. Long-term health conditions and disabilities are documented by the Student Affairs Office and managed through ongoing support rather than ad hoc mitigation.
Assessment Adjustments: During the assessment period, SEN/D students requiring additional support and accommodations can contact the Academic Affairs Office.
Examination Deferment:
·SEN/D students unable to take examinations due to illness or other mitigating circumstances can apply for deferment.
·Applications for deferment must be made in advance through the educational administration system and supported by appropriate documentation. If students do not apply in advance to defer an examination, they will be marked as absent for that final exam.
·Applications are processed and approved by the Academic Affairs Office, and deferred exams are scheduled for the following semester.
7. Additional Forms and Support
SEN Concession Approval: If additional adjustments are required, students need to complete a SEN Concession Approval Form, which will be approved by the Academic Affairs Office to be effective.
8. Regulations
GCAST has established regulations on examination management (see Regulations on Examination Management of Guangzhou College of Applied Science and Technology) to ensure that all processes are handled fairly and systematically, adhering to institutional standards and policies.
