Purpose

The purpose of this policy is to ensure that all learners at CARM have fair and equitable access to assessments, enabling them to fully demonstrate their knowledge, skills, and competencies, regardless of circumstances that may temporarily or permanently affect their performance. Learners may experience a range of challenges, including illness, injury, disability, learning difficulties, personal trauma, or other unforeseen events, which could disadvantage them under standard assessment conditions. This policy recognises these challenges and sets out the framework for providing appropriate support through both special considerations and reasonable adjustments.

Special considerations are designed to address short-term or unexpected circumstances, offering learners the opportunity to complete assessments without being unfairly penalised. Reasonable adjustments, on the other hand, provide planned accommodations for learners with long-term conditions or specific learning needs, ensuring that they can access assessments on an equal footing with their peers. Both approaches are intended to remove barriers to learning and assessment while maintaining the integrity and credibility of CARM qualifications.

Through this policy, CARM seeks to promote fairness, inclusivity, and academic integrity by providing clear guidance for learners and staff on how to request, implement, and manage adjustments. It ensures compliance with relevant legislation, including the Equality Act 2010, as well as the regulations and expectations of awarding bodies. Ultimately, the purpose of this policy is to balance learner support with assessment fairness, enabling all learners to participate fully and equitably in assessments, while preserving the value and reliability of CARM’s academic standards.

Scope

This policy applies to all learners enrolled on programmes offered by CARM, regardless of mode of study, level of qualification, or location of assessment. It encompasses every individual who undertakes assessments, including coursework, examinations, practical activities, projects, presentations, and any other form of evaluation used to measure learning outcomes. The policy also applies to all staff involved in teaching, assessment, administration, or support roles, as they are responsible for identifying potential needs, implementing adjustments, and ensuring fair assessment practices.

The scope of the policy covers both special considerations and reasonable adjustments. Special considerations address temporary or unforeseen circumstances that may disadvantage a learner during an assessment period, such as illness, personal emergencies, or technical failures. Reasonable adjustments relate to long-term or permanent conditions, including disabilities, specific learning difficulties, or other ongoing needs that require planned accommodations. By covering both of these areas, the policy ensures that all learners are given equitable opportunities to succeed, while maintaining the integrity, fairness, and validity of CARM’s assessments and qualifications.

Additionally, the policy applies to all forms of assessment delivery, whether conducted in-person, online, or through hybrid formats. It is relevant throughout the learner’s journey, from induction and enrolment to assessment submission and completion. By defining this broad scope, CARM underscores its commitment to inclusivity, fairness, and adherence to legislative and awarding body requirements.

Definitions

Special Considerations
Special considerations are measures applied to address temporary or unforeseen circumstances that may negatively impact a learner’s ability to perform in assessments. These circumstances are typically short-term and beyond the learner’s control. Special considerations aim to provide learners with a fair opportunity to demonstrate their knowledge and skills without altering the assessment standards or learning outcomes.

Examples of special considerations include:

• Sudden illness or injury occurring immediately before or during an assessment.
• Bereavement or significant personal trauma.
• Severe technical issues, such as IT failures during online assessments.
• Other exceptional situations that could disadvantage a learner under normal assessment conditions.

Outcomes of special considerations may include extensions to submission deadlines, deferred assessments, or adjustments to assessment conditions, such as additional time or a separate room.

Reasonable Adjustments
Reasonable adjustments are planned modifications made to teaching, learning, or assessment arrangements to support learners with long-term conditions, disabilities, or specific learning needs. These adjustments ensure equitable access without giving learners an unfair advantage.

Common examples include:

• Additional time for examinations or assessments.
• Alternative formats for materials, such as large print, Braille, or electronic submissions.
• Use of assistive technology, including screen readers or speech-to-text software.
• Adjustments to assessment environments, such as a separate room or reduced distractions.
• Modifications to physical access or required equipment.

Reasonable adjustments are implemented consistently and documented to ensure fairness and compliance with CARM policies and awarding body regulations.

Key Points

• Special considerations are for short-term, unexpected circumstances, while reasonable adjustments address long-term or ongoing needs.
• Both approaches aim to ensure fairness and inclusivity, enabling learners to demonstrate their abilities under conditions that do not compromise academic standards.
• Requests for either form of support require appropriate evidence and are reviewed carefully to maintain transparency, consistency, and integrity in all assessments.

Principles

CARM is committed to promoting fairness, equity, and inclusivity in all aspects of teaching, learning, and assessment. The principles outlined below guide the application of special considerations and reasonable adjustments, ensuring that learners are supported while maintaining the integrity of assessments and qualifications.

Fairness and Equity
CARM ensures that all learners have an equal opportunity to demonstrate their knowledge and skills. Special considerations and reasonable adjustments are applied consistently and proportionately, so that learners are not unfairly advantaged or disadvantaged due to circumstances beyond their control.

Transparency
Processes for requesting, assessing, and implementing special considerations or reasonable adjustments are clearly communicated to learners and staff. Learners are informed of the criteria, required evidence, and potential outcomes, ensuring clarity and understanding throughout the process.

Compliance
CARM’s approach aligns with legislation, including the Equality Act 2010, and the regulations of awarding bodies. The institution ensures that adjustments do not compromise assessment standards, learning outcomes, or the credibility of qualifications.

Confidentiality
All requests for special considerations or reasonable adjustments are handled sensitively and confidentially. Personal and medical information is protected in line with CARM’s data protection policies.

Timely Support
CARM prioritises prompt action to implement approved adjustments, minimising disruption to the learner’s assessment experience. Staff are responsible for ensuring that all agreed measures are in place before assessments take place.

Consistency and Monitoring

• Adjustments and considerations are applied consistently across similar cases.
• Regular monitoring and review ensure that measures remain appropriate and effective, and that any changes in a learner’s needs are addressed promptly.

Education and Awareness
CARM encourages both learners and staff to understand the purpose of special considerations and reasonable adjustments. Learners are guided on how to request support, while staff are trained to identify needs, implement adjustments, and maintain fairness in assessment processes.

Key Outcome
The overarching principle is to balance learner support with assessment integrity, enabling learners to fully demonstrate their abilities while safeguarding the fairness, reliability, and credibility of CARM qualifications.

Procedures for Special Considerations

CARM provides a clear process for learners to request special considerations when temporary or unforeseen circumstances affect assessment performance. The procedures ensure fairness, consistency, and transparency.

Application
Learners must submit requests for special considerations as soon as possible, ideally before the assessment date or within the timeframe specified in the assessment schedule. Requests should include relevant supporting evidence, such as medical certificates, letters from healthcare professionals, or other documentation that verifies the circumstances.

Review and Assessment

• Requests are initially reviewed by the module tutor, assessor, or programme coordinator to determine whether the circumstances justify special consideration.
• Consideration is given to the severity and timing of the event, the impact on the learner’s performance, and the evidence provided.
• All reviews are conducted in line with CARM policies and awarding body regulations.

Outcome
If a request is approved, possible outcomes include:

• Extension of submission deadlines.
• Deferred assessments or rescheduled examinations.
• Adjustments to assessment conditions, such as additional time or a separate room.

Learners are notified in writing of the outcome, including any adjustments or conditions applied. Requests may be denied if evidence is insufficient or the circumstances do not meet the criteria for special consideration.

Procedures for Reasonable Adjustments

Reasonable adjustments support learners with long-term conditions, disabilities, or specific learning needs, ensuring equitable access to assessments without compromising academic standards.

Identification and Disclosure

• Learners are encouraged to disclose any long-term conditions, disabilities, or learning needs during induction, enrolment, or ongoing support meetings.
• Early disclosure allows CARM to assess needs and plan appropriate adjustments in a timely manner.

Assessment and Planning

• The institution may request supporting documentation, such as medical reports, educational psychologist assessments, or specialist recommendations.
• Adjustments are planned collaboratively between the learner, relevant tutors, and support staff to ensure they are appropriate, feasible, and consistent with assessment requirements.

Implementation

• Approved adjustments are documented and communicated to all relevant staff to ensure they are applied consistently across all assessments.
• Staff are responsible for ensuring that adjustments are in place before the assessment and monitored for effectiveness during implementation.

Review and Monitoring

• Adjustments are regularly reviewed to ensure they continue to meet the learner’s needs.
• If a learner’s condition changes or assessment requirements evolve, adjustments may be revised in consultation with the learner and relevant staff.

Key Notes

Reasonable adjustments are intended to provide learners with equitable access to assessments, ensuring they can fully demonstrate their knowledge and skills without receiving an unfair advantage. Both staff and learners share responsibility for ensuring that these adjustments are implemented correctly and in accordance with CARM policy. To maintain transparency, consistency, and compliance with awarding body requirements and relevant legislation, all requests for adjustments and their outcomes are thoroughly documented and securely retained.

Roles and Responsibilities

CARM recognises that the effective implementation of special considerations and reasonable adjustments requires a shared responsibility between learners, staff, and management.

Learners:

• Must disclose any conditions or circumstances that may affect assessment performance.
• Should provide appropriate evidence to support requests for adjustments or special considerations.
• Are expected to follow guidance on assessment procedures and use any approved adjustments responsibly.

Staff (Tutors, Assessors, and Administrative Personnel):

• Identify potential needs and guide learners in submitting requests.
• Ensure that approved adjustments are applied consistently and in accordance with policy.
• Maintain confidentiality and fairness throughout the process.

Programme Coordinators and Senior Management:

• Oversee the process to ensure consistency, transparency, and compliance with awarding body regulations.
• Provide guidance to staff and learners on policy requirements.
• Monitor implementation to ensure adjustments remain effective and appropriate.

Record Keeping

CARM maintains robust record-keeping procedures to ensure transparency, accountability, and compliance.

• All requests for special considerations and reasonable adjustments, including supporting evidence and outcomes, are documented and securely stored.
• Records are retained according to CARM’s data protection and retention policies.
• Documentation supports consistent application of the policy, audit requirements, and compliance with awarding body and legislative regulations.
• Aggregated data from records may be reviewed to identify trends, evaluate the effectiveness of adjustments, and inform updates to staff training or institutional processes.

9. Review

CARM is committed to regularly reviewing its Special Considerations and Reasonable Adjustments Policy to ensure that it remains effective, fair, and aligned with current legislation and awarding body requirements. The policy is reviewed at least annually or sooner if regulatory, legislative, or institutional changes occur. Reviews take into account feedback from learners, staff, and awarding bodies to identify areas for improvement and to strengthen policy implementation. Any updates or revisions are communicated clearly to all learners and staff, including guidance on procedural or responsibility changes. This ongoing review process ensures that the policy continues to provide equitable access to assessments while maintaining the integrity, reliability, and credibility of CARM qualifications.