This policy outlines the arrangements for reasonable adjustments and special considerations, ensuring fair access to assessment, protection of academic standards and compliance with regulatory and awarding body requirements.

1.0 Purpose

This policy outlines Cavillion Ltd’s procedures for managing reasonable adjustments and special considerations for learners undertaking NCFE-regulated qualifications. It ensures that:

All learners are treated fairly and equitably.

Assessment outcomes remain valid and reliable.

Cavillion complies with the Equality Act 2010 and all relevant guidance.

2.0 Scope

This policy applies to:

All learners enrolled on a qualification at Cavillion Ltd.

All staff involved in admissions, teaching, assessment, internal quality assurance (IQA), and examinations.

All modes of learning, including classroom, blended, online, and practical assessment.

3.0 Definitions

3.1 Reasonable Adjustments

Reasonable adjustments are pre-planned changes made before assessment to reduce or remove disadvantage for learners with a disability, learning difficulty, or temporary impairment, without altering the assessment standards.

Examples include:

Extra time.

Rest breaks.

Use of assistive technology.

Adapted materials.

A scribe or reader.

Modified assessment conditions.

Adjustments must not change the assessment demand.

3.2 Special Considerations

Special considerations are post-assessment adjustments applied when a learner is temporarily disadvantaged during, or unable to complete, an assessment due to circumstances outside their control.

Examples include:

Illness on the day of assessment.

Injury.

Family crisis or bereavement.

Unavoidable disruption during assessment.

Serious personal circumstances.

Special considerations cannot compensate for a lack of achievement of learning outcomes.

4.0 Principles

Cavillion applies the following guiding principles:

Equity: All learners are entitled to fair access to assessment.

Integrity: Assessment standards must never be compromised.

Individual Need: Adjustments are determined on a case-by-case basis.

Evidence-Based: Applications require supporting evidence, such as medical, professional, or contextual evidence.

Proportionality: Adjustments must be appropriate to the learner’s needs.

Compliance: All adjustments must follow awarding body qualification requirements and regulations.

5.0 Responsibilities

Learner

Requests adjustments and provides supporting evidence.

Programme Lead

Advises learners and supports evidence gathering.

Assessment Officer

Implements approved adjustments and ensures security and accuracy.

IQA

Confirms compliance with awarding body requirements.

Assessment Officer

Approves adjustments and special considerations and submits applications to the awarding body when required.

Registry

Updates learner records and stores evidence securely.

CEO / Head of Centre

Has overall accountability for regulatory compliance.

6.0 Reasonable Adjustment Procedure (Pre-Assessment)

6.1 Step 1 – Learner Request

Learners must submit a Reasonable Adjustment Request Form at enrolment or at least 4 weeks before assessment.

If the need arises later, for example due to injury, a request may be made at any time.

6.2 Step 2 – Evidence Submission

Acceptable evidence may include:

Medical documentation.

Educational psychologist report.

Previous exam or assessment support evidence.

Care plan or specialist referral.

Professional letter confirming the condition.

6.3 Step 3 – Review by Programme Lead and IQA

The Programme Lead:

Reviews the alignment between the learner’s needs and the requested adjustments.

Ensures adjustments do not alter the qualification standards.

The IQA confirms that the proposal meets awarding body requirements.

6.4 Step 4 – Approval by Head of School

Final approval is recorded, and the Assessment Officer is notified.

7.0 Special Considerations Procedure (Post-Assessment)

7.1 Step 1 – Learner Notification

The learner, or their representative, must notify Cavillion within 5 working days of the assessment.

7.2 Step 2 – Evidence Submission

Evidence may include:

Medical note confirming illness.

Statement from the learner.

Incident report.

Bereavement documentation, where appropriate.

Assessment room incident logs.

7.3 Step 3 – Centre Review

The Head of School and IQA will:

Verify the situation.

Confirm that the learner could not reasonably have foreseen or prevented the issue.

Ensure the validity of the assessment is maintained.

7.4 Step 4 – Application to NCFE (if required)

If awarding body approval is required:

The Assessment Officer submits the application via the awarding body portal.

Registry retains all submission evidence.

7.5 Step 5 – Outcome and Recording

Learners are notified of the decision in writing.

Outcomes may include:

Mark adjustment, if permitted.

Opportunity to resit without penalty.

Assessment deferral.

10% extra time allocated.

No action, where evidence is insufficient.

8.0 Confidentiality and Data Protection

All requests and supporting evidence are treated confidentially.

Data is stored securely in accordance with UK GDPR and Cavillion’s Privacy Policy.

Records must be retained for a minimum of 3 years, consistent with NCFE requirements for secure record retention.

9.0 Appeals

Learners may appeal decisions relating to reasonable adjustments or special considerations through Cavillion’s Academic Appeals Procedure.

10.0 Malpractice Prevention

Adjustments and special considerations must not:

Give a learner an unfair advantage.

Compromise assessment integrity.

Be used dishonestly.

Any suspected misuse will be investigated under Cavillion’s Malpractice and Maladministration Policy.

11.0 Accessibility of this Policy

Cavillion is committed to ensuring that all members of its community can access and understand this policy.

The policy is published on the Cavillion website and is available in alternative formats upon request, including:

Large print.

Audio.

Screen reader-compatible versions.

If you require this policy in a different format or need assistance accessing its content, please contact mailto:enquiries@cavillion.com or speak to a member of staff.

Cavillion will make reasonable adjustments to ensure accessibility needs are met promptly and effectively.

12.0 Version Control

Document Title: Reasonable & Special Adjustment Policy

Document Reference: RSAP

Version: 1.0

Issuing Authority: Academic Board

Owner: Head of School

Approval Date: 13/03/2026

Last Amended: 13/03/2026

Sensitivity: Unclassified

Effective From: September 2026 for the 2026–2027 Academic Year onwards

Version History

Version: 1

Date: 13/03/2026

Changes: N/A

Reason: New Policy

Author: CEO

Next Review: August 2027