Reasonable Adjustments and Special Considerations policy
Aligned with Qualifications Scotland, Summit Qualifications and CILEX Requirements
1. Purpose
Datalaw is committed to ensuring all learners have equal access to assessment and learning opportunities. This policy sets out how Datalaw supports learners who experience long-term or temporary difficulties which may impact their ability to demonstrate their true competence. This policy aligns with the requirements of Qualifications Scotland (QS), Summit Qualifications and the Chartered Institute of Legal Executives (CILEX) and complies with the Equality Act 2010.
2. Scope
This policy applies to all learners enrolled on QS, Summit Qualifications or CILEX-accredited programmes and apprenticeships delivered by Datalaw, and to all staff involved in assessment, verification, administration, and quality assurance.
3. Principles
- Learners should not be unfairly disadvantaged in assessment due to disability, medical condition, or adverse circumstance.
- Adjustments and considerations must not compromise the integrity, validity, or reliability of assessment outcomes.
- Decisions will be made consistently, transparently, and in line with awarding body criteria.
- Confidentiality and data protection (GDPR, 2018) will be always upheld.
4. Definitions
4.1 Reasonable Adjustments
Learners may be identified as having assessment requirements in relation to, for example, learning difficulties, a visual or hearing impairment, or where English is not their first language. This means that they may need appropriate support with their learning and development to help them meet the required standards, such as help with communication and number skills; adapted equipment and physical environment; special information technology; and confidence building.
Assessment must be available to all those who have the potential to achieve the standard required for a qualification. To achieve this some Learners may need access to alternative means of providing evidence and/or be provided with additional support. Care needs to be taken that any proposed alternative assessment methods are of equal quality, rigour and equivalent to those normally provided for the qualification to demonstrate that the Learner can achieve the required standard. This requirement is in place to protect the integrity of assessment and the qualification.
A reasonable adjustment is any action or tool that is applied to help reduce the effect of a disability or difficulty that places the Learner at a substantial disadvantage in the assessment situation. It is made to an assessment for a qualification to enable a disadvantaged learner to demonstrate their knowledge, skills and understanding at the level of attainment required by the specification for that qualification.
Reasonable adjustments will not be approved where they involve unreasonable costs; involve unreasonable timeframes; or affect the security or integrity of the assessment. This is due to the adjustment not being considered ‘reasonable’.
Summit Qualifications UK, Qualifications Scotland and CILEX approve of the following reasonable adjustments, as standard: use of coloured overlays for dyslexic Learners; use of a word processor for written work; additional time; Braille or modified papers; and use of a reader or scribe.
Pre-planned changes made to assessment arrangements to remove barriers for learners with long-term or permanent difficulties. Any action that reduces the effect of a disability or difficulty, enabling a learner to demonstrate required knowledge and skills without altering assessment standards. Examples:
- Extra time
- Adapted materials (Braille, large print)
- Assistive technology
- Alternative assessment formats (oral instead of written)
- Modified room arrangements (Must not compromise validity or give unfair advantage)
Adjustments must reflect the learner’s normal way of working and be agreed in advance of assessment.
4.2 Special Considerations
Post-assessment measures for learners who experience temporary illness, injury, bereavement, or exceptional circumstances affecting performance. Requests must be made within 10 working days (QS) or 5 working days (CILEX) of the affected assessment. Usually:
- Minor mark adjustment (e.g., up to 3%, exceptionally 5%)
- Rescheduling assessment without extra cost (Cannot award a qualification without completing all components)
5. Centre Responsibilities in applying for reasonable adjustments
Centres must always check the qualification specification and associated assessment guidance for any minimum standards that must be met on assessment. Centre staff must be aware that sometimes Learners may not be able to meet the criteria for some qualifications, where an adjustment is dis-allowed.
Centres must take all reasonable steps to identify and support any special assessment needs well before the Learner takes an assessment. The Centre must apply to Summit Qualifications, Qualifications Scotland or CILEX for a reasonable adjustment for a Learner using the simple online Summit application form at least 30 working days before the assessment, or longer where the Centre wishes Summit Qualifications to supply a braille or a modified version of a paper, for example. In making this application the Centre will need to provide supporting evidence (uploaded to the online Summit application form) of the Learner’s disability or difficulty:
- Medical evidence (GP, consultant, mental health practitioner)
- Diagnostic assessments (educational psychologist, specialist teacher)
- EHCP or historical SEN documentation (if still relevant)
- Employer or training provider evidence of normal working practice
- Records of assistive technology, workplace adjustments
- Previous access arrangements (e.g., JCQ)
- Additional learning needs plans/IPLs (minimum the last 4 completed before entering EPA)
It is recommended that the Centre speaks to Summit Qualifications in advance to discuss what they need to submit. Summit Qualifications will acknowledge applications within 5 working days and provide a decision or request for further information within 15 working days of the date of the acknowledgment. If additional information is requested by Summit Qualifications its decision will be 15 days after receipt of satisfactory information. Please use the online Summit Reasonable Adjustments application form to seek approval. Centres must also ensure that the Learner is involved in and agrees to the application and sharing of their information.
6. Responsibilities
Learners: Inform Datalaw early of any needs, provide evidence, and cooperate in planning.
Coaches and Tutors: Identify needs, notify the Quality Team, and implement approved adjustments.
Internal Quality Assurer (IQA): Ensure consistent application and compliance.
Quality Manager: Review requests, seek awarding body approval, and maintain secure records.
7. Process for Requesting Reasonable Adjustments
- Learner Disclosure – at enrolment or when a need is identified.
- Evidence Collection – learner provides supporting documentation.
- Internal Review – Quality Manager reviews against awarding body criteria.
- Awarding Body Approval – where required, formal approval is sought.
- Implementation – adjustments are confirmed in writing and applied by assessors.
8. Special Considerations
A special consideration is a change to a Learner’s assessment outcome, mark or grade that is made as a result of the Learner experiencing temporary injury, illness, health or a well-being problem at the time of the assessment. Examples of special considerations:
- Interruption during assessment e.g., fire alarm, unauthorised third person entering examination room
- Terminal illness
- Recent bereavement of member of immediate family
- Incapacity
- Recent traumatic experience
- Flare up of severe congenital illness such as epilepsy, diabetes or asthma.
9. Centre responsibilities in applying for Special Considerations
Summit Qualifications, Qualifications Scotland and CILEX will look at each special consideration application on its own merits. The application will require written evidence in support of the application, for example provided by a medical doctor or consultant. Please use the simple online Summit Reasonable Adjustments & Special Considerations application form to apply for a special consideration. Applications for special consideration must be made within 5 days of the assessment having taken place. The Awarding Organisations will acknowledge applications within 5 working days and provide a decision or request for further information within 15 working days of the date of the acknowledgment. If additional information is requested by the Awarding Organisation its decision will be 15 days after receipt of satisfactory information. Centres must also ensure that the Learner is involved in and agrees to the application and sharing of their information.
The Quality Manager or Head of Centre will receive, consider and decide upon all applications for Reasonable Adjustments or Special Considerations. In all cases an appeal may be made against Reasonable Adjustments or Special Consideration decisions.
Training Providers/Centres must keep records of Reasonable Adjustments or Special Consideration they have allowed. These records should be kept for 3 years following the assessment to which they relate in order that the Awarding Organisations can monitor the effectiveness of the Reasonable Adjustments or Special Considerations that have been made.
10. Requesting Special Consideration process
- Learner Notification – learner notifies Datalaw within 5 (CILEX & Summit Qualifications) or 10 (QS) working days.
- Evidence Submission – documentary evidence is provided.
- Review and Submission – Quality Manager reviews and, if needed, submits to awarding body.
- Outcome Notification – learner is informed of the decision.
11. Record Keeping
All records of adjustments and considerations are kept securely for a minimum of three years after certification. Data will only be shared with those directly involved and handled in compliance with GDPR.
12. Confidentiality
All learner information related to reasonable adjustments or special considerations will be treated as confidential and shared only with relevant personnel.
13. Monitoring and Review
The Quality Manager monitors the application of this policy annually. Feedback from learners, staff, and awarding bodies informs updates. The policy will be reviewed annually or earlier if awarding body requirements change.
Appendix A: Request Form for Reasonable Adjustments
Appendix B: Request Form for Special Considerations
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Reviewed by |
Sharon Parsons, Quality Assurance Manager |
Signature |
S E Parsons |
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Document ID |
Document Title |
Version |
Owner/Responsible Person |
Date Issued |
Review Due Date |
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Reasonable Adjustments & Special Considerations policy |
2.0 |
Sharon Parsons/Quality |
21st April 2027 |