Reasonable Adjustments/Special Considerations policy and procedure
Summary
The Real Consultancy Company (TRCC) is committed to high levels of quality assurance and policies
that are open, transparent and free from bias.
TRCC has a responsibility, under relevant equalities legislation and the requirements of the
qualification regulators, to ensure that all learners have an equal opportunity to demonstrate their
knowledge, skills and understanding to the level of attainment required within each end-point
assessment, and those barriers to achievement are removed where possible. TRCC will ensure that
each learner is given appropriate adjustments/special considerations to the end point assessment
process to provide them an equal opportunity to achieve. This will include a requirement for
employers/main providers that provide assessment facilities for their learners to apply reasonable
adjustments that have been approved by TRCC.
TRCC will not make adjustments to standards or pass marks. All adjustments will be deemed
reasonable and not give the apprentice an unfair advantage.
Definition
A reasonable adjustment helps to reduce the impact of a disability/difficulty that would place an
individual at a disadvantage compared to someone who does not, during an assessment.
A special consideration is considered when the assessment has taken place, and the learner has
been impacted by unforeseen circumstances which is out of the learner’s control.
Responsibilities
The candidate, the Employer, Provider or Centre are responsible for requesting reasonable
adjustments/special considerations.
The Head of Quality & Compliance is responsible for approving reasonable adjustment/special
consideration requests for apprenticeships. The External Quality Assurer in consultation with the
Head of Quality & Compliance is responsible for approving reasonable adjustment/special
consideration requests for qualifications. A record of an approved request will be stored within the
candidate’s file.
Circumstances for Reasonable Adjustments
Adjustments to the assessment process will typically be made if a candidate has a physical, sensory
or mental impairment which has a substantial and short or long-term adverse effect on their ability
to carry out normal day-to-day activities.
Types of Reasonable Adjustments
Types of reasonable adjustments could include the following:
• Extra time to complete the assessment.
• Supervised rest breaks.
• Use of readers, scribes, transcribers, word processors, laptops or micro processing devices.
• Miscellaneous types of reasonable adjustments including brailling of non-secure assessment
materials, taped responses, modified question papers (e.g. enlarged or printed on coloured
paper.
Application Procedure for a Reasonable Adjustments
Requests for reasonable adjustments for learners must be submitted prior to the closure date for
entry to assessment.
TRCC has a duty to implement the Reasonable Adjustments Policy for all learners undertaking
assessment with us. This responsibility includes assessment of needs, recommendation of
reasonable adjustment, communication with TRCC and provision of resources to facilitate the
adjustment. Providers and Centres will also be responsible for ensuring that appropriate facilities for
assessments.
Candidates who are registered with TRCC must complete a Reasonable Adjustments Request Form
and pass to their Employer and/or Main Provider or Centre along with appropriate medical
evidence.
The Centre, Employer or Main Provider will forward the request to TRCC and should retain a copy for review and audit purposes.
On receipt of the completed documentation, TRCC will confirm approval of the proposed
adjustment to the Centre or Employer/Main Provider by email within 3 working days. The Centre or
Employer/Main Provider should ensure that a copy of this approval, together with a copy of the of
the Reasonable Adjustments/Special Considerations Request Form is attached to the
examination/assessment activity report prior to despatch for marking.
Application Procedure for a Special Consideration
Requests for a special consideration for learners must be submitted within 48 hours after the
assessment has been completed.
Requests should be supported by evidence for any mitigations required. Each special consideration
is treated individually, and a decision will usually be given within 5 working days. The special
consideration will either be approved or declined. Further information may be required before a
decision is made.
Types of special considerations
Types of special considerations could include the following:
• Reasonable adjustment not implemented
• Temporary illness during the assessment
• Recent bereavement
• Domestic crisis
• Failure of Technology through no fault of the learner
Appeals Against TRCC Decisions on Reasonable Adjustments/Special Consideration Requests
TRCC will deal sympathetically with requests for reasonable adjustments or special consideration.
In cases where a request is refused, the apprentice has the right to appeal against the decision.
Stage 1 – Review
Candidates, Centres and Employers/Main Providers may request a review of the decision made
following the above process. The review is conducted by the EQA/ Head of Quality & Compliance
who will re-examine the initial decision. Requests for a review of a reasonable adjustment/special
consideration decision should be made as quickly as possible following the initial decision and will be reviewed equally swiftly to allow the outcome to be notified before the assessment takes place.
Stage 2 – Appeal relating to reasonable adjustments/special consideration decision.
If the Candidate, Centre or the Employer/Main Provider does not agree with the outcome of the
review, they have the right to take the process to Stage 2 – Appeal, which would involve an
independent review of the case. A Stage 2 – Appeal will only be considered if the appellant can
show TRCC did not apply procedures consistently during the investigation, or that procedures were
not followed properly or fairly. The original circumstances will not be re-investigated at Stage 2 –
Appeal. There is a fee of £125 for Stage 2 – Appeal which is refunded if the Appeal is upheld.
Appeals are heard by the Governing Group. The decision of the Governing Advisory Group is final.
Review
All decisions made on reasonable adjustments and special considerations will be reviewed every six
months to ensure they are being applied fairly and consistently. This will be reported and discussed
at the Governance meeting