Exemptions

You can apply for an exemption if you cannot comply with the general rules that apply to you as a student at SDU. I.e. you are applying for permission to deviate from the rules.

 

1. Exemption in exceptional circumstances only

As a rule, you can apply for an exemption if you have one or more exceptional circumstances that restrict you from complying with the rule that apply to you. Exceptional circumstances may be characterised as circumstances that are beyond your control or not your fault.

Examples of exceptional circumstances:

  • Personal illness
  • Illness or death in close family
  • Functional impairment (e.g. dyslexia)

The following circumstances are also characterised as being exceptional:

  • Maternity
  • Public duty as assessor or juror
  • Military service

Examples of circumstances that are not normally considered as being exceptional:

  • Holidays
  • Work
  • Financial difficulties
  • Housing problems
  • Bus delays on the day of your exam

Exemption can also be granted due to academic circumstances
You may also be in a situation, where it is necessary to apply for an exemption due to academic circumstances. For example, you may have two exams at the same time and therefore need to move one of them.

If you wish to go abroad, take courses at other universities or courses at SDU, which are not part of your curriculum or syllabus

Under opbygning

- I have used up my 3 examination attempts

As a rule, you have 3 attempts to pass your exams. Failing or being absent from the exam counts as one attempt.

You can apply for exemption
If you have used up your examination attempts, you can apply for an exemption for a 4th examination attempt. You cannot continue with your education if you are not granted an exemption for your 4th attempt. As a rule, you must have one or more exceptional circumstances in order to qualify for an exemption.

The exceptional circumstances must be documented by, e.g. a doctor's note. Other types of documentation can be used depending on the specific situation. You must also remember to provide a thorough account for your exceptional circumstances.

--> You must use the following form to apply (SPOC): Application for further examination attempts

Read more about the rule for examinations.

- I cannot fulfil the study activity requirements

You must pass at least 45 ECTS per academic year - this is what we call the study activity requirements. If you do not, you will receive a notice after the academic year in which you failed to fulfil the requirement stating that you must pass at least 45 ECTS in the course of the following academic year. You cannot continue with your education if you do not achieve this.

You can apply for exemption
As a rule, you should apply for an exemption from the study activity requirements when you have failed to fulfil the requirement and are eligible to be withdrawn from your education (you should not normally apply in advance therefore). You should attach an individual study plan with your application, describing when you plan to take the remaining subjects/courses of your education. You can get help for preparing an individual study plan from The Student Guidance Service.

Do you have a permanent disability that impairs your ability to study?
If you know that you are unable to study full-time due to a permanent disability or functional impairment, you may apply for an exemption from the study activity requirement in advance. Your application must contain a description of how many ECTS you expect to achieve each semester.
You must be able to document the exceptional circumstances that prevent you from studying on a full-time basis, e.g. by attaching a doctor's note. Other types of documentation can be used depending on the specific situation. You must also remember to provide a thorough account for your exceptional circumstances.

--> You must use the following form to apply (SPOC): Application for a exemption from the study activity requirement


- I cannot complete the education within the time limit requirements

There is a time limit for how much time you may use to complete your education.

Read more about the time limit requirements (maximum duration of studies).

You can apply for exemption
If you cannot complete the education within the time limit requirements, you must apply for a dispensation from the requirements. You cannot complete your education if are not granted dispensation. As a rule, you must have one or more exceptional circumstances in order to qualify for a dispensation.

The exceptional circumstances must be documented by, e.g. a doctor's note. Other types of documentation can be used depending on the specific situation. You must also remember to provide a thorough account for your exceptional circumstances.

--> You must use the following form to apply (SPOC): Application for exemption from the time limit for completing your programme?


- I would like to change my conditions of my examination

You may find yourself in a situation where you need to change the conditions of your examination. This may be because you need, e.g.:

  • More time for the examination
  • To change the exam from written to oral
  • To write the examination assignment in English
  • To reduce the ECTS-weighting of a subject/course to fit your education
  • To attend an examination in an earlier examination syllabus

You can apply for exemption
If you are having difficulty in completing the examination under the normal examination conditions, you can apply for an exemption to have your examination changed. You can see an overview of the normal examination conditions for all subjects/courses for your education in your programme regulations.

As a rule, you must have one or more exceptional circumstances in order to be granted this type of dispensation and the study board must also assess whether an exemption will affect the academic level of the examination. You must be able to document the exceptional circumstances, e.g. by supplying a doctor's note.

Special examination conditions if you have a functional impairment
If you have a functional impairment (physical or psychological), special examination conditions to put you on the same footing as the other students may be approved by the university. The conditions will typically include more time for set written assignments or more preparatory time for oral exams. When applying for special examination conditions due to a functional impairment, it is important that you:

  1. Attach the necessary documentation for your functional impairment. This may be in the form of a medical report, hospital record, diagnostic report, dyslexia test etc.
  2. Describe why your functional impairment means that you must have special examination conditions in the particular case. Referring to the fact that you receive special pedagogical assistance or have a diagnosis in the application is not sufficient.

Deadline for applying for special examination conditions
The final deadline for applying for the summer exam is 1 April. The final deadline for applying for the winter exam is 1 November.

--> You must use the following form to apply (SPOC): Application for special examination conditions

- I would like to postpone the deadline

You may find yourself in a situation where you need to postpone the deadline for an examination assignment or perhaps move it to another time.

You can apply for exemption
An exemption for a postponement of a delivery deadline is normally only granted due to exceptional circumstances. This means that you must be able to document, e.g. illness for the period around the date of submission. It may be a good idea to apply to the study board for postponement of the deadline for the date of submission instead of reporting sick to Registration & Legality, especially in the case of longer, written assignments. It may however, also be possible to be granted an exemption due to academic reasons. This could be, e.g. if you need to go on a study trip during the time of your exam or if two of your exams fall on the same date.

You must be able to document the circumstances that you use as a basis for applying for exemption. Exceptional circumstances must be documented, e.g. by supplying a doctor's note. Other types of documentation can be used depending on the specific situation.
You must also remember to provide a thorough account for your exceptional circumstances.

--> You must use the following form to apply (SPOC): Application for postponement of deadline


- I would like to cancel my registration of the course/exam

If you, e.g. are subject to a long-term illness during a semester, you can apply to cancel your registration of the course and thus also the upcoming exam. You may also be granted an exemption from a course registration due to other exceptional circumstances. The exceptional circumstances must be documented by, e.g. a doctor's note. Other types of documentation can be used depending on the specific situation. You must also remember to provide a thorough account for your exceptional circumstances.

-->You must use the following form to apply (SPOC): Application for withdrawal from courses or examinations


- Other situations

There may also be other situations where you need to apply for an exemption.

Exceptional circumstances used to substantiate your application must be documented, e.g. by supplying a doctor's note. Other types of documentation can be used depending on the specific situation. You must also remember to provide a thorough account for your exceptional circumstances.

--> You must use the following form to apply (SPOC): Application for other types of exemption

3. What information should your application contain?

When applying for an exemption, you must substantiate what you believe are the reasons for granting you an exemption from the general rules.

When applying due to academic circumstances
If your application refers to academic circumstances, please explain these thoroughly.

When applying due to exceptional circumstances
If your application refers to one or more exceptional circumstances - see section 1, explain the exceptional circumstance/s and document it/them, e.g. by supplying a doctor's note - see section 4.

Contents of a good explanation - exceptional circumstances

  1. Describe one or more exceptional circumstances. In other words, circumstances beyond your control or that are not your fault.
  2. Describe why the circumstances are beyond your control. The exceptional circumstances cannot be something your could have avoided by normal circumspection.
  3. Describe how the exceptional circumstances have been crucial to your possibility of fulfilling the rules or the rules for which you are seeking exemption. Your task is to describe the exceptional circumstances in such a way that the study board is provided with the best possible basis for assessing your case.

Documentation
As a rule, you should be able to document the exceptional circumstances by, e.g. a statement from your doctor. See the checklist in section 4 for what should be included in your medical report.

Consider attaching an individual study plan
If you are applying for an exemption from the study activity requirement, you must attach an individual study plan. An individual study plan is a plan describing when you plan to take the remaining subjects/courses of your education. There may also be other cases where it is a good idea to attach a study plan. You can get help for preparing a study plan from The Student Guidance Service.

4. Doctor's note checklist

The information provided in the doctor’s note will influence how the Study Board assesses your application. The following checklist covers what information the Study Board considers to be of importance when processing your application, i.e. information that is helpful to have in your doctor’s note.

  1. You are, or have been, ill
    It should be specified that in your doctor’s opinion, you are or, have been, ill. The doctor is not required to describe the type of illness. It is also not necessary to attach a medical record in order to document the content of the doctor's note.
  2. How is your illness relevant to your application for exemption?
    It should be specified that due to your illness, you may or may not have been able to participate in study and examination activities.
  3. The period in which you are, or have been, ill
    It should be specified whether it is/was a permanent or temporary illness. If the illness is temporary, the doctor must specify the dates for how long the illness is expected to last. It should be specified if you will be absent owing to illness on a part or full-time basis.

Be sure to obtain documentation - both for long-term and acute illness!
Whether you are suffering from long-term or acute illness during your study, it is a good idea to consult your doctor and obtain documentation for your course of illness and the effect it has on your ability to study. This ensures that if you now - or later in your study - experience difficulties regarding the rules for, e.g. the study activity and study completion time, you are able document the reason for a possible application for exemption.

5. Apply for exemption

You are applying for exemption via SPOC.

If you are applying for more than one thing
If you applying for more than one thing, you must fill out more forms. If you are applying, e.g. for an extra examination attempt, as well as a postponement of a deadline, you must submit two forms.

Documentation
Remember to attach the relevant documents to your application. It’s a good idea to write that you will submit the documents at a later date if you do not have them at the time of application. If you have several documents/attachments, it is a good idea to collect them as one file - see guide.

Need help?
Please contact The Student Guidance Service for guidance regarding exemption.

Apply for exemption

You are applying for exemption via SPOC.

GO TO SPOC