Exemption

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:

• You are or have been affected by personal illness
• Illness or death in close family
• Functional impairment (e.g. dyslexia)

The following circumstances are also characterised as being exceptional:

• Maternity/Paternity leave
• 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.

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 3.

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 you could have avoided by normal circumspection.
3. Describe how the exceptional circumstances have been crucial for your ability to comply with the rule/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 note from your doctor. See the checklist in section 3 for what should be included in your note from your doctor.

Consider attaching an individual study plan

If you are applying for an exemption from the Active Enrolment Requirements, 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.

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. The doctor's note must clearly state that you were or are still ill.

   The note should reflect that your doctor has assessed that you were or are still ill, that you had or still have an illness, or that you were or still are absent owing to illness. The note does not have to specify the illness. It is not necessary to include medical records, etc. to document the information contained in the doctor’s note either.
   
   

2. The doctor's note must specify, how your illness is relevant to your application for an exemption.

   Your doctor must show this by explaining how, due to your illness, you have not been able to/cannot participate in study activities, have reduced ability to concentrate or something similar.
   
   

3. The doctor's note must state the time frame for when you were/are ill.

   You must state whether your illness is likely to be temporary or permanent. For temporary illness, you must state the expected start and end date of the period of illness. If possible, the note should state whether the illness has caused you to be on long-term or part time sick leave.
   
   

4. Also regarding sudden illness, you should consult with your doctor during your period of illness.
   

   Regardless if you become ill long-term or acutely during your period of study, it's a good idea to consult with your doctor to optain a doctor's note, documenting your illness and how it has impacted your ability to study. By doing this, you ensure that you have the proper documentation if you need to apply for an exemption at a later time, e.g. from the Active Enrolment Requirements or Maximum Period of Study. 

You apply for exemption with the Study Board using SPOC. Send your application no later than 7 days before the meeting, where you would like your application to be processed.

See when your Study Board have their next meeting.

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 documentation 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.

The Study Board will decide on you application

The Study Board will assess, whether or not they will grant you an exemption. When the Study Board has processed your application, you will be notified via. your Student E-mail within 14 days after the meeting.

If you, e.g. are subject to an illness during a semester, you can apply to cancel your registration 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 apply via SPOC, using the following form: Application for withdrawal from courses or examinations

As a rule, you have 3 attempts to pass your exams. Whether you fail or do not attend the exam, it still counts as an attempt.

If you have used all your exam attempts, you can apply for an exemption to be granted a 4th attempt. If you are not granted the exemption, you cannot continue your study programme.

Usually, you must have one or more exceptional circumstances to be granted an exemption. You must be able to document these circumstances, for example with a medical certificate. Other types of documentation may also be accepted depending on the specific situation. Remember to provide a detailed explanation of your exceptional circumstances.

How to apply for an exemption

You must apply via SPOC and select the form: Application for further examination attempts.

Read more about exam rules.

If you do not pass at least one exam per year, you cannot continue your study programme.

You can apply for an exemption

As a rule, you should only apply for an exemption from the study activity requirements once you have failed to meet the requirements and are at risk of being withdrawn from the programme (i.e. you normally do not apply in advance). Your application must include an individual study plan describing when you plan to take the remaining courses in your programme.

Do you have a permanent condition that affects your ability to study?

If you know that you cannot study full-time due to a permanent condition or disability, you can apply for an exemption from the study activity requirements in advance. In your application, you must describe how many ECTS credits you expect to complete each semester.

You must be able to document the exceptional circumstances that prevent you from studying full-time, for example with a medical certificate. Other types of documentation may also be accepted depending on the specific situation. Be sure to provide a detailed explanation of your exceptional circumstances.

How to apply

You must apply via SPOC using the form: Application for exemption from the study activity requirement.

There is a time limit for how long you are allowed to take to complete your study programme.

You can apply for an exemption

If you are unable to complete your studies within the time limits, you must apply for an exemption from the requirement. If you are not granted an exemption, you cannot complete your study programme. As a rule, you must have one or more exceptional circumstances in order to be granted an exemption.

You must be able to document the exceptional circumstances, e.g. with a medical certificate. Other types of documentation may also be accepted depending on the specific situation. Remember to provide a thorough explanation of your exceptional circumstances.

How to apply

You must apply via SPOC and select the form: Application for exemption from the time limit for completing your programme

You have two options when you want to take parental leave from your studies.

You can either choose to apply for a “parental leave of absence” or apply for a “parental dispensation”. Parental dispensation is the most flexible option, which also allows you to receive SU (student grant) during the period. That is why most students choose this option.

Parental dispensations

This option is especially relevant for students receiving SU – and who want the most flexibility.

Parental dispensation means we waive the usual deadlines for a period equivalent to your parental leave. You can adjust how you distribute your courses and exams.

Both parents have equal rights to parental leave. Your leave can be up to 2 semesters = 1 year.

3 benefits of choosing parental dispensation:

• You may receive SU (e.g., the additional parental SU support – read more here).
• You have the option to attend some classes, take one or more exams, or receive supervision on an assignment – if it fits your plans.
• You can plan for a smoother return to your studies after the leave.

The rules covered by the parental dispensation include, for example, the deadline for passing the first-year exam, the requirement to pass at least one exam per year, the deadline to complete your program, or the deadline for submitting your thesis. Other deadlines may also apply. When you receive a parental dispensation, we make sure to adjust your deadlines accordingly.

You manage your course registrations during the registration period
When you are on parental dispensation, you manage your course and exam registrations yourself. In semesters when you are completely off from studies, make sure you are not registered for anything. If you wish to attend a course or write a paper, register via the student self-service portal.

When can you get parental dispensation?
You can get a parental dispensation in connection with your due date – or up to one year after the due date.

How to apply for parental dispensation
You must apply via SPOC and choose the form: Application for parental dispensation.

Parental leave of absence

This option is particularly relevant if you do not wish to receive SU.

This form of leave is especially suitable if you are eligible for another type of financial support besides SU, such as unemployment benefits. When receiving that kind of support, there are often requirements that you are not enrolled as a student. A leave of absence is therefore a suitable solution. During a leave, you cannot attend classes or sit for exams.

Read more about the rules for parental leave of absence and how to apply.

You are allowed to combine a leave of absence and parental dispensation. However, the total parental leave period must not exceed 1 year. In that case, you can check with SU if you are eligible for additional parental support.

Not sure what to do?

You are very welcome to discuss your parental leave plans with the Faculty of Humanities’ student guidance service.

You may find yourself in a situation where you need to change the exam conditions for a specific examination. For example, you may need:

• extra time for the exam
• a change in the exam format
• to write your exam paper in English
• to reduce the ECTS weight of a course to fit your study plan
• to be examined under a previous curriculum

You can apply for an exemption to change a specific exam

If you have difficulty completing a specific exam under normal conditions, you can apply for an exemption to have the exam conditions changed. You can find an overview of the standard exam conditions for all courses in your programme regulations.

As a rule, you must have one or more exceptional circumstances to be granted this type of exemption, and the study board must also assess that the academic level of the exam is not compromised. You must be able to document the exceptional circumstances, e.g. with a medical certificate.

You can apply for special exam conditions for your entire study programme if you have a permanent or long-term disability

If you have a permanent or long-term disability (physical or mental), the study board can, after an individual assessment, approve special exam conditions that place you on equal footing with other students. These may include extended time for written exams or extended preparation time for oral exams. The special exam conditions may apply to your entire study programme or for the duration of the disability.

Documentation when applying for special exam conditions for your entire study programme

If you are applying for special exam conditions due to long-term circumstances (e.g. illness, disability, handicap), you must include documentation of the condition. This could be a medical certificate, hospital report, diagnostic assessment, dyslexia test, or similar. If you submit a medical certificate, it should at minimum include the following:

• A diagnosis: It should state whether the condition is expected to resolve over time (and if so, how long), or whether it is permanent.
• An individual and specific assessment of how the condition affects your ability to study – for example, in which situations you face difficulties. If the condition has been known for some time, the doctor may base the assessment on how it has affected you so far.

Application deadlines for special exam conditions

If your exemption is to apply for the upcoming exam period, you must apply no later than 1 November for the winter exam period and 1 April for the summer exam period.

If you wish to apply for special exam conditions for your entire study programme, you can apply as soon as you have been diagnosed with a disability. If you already have a disability when starting your programme, you can apply for special exam conditions once you have accepted your study place.

How to apply

You must apply for an exemption via SPOC and select the form: Application for special exam conditions.

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

You can apply for exemption

An exemption for a postponement of a deadline is normally only granted due to exceptional circumstances. This means that you must be able to document, e.g. illness during the submission period. It may be a good idea to apply to the study board for postponement of the submission deadline 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, for example, if you need to go on a study trip during your exam or if two of your exams fall on the same date.

You must be able to document the circumstances that form the basis of your application. Exceptional circumstances must be documented, e.g. by supplying a doctor's note. Other types of documentation may also be accepted depending on the specific situation. You must also provide a thorough account of your exceptional circumstances.

How to apply

You must apply via SPOC, using the following form: Application for postponement of deadline.

The first-year examination consists of a number of examinations that you must pass during the first year of your education programme.

You can apply for exemption

If you cannot pass the first-year examination within the deadline, you can apply for an exemption to postpone the deadline. You cannot continue with your education programme if you are not granted exemption. As a rule, you must have one or more exceptional circumstances in order to qualify for an exemption.

The exceptional circumstances must be documented, e.g. with a doctor's note. Other types of documentation may also be accepted depending on the specific situation. You must also provide a thorough account of your exceptional circumstances.

How to apply

You must apply via SPOC, using the following form: Application for postponement of the deadline for passing first-year examination.

Attach an individual study plan

It may be a good idea to attach an individual study plan to your application, describing when you plan to take the remaining courses from the first-year examination and thus when you expect to pass the examination.

There may also be other situations where you need to apply for a dispensation.

If your application is based on exceptional circumstances, you must provide documentation, such as a medical certificate. Other types of documentation may also be accepted, depending on the specific situation. Remember to explain your exceptional circumstances thoroughly.

How to apply

You must apply via SPOC and select the form: Application for other types of dispensation.