Exemption

Exemptions require exceptional cirmunstances

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:

  • 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.

2. 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 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.

3. 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. 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. 
4. 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 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 -  see guide.

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. 

1. You want to cancel your registration for a course/exam

If you, e.g. are subject to a long-term 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


2. You have used your 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 your examination attempts, you can apply for an exemption for a 4th examination attempt. You cannot continue with your education programme 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 of your exceptional circumstances.

How to apply
You must apply via. SPOC, using the following form : Application for further examination attempts

Read more about the rule for examinations.

Special rules apply for the first-year examination
Since you only have one year to pass the first-year examination, you only have time for 2 attempts to pass the examinations in the first-year examination, which takes place in the 2nd semester. In other words: You have 3 attempts to pass the examinations in the first-year examination, which takes place in the 1st semester, but only 2 attempts to pass the examinations in the first-year examination, which takes place in the 2nd semester. It is therefore important that you use your attempts carefully.

3. You're not able to comply with the active enrolment requirements

You must pass at least 45 ECTS per academic year - this is what we call the active enrolment 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 during the following academic year. You cannot continue with your education programme if you do not achieve this.

You can apply for exemption
As a rule, you should apply for an exemption from the active enrolment 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 courses of your education programme.

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 active enrolment requirements in advance. Your application must contain a description of how many ECTS you expect to pass 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 of your exceptional circumstances.

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


4. You are not able to complete your education programme within the maximum period of study

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

You can apply for exemption
If you cannot complete your education programme within the maximum period of study, you must apply for an exemption from the requirements. You cannot complete your education programme if 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 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 of your exceptional circumstances.

How to apply
You must apply via. SPOC, using the following form: Application for exemption from the time limit for completing your programme?


5. You would like to change the conditions of your 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 course to fit your education programme
  • To attend an examination in an earlier examination syllabus

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

As a rule, you must have one or more exceptional circumstances in order to be granted this type of exemption 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 April 1st. The final deadline for applying for the winter exam is November 1st.

How to apply
You must apply via. SPOC, using the following form: Application for special examination conditions.

6. You would like to postpone a 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 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 of your exceptional circumstances.

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


 

7. You would like to postpone the deadline for passing the first-year examination

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 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 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.

8. Other circumstances when you need exemption

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 of your exceptional circumstances.

How to apply
You must apply via. SPOC, using the following form: Application for other types of exemption.

Do you need help?

➤ Contact The Student Guidance Service.

Apply for exemption

You are applying for exemption via SPOC

go to SPOC

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