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Exemption from study rules

An exemption is an exception to the usual rules and regulations applying to your degree programme. Exemptions are granted only on the basis of a specific application and only in exceptional cases. The Director of Studies or the Board of Studies will assess your application.

You are always welcome to contact the Student Counsellors' Office if you need to know more about filing an application for a special exemption.

Causes to grant an exemption

Applications for exemptions can be met only if you can document that ‘special circumstances’ apply and thus may provide an exception from the usual rules and regulations in your case. When applying for an exemption, you must enclose documentation substantiating these ‘special circumstances’. Such documentation can be e.g. a medical certificate confirming that you have been ill, a death certificate confirming that you have lost a close relative, or similar.

As an example you can apply for an exemption for the rules if you can document:

  • Special circumstances
  • Birth or adoption
  • Fysical disability

As a student, you are responsible for keeping yourself informed of the rules applying to your degree programme. Lack of knowledge of rules and regulations governing your degree programme is therefore generally not considered a special circumstance.

Please notice that no matter which circumstances and documentations presented the decision on an application for an exemption is based on an individual assessment. Therefore, it is not possible to get a binding pre-assessment of the outcome from an application.

If your application for exemption is met, you should be aware that such exemption will apply only to one specific examination, or alternatively only for a limited period of time. If you need an exemption at a later point, you must therefore submit a new application for exemption.

The student counsellors offer information and advice on the planning of your studies. You are therefore strongly encouraged to contact the student counsellors if you need to apply for an exemption.

If you fall ill in connection with an exam at Aarhus BSS you can read about your options at 'Illness at exams'.

How to apply for an exemption

You apply by using the electronic form at mit.au.dk. You will find the form under 'Applications'. Please notice the following requirements for your application:

• You must clearly state which rule(-s) you apply to be exempted from

• Explain what you would like to achieve if you get an exemption (e.g. another exam attempt for an exam, registration for a course after deadline etc.)

• Explain what circumstances you think that entitles you to be granted the exemption. You can attach or forward documentation.

The application for an exemption is considered by the Board of Studies that is responsible for your study programme (where you are enrolled as either undergraduate or graduate students).

Applications for special exam conditions should be submitted in good time before the exam, to be certain that you receive the response before your exam. Read more about the processing time here.

You will not receive a confirmation e-mail when you have submitted an application via mit.au.dk. Make sure to save the confirmation or take a screen dump of the message that appears on your screen, when you have submitted your application. This is your only proof that your application has been sent.

If you want to submit additional documentation to your application for an exemption you must either send it to:

Engineering Programmes (GMM, TBBD): dispensationsansogninger.ingenior.BSS@au.dk or by mail to Aarhus BSS Student Services, Campus Herning, Birk Centerpark 15, 7400 Herning.
 
Remaining Aarhus BSS programmes: dispensationsansogninger.bss@au.dk  or by mail to Aarhus BSS Student Services, Tåsingegade 3, Byg. 1443, 8000 Aarhus C.

Requirements for doctor's note

Please notice that a doctor’s note does not in itself guarantee that the application will be accommodated. Thus, it is important to provide a detailed doctor’s note to support the application as best as possible. 

For the doctor’s note to provide relevant information in relation to support the application, it should contain the following information:

  • The patient’s name, CPR-number and address
  • The doctor’s name, authorisation ID, company address and degree.
  • Specification of what information in the certificate is based on the doctor’s own examination of the patient, and what information derives from the patient, third parties or medical records, etc.
  • A medical assessment of how the condition affects the student’s ability to study and – if relevant diagnosis and symptoms.
  • Specific timeframe.  During which period has the student been ill, and, if possible, what is the timeframe for the student’s recovery?
  • Finally, the certificate must be dated and contain the doctor’s signature or the equivalent.

If you want to make sure that the certificate contains all the relevant information, you can bring the the board of studies document regarding doctor's note.

Legal Capacity – who can issue the doctor's note?

It is important for the processing of your case that the medical certificate is adequate and issued by a doctor, where no doubts may be raised about his/her legal capacity/partiality.

Therefore, medical certificates issued by close family members/relatives are not considered acceptable.

This means that you cannot submit a medical certificate from a close relative/family member, whether he/she is your regular doctor or not. Instead, you must contact another doctor, who is not a close relative/family member and get an impartial medical certificate.

How long does it take?

As a guideline, please expect a casework time for applications to the study board of approx. 4-6 weeks. 

If you need to apply for a dispensation in connection with the reexams (eg. extended time at the exam, special circumstances, a fourth exam attempt), please make sure to send in your application by no later than six weeks before the exam date, to ensure you receive a reply before the exam.

In summer time (mainly July) you can expect a longer casework time. If you e.g. have applied for an exemption for special needs regarding examination in august, you can expect to receive your answer shortly before the date of the exam.

Please make sure to check you E-box regularly, as the board of study’s decision may be sent to you until the day before the reexam.  

Remember, if you have received a dispensation for extended time at the ordinary exams, it will also be stated here, if this also applies to the rexams. We therefore recommend that you read the decision carefully and follow the instructions given here.  

Regarding preapproval of courses in relation to studying abroad, you can also expect a longer casework time. Preapprovals are handled by the academic staff, who are often on holiday in July.

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