Application for exemption

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
  • Physical 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 mystudies.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 mystudies.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 it via email: 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?
  • Date/dates for the patient's appointments in the clinic.
  • 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.

When can you expect a reply to your application for dispensation?

In general, the processing time for applications for dispensation is 4-6 weeks.

If we need to obtain further documentation in order to have a case sufficiently clarified or if the application is inadequate, the processing time may increase.

The summer period
During the summer period, you must expect a longer processing time seeing as the boards of studies are on holiday in July. If you have applied for dispensation in relation to an exam in August, you might receive the reply shortly before your exam. For this reason, it is important that you check your e-Boks on a regular basis.

Why is the processing time 4-6 weeks?

When you have submitted your application for dispensation, your student affairs officer will begin preparing your application. Your student affairs officer might have to produce an overview of the course of your studies, and there might be rules and frameworks needing clarification before we can make a final decision in your case.

Subsequently, your application must be presented to the board of studies. Typically, this happens during meetings which take place approximately every fourth week. When the board of studies has made a decision in your case, the student affairs officer will summarise and prepare a response, which you will receive in your e-Boks.

What can you do to further this process?

  • Please submit your application well in advance of any deadlines or exams.
  • Please familiarise yourself with the requirements for documentation here at the study portal and reach out to the Student Counsellors’ Office if you have any doubts.
  • Please check your AU mail on a regular basis. The studies administration will contact you via email in case we need additional documentation or information.
  • Please check your e-Boks. We will send you the board of studies’ decision on this platform.    

Are you late?

The Student Counsellors’ Office advises you to apply even though there is little time left before the deadline/exam when you need the dispensation.

It is not always possible to process an application on time if you submit it shortly before the deadline/exam. However, your student affairs officer and the board of studies will generally prioritise urgent applications and try to process your application so that you may receive a reply before the deadline or exam in question.

If you are in doubt about what to do in case you do not receive a reply to your application before the deadline/exam, please contact the Student Counsellors’ Office. It is not possible for the Student Counsellors’ Office to speed up the processing of your application, but they can advise you on your options in case you do not receive a reply before the deadline/exam.