Special exam arrangements

Special examination conditions

• Special examination conditions granted by AUS
• Special conditions for written exams
• Special conditions for final projects
• Special examination conditions granted by the department
• Special conditions for an oral exam
• Special conditions for projects in courses
• Exams at universities other than DTU

Special examination conditions granted by AUS

Special conditions for written exams
The Office for Study Programmes and Student Affairs (AUS) may allow special examination conditions based on the following circumstances:

1. Students with physical or mental impairment (e.g. physical disability, dyslexia, etc.).
   The impairment must significantly impact the student’s potential exam performance.
2. Students whose native language and qualifying exam are not Danish may - provided that the exam is only in Danish - be granted extra time for a written exam during their first two semesters in Denmark. In this context, a Greenlandic or Faroese qualifying exam can be equated with a foreign qualifying exam.
3. Students with similar difficulties, for instance, students who are in the last month of pregnancy or who are breastfeeding an infant.

It must be possible to document the circumstances on which the grant of special conditions is based. For more information about valid documentation, please visit student.dtu.dk under 'Apply for/Special examination conditions'. Exam anxiety, for example, is not a valid reason for special exam conditions.

The granting of special conditions presupposes that AUS assesses that equating the student with others in the same examination situation is necessary. It is a prerequisite that the grant of special conditions does not lower the academic level of the exam.

Depending on the student's application, situation, diagnosis, documentation, and other factors, AUS may grant the student special exam conditions that apply to a specific period, ranging from a semester to the remainder of the study period. The decision on the application will specify the duration for which the student has been granted special exam conditions, and the next deadline for a new application will be stated if the student should reapply.

The following special conditions may be granted for written exams. 

• Extra time: Usually, 25% extra time is granted.
• Use of one's own computer, possibly with support programs: Also for exams where aids are otherwise not allowed. A solemn declaration must be signed. Typically applied for by dyslexic, visually impaired and physically challenged students.
• Special physical setting: This is typically relevant if the student is physically challenged and needs a height-adjustable table, or if the student is very sensitive to sound or suffers from social anxiety.
• Other: For example, noise-cancelling headphones, a table lamp with a special light, etc. People with diabetes can also get permission to use their mobile phones for diabetes monitoring. A declaration of faith and law must be signed.

The decision to grant students special conditions for written exams is valid for the following written exams and is granted based on the following practice:

• A written exam held during the ordinary exam period. The student usually receives extra time through an automatic assignment.
• A minor written exam held on campus (on-site exams), which is either an exam prerequisite or is included with a minimum of 20% in the final assessment. The exam is typically held during the teaching period and handled by the department, not AUS. The student must inform the lecturer that they have been granted special conditions for a written exam by AUS. The student must contact the lecturer by mail as quickly as possible and attach the decision to the application as documentation of the special conditions the student has been granted. The lecturer may contact the SPS unit via specialexamconditions@adm.dtu.dk in case of questions.

Application deadlines and submission of the application

Applications received:

• 1 November - will be processed before December
• 15 April - will be processed before May
• 1 July - will be processed before August

Applications are processed continuously, so please send your application as soon as possible.

Special conditions for written exams will often be granted for several semesters or the rest of the study period. The time period is stated in the decision letter.

The student must send applications for special conditions at written exams from the student's email to specialexamconditions@adm.dtu.dk. The application form can be found at student.dtu.dk under 'Apply for/Special examination conditions'. Here, you can also read more about filling out the application form. In the event of an emergency (e.g., a broken arm), students can apply after the deadline by emailing studadm@adm.dtu.dk.

The application is processed in AUS. The caseworkers are subject to a duty of confidentiality; therefore, personal information, as well as the outcome of the application, will be treated as confidential. AUS makes a decision based on the application and the enclosed documentation. The decision on the application is sent to the applicant's student email 3-4 weeks after the application deadline. The letter is exclusively digital and must be presented via mobile phone or computer to the examination guards when attending the exam. Students who hold the previous laminated cards as proof can continue to use them. Both the digital letter and the laminated cards are valid.

Exam paper handed out on a USB key for the written exam
If the Study Administration is responsible for arranging the exam (typically, all regular written exams), you must complete and submit an application form to request that the exam assignment be provided on a USB drive for written exams. You can find the form on student.dtu.dk on the page “Apply for special exam conditions” under the section “USB drive for written exams.” You must send the completed form from your student email to specialexamconditions@adm.dtu.dk.

The deadlines for having the exam assignment handed out on a USB key are as follows:

• Ordinary winter exam after the autumn 13-weeks period: 15 November
• Exam after the 3-weeks period in January: the last day of the supplementary registration period
• Ordinary summer exam after the spring 13-weeks period: 1 May
• Exam after the 3-weeks period in June: the last day of the supplementary registration period
• Exam after the 3-weeks period in July: the last day of the supplementary registration period
• Reexam and exam after the 3-weeks period in August: the last day of the supplementary registration period

See dates for the supplementary registration period

If the lecturer/course coordinator is responsible for arranging the exam (typically tests during the semester and oral exams), you must contact them well in advance and request that the exam assignment be provided on a USB drive. Remember to include your decision letter regarding special exam conditions as documentation.

Special conditions for final projects
If the period for which the student has been granted special conditions for written exams also includes the period for a final written project (BEng project, BSc project, or MSc thesis), the student may receive up to three weeks' extra time to prepare the project before the start of the project. It is up to the student to decide whether he wants one, two, or three weeks.
Should the student prepare their project in collaboration with students who have not been granted extra time, the entire project group will be granted extra time.
The decision on the application must be presented as documentation to the project supervisor. The supervisor must register the extension of the project period in the Project Registration System (Projektindberetningssystemet) before the project's start date.
For any questions, the SPS Unit can be contacted at specialexamconditions@adm.dtu.dk
The student must be aware that DTU's rules and the rules of SU (State Educational Grant and Loan Scheme) do not coincide on this point.

If the student wishes to apply for an extension of the project period during the project due to unforeseen circumstances, please refer to the possibilities for applying for an extension of the submission deadline via the relevant department board of studies or the exemption board. Find more information at student.dtu.dk under 'Study rules/Final projects'.

Special examination conditions granted by the department

The following describes the special arrangements that a lecturer may provide in other exam situations. In these cases, it is not a question of the student being entitled to special arrangements, but the examiner/lecturer must consider the student's special challenge, if relevant and possible. The SPS Unit can assist the lecturer with guidance, if desired, via specialexamconditions@adm.dtu.dk

The granting of special conditions presupposes that the department/the lecturer assesses that it is necessary to equate the student with others in the same examination situation. It is a prerequisite that the grant of special conditions does not lower the academic level of the exam.

If a student wishes to request special conditions, they must contact the course coordinator/examiner as soon as possible and provide documentation to support the basis of their request. However, if the cause is speech challenges with the student, the circumstance is assumed to be assessable to the lecturer during a regular conversation.

Special conditions for an oral exam
If the student has been granted special conditions for a written exam, these special conditions also apply to an oral exam, provided the student requires them. Typically, 25% extra time is granted for written exams, but the amount of extra time required for oral exams may vary. The necessary time is generally agreed upon between the student and the course coordinator. The student must contact the course coordinator at least one month prior to the oral exam.

The SPS Unit (specialexamconditions@adm.dtu.dk) can assist the course coordinator in this assessment. 

Read more at student.dtu.dk under ‘Apply for/Special examination conditions'.

If the student is to take part in an oral group exam but is part of a group where the other students have not been granted extra time, the lecturer/examiner may assign the whole group extra time.
The allocated extra time only applies to the individual exam and is assessed each time individually. Thus, the assessment does not set a precedent for oral exams in other courses.

Special conditions for projects in courses
For longer-term projects/assignments in courses, or the internship report for BEng students, the student can request that the course coordinator extend the project period. It is the lecturer's decision, based on a practical assessment, including, e.g., the assessment of and feedback to other students on the course, and the assessment of the risk of exam cheating, whether it is possible to allocate extra time. In the latter case, the type of project/task will be of significant importance. 
If the student is part of a group and can apply for extra time for their project work, while the other group members cannot, the lecturer/course coordinator can grant extra time to the whole group.

Exams at universities other than DTU
Grants of special exam conditions are only valid at DTU. If a student takes courses at other universities, they must familiarize themselves with the university's rules and procedures for applying for special exam conditions. That also applies to students enrolled in a joint programme in Denmark, or abroad or to those studying abroad or going to study abroad.