Special exam arrangements

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 on the basis of the following circumstances:

  1. Students with physical or mental impairment (e.g. physical disability, dyslexia, etc.).
    The impairment must have a significant impact on 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 and 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 DTU Inside under 'Study rules'/'Exam/Special Exam Conditions'/'I want to apply for special exam conditions. Exam anxiety, for example, is not a valid reason for special exam conditions.

The granting of special conditions presupposes that AUS 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.

Depending on the student's application, situation, diagnosis, documentation, etc. AUS may grant the student special exam conditions that apply from anything between a semester and for the remainder of the study period. It will be stated in the decision to the application how long the student has been granted special exam conditions, and the next deadline for a new application will be stated if the student should possibly wish to apply again.
The following special conditions may be granted at written exams.

  • Extra time: Usually 25% extra time is granted.
  • Use of 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 as well as physically challenged students.
  • Special physical setting: Typically 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: E.g. noise-canceling headphones, table lamp with a special light, etc.

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

  • A written exam held during the ordinary exam period. The student usually receives extra time by an automatic assignment.
  • A minor written exam held on campus (on-site exams), that is either an exam prerequisite or that is included with a minimum of 20% or more in the final assessment. The exam is typically held during the teaching period and handled by the department, not AUS. The student must make the lecturer aware that he/she has been granted special conditions for a written exam by AUS. The student must contact the lecturer by mail 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

  • 1 November - for exams in December, and January
  • 15 April - for exams in May, June, July, and August
  • 1 July - for exams in August

Granting of special conditions for written exams will often be given for several semesters or the rest of the study period.

Application for special conditions at written exams must be sent by the student from the student email to specialexamconditions@adm.dtu.dk The application form can be found at DTU Inside under 'Study rules'/'Exam'/'Special exam conditions'. Here you can also read more about filling out the application form. When applying for SPS in the SPS inquiry portal, it is possible to mark the request for "Extra time for a written exam" and "Use of own computer, etc. (dyslexic and visually impaired). If there is a need for "Special physical facilities" or "Other", the application form must be used to elaborate on the reasons.

In the case of emergencies (e.g. a broken arm), students can apply after the deadline by writing to studadm@adm.dtu.dk.

The application is processed in AUS. The caseworkers are subject to a duty of confidentiality, and personal information, as well as the outcome of the application, will therefore be treated as confidential. AUS makes a decision based on the application and the enclosed documentation. The decision to the application is sent to the applicant's student email 2-3 weeks after the application deadline. At the same time, a physical letter is also sent via PostNord. It is therefore important that the student's postal address is updated in the National Register.

Exam paper handed out on USB key for written exam
Students who have been allowed to use their own computer can order a non-digital exam assignment to be handed out on a USB key. The relevant application form can be found at DTU Inside. If the student wishes to hand in the exam answer on a USB key, the student must inform the lecturer beforehand.

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

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

Special conditions for final projects
If the period 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 3 weeks extra time to prepare the project prior to the start of the project. It is up to the student to decide whether he or she wants one, two, or three weeks.
Should the student prepare his/her project in collaboration with students who have not been granted extra time, extra time will be granted to the entire project group.
The decision to the application must be presented as documentation to the project supervisor. The extension of the project period must be registered by the supervisor in the Project Registration System (Projektindberetningssystemet) prior to the start date of the project.
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, 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 DTU Inside under 'Study rules'/'Final projects'.

SPECIAL EXAMINATION CONDITIONS GRANTED BY THE DEPARTMENT

The following is a description of 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 take into account 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.

The student must contact the course coordinator/examiner if he/she wishes to request special conditions and provide documentation of the matter on which the request is based. 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
The student can be granted extra time (typically 25%) for possible preparation time before the oral exam, for the exam itself (e.g. for speech challenges), or for both. Granting special conditions presupposes that the lecturer assesses that this is necessary in order to place the student on equal terms as the other students. The SPS Unit (specialexamconditions@adm.dtu.dk) can assist the lecturer in this assessment if needed. Exam anxiety, for example, is not a valid reason for special exam conditions. 
The student must contact the course coordinator no later than one month before the oral exam. Read more at DTU Inside under ‘Study rules'/'Exam'/'Special exam conditions'/'I want to apply for special exam 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 individually each time. 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, the student can request the course coordinator to extend the project period. It is the lecturer's decision based on a practical assessment, including e.g. with regard to the assessment of and feedback to the other students on the course, and 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 if he/she is able to apply for extra time for his/her project work, while the other group members are not able to apply for extra time, the lecturer/course coordinator can grant extra time to the whole group.

EXAMS AT OTHER UNIVERSITIES THAN DTU

Grants of special exam conditions are only valid at DTU. If a student takes courses at other universities, the student must familiarize himself/herself with the university's rules and procedures for applying for special exam conditions. This also applies to students enrolled in a joint programme in Denmark or abroad, or if the student is studying abroad or is going to study abroad.