Guidelines on Examinations

Courses and examinations

At university you are expected to keep yourself informed about your study programme – both with regard to the requirements you have to meet and the offers that are available to you. The university will help you keep your information up-to-date and will give you access to it on au.dk, by e-mail and on the notice boards. You know best what you need information about, and it is your responsibility to stay informed about such aspects of your study programme as courses, examinations, elective subjects, grant options (SU), deadlines and the contents of the relevant academic regulations. The responsibility for ensuring that you follow and complete your study plan in a sensible way is yours.

You must know how your study programme is organised, and you must ensure that you register for courses and examinations correctly and punctually. You are responsible for planning your work to ensure that you are able to complete your study programme within the prescribed study period. The rules governing the order in which you must pass the examinations on your programme are laid down in the academic regulations for your degree programme.

 

Registration for courses and examinations

Most study programme elements start with a course and end with one or more examinations. You cannot expect to be allowed to attend a course more than once, but you do have three attempts to pass an examination. Participation in a course is voluntary, unless otherwise stipulated in the academic regulations for your degree programme. If attendance is compulsory, you will fail the course if your attendance rate is too low.

If registration for a course is mandatory, you will be automatically registered for the examination(s) which conclude the course. If registration for a course is not mandatory, you must register for the examination(s) at the end of the course. If you do not attend the course, you must register for the examination(s) at the end of the course.

The deadlines for registration for courses and examinations will be advertised on the notice boards and specified in the academic regulations for your degree programme. Registration is online and self-service; please see https://mit.au.dk/?sprog=en.

NOTE! Always check that you have been registered correctly and within the deadline; otherwise you risk not being able to take the course or examination you had planned to take. And also, please do not forget to check that you are registered for the correct type of examination.

Withdrawal of registration for courses and examinations

If you need to withdraw your registration for a course or examination, you must do so as quickly as possible and before the deadline for withdrawal of registration. If you withdraw your registration too late, you will lose your right to attend the course, and you will have used up one attempt to pass the examination.

Normally, the deadline for withdrawing registration for oral examinations is the last week day before the first scheduled examination for the course. However, always remember to stay informed of the deadlines via the notice boards and the academic regulations for your programme.

The deadlines for withdrawing registration for courses and examinations will be advertised on the notice boards and stated in the academic regulations for your programme. Withdrawal of registration is online and self-service; please see https://mit.au.dk/?sprog=en.

The deadlines for registering and withdrawing registration must be respected in order to allow the university to plan and administer examinations. Once the deadlines have passed, the university assumes that your participation needs to be scheduled, in order to provide you with the best possible start on your course or examination. If you register or withdraw your registration after the deadline has passed, you will lose your right to attend the course, and you will have used up one attempt to pass the examination. If you have not been able to meet the deadlines due to illness or the like, you may apply for an exemption to the director of studies for your programme.

Exemptions

 

An application for exemption must contain the following information:

  • What are you applying for? (What would you like to do?)
  • Which rules do you believe that you should be exempted from? (What would you like NOT to do?)
  • What is the reason that you should be exempted from the general rules? (What is your reason, which unusual circumstances apply, and do you have any documentation for this?)

Applications for exemption from rules in your academic regulations (such as changes to the composition of your study programme, postponement of mandatory examinations, deadlines etc.) must be submitted to your board of studies. The processing of your application will normally take some time, so please submit your application in good time.

If you have failed the same examination three times, you cannot register for the examination again. This means that you cannot complete your study programme, and you will be withdrawn from the programme. You may apply to your board of studies for additional attempts to pass a given examination. Such applications must be submitted to your board of studies immediately after the publication of the result of the examination.

Conduct of examinations

For on-site examinations (i.e. examinations which are held at a particular physical location), you must check where and when the examination will be conducted well in advance. The time and place of examinations will be shown on your self-service page or on the notice boards.

Please do not rely on information from your fellow students; your examination may not be scheduled for the same place and time.

The academic regulations for your degree programme contain information on the materials you may bring to the examination. If you bring materials other than those permitted, it will be considered an attempt to cheat on the examination under Aarhus University's rules regarding disciplinary measures for students (http://www.au.dk/en/about/administration/index/0governanceadministration/01/au30/). It is always your responsibility to ensure that you only bring the materials permitted to an examination. It is not permitted to borrow materials from others during an examination.

If you are allowed to bring a computer to an examination, this will be stated in your academic regulations or on the notice boards.

You must always bring your student card and a registration certificate to an examination, and these documents must be presented on entry to the room to allow the examination monitor to check that you are entitled to take the examination. If the examination is conducted anonymously (under your AU student card number), you must present a “student card number letter” which you may print out from your self-service page. If you fail to present valid ID, you risk being refused entry. This will be recorded as one examination attempt.

Normally, the checks performed at the entrance to an examination room take a lot of time. In order for the examination to begin on time, all students are advised to arrive no later than 20 minutes before the start of the examination.

Within the first hour of an examination, no students are allowed to leave the room without special permission from the examination monitor. Please keep an eye on the time during the examination to ensure that you are ready to hand in your paper when the examination is over. When the examination monitor says that the examination is over, you must stop writing on your paper. If you continue writing after this time or write your matriculation number, page numbers or the like, you risk being reported for cheating.

Illness before or during an examination

If you fall ill before an examination and you are not capable of taking the examination, you are advised to contact your doctor on that same day to obtain a doctor's certificate. In this way, you are sure to have documentation which may form the basis of an exemption to take the examination on a later date.

The university expects you to show up for the examinations we have scheduled for you. For this reason, we would appreciate it if you would let us know if you are not going to attend. This may be done by telephone or e-mail to the board of studies secretariat – or to your student counsellor.

If you fall ill during an on-site examination and have to withdraw from the examination, you must notify the examination monitor or the examiners that you are leaving because you are ill. In this way, you are sure to have documentation which may form the basis of an exemption to take the examination on a later date. A doctor's certificate for your illness may also be used as documentation.

Results (grades/marks)

After an oral examination, you will be given your grade/mark immediately. For all other examinations, the result will be posted on the notice boards or on your self-service page, where you can look up your results on your programme overview. Examination results must be published no later than four weeks after the examination date. For the Bachelor’s project, the Master's thesis and the Master project, the results must be published no later than two months after submission. The month of July is not included when calculating the two-month deadline.

The university does not disclose personal information over the telephone or to e-mail addresses which are unknown or which are considered to present a security risk.

Appeals

If you need to lodge a complaint about an examination, you must submit an appeal to Aarhus University. You may complain about the form and or content of the examination, the conduct of the examination or the assessment. You may also complain about procedural matters. You may lodge complaints in relation to both oral and written examinations.

Please note that:

-         Your appeal must be submitted within two weeks of the announcement of your assessment.

-         Your appeal must be submitted in writing and include an explanation of the reasons for the appeal.

-          It may take some time to consider your appeal properly, especially if it involves several persons.

When wording your appeal, it is your responsibility to ensure that your appeal is duly reasoned in order to provide a sound basis for making a decision on your appeal. This means that you must provide a thorough  written account of what you are complaining about and why. You must take considerable care when stating your reasons.

The result of your appeal may be an offer of a new assessment. Please note that if you accept this offer, the final grade may be lower than your original grade.

Appeals concerning the form and content of the examination, the conduct of the examination, the assessment or a procedural issue must be sent to your faculty secretariat (the board of studies secretariat if you are a natural sciences student) by e-mail or surface mail.

Appeals concerning a decision made by the examination monitor– e.g. on expulsion from an examination – must be addressed to Aarhus University and sent to AU Studies Administration.

You may also lodge your appeal with your degree programme studies administration or your student counsellor. They will help you send the appeal to the right recipient.

Transcripts

All examination results are recorded in the university's computer system. You will not automatically receive a transcript of your examination results; however you can print one from the student self-service portal at mit.au.dk/index.cfm.

There are two types of transcripts available: a "transcript of records", which contains information on all the exams you have passed, and an "academic transcript", which contains information on all your examination attempts, registration and leave periods as well as exemptions. If you need the transcript in connection with, for example, transfer to another university, you must obtain the "academic transcript" and enclose it with your application for a transfer.

Transcripts may also be ordered from AU Studies Administration, Aarhus University. If you collect the transcript in person, please bring your ID. If you send someone else in your place, he or she must bring written authorisation signed by you and an ID.

Preliminary approval of credit

If, during your studies, you apply to your board of studies for preliminary approval of, for example, study abroad, a credit subject (meritfag) or other elements which you wish to include in your study programme, you must remember to apply for final approval when you return or when you have passed the subject for which credit is sought.

Preliminary approval is simply the board of studies’ statement, on the basis of the information available at the time of application, that a subject element or similar element from another degree programme is expected to be equivalent to (be credited as)a subject element in your degree programme, provided that the external subject element meets the requirements stipulated in the academic regulations, including academic level and scope.

Preliminary approval does not constitute final approval of credit, as this will only be given when the subject element has been passed and its specific scope, content and academic level have been described.

If you forget to apply for final approval, there may be a delay in the issue of your diploma at the end of the programme.

Practical information

When registering for a written exam under supervision, you must indicate if you wish to use a computer, if this is an option. You must bring and set up your computer and printer at the examination.

In exceptional circumstances, you may apply for an exemption from the applicable examination provisions, if it is deemed to affect your performance. If you have a permanent impairment (e.g. a disability), the Counselling and Support Centre is available to advise and counsel you. When submitting an application for exemption from the examination provisions, you must enclose documentation and send it to the board of studies by the time of registering for the examination at the latest.

You may not have your mobile telephone, music player or similar switched on during an examination. Effects which are not permitted in the examination room must be removed before you enter the room.

Smoking is not permitted in the examination room. You are not permitted to leave the examination room to smoke.

If you have left something behind in the examination room, you may collect it from the Examination Supervision Office (Eksamenstilsynet), Aarhus University. Such effects are kept for one year.

Take good care of your diploma!

The diploma issued to you when you have completed your studies is the only original documentation of your completion of the programme. The university will file a copy of your diploma, but it does not have a second original to give to you if you lose the original diploma. Naturally, the university will also file the information contained in the original diploma issued, which means that you can always obtain a transcript of the examinations you have passed and the degree you have obtained.

Diplomas are issued based on the data available at the time of issue, including information about your name (in accordance with the Danish Act on Names) at the time of issue. This means that a new diploma will not be issued if you later change your name etc.