Special examination conditions

Types of special exam conditions for written exams:

• Extra time
  Normally, 25% extra time is granted for written exams. In exceptional cases, 50% or more may be granted.
• Use of headphones
  Permission may be granted to use headphones for listening to music.
• Use of computer
  Permission may be granted to bring one’s own computer and headphones for text-to-speech reading — even for written exams where aids are otherwise not permitted.
• Exam assignment in USB drive
  Students who are allowed to use their own computer may, for non-digital exams, request the exam assignment on a USB drive. The student must order a USB drive each semester for non-digital exams.
  For ordinary written exams, the order must be placed with the Office for Study Programmes and Student Affairs (AUS) within the applicable deadlines.
  For non-digital tests or exams conducted by the lecturer, the student must contact the lecturer well in advance and request the exam assignment on a USB drive. The student must present their decision letter as documentation of their special examination conditions.
• Physical arrangements
  For all ordinary written exams at DTU, a smaller exam room with adjustable desks / office chairs and with fewer students will be available.
• Other conditions
  Other special examination conditions may include permission to use a bigger monitor, a secretary, or a mobile phone (e.g. for monitoring blood sugar).

Who handles special exam conditions for written exams?

AUS is responsible
For all ordinary written exams, AUS handles the special examination conditions. Students are granted their special conditions automatically.

The lecturer is responsible
The lecturer may be responsible for final written exams in certain courses as well as smaller written on-campus tests (in-class tests) that are either a prerequisite for exam participation or count for at least 20% of the final grade.

In these cases, the student must contact the lecturer by email well in advance of the exam or test and attach the decision letter as documentation.

To avoid last-minute inquiries, it is recommended that lecturers inform students about special examination conditions at the start of the course. See suggested slides in Danish and English.

There may be situations where it is not practically possible (e.g. regarding physical arrangements) or academically appropriate (e.g. if the submission deadline is already long) to grant the special examination conditions.

See this overview to find out who is responsible for managing the special examination conditions once they have been granted.

Who handles special exam conditions for oral exams?

If a student has been granted special conditions for written exams, these may also apply to oral exams if needed.

The lecturer is responsible for handling special examination conditions for oral exams.

No later than one month before the oral exam (unless the lecturer gives another deadline), the student must contact the lecturer by email and present their decision letter. The agreement on special examination conditions must be in place shortly thereafter (see the study rules regarding special conditions at oral exams ).

Guidelines for special examination conditions in oral examinations

Special conditions for oral exams must be assessed on a case-by-case basis, as they depend both on the format of the examination and on the student’s individual needs. The guidance below should therefore be regarded as general guidelines.

• If the student has permission to use extra time and a computer in written exams and requests additional preparation time for an oral examination:
  If the preparation involves a substantial amount of reading, the student should be granted additional time and permission to use a computer. As a general rule, the amount of additional time required should be agreed between the student and the lecturer/course coordinator.
  
  Students are typically granted 25% additional time in written exams, but the amount required for oral exams may vary. If the exam assigment is provided on paper, the student should also receive a digital copy on a USB drive.

• If the student has permission to use extra time in written exams and requests additional preparation time for an oral examination:
  The student should briefly explain why they require additional preparation time. They are not required to disclose the reason why they applied for special examination conditions. As a general rule, the amount of additional time required should be agreed between the student and the lecturer or course coordinator.
  
  Students are typically granted 25% additional time in written examinations, but the amount required for oral examinations may vary. It is important to ensure that the additional time does not lower the academic standard of the examination.

• If the student has permission to use extra time in written examinations and requests additional examination time for an oral examination:
  The lecturer/course coordinator should be receptive to the student’s request for additional examination time and discuss their needs with them. The student’s existing permission to use extra time in written examinations provides sufficient grounds for considering the request.

• If the student has permission to use headphones in written examinations:
  The lecturer/course coordinator should allow the student to use headphones during the preparation period.

• If the student has permission to use extra time and is taking part in an oral group examination:
  The student may be part of a group in which the other members have not been granted additional time. In this case, the lecturer or course coordinator may grant the entire group additional preparation or examination time. See the regulations on special conditions for projects in courses.

Questions or uncertainty regarding special conditions in oral examinations

When making the assessment, the lecturer should take the student’s individual challenges and granted special examination conditions into account where relevant and possible.

The special conditions must not lower the academic standard of the examination.

The SPS Unit can assist lecturers with this assessment. Please contact specialexamconditions@adm.dtu.dk.

Students who have been granted extra time for exams as a special condition may have the opportunity to extend the writing period for projects, final project, and thesis.

If the student is in a group where other group members are not granted extended time, the lecturer may grant extra time to the entire group.

Extension of projects within courses

For long-term projects/assignments in courses or internship reports for BEng students, the student may request an extension of the project period from the lecturer. The student must present their decision letter as documentation.

The lecturer assesses whether extra time can be granted. The assessment may be based on academic or practical considerations, such as grading and feedback for other students in the course.

Extension of submission deadline for BEng projects, bachelor projects, and master’s theses

For a final written project, such as a Bachelor of Engineering project, bachelor’s project, or master’s thesis, students may be granted up to three additional weeks for the writing period. The student may choose whether to use one, two or three additional weeks.

Any further extension of the writing period must be approved by the Exemptions Committee.

Extension before project start
The student must contact the project supervisor before the project is registered and present the decision letter as documentation.

The supervisor can register the extended project period in the Project Registration System before the project start date.

Extension after project start
If the student raises the need for the additional weeks after the project has been registered, the supervisor must contact the department secretary, who can extend the writing period. As always, the student must present their decision letter granting special examination conditions as documentation.

For questions, please contact the SPS Unit at specialexamconditions@adm.dtu.dk .