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Rules and Regulations for Students at Aarhus University School of
Engineering
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Contents 1. Registration for courses .......................................................................................................... 3
2. Examinations – registration/withdrawal ................................................................................. 3
3. Conditions for registration for examinations ......................................................................... 4
4. Reexaminations ...................................................................................................................... 4
6. Alternations of examination conditions ................................................................................. 5
7. Options at written examinations ............................................................................................. 6
8. Generel rules regarding written examinations ....................................................................... 6
9. Specific rules regarding electronic submission of assingments ............................................. 8
10. The electronic submission .................................................................................................... 9
11. Oral examinations .............................................................................................................. 10
12. Guidelines in the event of illness before or during an examination .................................. 11
13. Requirements for student activity regarding SU ............................................................... 12
14. Study activity ..................................................................................................................... 12
16. Study abroad credit transfer .............................................................................................. 13
17. Examination complaints .................................................................................................... 14
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1. Registration for courses
1.1. Each semester the student is required to register for the following semester’s courses. Registration is made online on the STADS self-service system. The Stud-ies Office makes an announcement of guidelines and deadlines on CampusNet in March and October respectively. At the beginning of each semester, all students must check their registrations on STADS self-service. Any errors must be reported to the Studies Office.
1.2. Under normal circumstances changes to registration are only possible if the courses that the student has signed up for are cancelled or if the student fails to pass an exam.
1.3. Course registration must be made through STADS-self-service no later than 5 weekdays after the beginning of the semester. After this, changes to registration require an exemption by the Degree Program Coordinator.
1.4. Students who have not registered for a given course 5 weekdays after the begin-ning of a new semester are denied admission to the course.
2. Examinations – registration/withdrawal
2.1. Exam registration automatically takes place when a student registers for a course of study. Exam registration is made on the basis of the course registration, regis-tered by the Studies Office 5 weekdays after the beginning of a new semester.
2.2. Exam registrations will be posted on STADS self-service in March/April and Sep-tember/October. STADS self-service displays a list of the exams that the student is expected to take at the upcoming exam. All requests for exam changes (addi-tions or drops) must be made through STADS self-service in accordance with the guidelines issued by the Studies Office.
2.3. Withdrawal from an ordinary exam must take place through STADS self-service
or in writing to the Studies Office no later than 5 weekdays prior to the exam. The deadline for withdrawal from an oral examination conducted over more than one day is usually 5 weekdays before the first day of exams, even if the student has a later exam date. After the deadline, exam registrations cannot be changed and non-attendance counts as an exam attempt.
2.4. Registrations for re-examinations held within the same exam period as the ordi-
nary exam, must take place through STADS self-service after the result of the or-dinary examination is known and within the deadline specified, which will be af-ter the result is known. Re-examinations are for students who have spent an at-tempt at the ordinary examination, either by not showing up, or by obtaining a -3 or 00. Withdrawal from a re-examination must take place through STADS self-service or in writing to the Studies Office no later than 5 weekdays prior to the exam. If the re-examination lies less than 5 weekdays after the ordinary exam the registration will be binding. Students are entitled to a maximum of three at-
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tempts to pass an exam. However, Aarhus University School of Engineering may grant an exemption from this rule and allow further exam attempts if special cir-cumstances justify such an action. Applications must be submitted to the Studies Office no later than 5 weekdays after the beginning of a new semester. Lack of ac-ademic ability is not considered a “special circumstance”.
2.5. If a student takes an exam without prior registration, his or her examination an-
swer will not be assessed.
2.6. Withdrawal from a semester – or bachelor’s project course must be registered using STADS self-service no later than a month after the beginning of a new se-mester. Lack of formal withdrawal is viewed as absence and counts as an exam attempt.
2.7. Withdrawal from a course, passed only on participation (i.e. a course without an
actual exam) must be registered using STADS self-service. Withdrawal is only val-id as long as the course has not yet been assessed.
3. Conditions for registration for examinations
3.1. Conditions that must be met, within the same course as the exam, will occur from the course catalogue. Conditions, including documentation, are administered by the teacher. The teacher notifies the Studies Office on which students that are not allowed to register for examination. The Studies Office will send an e-mail to the student concerned, informing the student that he/she is not allowed to partici-pate in the examination due to lack of meeting the conditions, and that the conse-quence of this is an administrative withdrawal from the examination. The e-mail will also include a suggestion to contact the student counselor. The following will occur from the course catalogue:
Which elements that counts as conditions Deadlines for submissions, if any, including possibility for re-submission Consequences for not meeting the conditions
4. Re-examinations
4.1. A re-examination is an exam that is held outside of the ordinary examination pe-riods. As a rule, reexaminations are held at the end of January / beginning of Feb-ruary and in August. 2nd and 3rd examination option can either be placed during the re-examination period or during the next ordinary examination period. It must be stated in the course catalogue, when the next examination option takes place. To participate in a re-examination outside of the ordinary examination pe-riods, you must have used an attempt at the ordinary exam.
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Summer exam In courses, where re-examinations are held after the ordinary summer exam, the re-examinations will be placed in August, from Wednesday till Tuesday immediately before 1st semester begins. Exam registration for summer re-examinations must take place through STADS self-service no later than Friday before graduation and preferably as soon as possible after a failed exam. Students, who are able to graduate in the current semester, but fails one or more elec-tive courses in the ordinary summer exam, have a right to a re-examination in these courses. This will take place in the same period in August, as described above. Winter exam In courses, where re-examinations are held after the ordinary winter exam, the written re-examinations will be placed in the week immediately following the graduation - ei-ther in week 4 or 5. Exam registration for winter re-examinations must take place through STADS self-service no later than Friday before graduation and preferably as soon as possible after a failed exam. Students, who are able to graduate in the current semester, but fails one or more elec-tive courses in the ordinary summer exam, have a right to a re-examination in these courses. Courses that ends in Q1 or Q3 In courses, where re-examinations are held immediately after Q1 or Q3, the re-examinations will be placed in the beginning of Q2 or Q4 respectively. Exam registration for these re-examinations takes place per e-mail to the students in-volved. Courses on International semesters Re-examinations will be held as required.
6. Alternation of examination conditions
6.1. Students with special needs are by law entitled to special education support. Aarhus University School of Engineering is able to offer altered exam conditions for these students. The student counselor is responsible for the management of special education support.
6.2. Students who have been accepted on the basis of a foreign (non- Nordic) entry
exam can apply for extended time for exams in the 3 first semesters of their ed-ucation.
6.3. Students can be granted extended time for exams, on the basis of an individual evaluation, considering the ministerial order that extended time for exams must not result in the level of the exam being changed.
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6.4. Extensions of 15 minutes per commenced examination hour are usually granted
at written exams. Moreover, at written exams additional 15 minutes of examina-tion time are granted to all students with extended time because of the disturb-ance caused by students with ordinary examination time leaving the examina-tion room.
6.5. At oral examinations with preparation time, students may be granted a 100 per-
cent extension of their preparation time.
6.6. Applications concerning alterations of examination conditions must be sent electronically through www.iha.dk/vilkaareksamen within the time limit speci-fied on the electronic application form. The application should include pro-posals for how the examination conditions could be changed.
6.7. In the event of acute illness or the like, an application for altered examination
conditions must also be sent electronically through ansøgning om ændring af prøvevilkår, and in addition, a medical certificate must be uploaded.
7. Options at written examinations
Unless the course catalogue states that submission must take place in a specific way, the student is allowed to choose among two forms of submission:
1. Handwritten 2. Electronically through CampusNet
Electronic submission can be chosen to be replaced by a handwritten submission either in full or partly. The electronic submission will overrule the handwritten in case of doubt, unless the student has explained otherwise.
8. General rules regarding written exams
NEW RULE IN FORCE FROM THE AUGUST EXAMINATION 2012 At written examinations, the students are no longer allowed to leave the examination room in order to smoke. Use of aids at examinations It will appear from the course catalogue if aids are allowed at the exam. There are the following options:
Exam without aids Is an exam without any aids at all – no books and no pc. Exam with aids
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Is an exam with all aids – both books and pc as encyclopedia (including use of inter-net). However, it is NOT allowed to communicate with others electronically or oth-erwise during the exam.
If aids are allowed, it will also appear from the course catalogue whether it is possible to submit the answer electronically through CampusNet. 8.1. For written exams, all students must be in the assigned examination room at least
10 minutes before the scheduled start time. The student should take a seat and place his/her student card where it is visible to the invigilators. If the student brings his/her own pc, the pc must be connected at least 10 minutes before the exam starts.
8.2. If the student has forgotten his/her student card, a picture ID and National Health
Service medical card must be shown. It is not possible to take an exam without having documented your identity.
8.3. A student who is late for a written examination must contact the Studies Office
immediately. The student will only be able to take the exam if Aarhus University School of Engineering considers it unlikely that the student may have received any information about the exam paper and finds the delay reasonably justified. Additional time will only be granted in exceptional cases.
8.4. For the individual examination, the students may only use paper etc. provided by
Aarhus University School of Engineering and received by the students in the ex-amination room immediately before the start of or during the exam. The paper supplied may not be divided (split in two etc.).
8.5. If a student would like a copy of his/her exam answer, the invigilator will provide
carbon and copy paper for this purpose upon request.
8.6. Before the start of the exam, the student must fill out the sections on the two co-vers and as a minimum write student number, date and page numbers on the succeeding pages for draft and fair copy. Please read punkt 10.3. regarding elec-tronic submission.
8.7. All hand-written material must be handed in, in one of the two covers. The
second cover must be handed in empty. 8.8. All prohibited materials must be disposed of before the student enters the exam-
ination room. Music devices, cell phones and the like are considered prohibited materials unless otherwise stated. Cell phones and other similar devices brought into the examination room must be handed over to the invigilator. The student is not allowed to borrow materials from other candidates during the examination.
8.9. Listening to music using headphones during the exam is allowed, as long as it
does not disturb the other students. If a student feels disturbed by music, he/she must contact the invigilator, who will inform the student who is playing music. It is the invigilator who makes the final decision on whether the music must be turned down or off.
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8.10. Computers must be noiseless (beeps and the like must be switched off). Printers may not be used.
8.11. During the exam, the students are not allowed to provide nor receive assistance
to/from other students or third parties. Neither are they allowed to communicate with other students or third parties. All requests must be made solely to the in-vigilator.
Students violating these exam regulations will be excluded from the exam by
Aarhus University School of Engineering. If a suspicion arises during or after an exam that a student has improperly received or provided assistance, passed somebody else’s work off as his/her own, or used his/her own previously as-sessed work without reference, this will be reported to Aarhus University School of Engineering. If suspicions are confirmed, Aarhus University School of Engi-neering will exclude the student from the exam.
8.12. If a student creates disturbance of any kind, Aarhus University School of Engi-
neering may exclude the student from the exam. In minor cases Aarhus Universi-ty School of Engineering will give the student a warning before further action is taken.
8.13. As a basis for the assessment, the student must hand in a clear, legible exam an-
swer written on the white paper provided by the school (a fair copy). The stu-dents are not allowed to use red ink in their written answers, as this color is re-served for the examiners’ corrections.
8.14. In case a student does not have enough time to complete a fair copy of the exam
answer, then notes and the like, written on the yellow draft paper, can form the basis for the assessment, provided that the student has expressed a clear wish for this in the exam answer before the collection of the exam answers. In the in-dividual cases, the external examiner decides whether and to what extent these wishes should be considered in the assessment.
8.15. When a student has completed his or her exam answer and decided to hand it in,
the student must check that all relevant sheets of paper are included, and that every single sheet of paper has been filled out as stated in pkt. 8.6. The task num-bers must be written on one of the covers and the inserted sheets of paper must be numbered in succession.
8.16. No student is allowed to leave the examination room during the last 15 minutes
of the exam. Upon completion of the exam, all students must remain seated and not communicate with one another while the invigilator collects and counts the exam answers.
9. Specific rules regarding the electronic sub mission of exam answers
9.1. For exams with electronic submission Aarhus University School of Engineering arranges/provides:
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Ordinary exam tables
Cables, wires and power supply (please see below)
Current-carrying connectors
9.2. Students must bring laptops and the needed extensions cables, distribution boxes etc.
9.3. Connecting the audio on the laptop is not allowed. However, listening to music using headphones during the exam is allowed.
9.4. The student is responsible for the reliability of the equipment brought into the exam room. Technical support before, during or after the exam cannot be ex-pected. Stoppages caused by individual operational problems do not result in ex-tended examination time or permission to retake the exam.
9.5. Students will be admitted to the examination room 30 minutes before the exami-nation begins in order to connect their computers. Computers must be operation-al 10 minutes before the exam begins.
9.6. The student must ensure that a current backup copy is stored on his/her hard disk and on a USB flash memory stick, marked with the student’s student num-ber. In the event of a network failure or other irregularities in the electronic submission of the exam answer, this back-up is the student’s only proof that he/she has produced a product for assessment. The invigilator will announce if back-up copies are to be handed in, and the Degree Program Coordinator or an-other authorized person will be present at the submission.
In case of irregularities in submission, the invigilator will contact the responsible secretary or Degree Program Coordinator.
10. The electronic submission
10.1. Guidance on how to submit an assignment through CampusNet is available on www.iha.dk/eksamen. Access to submission of one’s electronic exam answers is gained through CampusNet under the relevant course.
10.2. The exam paper is provided in printed form by the invigilator right before the start of the exam. The exam paper is also available electronically on CampusNet.
10.3. Prior to the exam, a template for the exam answers must be downloaded from www.iha.dk/eksamen. If the assignment requires submission in a format other than this template, make sure that the exam answer is marked with name, stu-dent number and page numbers.
10.4. The exam answer is to be submitted digitally through CampusNet.
10.5. Everything must be submitted in PDF format to ensure that the subsequent print-ing can be as accurate as possible. However, this rule does not apply if the course catalogue clearly states that for technical reasons the exam answer cannot be submitted in PDF. Students are allowed to submit more than one PDF file/document. However, these files/documents must be named [student number-1], [student number-2], so that the order will be apparent from the document name, It a student fails to
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submit the assignment in PDF-format, the student will be contacted and asked to apply for exemption from the submission form, by contacting the Degree Pro-gram Coordinator.
10.6. If parts of the exam answer are to be submitted separately, this will be stated in the exam paper. In such cases the answer must be marked with [student number-tasks-x-y]. An example: According to the exam paper, tasks 1-3 and tasks 4-6 are to be handed in separately: Tasks 1-3 are uploaded and marked with [student number-tasks-1-3].
10.7. The submitted exam answer can be overwritten as long as the exam is still in progress. This is accomplished by giving the new document exactly the same name as the exam answer already submitted.
10.8. The Studies Office prints and forwards the exam answers to the instruc-tor/external examiner. The exam answers will be printed in black/white, even though they have been uploaded in color. In case of problems or questions when printing the answers, the Studies Office will contact the students affected.
10.9. Upon completion of an exam, all students must submit two covers as evidence of their presence in the examination room. On both covers, the student must docu-ment in what form the exam answer has been submitted. To enhance the security of the electronic submission at the examination, the code that appears when the exam answer is uploaded must be written in the comment box on both exam co-vers.
10.10. The students are at any time allowed to switch to a paper-and-pencil format. In case the exam answer is submitted both electronically and handwritten, the stu-dent must cross both submission options on the two above-mentioned covers.
10.11. The students must remove all computer equipment at the conclusion of the exam. If a student leaves the room before the regular exam time termination, it is not al-lowed to remove the equipment. You must then return to pick up the equipment, when the regular exam time is over.
10.12. In cases where the written exam can be answered from home, no exam room will be made available at Aarhus University School of Engineering. The internet may be used during such exams.
11. Oral examinations
11.1. Oral and practical examinations are open to the public. If the test procedure in-volves parties from outside Aarhus University School of Engineering, an agree-ment must be made between Aarhus University School of Engineering, the stu-dent, and the third party about the extent to which they, in compliance of the ap-plicable copyright laws, are allowed to use the results obtained as part of the test procedure. In addition, they have to agree on whether any information regarding the third party that has been included in the exam answers may be published.
11.2. At the practical and oral exams, Aarhus University School of Engineering may restrict admission to the examination room due to lack of seating capacity. Fur-thermore, individuals may be denied entry or be excluded, if such an action is deemed necessary in order to ensure peace and order at the exam. Where special circumstances exist and when it serves the best interest of the student, Aarhus
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University School of Engineering may waive the rules above.
11.3. The student must arrive punctually for the oral examination in accordance with the time schedule on CampusNet. Late arrival is viewed as absence.
Rules for the oral defense of project materials 11.4. The group-produced project material must clearly state which student has pro-
duced which parts. However, it is accepted if parts of the material have been pro-duced jointly. If this is the case, it must appear from the material.
11.5. The examination may cover any part of the project material and is conducted with one student at a time. The assessment will be based on the student’s contri-bution to the project as well as the oral examination.
11.6. At an individual exam where students are examined on the basis of a group-produced product, other members of the group may not be present in the exam room until they themselves have been examined.
11.7. If the student(s), due to unforeseen circumstances, have not been able to com-plete a few pages of the project material at the due date, and if the student(s) nevertheless wish(es) to submit the project material for assessment, he/she, or they can seek exemption from the deadlines from the Degree Program Coordina-tor. Requests for exemption must be in writing, explain why exemption should be granted, and be submitted to the Studies Office. If exemption is granted, the un-finished project material is handed in at the scheduled deadline and a deadline for the submission of the remaining part if the project material is agreed upon with the relevant Degree Program Coordinator.
11.8. Students who do not submit the required project material will not be eligible for the oral examination. Such students, who are unable to take the oral exam, may choose to take a re-examination with the same project basis. However, in such cases the students are not entitled to supervision.
12. Guidelines in the event of illness before or during an examination
12.1. If a student is unable to take an exam due to documented illness or the like, Aar-hus University School of Engineering may find it justifiable to grant an exemption from the rule regarding late exam withdrawal. This also applies if a student be-comes ill during an exam.
12.2. If a student becomes ill just before an exam and is unable to appear for the exam, the student must immediately notify the Studies Office and ask his/her physician to issue a medical certificate.
12.3. If a student becomes ill during the exam and has to discontinue the exam, the student must notify the invigilator or the examiner when leaving the examination room. The invigilator and the examiner will record the time and that the student
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has left the exam on account of illness. The standard procedure is for the student to consult his/her own physician the same day to get a medical certificate and then contact the Studies Office.
12.4. As a minimum, a medical certificate must state that the physician has examined the student, when this took place and what role the physician considered the ill-ness to have played in the student’s ability to participate in or complete the exam. The medical certificate must be submitted to the Studies Office at the latest one week after the exam.
12.5. Participation in a reexamination can only be granted if the above-mentioned doc-umentation has been sent to the Studies Office.
12.6. Aarhus University School of Engineering may grant exemptions from the rule re-garding late exam withdrawal in case of other special circumstances that may af-fect a student’s ability to appear for an exam.
12.7 The student must resume his/her examination immediately after recovery. Par- ticipation in an examination is the same as reporting fit for duty, also with regard to subsequent examinations.
13. Requirements for student activity regard- ing SU
The Danish State Educational Support (SU) is generally only granted to Danish citizens. However, foreign citizens may apply for equal status in so far as the state educational support is concerned. To see whether you are eligible, visit http://www.su.dk/English
13.1. According to the SU rules, a student must be “study active” to receive SU. To be
“study active” regarding SU, a student must not fall more than 12 months behind the official duration of a study program. The individual student’s activity level is checked regularly by the SU office at Aarhus University
13.2. Leaves of absence and the engineering internship (if paid) are not included in the enumeration of a student’s workload. Delays for which exemptions have been granted due to special circumstances, and which will result in additional SU vouchers, are not subject to enumeration either.
13.3. The SU rules are available on the Danish Educational Support Agency’s website: http://www.su.dk/English
13.4. Study activity
14.1. If a student has not been ”study active” for more than a year, Aarhus University School of Engineering will withdraw the student from his/her studies, referring to Section 35 of the executive order on admission nr. 214 from 21st of February 2012
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14.2. To be ”study active”, that student must participate in at least one examination pr. year.
14.3. Students who have not passed their 1st semester before the end of their 2nd year of studies will be withdrawn from their studies referring to Section 9 of the exec-utive order on examinations.
14. Rules for leaves of absence
14.1. Students can take leaves of absence from their studies for periods usually corre-sponding to whole semesters. Leaves of absence are only attainable when a stu-dent has completed his/her first year exams, except when special circumstances exist, such as illness, compulsory military service or parental leave. During leave of absence, students are neither allowed to attend classes nor take exams. Leaves of absence are not included in the enumeration of a student’s workload.
14.2. An application specifying the requested period of leave must be submitted to the Studies Office no later than 1 day into the leave. A leave of absence cannot be ef-fectuated prior to the date of submitting the application. A leave of absence can-not be effectuated retrospectively.
14.3. During their studies, students are entitled to a leave of absence of up to two se-mesters without giving reasons. Leave of absence beyond two semesters can be granted, when special circumstances exist.
14.4. You can find further information on leaves of absence here: www.iha.dk/om_orlov
14.5. The leave of absence must be applied for electronically via www.iha.dk/orlov.
15. Study abroad credit transfer
15.1. Studies abroad must be approved in advance by the Degree Program Coordina-tor. The study periods must correspond to an entire semester or more. Applica-tions for pre-approvals must be submitted to the Studies Office before March 15 for applications for the fall semester and before October 15 for applications for the spring semester. The Degree Program Coordinator may grant exemptions from the deadlines if special circumstances justify such action.
15.2. Studies abroad must be passed in accordance with the guest institutions’ exam regulations.
15.3. If a term abroad is only partially passed, the Degree Program Coordinator will make a pro rata credit transfer. The student must then supplement his/her stud-ies with elective courses – chosen within Aarhus University School of Engineer-ing’s overall course selection – and projects to the extent required. The elective courses must be approved by the Degree Program Coordinator.
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16. Examination complaints
Written examinations Questions regarding the written assignment must be directed to the Degree Program Coordinator, who may assist the student in reading through the assignment. Exam complaints should follow the procedures laid down in section nr. 1016 of the executive order of August 24th 2010. The written complaint must be submitted to the Studies Office, either in person or sent by mail to: [email protected].
Oral examinations Upon completion of the oral exam, student questions regarding the exam must be directed to the Degree Program Coordinator.
Student complaints must follow the procedures laid down in section nr. 1016 of the executive order of August 24th 2010. The written complaint must be submitted to the Studies Office, either in person or sent by e-mail to: [email protected].
For further information, please read the following extract of the executive order on ex-amination:
43. Complaints concerning test conditions must be filed individually by the student to the educational institution. The complaint must be in writing and provide reasons for the complaint. If the candidate is under age, the complaint may also be made by a guardian.
Subsection 2. The complaint must be filed within two weeks of the exam result having been made available in the usual manner. The educational institution may waive the deadline if special circumstances exist. Subsection 3. For the purposes of the appeal the student must have a copy of the exam question(s). If the complaint con-cerns a written exam, the student must also be provided with a copy of his or her exam answer.
44. The student can continue his/her education pending the decision, except where otherwise specified in the executive order or pursuant to the executive order.
45. The complaint may concern 1) the basis of the examination, such as the exam question, the assignments etc., and its relation to the learning objectives and requirements, 2) the exam procedure, or 3) the assessment.
Subsection 2. The educational institution immediately refers the complaint to the original assessors who have approxi-mately 2 weeks to respond (cf. Subsection 3). The assessors must respond to the academic issues in the complaint. The com-plaint must be given the opportunity to comment on the response within a period of usually 1 week. Subsection 3. If the exam questions have been proposed by the Ministry of Education, the educational institution immedi-ately forwards complaints concerning the basis of the exam to the Ministry accompanied by the assessors’ response.
46. The educational institution decides the complaint on the basis of the assessor’s professional response and the com-plaint’s comments on the response (cf. Subsection 2).
Subsection 2. If the exam questions have been made by the Ministry of Education, the Ministry decides whether the com-plaint regarding the basis of the exam should be accepted and whether the complaint should be offered a reexamination. Subsection 3. If the exam question have been made by the educational institution (cf. Section 12), the educational institu-tion will make the decision after consulting with the academic committee when the complaint is regarding the basis of the exam.
47. The decision, which must be in writing and be explained, could result in 1) an offer of a new assessment (reassessment). However, this does not apply for oral examinations, 2) an offer of a new examination (reexamination) or 3) the complaint being rejected.
Subsection 2. Only when the assessors agree unanimously, the decision of the educational institution may result in the complaint being rejected.
Subsection 3. The educational institution must immediately notify the complaint and the assessors of the decision. If the decision is an offer of a reassessment or reexamination, the complainant must be informed that a reassessment or reexami-nation may result in a lower grade.
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48. Accepting the offer of a reassessment or reexamination must occur at the latest 2 weeks after the decision has been announced. Reassessment or reexamination must take place as soon as possible. If a diploma has been issued pursuant to § 39, the educational institution must revoke the diploma until the assessment has taken place and possibly issue a new di-ploma.
Subsection 2. New assessors will be appointed to conduct the reexamination and reassessment. If the Ministry of Educa-tion appointed the external examiner for the initial exam pursuant to Section 28, the educational institution informs the Ministry of its decision and the Ministry will appoint a new external examiner.
Subsection. 3. For the reassessment, the assessors must be presented with all the documents concerning the case: the as-signment, the exam answer, the complaint, the initial assessors’ statements with the complainant’s remarks as well as the decision of the educational institution and the Ministry. The assessors will inform the educational institution of the result of the reassessment, enclosing a written explanation of the basis for the assessment. The educational institution informs the complainant of the assessment and basis for the assessment.
Subsection 4. Reexamination and reassessment may result in a lower grade.
Appeal Decisions in Schools of Higher Education
49. In schools of higher education, the complainant may refer the assessor’s decision regarding academic issues (cf. Sec-tion 46, subsection 1) to appeal board established by the educational institution (cf. Section 50) responsible for handling the appeal.
Subsection 2. The complainant must file the appeal to the educational institution. The appeal must be in writing and in-clude reasons for the appeal.
Subsection 3. The appeal must be filed within two weeks of the complainant receiving notice of the educational institu-tions decision. The educational institution may waive the deadline where special circumstances justify such an action.
50. The educational institution establishes an appeal board as soon as possible after receiving the appeal. Permanent ap-peal boards may be established. The educational institution must cover the operational costs of the appeal board.
Subsection. 2. The board consists of two appointed external examiners, a teacher who is entitled to conduct exams, and a student within the discipline.
Subsection 3. The president of the external examiners (cf. Section 34, subsection. 1), appoints the two external examiners. The president appoints one of the external examiners as chairperson of the board. The president is allowed to appoint him/herself as external examiner or as president.
Subsection 4. The educational institution appoints the teacher who is entitled to conduct exams and the student. Subsection 5. The appeal board must operate within the realm of the Public Administration Act, including incapacity and
duty of confidentiality.
51. To form a quorum all members of the board must participate in board discussions and all documents must be sent to all members. Discussions may take place in writing, including electronically, if the board members agree to a written proce-dure. (cf. Subsection 2).
Subsection 2. If the board is unable to reach an agreement, the discussion is closed at a meeting where all members of the board must be present. If the discussion ends with a vote, and there is a tie, the chairperson has the casting vote.
52. The appeal board makes the decision based on the material, on which the educational institution made its decision. (cf. Section 46, Subsection 1), and the complainant’s substantiated appeal.
Subsection 2. The decision of the appeal board, which must be in writing and explained, could result in 1) an offer on a reassessment by new assessors. However this does not apply for oral exams, 2) an offer of a reexamination by new assessors, or, 3) the appeal being rejected.
53. The decision of the board will be communicated to the educational institution as soon as possible – at the winter ex-am within 2 months and at the summer exam within 3 months of the appeal being submitted to the institution.
Subsection 2. If the appeal cannot be processed within this deadline, the educational institution must notify the complain-ant as soon as possible and provide and explanation for the delay as well as information on when the appeal is expected to be processed.
Subsection 3. The educational institution will inform the complainant of the decision as soon as possible and provide the assessors with a copy of the decision. If the decision is an offer on reassessment or reexamination, the complainant must be informed that reassessment or reexamination may result in a lower grade.
Subsection 4. The decision of the appeal board cannot be brought before another administrative authority (cf. Section 54). Subsection 5. The reexamination and reassessment must take place in accordance with the rules in Section 48.
