Absence procedure

If you are ill or unable to take an exam due to exceptional circumstances and you wish to have the opportunity to take a deferred examination, you must make sure to follow the steps mentioned below.

Step 1 : Notification

Immediately (and before the start of the exam – only in exceptional circumstances a belated notification will be accepted) the lecturer in question and the Faculty Student Administration must be notified via e-mail. Further arrangements are made with the lecturer. Note that a deferred examination is a favour given by the lecturer and not a right. The lecturer-in-charge will consider the possibilities and will inform you afterwards. The deferred examination must take place in the relevant examination period.

Step 2 : Submitting your information and doctor’s note

Preferably as soon as possible and within 24 hours after the start of the exam you must send the certificate of absence in a single email to:

1. the lecturer in question (e-mail address can be found via https://telefoonboek.ugent.be/en/)

2. the faculty student administration in cc (fsa.eb@ugent.be)


This e-mail must contain the following information:

  • Your name (last name + first name)
  • Your student number
  • Your programme (and main subject)
  • Period of illness: from … to …
  • The exam(s) you were absent from
  • Date of the exam: …


Do not forget to attach a clear scan/picture of the doctor’s note/certificate of proof!

Step 3 : The original certificate of proof

Within 3 working days you must also deliver the original certificate of proof to the Faculty Student Administration.