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.

Unauthorised absence

Each academic year, international students who wish to re-enrol have to submit a document to the Migration Office to show their study progress of the last academic year(s). This document shows how many credits the student has taken and how many credits the student has passed. It also shows whether the student participated in all examination opportunities or not. Not taking part in an examination can be considered an unauthorised way to prolong the study period in order to prolong the residence permit. Therefore, international students should be aware that it is imporant to participate in all examinations.