Reporting absence

Absent during the academic year, during courses, seminars, practicals, exercises,…

You do not need to report a short period of illness or absence that only impacts theoretical lectures. You should inform the Faculty Student Administration (FSA) of the Faculty of Engineering and Architecture (contact details FSA) of any longer period of illness.

Absent during exams (end-of-term evaluation), during continuous assessments, practicals or exercises with compulsory attendance, or other forms of continuous assessment

Immediately notify the lecturer-in-charge (contact details in the telephone book of Ghent University) and the Faculty Student Administration of the campus (= the exam secretariat, ).

In your email you should mention your name, programme, missed exams or tests and the names of the lecturers. Also add to this message a scan or a photo of the certificate or supporting document to prove your absence for the relevant period.

If it concerns an absence with good cause, during an end-of-term evaluation, you immediately ask the examiner or the responsible lecturer if you can take a catch-up exam in the same examination period. In mutual consultation, and with notification to the examination secretariat, a different evaluation method may exceptionally be used.

If it concerns an absence with good cause, during any continuous assessments, the lecturer decides whether a catch-up activity is possible.

Legitimate reasons to be absent are the following:

  • illness or an accident that prevents a student from taking an exam;
  • the death, during the examination period, of a relative by blood or marriage in the first degree (i.e. parents or children) or in the second degree (i.e. grandparents, grandchildren, brother, sister) or of a person living with the student;
  • judicial reasons (e.g. summons before a court of law);
  • an overlap with other examinations, other than catch-up examinations, within a personalised learning track. Overlapping means that two or more examinations take place at least partially at the same time. The student must give priority to the preceding course following the model learning track (= courses from 1st year before courses of 2nd year);
  • other forms of force majeure (i.e. an event which has nothing to do with the student and which could not have been reasonably foreseen, prevented or overcome).

You must submit the original supporting document as proof of your absence with good cause to the FSA of the relevant campus (by post or personal delivery), no later than 3 working days.  A valid medical certificate is required in case of illness or an accident. This certificate should be issued by a doctor (dated at the latest on the day of the missed exam or evaluation) who determined the illness or the consequences of the accident himself/herself. A certificate in which only the statement of the student is reported ("dixit certificate") or a certificate that was written after the illness or after the accident ("post factum certificate") will not be accepted.

See also Article 75 of the Education and Examination Regulations (OER).

Absent due to COVID-19 mandatory quarantine COVID-19

Are you subject to an imposed quarantine (return from a high-risk area or contact with an infected person) and therefore not able to attend mandatory practicals / exercises or assessments? Follow the guidelines above: inform the lecturer and submit a valid proof of absence to the Faculty Student Administration.

If you have tested positive for Covid-19 follow the Ghent University guidelines for contacttracing.