Examination Committee

To prepare for a recognition matter, the following documents must be submitted to the Examination Committee:

• a letter of application* (see below)
• a  recognition form (PDF, 119 kB) that has been completed fully and correctly and, if necessary, coordinated with the subject representatives. IMPORTANT NOTE: The “Signature” line in the lower right corner of the recognition form must remain blank. The chair of the Examination Committee will sign this line once the application has been approved. The Examination Committee may refuse to accept an application if the recognition form has not been filled out correctly and completely!
• The transcripts, certificates, or proof of academic achievement documenting the work to be recognized.
• The module descriptions, if you are seeking recognition of coursework completed at other universities or in other departments at the University of Osnabrück.

*Explanation: The application letter consists of a self-drafted letter with a letterhead (address, city, date, recipient), subject line, salutation, and information about the applicant, i.e., specifying which semester you are in, which degree program you are enrolled in, as well as a clear statement of exactly what you are requesting, the context and description of your request including the rationale for it, a closing salutation, your signature, and a reference to any attachments.

Please note that the completion of coursework during a study abroad period must be based on a Learning Agreement. In the Department of Art/Art Education, this Learning Agreement must be coordinated with the department representatives before the start of the study abroad period and is then approved by the Examination Board.

The University of Osnabrück provides a  guide to help you prepare a Learning Agreement. 

To help you compile all the necessary information in a clear and organized manner, please find below some guidelines to follow when preparing your hardship application:

Information on Preparing a Hardship Case Application
1. Purpose of the Hardship Case Application
A hardship case application is used to explain special circumstances—which may be beyond your control—that prevented you from meeting a deadline (e.g., for exam registration). The goal is to enable a retroactive solution (e.g., registration or recognition).
2. Requirements
 A hardship case can only be recognized if:

• there is an exceptional reason for which you are not at fault
• this reason can be substantiated
• the application is submitted in a timely manner

Typical academic difficulties (e.g., forgetfulness, lack of time) are not sufficient grounds.
 
3. Possible Reasons
 The following are recognized in particular:

• a serious illness (including mental illness)
• an accident
• a death in the immediate family
• caring for family members
• force majeure
• verifiable errors on the part of the university

4. Required Information
Your application must include the following information:
Personal information

• Full name
• Student ID number
• Degree program
• Email address and phone number

Information on academic performance

• Course title / Exam type
• Module and module number (if known)
• Instructor

Deadline

• Date (and time) of the missed deadline or missed assignment.

Scope

• Scope of the missed assignment, including the number of SWS and ECTS credits.

Reason

• Description of the circumstances
• A clear connection between the reason and the failure

Specific request

• e.g., retroactive registration or recognition of the course

Endorsement from the respective instructor (e.g., email with a corresponding statement)

5. Supporting Documentation
Please attach appropriate supporting documents, e.g.:

• medical certificates
• official certificates
• relevant email correspondence

Incomplete or missing supporting documents may result in rejection.
Note on sick leave:
If you are unable to take an exam due to illness, a  medical certificate (PDF, 298 kB) is required that explicitly confirms your inability to take the exam. 

6. Format and Submission

• In writing (as a PDF)
• Signed (digital signature accepted)
• via email to the responsible examination committee and the Examination Office 

7. Notes

• Write honestly, objectively, and precisely
• Limit yourself to relevant information
• Submit the application as early as possible

The following information should be included in the request:

Reason for the hardship case
Please describe the circumstances and their impact briefly and precisely. Attach the required supporting documentation. If the reason is health-related, a medical certificate is required that states, for example, that you were unable to take the exam.
Once the hardship application has been submitted to the Examination Board, the board holds meetings at regular intervals, so you should receive a response as soon as possible.