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Educational and Examination Regulations: General rules

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1 General rules

1.1 To whom it applies

These regulations apply to all students who are enrolled at the university college, and to all staff members of the university college.

1.2 Availability of these regulations

By enrolling, students become subject to these education and examination rules.
These education and examination regulations are made available electronically.
 

1.3 Communication

Everyone is expected to consult the university college (electronic) communication network, in addition to the present education and examination regulations. Students are expected to use the university college email address and to take note of their personal examination results on the day of the examination results announcement.

1.4 Group T, Limburg Catholic University College and Leuven University College organisations

Group T, Leuven University College and Limburg Catholic University College are non-profit organisations, the powers of which have been defined in statutes and internal regulations. They are all part of the KU Leuven Association.

1.5 Terminology definitions

In the framework of the education and examinations regulations of the university college, the following definitions apply:
Academic year: a period of one year which starts no earlier than 1 September and no later than 1 October, and ends on the day prior to the commencement of the next academic year. The exact dates are listed in the academic calendar of the university college.

Refresher programme: a study programme that may be imposed on students who hold a credit certificate, another certificate of study or a certificate of competence that was acquired at least five calendar years ago and that the student wishes to valorise with regard to an as yet uncompleted or another study programme. The period of five calendar years starts from the first day of October following the month in which the certificate was obtained.

Rounding rule: the university college applies the rule that all numbers which are mentioned in these education and examination regulations, regardless of the subject, are rounded down to the nearest whole number in case of a decimal between 0,1 and 0,4 and rounded up to the nearest whole number in case of a decimal between 0,5 and 0,9.

Graduating option: a differentiated study programme which is different from another differentiated study programme for at least 30 ECTS credits and which is mentioned on the diploma, as opposed to other types of differentiation.

Assessment committee: one or several central committees which have been established for the purpose of:

• assessing whether a student who doesn’t hold a degree of secondary education may still be admitted to a bachelor programme;
• assessing a request for recognition of previously acquired competences in accordance with the directives made available by the validating body of the KU Leuven Association;
• assessing whether a student who hold a foreign diploma, can be admitted to our university college.
 

KU Leuven Association: association between KU Leuven and university colleges in the Flemish Community of Belgium. The composition of the association and a description of the bodies and areas of application can be found at associatie.kuleuven.be.

Certificate of continuing education: attendance certificate proving that the holder took part in a continuous education activity without assessment or examination.

Comprehensive bachelor test (only applicable to Leuven University College students): a (set of) mandatory course unit(s) concluding a study programme, which compares the student's competences with the desired exit level. It is at least worth 10% of the maximum amount of ECTS credits of the study programme. The course units of the comprehensive bachelor test do not have a tolerable fail mark. The programme guide will mention the requirements in order to include (parts of) the comprehensive bachelor test in the Individual Study Programme (ISP).

Competence inquiry: inquiry into an individual's competences in view of delivering a certificate of competence.

APEL Committee: a committee of the university college which assesses the request for recognition of previously acquired competences in accordance with the directives made available by the validating body of the KU Leuven Association.

Deliberation: the board of examiners meeting which confirms the examination results of the course units. The board of examiners establishes whether the student will receive a pass grade for the entire study programme, confirms the final result and awards a level of achievement if applicable. An ad hoc deliberation meeting is possible in the event of a dispute with regard to a particular examination result or in order to decide about an irregularity which has occurred.

Deliberation period: is a period during an academic year, as determined by the academic calendar, when the small boards of examiners and the boards of examiners of a study programme convene in order to exercise their powers as determined by the examination regulations. Deliberation may also occur outside this period in case of dispute about a particular examination result or when results of examinations taken outside the institution are not delivered in time.

Scholarship student: is a student who:

• receives a study scholarship from the Flemish Community, in accordance with the regulations of the decree of 8 June 2007 governing study scholarships by the Flemish Community, or;
• complies with the conditions as determined by article 12 of the decree of 30 April 2004 governing study scholarships and student services in higher education in the Flemish Community and qualifies according to financial criteria to receive a study scholarship from the Flemish Community, or;
• is a citizen of an EEA (European Economic Area) member state and qualifies according to financial criteria to receive a study scholarship from the Flemish Community.

An "almost-scholarship" student is a student who does not receive a study scholarship from the Flemish Community, yet has limited income, the maximum of which is determined to receive a scholarship.

Certificate of competence: proof that a student has, consequent to past experience, training or qualifications, acquired the skills corresponding to the level of Bachelor in higher vocational education or academic education, to Master's level, or to a well-defined study programme, course unit or cluster of course units. This certificate is delivered by a recognition body and consists of a paper document or data base record.

Certificate of admission: the certificate that grants a person admission to higher education if said person does not comply with the diploma requirements with regard to his enrolment in an undergraduate bachelor programme.

Committee for particular admission requirements: the Leuven University College committee assessing whether a person who does not comply with the diploma requirements for enrolment in an undergraduate bachelor's programme can still be admitted to a bachelor's programme, in accordance with the KU Leuven Association directives.

Competence: integration of knowledge, understanding, skills and attitudes which results in an effective, high-quality performance in a particular function/role/task. This performance is visible in actions undertaken in a certain situation.

Contract type: the student chooses a study programme or parts thereof and may decide to enter into a diploma contract, a credit contract, an examination contract in order to obtain a diploma/degree or credits. These contract types also apply to postgraduate certificate students.

Course unit coordinator: the person, assigned by the university college, who is ultimately responsible for a course unit in case more than one lecturer is involved in the course unit.

Credit certificate: recognition of the fact that a student at our university college or another higher education institution has acquired the competencies of a course unit, based on an examination. This recognition shall be defined in a printed document or a data base record. The study points acquired for a course unit are called credits.

Credit contract: an agreement between the university college and the registered student in order to obtain a credit certificate for one or several course units.

Settlement: a written contract by which the parties end a future or past dispute.

Diploma: document delivered to a student who passed all units of the entire Bachelor’s study programme and which includes the main identification information of the student and the completed study programme.

Diploma contract: an agreement between the university college and a registered student in order to obtain a diploma or a certificate of a study programme.

Diploma supplement: the document issued in compliance with European standards detailing the specific characteristics of the study programme and of the study results that are not mentioned on the diploma. This document will particularly contain the credit certificates of the student who graduated. The diploma supplement and the diploma are inextricably linked and are considered one entity.

ECTS: the entire package of agreements allowing to compare attained study results across the European Economic Area. The Flemish credit system is based on the European Credit Transfer System; ‘credit’ is a synonym of ‘ECTS credit’.

European Economic Area (EEA): partnership between European countries (for members see: europa.eu/about-eu/index_en.htm).

European Higher Education Area (EHEA): partnership between European countries to ensure a transparent system of higher education in Europe (for members see: www.ond.vlaanderen.be/hogeronderwijs/bologna/pcao/).

PEL: “prior experiential learning” is the integration of knowledge, insight, skills and work ethics acquired through learning processes that have not resulted in a certificate of study.

PCL: “prior certificated learning” is any national or foreign certificate of study indicating that a formal study itinerary not necessarily within the framework of the regular educational system has been successfully completed, with the exception of credit certificates which are validated by one and the same study programme.

Examination: an examination may consist of one or several examination activities. These examination activities verify whether and to which extent a student has acquired the competences linked to a course unit or a course subunit. An examination may take place at one certain moment during or outside the examination period, yet may also be a series of activities spread throughout a certain period of time.

Examination contract: an agreement between the university college and the student who registers to take examinations in order to obtain a diploma or a credit certificate of one or several course units.
Examination period: the period of the academic year, as determined in the academic calendar and/or programme guide, which serves in particular for organising examinations.

Disability: a permanent or long-term disability of one or several bodily functions. The following subgroups have been determined: motor skills impairment, auditory impairment, visual impairment, chronic disease, psychiatric disability, learning disorder, developmental disorder, other.

Personalised study itinerary: a programme deviating from the model itinerary that may be granted to a student following a well-founded request.

First time higher education student: a student who enrols in a professional or academic bachelor programme of Flemish higher education with a diploma contract for the first time. The status of first time higher education student remains valid during the entire academic year.

Certificate: a document which is issued to the graduating student at the end of a study programme (postgraduate certificate, preparatory programme) and which contains the major identifying information about the student and the study programme.

Certificate of continuing education: a document stating that the holder has passed an assessment test or an examination of a continuing education activity.

Degree: designation of bachelor granted at the end of a successfully completed study programme.

Level of achievement: special mention granted at the end of a Bachelor's study programme.

Individual Study Programme (ISP): all course units that an individual student enrols in to obtain a diploma or certificate or to obtain one or several credit certificates which the student registers for during a particular academic year.

Internal Commission of Appeals: a commission which handles appeals about decisions related to an individual (prospective) student.

International Office: office where students holding a foreign diploma must apply, before registration.

Joint (degree) programmes: (international) partnership between study programmes which impact the characteristics of a study programme or the awarded diploma. There are several variations: diploma awarded by the institution where the student is enrolled, dual or multiple diploma, joint degree (joint diploma).

KU Loket: provides access to the student's electronic study progress account.

Learning agreement: a contract between a student, the university college and a host institution for the purpose of a mobility programme. The contract includes a list of course units which the student will take at the host institution.

Study vouchers: virtual vouchers for students granted by the Flemish Community, expressed in ECTS credits, to be used when enrolling in one or several study programmes or course units.

Learning outcomes: the definition of what students are expected to know/understand and to be able to apply at the end of a study programme

Material error: every individual study programme (ISP) which does not comply with the law or regulations and thus does not result in a just examination assessment, as well as every material error which results in a wrong examination mark for the student.

Model itinerary: a study itinerary comprising a study programme in which compulsory and optional selections model how a student is able to obtain a given diploma or certificate during a specified time frame. A model itinerary includes every itinerary for which a student does not need special permission.
 

A model itinerary can be completed as a standard itinerary or a flexible itinerary:

• standard itinerary: a model itinerary by either enrolling in all course units of a study phase, or by enrolling in a pre-determined packet of course units of an academic year.
• flexible itinerary: a model itinerary during which the student enrols in course units of several study phases in one academic year.

Course subunit: part of a course unit which constitutes a specific coherent group of educational and study activities, to which a number of ECTS credits are attributed. Every course unit consists of at least one course subunit.

Study programme: the education structure unit. If completed successfully, it culminates in a degree, diploma or certificate.

Study phase: a coherent part of a study programme, for the purpose of structuring the study itinerary and monitoring the study progress.

Course unit: a delineated set of educational, learning and examination activities aimed at acquiring well-defined competences in terms of integrated knowledge, skills and attitudes. A course unit includes at least three whole ECTS credits resulting in one separate assessment mark. Additionally, it may be divided into coherent parts of educational activities to which a number of ECTS credits are attributed.

Study programme committee: the committee entrusted with developing and monitoring one or more study programmes and made up of members of the academic and teaching-supporting staff and representatives of the student body, possibly complemented by professionals or alumni.

Force majeure: applies when, in spite of all possible efforts, an obligation cannot be met due to an unforeseen situation or event which is sufficiently proven.

Continuous education: educational programmes which are (usually) limited in size for the purpose of specialising or updating academic knowledge or for acquiring broader or more in-depth competences.

Continuous education with certificate of attendance: activity of continuous education for which a certificate of attendance is awarded and signed by the organiser, which proves that someone participated in a continuous education activity without being assessed or taking an examination.

Continuous education with certificate: activity of continuous education which is not a postgraduate certificate programme and for which a document is awarded by the university college which proves that someone passed a formal assessment or examination. This type of continuous education activity is worth at least 3 ECTS credits.

Postgraduate certificate: document proving that the holder passed a postgraduate certificate course.

Postgraduate certificate programme: continuous education study programme covering a coherent set of at least 20 ECTS credits after having completed a bachelor or master study programme, and for which a postgraduate certificate is awarded by the university college.

Programme guide: a description of the major elements of a study programme's course units (the European Credit Transfer System abstract: competences, objectives, learning continuity and teaching methods, study time, assessment arrangements and study material). In addition, the programme guide includes specific information about the study programme, such as essential additions to the university college's education and examination regulations.

Council for disputes about decisions on study progress: an administrative legal board established at the Ministry of the Flemish Community, judging appeals by students against study progress decisions, after having exhausted all internal appeal efforts against such decisions.

Council of Europe: partnership between European countries and other specific partners for the purpose of protecting certain rights of their citizens.

Bridge programme: a compulsory university programme for students wishing to enrol in a Master's programme on the basis of a Bachelor's degree delivered by a professional higher education institution. A bridge programme includes a minimum of 45 and a maximum of 90 ECTS credits.

Written notification: unambiguous notification of a (written) request, intention or decision not delivered orally (by letter, electronically, by fax, …).

Study efficiency: the ratio between the number of acquired ECTS Credits and the actual number of ECTS Credits enrolled in during an academic year, expressed in a percentage. When calculating study efficiency, exemptions are not taken into account.

Tuition fee: the fee to be paid by students in order to participate in education, study and examination activities.

Study load: the number of study points awarded to a course, course unit or educational activities thereof.

ECTS credit: an international unit accepted within the Flemish-speaking Community of Belgium which corresponds to a minimum of 25 and a maximum of 30 hours of prescribed educational, learning and examination activities and the measure with which the study load of each course or course unit is expressed. Only whole ECTS credits are awarded:

• actual number of ECTS credits enrolled for are the ECTS credits for which one enrols and must pass examinations:
• earned ECTS credits are credits for which a credit certificate has been obtained.
• In the nursing and midwifery study programme one ECTS credit corresponds to between 26 and 30 hours.
 

Decision related to study progress: one of the following decisions:

• an examination decision is any decision – whether or not based on deliberations – which includes a final decision about passing a course unit, several course units of a study programme, or an entire study programme;
• a disciplinary examination decision which is a penalty imposed based on examination facts;
• Awarding a certificate of competence indicating that the student has acquired certain competences based on prior experiential or certificated learning;
• Awarding an exemption is removing the obligation to take an examination of a course unit or one of its subunits;
• A decision imposing a preparatory programme and defining its study load;
• imposing a study progress measure;
• measures following limited study vouchers.

Study progress account: the (electronic) document which provides an overview of the status of the individual student’s study progress at any given moment during his study programme.

Registration agreement: the agreement between the university college and a student stating the rights and obligations of both parties. The agreement is entered into upon the student’s enrolment by signing one of the following types of agreement: diploma contract, credit contract or examination contract. The Education and Examination Regulations are an integral part of the registration agreement.

Tolerable fail mark: a choice made by the student to maintain a tolerable fail mark.

Tolerable fail mark account: part of the study progress account which contains all information pertaining to possible tolerable fail marks and the rights related to tolerable fail marks. At certain specified times, students must make deliberate choices with regard to this account.

Recognition body: the body that is authorised to recognise a certificate of competence or certificate of admission awarded by the university college. In practice, this body is the APEL/APCL committee of the KU Leuven Association.

Flemish Inter-University Council: a body dedicated to the cooperation between Flemish universities.

Sequentiality: the order in which students are allowed to enrol in course units depending on whether they have either taken or successfully completed one or more other course units. There are four types of sequentiality:

• strict sequentiality: the student must have successfully completed a prior course unit or obtained a tolerable fail mark in a previous semester;
• flexible sequentiality: the student must have scheduled a prior course unit in a previous semester;
• simultaneity: simultaneously enrolling in course units during the same registration;
• based on diploma: specifically or a certain level of diploma.

Preparatory programme: a programme that may be imposed on students who do not hold a diploma which allows direct access to the study programme in which they wish to enrol.

Exemption: the removal of the obligation to take an examination of a course unit or part thereof on the grounds of a credit certificate, another study certificate or a certificate of competence. For this course unit or part thereof, no examination mark is taken into account when determining whether the student may graduate nor in order to grant a level of achievement.
 

Working student: a student who meets the following requirements:

• s/he can produce evidence of employment by means of an employment agreement totalling at least 80 hours a month, or he can produce evidence that he is entitled to benefits as a person seeking employment and the study programme is in accordance with a proposed route to employment as determined by a regional employment office;
• s/he does not hold a second cycle diploma or a master's diploma;
• s/he is enrolled in a study itinerary with specific education and study formats and with specific requirements of coaching and programmes offered, as registered in the Higher Education Register.