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2 Education regulations

2.1 Enrolment agreement

Students complying with the admission requirements of these regulations are allowed to enrol.
The college of higher education board and the student enter into an agreement by enrolling the student pursuant to article II.3.§ 1 of the participation decree.
The college administration determines and modifies the general provisions of the agreement, taking into consideration the participation rights of the student council. The general provisions are defined in the present education and examination regulations. The information about courses and course units, and the conditions that apply to the regulations of the various courses are included in the programme guide and the ECTS course abstracts.
By enrolling students agree with the present education and examination regulations and are expected to take note of the study guide and the ECTS course abstracts.
At time of enrolment, students can choose between a credit contract, a diploma contract or an examination contract. The contract is part of the enrolment agreement. The study itinerary will be discussed and determined as part of the contract.
 

Degree Contract, Credit Contract and Examination Contract

2.2 Study contract categories

In general, Leuven University College offers diploma contracts and examination contracts for all study programmes.
Due to the specific nature of a number of course units, it may be determined that some course units will not result in credit certificates under an examination contract. These course units are mentioned in the study guide. If a student wishes to obtain a diploma by means of an examination contract, a credit contract has to be signed for these course units.

At enrolment, students register for one or more types of the following study contracts:

1. a diploma contract to obtain a diploma
2. a credit contract to obtain a credit certificate for one or more course units
3. an examination contract in order to only take examinations to obtain a diploma or a credit certificate for one or more course units.

At enrolment, the choice of a given type of agreement becomes final. It can only be changed at certain times and on certain conditions which are stated in article 2.7.

The study itinerary, as part of the contract, will be discussed and determined based on which a degree or diploma of a study programme or a credit certificate can be obtained.
 

2.3 Diploma contract

If a student wishes to sign a diploma contract, he enrols based on the following elements of the education and examination regulations:

1. the diploma that the student wishes to obtain and the objectives of the study programme as outlined in the study guide
2. the study load of the course of study as mentioned in the study guide
3. the course units that may or must be included in the year programme , the study load and the order of enrolment of these course units as mentioned in the course catalogue
4. the period of time to which enrolment applies
5. the requirements to obtain a credit certificate per course unit
6. if applicable, the reduction of the study load for the entire course or course units or its components as a result of exemptions
7. the number of examination opportunities per course unit as mentioned in the study guide
8. the examination and deliberation regulations as mentioned in the examination regulations
9. the possible measures of study progress monitoring as stated in articles 2.72 and 2.73
10. students who successfully complete a postgraduate certificate programme, obtain a certificate

2.4 Credit Contract

A student may enrol in one or more course units on the condition that:

1. he complies with the admission requirements as stipulated by decree
2. sequentiality, as determined in the study guide, must be observed
3. he has the required entry competences. if the student does not have the necessary qualifications to meet the required entry competences, he will have to take a competence test related to his Prior Experiential Learning competences
4. the head of department decides that enrolling in a certain course unit by means of a credit contract will depend on enrolment in other course units to be determined

If a student signs a credit contract, he enrols based on the following elements of the education and examination regulations:

1. the course unit(s) for which the student wishes to obtain a credit certificate the study load of the course unit(s) as determined in the study guide
2. the admission requirements for enrolling in the course unit(s) as stated in this article
3. the period of time to which enrolment applies
4. the requirements to obtain a credit certificate per course unit
5. if applicable, the study load reduction of course subunits as a result of exemptions
6. the number of examination opportunities per course unit as mentioned in the study guide
7. the examination and deliberation regulations as mentioned in the examination regulations
8. the possible measures of study progress monitoring as stated in articles 2.72 and 2.73

2.5 Examination Contract

An examination contract is subject to the provisions stated in article 2.3 if a student enrols in order to obtain a diploma and the provisions stated in article 2.4 if a student enrols in order to obtain a credit certificate for one or more course units.

When signing an examination contract, students are merely entitled to take examinations and are not entitled to any support (with the exception of the ombuds office) provided by the college. These students have no right to participate in education and study activities, unless they enrolled in these activities under a separate credit contract.

The course catalogue mentions which courses or course units are not suitable for an examination contract due to the necessity of rigorous supervision or due to the nature of evaluation.

2.6 Combining contracts

Students are entitled to a maximum of two examination opportunities for one course unit in the same academic year, this also applies to the situation in which students sign a new contract of a different nature during the same academic year.

Changing study contract

2.7 Change of contract

After the first semester, students may request that the type of study contract be changed. To this end, students will file a motivated request with the relevant head of department, after having consulted with the student counselling office of the relevant study programme. The head of department will make a decision and notify the student.
If the type of contract is changed after the first semester, the student's new contract type will be registered, while the credit certificates already acquired under the previous contract are valorised.
Any tuition fees already paid will be taken into account at the time of transfer.
A student originating from outside the European Economic Area is not allowed to transfer from a diploma contract to an examination or a credit contract.
 

2.8 Modifications to the contents of the study contract

During a semester a student may request to modify the contents of a study contract. After consultation with the student counselling office, he will submit a well-founded request to the relevant head of department. The head of department will make a decision and notify the student. The modification may be related to switching from a model itinerary to a personalised itinerary.

Study itinerary

2.9 Study itinerary

A study itinerary of a diploma contract or an examination contract in order to obtain a diploma determines the main elements of a course programme, such as course units, study load, examination rules, rules regarding tolerable fail grades and study progress monitoring. There are two types of study itinerary:

• a model itinerary for a group of students
• a personalised itinerary for a particular student.

Students are responsible for the number of ECTS Credits and the study contract by means of which he enrols per academic year. Students are able to determine whether to complete a course at an accelerated or reduced pace, after consultation with the student counselling office and taking into consideration the sequentiality of the course units (as mentioned in the study guides).
 

2.10 Model itinerary

Model itinerary is a study itinerary which consists of a study programme for a particular course of study in which compulsory and optional selections determine how a student is able to obtain a degree or certificate for this course of study within a specified time period.

Every study programme in which a student can enrol with a diploma contract or an examination contract for the purpose of obtaining a degree, has a model itinerary.
 

2.11 Standard itinerary or flexible itinerary

If a student chooses a model itinerary which comprises a fixed set of course units as determined by the course committee, and which constitutes an entire study phase, it is called a standard itinerary.
In all other cases, it is called a flexible itinerary.
Leuven University College divides the flexible itineraries into abbreviated itineraries, working student itineraries, supplementary itineraries, and prolonged study itineraries.
 

2.12 Personalised itinerary

Students are entitled to enrol in a personalised itinerary by permission of the head of department only. Permission may be granted based on a file.
Any student wishing to start a personalised itinerary must send a well-founded application to the student counselling office. The relevant study programme will make a recommendation on behalf of the head of department after having examined the grounds for requesting a personalised itinerary. The head of department will communicate his decision to the student.

If a personalised itinerary has been refused, a written and well-founded appeal may be submitted, as determined in article 2.87 of the underlying regulations.
 

Enrolment/unenrolment and tuition fees

2.13 Enrolment Regulations

The enrolment agreement is signed at the time of enrolment at Leuven University College. As a consequence, the rights and obligations of both parties will have been determined.

Once students are enrolled, they are welcome to use the services related to education activities and education supporting facilities offered by Leuven University College and its Student Services.

With the exception of particular provisions for a certain study programme or contract, a student’s enrolment will be valid for one academic year.

A student will preferably enrol before the beginning of the academic year. Enrolment will take place at the department where the course is taught (see study guide).

Students wishing to enrol in a personalised itinerary, must file a special permission request with the head of department as determined in article 2.12.

Students of foreign nationality and Belgian students or (prospective) refugees holding a foreign diploma are required to submit their admission request, including a file consisting of proofs of prior certificated learning, to Leuven University College for the purpose of verifying the diploma and residence requirements. The procedure for these cases can be found on the Leuven University College website (www.khleuven.be).

At the beginning of the academic year, each department holds information sessions for students enrolling for the first time in a bachelor's programme.

Student enrolment is final when

• all necessary paperwork has been filled out and submitted to student administration,
• the year programme has been completed and signed,
• payment has been made or when a payment schedule has been requested.
  Students who do not comply with these requirements, will not be able to take valid examinations.

Tuition Fee

2.14 Tuition Fee

Each year before 1 May the college administration determines the tuition fees which apply to the following academic year.
Tuition fees are composed of a fixed component and a variable component. Grant students or "almost grant" students are entitled to a reduced tuition fee. Exemptions from a course unit component do not result in tuition fee reduction. Students must enrol in the entire course unit.

The tuition fee regulations of bachelor, advanced bachelor, postgraduate certificate and continuing education programmes, and the specific provisions for foreign students can be found on the college’s website (www.khleuven.be/info-inschrijven/inschrijven).

Taking into account the provisions of the study contract, tuition fees include participation in education activities, examination fees, using the college's services and the student services offered by ‘vzw Studentenservice KHLeuven’, group accident and liability insurance of Leuven University College. Insurance covers all education and assessment activities including education and assessment activities in educational institutions abroad. Trips abroad for student mobility are excluded.
 

2.15 Tuition fees for examination contracts

Students enrolled with an examination contract will pay 50 euro in addition to the normal tuition fee (per academic year for the use of Toledo and related ICT services).

2.16 Penalties in case of late payment or non-payment of (tuition) fees and other costs

Students considered as non-paying related to tuition fees:

• not having paid within 2 weeks after the start of the academic year and being enrolled from the start of the academic year
• not having paid within 2 weeks after having received the direct deposit form, applicable to students who enrol later or who must make an additional payment after a tuition fee revision
• not having requested a payment by instalments
• for all other costs, not having paid outstanding invoices within 2 weeks and not being able to invoke force majeure to this end

Sanctions:

• as long as the tuition fee is not paid, the student is not fully enrolled (file to be submitted to the authorities cannot be completed, which may have consequences for study voucher account, child benefits and study grant)
• as long as a student is not fully enrolled, he is not allowed to take examinations
• if the tuition fee or other costs are not paid before 31 October, it is possible that access to Toledo and the Leuven University College portal will be suspended. At that point, only email access will remain possible.

2.17 Tuition fee adjustment

Every student is assumed to enrol in an itinerary of 60 ECTS Credits unless determined otherwise from the beginning. On 15 March of the ongoing academic year, the tuition fee will be revised based on the year programme, while the balance of the study voucher account will be taken into account. If this should give rise to a balance:

• in favour of the student, the amount will be credited to the student’s account as soon as possible
• in favour of Leuven University College, the student is urged to make an additional payment and will maintain his rights at least until the payment's due date as mentioned in the reminder letter.

2.18 Tuition fees in case of withdrawal from courses

Reimbursement of the tuition fee in case a student withdraws from courses will depend on the date of the student’s official withdrawal. If a student withdraws before 1 November of the academic year for which he registered, the entire tuition fee minus the fixed component will be reimbursed. If a student withdraws from 1 November yet before 1 March of the academic year for which he registered, half of the tuition fee minus the fixed component will be reimbursed. A student withdrawing from 1 March of the academic year for which he registered will not be reimbursed.

Unenrolment

2.19 Unenrolment

Before a student is able to fully withdraw from his courses, he has to consult with the student counselling office.
After withdrawing, the student will receive a certificate of withdrawal, which he signs, at the student administration office of the department.

Students who unenrol during an examination period and/or before the official announcement of results, are not entitled to the credits or results of the course units which were the subject of the related examination period nor are they entitled to the marks obtained during the semester preceding the examination period.
 

Admission requirements

2.20 General admission requirements

In order to be admitted to a study programme or a course unit at Leuven University College students have to meet the requirements of the decrees and the additional requirements which are stipulated below.
A prospective student must comply with the admission requirements on or before 31 January of the current academic year and the enrolment will become definitive only after the admission requirements are met.

Students with an examination contract have to meet the admission requirements at least one month before the beginning of the examination period.
All students (with any contract) from outside the European Economic Area have to meet the admission requirements before the beginning of the academic year.
 

2.21 Language requirements

A prospective student holding a degree from an institution outside the Flemish-speaking Community of Belgium will only be admitted to a course taught in Dutch if he meets one of the following requirements:

1. submit proof that he passed examinations in Dutch for at least one year of study in secondary or higher education.
2. pass an examination of Dutch the level of which is sufficient to be admitted to higher education according to the “Nederlandse Taalunie”
3. submit a certificate of a Dutch language course which is equivalent to the proficiency level mentioned above
4. students can obtain an exemption based on their file. This file must at least contain written proof of a test or an intake interview. The exemption may only by awarded based on significant reasons, which must be extensively explained in a letter added to the file.

For a number of study programmes, the institution may demand a higher level of command of the language as determined in the study guide.
For courses or course units which are not taught in Dutch, the language requirements are stipulated in the education regulations of the corresponding course, as mentioned in the study guide.
 

2.22 General admission requirements of a study programme

Students are admitted to a bachelor’s course of study, on condition that they have

1. a Belgian diploma of secondary education
2. a Belgian diploma of short-track higher education (full-time)
3. a Belgian diploma of higher education option social promotion with the exception of the certificate of pedagogical competence
4. a diploma or certificate considered equivalent to the diplomas in the above mentioned categories according to a law, a decree, a European guideline or any other international agreement.

The last stipulation entails that:

1. students holding a diploma from a country belonging to the Council of Europe, must demonstrate that they meet the admission requirements of a similar study programme; the admission may be granted based on the regulations stipulated in the treaty;
2. in case no such diploma or certificate, as described under a) has been obtained, students who have obtained a diploma in a country not belonging to the Council of Europe which grants them access to comparable higher education programmes in the same country, may be admitted to a bachelor programme by the administration of the institution. In that case, prospective students must demonstrate that they may be admitted to similar higher education programmes in general in that country based on that diploma or certificate.

In order to gain admittance to an advanced bachelor or postgraduate certificate course, the student must hold a Bachelor's or Master's degree (or an equivalent degree). Additional admission requirements can be found in the study guide or in the specific course information (www.leuvenuniversitycollege.be).
The admission requirements for other continuing education courses are determined by the institution at their discretion and can also be found under the specific course information (www.leuvenuniversitycollege.be).
 

2.23 Procedure of alternative admission

A prospective student from the European Economic Area who does not comply with the diploma requirements, yet does comply with the language requirements in order to be admitted to a bachelor programme, can initiate a procedure of alternative admission.

Prospective students who are at least 21 years old or turn 21 in the course of the academic year for which they wish to enrol, qualify for the ordinary procedure of alternative admission. In addition, a minimum of two years must have elapsed between the end of their last school year in secondary education and the start of the academic year for which they want to enrol. Prospective students who do not comply with the requirements of the ordinary procedure, can initiate the special procedure.

Prospective students will address a written or electronic request for admission to the "Commissie Afwijkende Toelatingsvoorwaarden" (Committee for Particular Admission Requirements) of Leuven University College. The admission committee will examine – on behalf of the K.U.Leuven Association – whether the prospective students may be admitted to higher education. This is a general admission to higher education, which entails an academic recommendation.

The admissions committee's members are the general director (chair), the admission counsellor dealing with admission procedures (secretary), the assessors and the admission counsellor of the study programme in which the prospective student wishes to enrol
Every institution of the K.U.Leuven Association acknowledges the admission decisions of the partner institutions of the K.U.Leuven Association.

The admission counsellor dealing with the admission procedure will register the files related to admission to higher education in the central database of the K.U.Leuven Association.

If a prospective student has already submitted an application at another institution of the association, a new application procedure cannot be started. The prospective student must complete the procedure at the institution where he applied first.

If the admission committee passes a positive judgment, the prospective student will receive an admission document. If the admission committee declines the request, the prospective student can only file a new request after waiting one year. In that case, the prospective student must demonstrate that serious, new reasons have emerged for approving the new admission request.

Initiating the procedure of alternative admission is free of charge.
 

2.24 Credit contract for students who do not comply with the admission requirements

A student who does not comply with the admissions requirements, may enrol under a credit contract, on condition that the student demonstrates the necessary competences to complete the chosen course units. Preferably, only course units of the first semester following the enrolment will be entered into the year programme. Every drawn up and amended year programme must be complemented with a report about a conversation with the student which states reasons why the student is able to complete the course units chosen. The said conversations are held at Leuven University College level. After each semester, the year programme may be revised as a result of obtained credits or because the prospect exists of complying with the admission requirements.

2.25 Particular admission requirements for a bachelor programme applicable to students holding a diploma awarded outside the European Economic Area

A prospective student holding a diploma awarded outside the European Economic Area that could be considered equivalent, but that the student is unable to submit due to his exceptional situation ((prospective) refugee, …), may employ all legal means to prove that he holds the required diploma. If Leuven University College is able to determine with a sufficient degree of certainty that the degree was effectively obtained, the prospective student shall be admitted. If it seems impossible to provide conclusive evidence, Leuven University College may as yet decide to enrol the prospective student based on additional tests. The first of these tests is a language test, as described in article 2.21. If passed successfully, one or more ad hoc test(s) will follow.

The prospective student will submit his file to the general secretary of Leuven University College. The general secretary will take the necessary steps to start the assessment procedure.
 

2.26 Special admission requirements for abbreviated study itineraries

A student holding a diploma of an institution of higher education of the Flemish Community of Belgium may be admitted to a bachelor programme with abbreviated itinerary.
If the study guide explicitly mentions an abbreviated itinerary for holders of certain degrees students may directly enrol in these courses of study at the student administration office of the corresponding department. If students believe that they are entitled to an abbreviated itinerary, even if it is not explicitly mentioned in the study guide, they have to submit a request to the corresponding student counselling office in order to enrol in an abbreviated itinerary. Students will file a request for exemption based on Prior Experiential Learning/ Prior Certificated Learning.
 

2.27 Admission requirements for credit contracts and examination contracts

Sequentiality must be observed in case of enrolment by means of a credit contract.

After approval by the college administration, the study programme determines which course units may not be part of an examination contract due to their specific coaching and assessment requirements.
 

2.28 Non-admission to a course unit

If a student having a diploma contract participates in specific education activities such as practicals or internships and seriously jeopardises his or her own safety or the safety of others due to a permanent personal situation and if this dangerous situation may not be avoided by supporting or protection measures, a safer alternative will have to be found at time of enrolment. The alternative may be substitute projects or an personalised itinerary.

If this seems impossible or if this measure is rejected by the student, the latter may be prohibited from taking or continuing the course unit, which may lead to the refusal or the breach of his diploma contract.
 

Course Offerings

2.29 Types of courses offered at Leuven University College

Leuven University College offers the following study programmes:

1. professional bachelor programmes with a study load of at least 180 ECTS Credits
2. bachelor programmes having a study load of at least 60 ECTS Credits after a first bachelor programme (advanced bachelor programme)
3. postgraduate certificate programmes with a study load of at least 20 ECTS Credits. Its work load and composition are further specified in the study guide and in the specific information about the study programme (www.leuvenuniversitycollege.be)

In addition, Leuven University College offers courses of continuing education.

1. continuing education with certificate, with a study load of at least 3 ECTS Credits
2. continuing education with certificate of attendance

2.30 Course offerings at Leuven University College

Bachelor programmes:
Bachelor of Business Management
Bachelor of Biomedical Laboratory Technology
Bachelor of Chemistry
Bachelor of Office Management
Bachelor of Education: pre-primary education
Bachelor of Education: primary education
Bachelor of Education: secondary education
Bachelor of Social Work
Bachelor of Applied Information Technology
Bachelor Nursing (complies with the requirements of the European directive 2005/36/EC, in particular article 31 related to the study programme of a responsible general nurse: the programme comprises at least 4600 hours of theoretical and cllinical education, while the duration of the theoretical component must be at least one third and the clinical component at least half of the total minimum duration)
Bachelor of Nutrition and Dietetics
Bachelor of Midwifery

Advanced bachelor programmes:
Advanced Bachelor of Advanced Business Management
Advanced Bachelor of Education: special education
Advanced Bachelor of Mental Health Care
Advanced Bachelor of Intensive and Emergency Care
Advanced bachelor of International Cooperation for North-South Relations (ICONS)
Advanced Bachelor of Oncological Care
Advanced Bachelor of Paediatric Health Care

Postgraduate Certificate Programmes:
Postgraduate Certificate of Business Computerisation through Business and ERP Software
Postgraduate Certificate of Family Mediation
Postgraduate Certificate of Taxation
Postgraduate Certificate of Mentor of Introductory Coaching and Work Placement Coaching
Postgraduate Certificate of Open School
Postgraduate Certificate of Gerontological Nursing

All continuing education courses can be found on www.leuvenuniversitycollege.be.
 

Education model

2.31 Structure of the academic year

The academic year is composed of two semesters, a minimum of three examination periods and five vacation breaks.
The first semester includes 13 weeks of education and study activities and 4 weeks of revision activities, cramming time, examinations and deliberations.
The second semester includes 13 weeks of education activities and 5 weeks of revision activities, cramming time, examinations and deliberations.

These are the vacation breaks:
Autumn break: one week determined by the vacation calendar regulations of the Education Department;
Christmas break: 2 weeks determined by the vacation calendar regulations of the Education Department;
Break after the first examination period: 1 week between the first and the second semester
Easter break: 2 weeks determined by the vacation calendar regulations of the Education Department;
Summer break: begins after the second semester and is at least 6 weeks long.

No education, study nor evaluation activities are planned during the vacation breaks, except for students who are required to continue their activities (work placement, research, projects, final paper, discussions of results, …) for study progress reasons. This requires approval of the relevant head of department.

With regard to religious holidays of religions that are officially recognised in Belgium, students can make arrangements with the relevant study programmes with regard to education, study and assessment activities.

Before the beginning of the academic year, the head of department will decide how the coming academic year will be organised with regard to education and revision activities, cramming time, examinations and deliberations.

With regard to work placements, advanced bachelor programmes and postgraduate certificate programmes, the head of department can allow an exception for start and/or end date of the academic year after having received a motivated request and after proper recommendation from the Departmental Council.
 

2.32 Semester system

A course unit is organised and students take the relevant examination within the period of a semester. This does not apply to final papers and work placements (whether or not integrated in on-the-job training) which may be organised throughout and in-between semesters.

The course committee may apply an alternative regulation by submitting a well-founded application to the college administration.

When such an alternative regulation for a particular course unit has been granted, it stays in place until the next modification of the course programme or until a point in time determined by the college administration.

The study guide lists a number of course units determined by the study programme committee which include education and study activities and examinations in the first and second semester, and a number of course units equally determined by the study programme committee for which students take examinations at the end of the academic year.

The semester system does not apply to advanced bachelor programmes, postgraduate certificate programmes or continuing education programmes. Nor does it apply to study programmes with a special organisational format, including joint programmes.

In general, personalised itineraries comply with the semester system, however, deviations may be granted by the relevant head of department.
 

2.33 Course unit

A course unit is a specific set of education, study and evaluation activities aimed at acquiring well-defined competences in terms of knowledge, understanding, skills and work ethics. A course unit may consist of different course subunits.

Before the beginning of the academic year, the study guide/ECTS pages will announce the following elements for each course unit:

1. the study load expressed in ECTS Credits
2. the level (introductory, deepening, specialised, widening)
3. possible types of study contract
4. the language of instruction
5. the head of the course unit
6. the semester in which students take the course unit and subsequent examination
7. the lecturers
8. the required entry competences
9. the learning outcome
10. a summary of the contents
11. ways of learning and teaching
12. examination process
13. possibility of a second examination opportunity
14. the evaluation criteria
15. non-tolerable fail grade
16. if applicable: sequentiality regulations
17. if applicable: subunits of the course unit.

2.34 Types of course units

There are two types of course units:

1. Compulsory course units are part of the course programme of a particular course. These course units provide a basic education within the study programme. They are compulsory for all students taking the course.
2. Elective course units: course units that are part of the study programme, organised throughout the entire Leuven University college, in a different department or in a different institution and that may be chosen based on a personalised study itinerary within the limits of the study programme and subject to approval by the course committee
    

2.35 Study time

The study time is “the period of time (expressed in hours) which a student needs to complete the pre-determined education, study and evaluation activities of a course (sub)unit or a course of study”.

The study time consists of the following three parts:
1 contact time: it is the period of time in which the students have contact with a lecturer/trainer. The contact time determines the number of hours of attendance that is expected in general from each student for a particular course unit (the so-called 'contact hours'), and the number of hours of assessment
2 the compulsory assignments in addition to the contact time, which are all supplementary assignments required by a coach and taking place in addition to the contact time mentioned under 1
3 Studying the subject matters: all study performances in addition to the contact time and the compulsory assignments.

The budgeted study time is merely an indication of the real study time and depends on the student’s characteristics.

2.36 ECTS Credits

An ECTS Credit is the unit indicating the study load of each course unit and study programme based on the study time. An ECTS Credit includes a minimum of 25 and a maximum of 30 hours of education, study and evaluation activities.

The study programme budgets the study time by applying ECTS Credits to each course unit. Under the supervision of the course committee, the lecturers determine how the available study time for each course unit will be divided among contact hours, assignments and individual study time.

The budgeted time will be discussed and assessed by the study programme committee, lecturers and students and adjusted if necessary. By means of its quality assurance programme, Leuven University College regularly assesses the issues regarding study time and ECTS Credits.
 

2.37 The requirements of taking a (common and/or elective) course unit belonging to a different study programme and/or at a different institution

Based on the existing regulations, every study programme can determine whether students with a diploma contract or an examination contract in view of obtaining a diploma can take a common course unit (gOOD, Leuven University College abbreviation), a course unit belonging to a different study programme of Leuven University College (kOOD, Leuven University College abbreviation) (www.khleuven.be/goods) or a course unit at a different institution.
Students wishing to take a course unit at an institution of the K.U.Leuven Association (or any other institution) must comply with the following requirements:

• the course unit is not part of any of the Leuven University College study programmes
• the application must be submitted to the relevant department of Leuven University College
• the student must provide the ECTS course abstract of the relevant course unit to whoever will decide on the application
• after approval, the signed application form must be submitted to K.U.Leuven or a university college belonging to the Association. For applications of course units outside the K.U.Leuven Association, the student must request approval from the host institution and/or study programme
• the student will submit a copy of the application form with the signed approval to the relevant Leuven University College department.

This article does not apply to the course units of an international exchange programme.
This article does not apply to joint programmes. Joint programmes are subject to arrangements made between the relevant study programmes of the education institutions involved.
 

2.38 The application of taking a course unit at a different institution

Students are required to submit their well-founded request for taking a course unit at a different institution to the head of department.

In consultation with the study programme, the head of department will examine the student's request, paying particular attention to the following criteria:

1. the objectives of the substitute course unit must be in line with those of the study programme
2. the level of the course unit
3. the study load of the course unit.
    

2.39 Taking a course unit and examinations at a different institution

In the event that there is a favourable recommendation, the student is allowed to take the course units in question elsewhere and sit the examinations there. The other college or university will communicate the student’s examination results to Leuven University College.

2.40 Internationalisation

Students have the opportunity to spend time abroad or in the French-speaking/German-speaking region of Belgium for at least one semester or during their work placement. Legal provisions are in place for these exchanges on condition that an agreement has been signed between Leuven University College and the foreign institution involved.

Students must submit an application to the Department’s Coordinator of Internationalisation (DCI) before the beginning of the academic year during which they wish to go on an exchange. Students are not allowed to go on an exchange if they have non-tolerable fail grades. The head of department has the authority to deviate from this rule after a motivated request from the student involved. Students must demonstrate that their command of the language of the study programme, one or more course units or work placement is sufficient, otherwise they must attend training before departing. These language skills can be tested during a personal interview. Furthermore, students may be selected based on motivation, work ethics and the ability to act independently. Leuven University College will draw up a ‘learning agreement’ in which the student states that he will take 20 ECTS Credits per trimester, 30 ECTS Credits per semester and 60 ECTS Credits per year while abroad.

Students comply with the examination regulations (time, place, …) as determined by the partner institution and stay abroad for the entire examination period, even if it is longer than the examination period at Leuven University College.

The foreign course units are mentioned in the diploma supplement. The result of the examination taken at a foreign institution may be converted into numbers (out of 20 points) by the board of examiners. If several foreign course units are brought together into one Leuven University College course unit, the board of examiners may weigh the marks. The method to weigh the marks is explained in the study guide.
 

Language regulations

2.41 Language of instruction and administrative language

The Leuven University College language of instruction is Dutch. In accordance with the applicable laws and decrees, other languages may be employed in specific situations. If applicable, it will be mentioned explicitly in the study guide. Course units taught in Dutch are assessed in Dutch as well.

The Leuven University College administrative language is Dutch. In order to facilitate communication with students, academic staff, services or institutions, an international common language may also be used.
 

2.42 Course units which are partly taught in a lan-guage other than Dutch

Since Leuven University College is aware of the importance of preparing its students for an international career, it made ele-ments of certain course units available in a language other than Dutch. When creating the study programme, this possibility is justified by the added value it offers to the student and by the practicality of the use of a foreign language in a particular course unit. The course units that are in part taught in a language other than Dutch, are mentioned in the study guide.

2.43 Course units always taught in a language other than Dutch

The next course units are taught primarily or entirely in a language other than Dutch:

1. course units pertaining to a living foreign language
2. course units taught by visiting professors who do not speak Dutch (a maximum of 10 % of the study programme)
    

2.44 Part of a study programme in a language other than Dutch

1. A maximum of 10% of the study programme may be composed of course units which students have the opportunity to take in a different language. and if possible, together with foreign students. This possibility is aimed at students who are not able to participate in international exchange programmes. It gives them a chance of establishing international contacts and becoming acquainted with the intense use of a foreign language in a scientific and practice-oriented setting. The examination about the course content of such an international programme, is always organised in Dutch as well.
2. Course units taken at a college of higher education or university in Belgium or abroad in a foreign language, as agreed between the student and the institution offering the study programme, have to be taken in the institution’s official language.These course units shall also be assessed in the language in which they are taught.
3. Students are allowed to present work in a foreign language if permission was granted by the head of department.

2.45 Study programmes entirely taught in a language other than Dutch

In order to satisfy the needs of international students, Leuven University College is able to offer entire bachelor programmes and postgraduate programmes in a different language. Adequately equivalent Dutch-language bachelor programmes are provided. In general, advanced bachelor programmes or postgraduate programmes are not organised in a language other than Dutch. Foreign as well as Dutch-speaking students may attend these courses. All students, including Dutch speakers, who attend these courses are expected to take the examination in the language of the course or course unit in the event that a different language is used for the entire course or programme.

2.46 Quality control

Leuven University College ensures that its appointed staff members have sufficient knowledge of the international standard language required for teaching. This aspect is particularly monitored by internal quality control of courses and programmes.

Year programmes

2.47 General regulations for year programmes

Students who do not draw up and sign a year programme, are not allowed to take examinations.
The department's ombuds office may grant certain students exemption from the regulations mentioned below.
Year programmes are drawn up in such a way as to allow students to attend the education activities. Students are notified in case it is nonetheless impossible. If students insist on keeping course units, which overlap in the course schedule, in the year programme, they will have to bear the consequences.
New year programmes may be drawn up during the entire academic year.
 

2.48 Types of course units in the year programme

A first semester course unit starts and ends in the first semester and is subject to deliberation for the first time in January.
A second semester course unit starts and ends in the second semester and is subject to deliberation for the first time in June.
A two-semester course unit starts in the first semester and ends in the second semester and is subject to deliberation for the first time in June.
 

2.49 Modifying year programmes

With regard to their year programme, students are able to:

• add or remove first semester course units or two-semester course units until 1 December
• add or remove second semester course units until 15 March
• add course units until 1 May
• add course units for the September examination period until 6 July

In case of examinations outside the January, June and September examination periods each study programme determines the deadlines which are mentioned in the study guide.

In order to modify his year programme, the student will contact the student counselling office.
 

2.50 Year programmes under diploma contracts and credit contracts

The diploma contract will include all course units belonging to the study programme of 180 ECTS Credits, the course unit Student Participation if added on top of the 180 ECTS Credits and course units which exceed the 180 ECTS Credits due to curriculum reforms, change of graduation option or of teaching scope. The credit contract will include all other course units not belonging to the study programme of 180 ECTS Credits.

In order to determine the tolerable fail mark ratio, all course units of the diploma contract are taken into consideration. In order to determine the level of achievement, the course units of the fifth and sixth semester of the study programme are taken into consideration. Students can earn a degree if he complies with the requirements of all course units of the diploma contract.
 

2.51 Elective course units in the year programme

Students who do not pass an elective course unit, may choose a different elective course unit. The first elective course unit and its mark are removed but will remain deducted from the study voucher account.

Study vouchers

2.52 General rules of study voucher system

Modifications to a student’s year programme may affect his study vouchers account. For each course unit added to the year programme, the student’s study voucher account will be reduced by the number of ECTS Credits of the relevant course unit.

Students regain study vouchers when they pass a course unit. The first 60 ECTS Credits earned are worth a double amount of study vouchers when credits of the relevant course units have been obtained.
Students who remove a course unit from their year programme before the deadline, i.e. before 1 December for first semester course units or two-semester course units and before 15 March for second semester course units, will regain study vouchers equal to the number of ECTS Credits of the relevant course unit. Students who remove a course unit from their programme after the deadline, will not recover the equivalent of the course unit’s ECTS Credits in their study voucher account.

Students will find detailed information about their study vouchers account and how it changes on the website of "Onderwijs Vlaanderen" (www.studentenportaal.be). Students are responsible for monitoring the changes to their study vouchers account. Students may notify the department’s student administration office about errors or inaccuracies of the study vouchers account with regard to their study career at Leuven University College, no later than 15 November of the academic year following the academic year during which the error in the study vouchers account occurred.
 

2.53 General rules of study voucher shortage

These rules of study voucher shortage apply to all ECTS Credits included in a student's year programme of a Leuven University College initial bachelor programme, regardless of the fact that it occurs under a credit contract and/or a diploma contract.
Study voucher shortage means that the student holds less than 60 study vouchers at time of (re)enrolment.

Students enrolling before 1 December with study vouchers totalling 27 to 59 ECTS Credits, can sign a year programme which generally contains only first semester course units totalling less than or the same amount of ECTS Credits as the remaining study vouchers.

Students enrolling after 1 December with study vouchers totalling 27 to 59 ECTS Credits, can sign a year programme which generally contains only second semester course units totalling less than or the same amount of ECTS Credits as the remaining study vouchers.

Students enrolling with study vouchers totalling less than 27 ECTS Credits, can only sign a year programme worth 27 ECTS Credits after the study counsellor's approval. The non-approval decision must be motivated.

Students who enrolled in academic year X at Leuven University College with a study voucher shortage, are allowed to enrol in academic year X+1 on condition that the amount of their study vouchers is greater than zero, otherwise enrolment is denied. At time of enrolment, such students will sign a year programme totalling 3 ECTS Credits or more on condition that the total amount does not exceed the number of remaining study vouchers. The head of department may decide otherwise after having motivated his decision. The same applies to students who enrolled in academic year X at Leuven University College with a study voucher shortage and switch study programme in the course of the academic year.
If possible, students who re-enrol, must include the course units for which they obtained a tolerable fail grade, in their year programme.
On or before 1 November or 15 March and based on the study voucher situation, Leuven University College has the right to deny enrolment, to modify the year programme and to recalculate the tuition fee.
Students with no study vouchers left (after drawing up the year programme) will pay a higher tuition fee. Each year before 1 May the college administration determines the higher tuition fees which apply to the following academic year. Students who switch from an academic study programme to a professional bachelor programme will not pay a higher tuition fee the first time.
A study programme wishing not to apply these rules, can only do so after approval by the management team and after having mentioned this exception in the study guide.
After each deliberation period, the year programme can be modified by adding course units totalling ECTS Credits which equal the remainder of the study vouchers, after approval by the study counsellor and while taking into consideration the applicable deadlines.
 

2.54 The Flemish government can decide about 'force majeure and study vouchers' in higher education

If a student believes that a definitive reduction of his study vouchers due to not taking one or more examinations is caused by a case of force majeure, he must exhaust all appeals at the institution where he is enrolled. Only when the institution decides that it cannot make an arrangement in favour of the student, the institution may file an appeal with the Flemish government on the student's request.

The appeal must be filed within fifteen days after the day on which the institution made a final decision. This period starts on the following day of the institution's decision, yet starts no later than 1 December after the relevant academic year has ended.

The student will ask the institution to submit the file and supporting documents to:
AHOVOS, Afdeling Hoger Onderwijs
Hendrik Consciencegebouw, 6A07
Koning Albert II-laan 15
1210 Brussels
or by email to: hogeronderwijs@vlaanderen.be

The file will at least contain the following information:

• information related to the student: date of enrolment, study programme, contract type, number of ECTS Credits included in the year programme and an overview of the examinations taken during the relevant academic year.
• a precise description of the situation or context which is evoked as force majeure.
• medical or other supporting documents which may document the case of force majeure.
• the official results of the preceding internal appeal procedures.

The department of Higher Education will send a receipt, which contains the file number, to the institution, and a copy to the student involved.

If the department of Higher Education decides that a recommendation is impossible because of missing or insufficient elements, the student will be asked in writing to provide additional evidence. Obviously, another period of thirty days starts when the new information has been received.

Based on the recommendation, the minister will deliver a motivated decision by means of a Ministerial Order. This decision will consequently be delivered to the student involved and his or her institution.

The procedure, including the final decision of the minister, must occur within the period of thirty calendar days. Every file will receive an "highly urgent" label in order to guarantee an accurate study vouchers account for every student.

In case of a positive decision by the Flemish government, the department of Higher Education will immediately modify the study vouchers account of the student involved in the "Databank Hoger Onderwijs" (Higher Education Database).
 

Changing course of study and study pro-gramme

2.55 Changing courses

A student wishing to switch to another study programme within the same institution during an academic year, may do so after consultation with the student counselling office. If the student does not change contract and yet the number of ECTS Credits is different than before, the variable amount of the tuition fee will be adjusted.

2.56 Modifications of the course programme by the college of higher education

Modifications of the course programmes by the college of higher education will not take effect, unless in case of force majeure, until the beginning of the next academic year i.e. the academic year after the year in which the modification was approved. The university will provide appropriate transitional provisions. However, these provisions do not prevent programme changes from taking immediate effect.
If a student merely obtains 178 or 179 ECTS Credits due to a curriculum reform, the course unit related to on-the-job training or work placement receives 2 additional ECTS Credits, yet the student must complete an extra assignment to earn these ECTS Credits. If a student obtains less than 178 ECTS Credits due to curriculum reforms, he must take other course units in order to obtain 180 ECTS Credits.
 

Exemptions

2.57 The Accreditation of Prior Certificated Learning (APCL)

Leuven University College recognises Prior Certificated Learning (PCL).
A student having one or several PCL certificates may be granted exemption for one or several course units or course subunits totalling a minimum of one ECTS Credit.

The study programme will determine whether a PCL may result in an exemption for course units or course subunits which the study programme deems equals.
 

2.58 The application for exemptions based on APCL

A (prospective) student having a PCL certificate who thinks that he may be granted exemption for one or several course (sub)units, will have to submit a request to the admission counsellor as described in the exemptions manual (www.khleuven.be).
The application of the (prospective) student will be accompanied by (copies of) relevant study certificates, as well as all other relevant supporting documents related to the competences acquired in the study programme, if the Leuven University College study programme deems it necessary to provide the latter in order to perform an equivalence test.
 

2.59 Equivalence test

Basically, assessment of PCL is solely based on documents.
The course of study performs an equivalence test based on documents provided by the candidate. It will take into account following elements:

• content-related equivalence with regard to acquired competences;
• work load and scope of study programme, if possible expressed in ECTS Credits;
• type and level of study programme;
• specific admission requirements

In addition, the evidence will have to comply with following quality-related criteria:

• authenticity: it must prove the prospective student’s own performance;
• topicality: it reflects the prospective student's present level of competence;
• relevance: it is sufficient to cover relevant elements of a course of study.

The study programme describes the rules of the equivalence test in the exemptions manual (www.khleuven.be).

Based on the equivalence test, the Leuven University College study programme will award exemptions for course (sub)units.
The relevant head of department or his representative conveys the substantiated decision in writing to the prospective student. The decision is made within a reasonable period of time.

In exceptional cases, the study programme may perform a competence test in view of granting exemptions based on PCL, as determined in article 2.64. The study programme must explain the necessity of such a test.
 

2.60 Exemptions from course subunits based on APCL

A prospective student has to enrol in an entire course unit, whether or not exemptions have been obtained from certain subunits of said course unit. The total amount of ECTS Credits for the course unit remain unchanged. A student obtaining an exemption from a course unit will receive a mark based on the examination marks of the remaining components of the course unit.

2.61 Validity of exemptions based on APCL

An exemption granted based on APCL is only valid within the Leuven University College study programme granting the exemption.

2.62 The Accreditation of Prior Experiential Learning (APEL)

Leuven University College recognises Prior Experiential Learning (PEL).
Prospective students who believe that they have acquired the determined competences may receive prior learning certificates by means of a competence test.
Based on these certificates, the prospective student is able to file a request for exemption.
 

2.63 Application of APEL

A candidate who believes to have acquired competences of a certain study programme which Leuven University College offers, and yet is not able to certify this by means of an APCL certificate, may register for a competence test by means of the registration form which is available in the exemptions manual (www.khleuven.be).
If Leuven University College is not able to perform a competence test related to the competences of a certain study programme offered, the prospective student will be notified and will be referred to a different institution of the K.U.Leuven Association.
 

2.64 Assessment of competences

In accordance with procedures and quality standards agreed upon by the K.U.Leuven Association the relevant Leuven University College study programme will perform a competence test based on which it will be decided to which extent the prospective student has acquired the relevant competences.

The study programme describes the rules of the competence test in the exemptions manual (www.khleuven.be).
 

2.65 Certificate of competence

Leuven University College delivers a certificate of competence on behalf of the K.U. Leuven Association with regard to the level of competence of which it has been established that the applicant has actually obtained it.

2.66 APEL fee

The APEL fees are determined before 1 May of each year and apply to the following academic year.

2.67 Validity of competence certificates based on APEL

Members of the K.U.Leuven Association will accept certificates of competence delivered by its co-members and, as a consequence, the inherent judgment of the competences determined by the institution to which the applicant submitted the request.

These certificates of competence are valid through the entire K.U.Leuven Association. Leuven University College will accept certificates of competence delivered by the validating institution of the K.U.Leuven Association following a competence test in a partner institution.
 

2.68 Request for exemptions based on certificates of competence

A student who believes that he is entitled to an exemption for a course (sub)unit based on a certificate of competence, delivered by the validating body of the K.U.Leuven Association (or the validating body of which the K.U.Leuven Association recognises its certificates of competence), must submit a request to the admission counsellor of the relevant study programme. The student will attach the certificate of competence to his application.

The study programme assesses the certificates of competence, based on quality standards agreed upon by the association and based on the general regulations of granting exemptions of the K.U.Leuven Association. At time of assessment, Leuven University College may request the validating body’s advice which is non-binding.

An exemption granted based on a certificate of competence, is merely valid for the relevant study programme of Leuven University College.

The relevant head of department will decide whether to grant exemptions or not and will communicate the motivated decision to the prospective student.
 

Study Progress Measures

2.69 Student counselling

Student counselling assists students in directing their studies during the study programme and in taking responsibility.
In view of lifelong learning, students assume responsibility for their own study itinerary and study process. They will learn how to find study information. They will take initiative to improve their study skills and study method. They will learn how to be successful and solve problems without the help of others. Students may rely on student counselling in order to improve their skills and abilities. To this end, student counselling services will support students, yet students are and will be responsible for the choices they make with regard to number of ECTS Credits listed on the year programme, drawing up their year programme, the chosen study itinerary, the chosen study contract, and so on.

Students having a diploma contract and a credit contract have access to and are entitled to all student counselling services.
Students having an examination contract are merely entitled to ombuds services and to Toledo access.
 

2.70 Non-binding academic recommendations

The board of examiners is entitled to issue a non-binding academic recommendation to students who obtained one or several fail grades. Such recommendations mainly apply to the course units to be retaken, but may also apply to adjusting the future study itinerary or transferring to a different study programme.

2.71 Procedure non-binding academic recommendations

The non-binding academic recommendations are prepared by the study itinerary coaches which reside under the responsibility of the chair of the board of examiners. The study itinerary coaches will notify the student involved of the recommendations after the board of examiners’s decision and will discuss the implications of these recommendations and of possible alternative decisions with the student.

2.72 Study progress monitoring

The board of examiners takes measures to monitor study progress. The former will take into account the stipulations of this chapter, the study behaviour of the student and the prior academic performance.
A student who obtained a non-tolerable fail grade for one or several course units, is required to include these course units in his year programme of the following academic year.

When drawing up his (individual) year programme, the student must indicate which course units - for which he earned a tolerable fail grade of 8 or 9 out of 20 - must be transferred to his credit file, thus becoming tolerable ECTS Credits, or which must be included in the student's individual year programme next year. If the student exceeds the tolerable fail rate of 10 %, he will include at least the number of course units in hi/her year programme which will allow he to stay below or at the 10 % rate.

The board of examiners may decide to deviate from both above mentioned rules, to the advantage of the student. The student himself is allowed to submit a well-founded request for an alternative regulation to the board of examiners. The board of examiners is allowed to delegate authority for granting deviations.
 

2.73 Binding condition

A student who enrolled in academic year X under a diploma contract and has earned < 50% of the ECTS Credits included in the year programme during the same academic year, will be held by a binding condition at time of re-enrolment for the same study programme or graduation option in academic year X+1.

The binding condition means that the student must have earned ≥ 50% of the ECTS Credits included in the year programme during academic year X+1.
The binding condition is valid for a period of five years of the same study programme or graduation option.

If the student does not comply with the binding condition at the end of academic year X+1, he will be denied enrolment in academic year X+2 for the study programme or graduation option of academic year X+1, or under a credit contract.

The head of department may decide otherwise after having motivated his decision.
 

2.74 Refusal of enrolment

The head of department has the right to deny re-enrolment under a diploma contract in academic year X+1 based on a file compiled during academic year X. The file contains at least :

• the summary report
• the non-binding academic recommendations
• binding condition, if applicable
• list of uncertified absences at learning activities
• disciplinary sanctions, if applicable
• relevant documents from the student file

The decision of non-enrolment must rely on significant reasons, which must be extensively explained in a document attached to the file.
 

Student Rights and Duties

2.75 Commitment of Leuven University College

In accordance with the decrees, the mission and the educational approach of our university college, Leuven University College is committed to offering high-quality education which will prepare students adequately for their future professional career, as laid out in its mission statement. To this end, the college of higher education will provide the necessary staff, services and facilities.

The college of higher education will ensure that all students have equal chances to reach their goals and that the study results will be evaluated in a conscientious and objective manner. Leuven University College adheres to the K.U.Leuven Association’s deontological code of supervisors in higher education institutions.
 

2.76 Commitment of students

In accordance with the Leuven University College education approach, students are committed to participating in the study programme that they have chosen. In particular, students will actively participate in the programmed education activities, follow the advice of competent people, make use of the student counselling services if needed and contribute to a stimulating study environment.

2.77 Accessibility of personal records

In implementation of articles 77 and 78 of the structure decree, the accessibility of personal records of each individual student will be implemented as follows. Every student is entitled to access to the final documents on which the decisions which concern him are based, without being entitled to access to information related to other students. he has the opportunity to file a request with the head of department to this end, no later than one month after the beginning of the next academic year. Access will be granted within a reasonable period of time. Copies of documents can only be accessed if information not related to the student have been blacked out. Leuven University College will request a reasonable fee per page copied. Article 3.58 of the examination regulations determines the right of access with regard to examinations and deliberation minutes.

2.78 Equal treatment and optimal chances

Everyone who studies at Leuven University College has a right to equal treatment. Differentiated treatment must ensue from objective grounds, while the difference in treatment must be in proportion to the legitimate aim.
Leuven University College may take general measures in order to assure optimal chances and material and immaterial accessibility to the college’s facilities on behalf of students with a disability, and students from minority groups.

 

2.79 Impartiality

The college of higher education will treat each student without prejudice or bias.
Members of the college of higher education community, including students, who have a personal interest in a decision with respect to a certain student, are precluded from taking part in the counselling or decision-making process of the management body involved.
 

2.80 Right of defence

Every student is entitled to use the student services. Specific types of protection of the right of defence have been included in the examination and the disciplinary regulations.

2.81 Personal information

Students are entitled to protection of their personal information.
The information and photograph collected during and after enrolment will be processed by Leuven University College in accordance with the law of 8 December 1992 for the purpose of protecting one’s privacy while processing personal data for student administration and student counselling. Once a year, the study results of students who earned their diploma of secondary education in the Flemish Community, will be sent to the secondary school where said students obtained their diploma.
Once a year, in accordance with the relevant legislation on the protection of personal information, students are allowed access to their personal information in the higher education college’s electronic data files and are able to request changes, if applicable. Requests to exercise this right are directed to the general secretary of the college or the head of department of the relevant study programme.
The documents related to the study career in general of all Leuven University College students will be archived until 3 years after graduation or withdrawal.
 

2.82 Compulsory justification

Every decision by Leuven University College with respect to an individual student, is made after careful consideration of all elements and is written down.

2.83 Services

Students are entitled to:

• access to services organised by ‘vzw Studentenservice KHLeuven’ (student services)
• use of library/ICT area
• computer equipment following specific regulations (see www.khleuven.be/portaal)
• educational support through learning and test platforms
• student counselling.

A student with an examination contract is entitled to the services of the ombuds office and to Toledo access.
 

Legal Protection and Processing of Complaints

2.84 Ombuds services for students

Every department will create its own Ombuds Office and its members, called ombudspersons, will act as independent intermediaries between a student and a body or staff member of the college.

The Ombuds Office will monitor the correct application of the education and examination regulations and the student’s right of defence. The office may intervene after a dispute or complaint about this right. In general, the ombuds office will treat each student’s notice of absence and force majeure during assessment activities, in accordance with article 3.22. The detailed procedure will be mentioned in the study guide.

The Ombuds Office exercises its powers throughout the entire academic year. One ombudsperson may be qualified to deal with different matters, groups of students and periods of the academic year, or alternatively it may be divided among different members of the Ombuds Office.

Before the beginning of each academic year, the head of department will appoint one or several staff members as ombudsperson or substitute. The names of these staff members will be announced on the notice boards, as well as the groups of students and subjects for which they are qualified, and when (day and time) and where (location) they can be reached.

An ombudsperson may never act on behalf of students which he has to assess. An ombudsperson required to participate in the assessment of students for which he is the designated ombudsperson, will have to be replaced with regard to these students for the remainder of the academic year by another ombudsperson or by his substitute.

The ombudsperson has a right to access a student’s personal information and all relevant data regarding the student’s study programme, including the student’s examination results, on condition that this information is useful for the purpose of his job as ombudsperson.

The ombudsperson may, at his or her discretion, discuss a particular matter with every senior manager of the college of higher education, such as the course director, the (assistant) head of department, the chairperson of the board of examiners, the head of Education and Research and the general director.

The ombudsperson is required to treat all facts and data to which he has access for the purpose of a particular task with the utmost confidentiality.

Complaints regarding teaching activities or conflicts (which include bullying or sexual harassment) with a staff member will be as soon as possible communicated to the qualified ombudsperson, who will try to find a solution through mediation.

If the mediation effort fails, the ombudsperson will inform the head of department, who will speak with all persons involved. The head of department will make a motivated decision within 30 calendar days after the notice by the student or the ombudsperson and will take appropriate measures, if necessary.
 

2.85 Reporting a complaint regarding teaching activities or conflicts with staff members

Students who have complaints about education activities or conflicts with a staff member will notify as soon as possible the qualified ombudsperson, who will try to find a solution through mediation.

2.86 Decision about a complaint regarding teaching activities or conflicts with staff members

If the mediation effort fails, the ombudsperson will inform the head of department, who will speak with all persons involved. The head of department will make a motivated decision within 30 calendar days after the student communicated the issue and will take appropriate measures, if necessary.

2.87 Possibility of appeal after a decision regarding an individual (prospective) student

If a (prospective) student believes that his rights have been violated by a Leuven University College decision regarding the individual student, he can appeal the decision and request that this decision be reconsidered. It is possible:

• if access to a study programme or course units has been denied (in application of article 2.74)
• if a student was denied the right to start a personalised itinerary or to change the type or content of his study contract
• with regard to decisions about internationalisation
• with regard to a study progress decision, such as
  • an examination decision is any decision – whether or not based on deliberations – which includes a final decision about passing a course (sub)unit, several course units or about successfully completing an entire course of study
  • a disciplinary examination decision is a penalty imposed based on examination facts.
  • a decision about granting a certificate of competence
  • a decision about an exemption
  • a decision regarding undertaking a preparatory programme, an updating programme and establishing the study load of such a programme
  • a measure of study progress monitoring, such as imposing binding requirements or denying the right to enrol.
  • a compulsory year programme because of the status of the student’s study vouchers account.

This appeal will be initiated and treated in accordance with procedures determined in articles 2.88 and 2.89.
 

2.88 Initiating an appeal

A student wishing to appeal a decision that concerns him individually, submits a written request to reconsider to beroep@khleuven.be with proof of receipt. This letter will clearly mention the subject of litigation, as well as the arguments to be taken into consideration, accompanied by pieces of evidence if possible.

The request must be submitted no later than five calendar days after the day of the announcement of the results in case of a decision regarding an examination; and in case of any other study progress decision, the next day after the decision was communicated to the student. This is a due date.
 

2.89 Appeal procedure

The student’s appeal is heard by the Permanent Appeals Commission. The Permanent Appeals Commission consists of three members with voting rights and a secretary. The persons entitled to vote, are: the general director, who is chairperson, or his substitute, a (vice) head of department or his substitute and the chairperson of the Education and Examination Regulations work group, or his substitute. The substitutes are appointed before the start of each academic year and included in the document ‘Agreements and procedures about the execution of the Education and Examination Regulations".

The Permanent Appeals Commission makes a decision whether the appeal is admissible and valid within two working days following the day on which the appeal was initiated. If the appeal is admissible and valid, the head of department of the student involved will be asked to initiate mediation. The student will be heard during mediation. The student may be assisted by a lawyer. The mediator will treat the appeal at his discretion and may, among others, request and collect pieces of evidence and interrogate people, such as those involved in the preparation of or the disputable decision itself, or the relevant ombudsperson. Mediation will not take more than two working days following the request.

If mediation is successful, a document will be drafted to confirm that the appeal was abandoned and in that case the subject of mediation will be determined. This document must at least be signed by the mediator and the student, and submitted to the Permanent Appeals Commission, together with the entire file.

If mediation is not successful, the mediator will submit the entire file to the Permanent Appeals Commission without further delay.

The Permanent Appeals Commission will examine the student’s argumentation and all relevant facts and information, based on which the Permanent Appeals Commission will decide whether the case is valid. If the case is not valid, the Permanent Appeals Commission will take any of three decisions within two working days. The first possible decision is to confirm the previous decision. The second possible decision is to request that the previous decision be reconsidered. The third possible decision is that the Permanent Appeals Commission itself will reconsider the previous decision. This last possible decision is not applicable if it is the board of examiners' competence to decide. Any decision will be extensively justified.

In case the Permanent Appeals Commission requested to reconsider the previous decision, the answer must be submitted to the Commission within two working days following the request. After having examined the answer, the Permanent Appeals Commission can still decide otherwise if the board of examiners does not have the competence to decide.

The decision that was made is communicated to the student in writing by registered mail or by personal delivery with a proof of receipt within a period of fifteen calendar days, starting on the next day after the appeal was initiated. In case the appeal decision involves a study progress decision, the possibility to appeal before the Council of Litigation regarding study progress decisions will be mentioned.
 

2.90 Council for disputes about decisions on study progress

The student may appeal the decisions about study progress before the Council for disputes about study progress decisions in accordance with art. II.24 of the Decree dated 19 March 2004 governing the student’s legal position. This appeal must be submitted by registered mail, no later than the fifth calendar day after the day of the decision's notification or after the period of fifteen calendar days starting on the next day after the internal appeal was initiated. At the same time, a duplicate of this letter must be sent by registered mail to the general director of Leuven University College.

Disciplinary Regulations

2.91 To whom it applies

The disciplinary regulations will apply to every Leuven University College student and are part of their study contract. Every department council is allowed to propose amendments to the disciplinary regulations which will only become applicable to the same department and submit these to the college administration.

2.92 Student obligations

Every Leuven University College student is expected to demonstrate respect for every other human being.

Every student must in particular:

• behave in an honest and responsible way
• comply with all legal provisions that apply to students
• comply with the obligations imposed by the study contract and the work placement contract
• honour the excellent reputation of Leuven University College
• apply the deontological principles of his future profession during work placement
• take good care of the Leuven University College infrastructure, the materials made available to students and the personal belongings of staff and fellow students
• comply with the ICT code of conduct at Leuven University College
• request permission to record educational, learning and assessment activities with recording devices, while complying with the applicable regulations.

Every verbal, non-verbal or body language which implies sexuality, discrimination or racism and demonstrated by a person who is aware or should be aware that this action affects the human dignity is forbidden.

Every department will appoint at least one confidant (to be announced in the study guide) who will handle any such complaint. This confidant is authorised to forward the complaints to the head of department and monitor the actions taken.

In addition, students can appeal to student services if they have such complaints. Student services are authorised to forward the complaint to the head of department and monitor the actions taken.
 

2.93 Prohibition of election and political campaigns

It is forbidden to conduct any election or other political campaigns on the Leuven University College premises. Nor may the Leuven University College email system and website be used for these purposes.

2.94 Disciplinary actions

Any Leuven University College head of department is authorised to take disciplinary actions. A disciplinary action aims at ensuring the proper functioning of the department and the normal course of the education activities.

2.95 Disciplinary committee

Being in charge of maintaining discipline at the university college: the the relevant head of department, the disciplinary committee as outlined in the second paragraph of this article, and the appeal committee as outlined in the third paragraph of this article.

A disciplinary committee will be established by the General director who will be its chairperson, unless he appoints a mandatary. The other members are: the head of Education and Research of Leuven University College and two (practical work) teachers who are not directly involved in the student's study programme and who are appointed by the Leuven University College management team.

The committee of appeal consists of the chairperson of the Leuven University College board of directors and the chairpersons of the departments.
 

2.96 Sanctions

Possible sanctions are:

1. repairing the damage
2. compensating for possible material damage
3. a reprimand
4. suspension of participation in one or more education activities for a maximum of seven calendar days
5. suspension of participation in one or more education activities during more than seven calendar days
6. being denied the right of entry at Leuven University College or at the work placement; the duration will be determined by the disciplinary committee and will not exceed the remaining duration of the academic year or the work placement agreement
7. being denied the right of participating in one or more examination periods
8. being denied the right of enrolment
9. irrevocable expulsion.

Each sanction is motivated in writing and communicated in writing to the student.
 

2.97 Decision-making bodies

The disciplinary sanction is handed down by the disciplinary committee. The disciplinary committee will decide by simple majority. In case of a tie vote, the chairperson of the disciplinary committee will make the final decision.

2.98 Student rights

The student against whom a disciplinary sanction is being considered, will be notified by the head of department or his mandatary that a disciplinary procedure has been initiated. This notification is made by registered mail to the student's official address and mentions:

• the fact that a disciplinary procedure has been initiated
• the breaches of discipline with which the student is charged
• which measures are being considered and on which grounds they are based
• location, day and time of the hearing
• the student’s right to access the disciplinary file and the place and the time when the disciplinary file may be accessed
• the student’s right to be accompanied by a legal counsellor, i.e. a lawyer or an expert in the matter.

The period between the notification to the student and the hearing may be from fourteen to thirty calendar days, from the mailing date of the decision (post mark serves as proof).
 

2.99 Notification of the disciplinary decision

The disciplinary decision will be made no later than seven calendar days after the day on which the hearings ended. The motivated decision will be communicated to the student by registered mail which will mention the possibility of appeal, as mentioned below.

2.100 Possibility of appeal

The student will have the right of appeal against the imposed disciplinary sanction until eight calendar days after the notification of the decision. To this end, the student can submit a motivated request of appeal in writing. The period of eight calendar days start on the third calendar day after the day on which the registered mail was sent. The student will appeal to:

• the disciplinary committee if the disciplinary action has been imposed by the head of department
• the disciplinary committee of appeal if the disciplinary action has been imposed by the disciplinary committee.

The provisions mentioned in articles 2.98 and 2.99 are equally valid in the appeal procedure.

The disciplinary action will take effect after the period in which a student may appeal has expired. Initiating an appeal procedure will suspend the disciplinary action. Within Leuven University College it is not possible to appeal against a decision by the disciplinary committee of appeal.