• home
• Educational and Examination Regulations

4 Student participation

4.1 General rules regarding student representation at Leuven University College

Leuven University College has chosen the joint administration model on condition that at least 10 % of the entire student body entitled to vote, does actually vote. This implies that student representatives in the administration and consultation bodies of Leuven University College have voting rights. If the 10 % mark is not reached, student participation is limited to codetermination.

The College Student Council (CSC) of Leuven University College is the student council that represents all Leuven University College students.

Every department has a Department Student Council, the DSC. The Teacher Training department (DLO) has 2 department student councils, one on each campus (Heverlee/Diest). In addition, this department has one student consultation body per campus for each study programme. The student consultation body determines the mandates in the study programme committee. The DSCs of DLO are composed of respectively students of the Heverlee campus and of the Diest campus. On the Diest campus, the student consultation body and the DSC have the same members. On the Heverlee campus, members of the DSC can but are required to sit on the student consultation body.
 

4.2 Electoral divisions

Leuven University College acknowledges 5 electoral divisions: teacher training Diest (DLOD), teacher training Heverlee (DLOH), department of business and management studies (ECHO), department of Social School Heverlee (SSH) and the department of Health & Technology (G&T). There are two voting lists for each electoral division. One voting list for the DSC candidates of DLOD, DLOH, ECHO, SSH and G&T, and another for the CSC.
A student is only allowed to vote for candidates of his own electoral division. Every student is allowed to vote for two different candidates of the CSC list and for three different candidates of the DSC list.
If there is a student consultation body at department level, each department is in charge of its student consultation body elections.
 

4.3 Students having voting rights and students eligible to be elected

Leuven University College students taking regular as well as continuing education courses and who are enrolled on the first Friday after the Easter break by means of a diploma contract or credit contract have voting rights. Leuven University College students taking regular as well as continuing education courses and who are enrolled on the first Friday after the Easter break by means of a diploma contract or credit contract totalling at least 27 ECTS Credits are eligible to be elected.
Students may run for election for a DSC/PC and a CSC mandate at the same time.
Students may run for election for a DSC, student consultation body and a CSC mandate at the same time.
 

4.4 Voting committee

The voting committee consists of one representative of the college administration, one representative of the student council, and the student coach. Applications for elections are submitted to the voting committee members and they will record the election results.

4.5 Time schedule election of student representation

The list of students having voting rights and students eligible to be elected is determined on the first Friday after the Easter break. It is based on official enrolment information at the end of that day.
Candidatures are expected no later than the second Thursday after the Easter break. The voting lists are announced on the following Friday and at that time the voting campaign starts.
On the third Monday after the Easter break students are invited by email to cast their votes. Students may vote until, and including, the third Sunday (midnight) after the Easter break.
The election results are announced on the fourth Tuesday after the Easter break.
 

4.6 Election campaign code of conduct

Election campaigns are only allowed after the official start of the elections.
Campaigns have to comply with the internal, organisational and other regulations of Leuven University College and its departments.
Two or more candidates are allowed to campaign together, regardless of the number of lists they wish to be elected to.

Allowed campaign material is printed material (posters, flyers, photos, pamphlets, lettering, …), prints on textile, banners or balloons.

The use of Leuven University College mailing lists is not allowed.

It is not allowed in any way to offer goods, drinks, food, tickets or anything else to the voters free of charge.

If above mentioned regulations are violated or when acts of fraud are identified the voting committee has the authority to cancel the candidacy or revoke the student representative’s mandate. Candidates are always entitled to be heard.
 

4.7 Mandate of student representatives

The mandate of student representative starts on the day following the announcement of the election results. The mandate ends on the day on which the results of the next elections are announced. Officers of the CSC and the DSCs are not subject to this rule. The Officers of the DSCs are elected in December, their mandate starts on 1 January. The officers of the CSC are elected in May, their mandate starts on 1 July. A student member of a DSC, student consultation body or the CSC who – during the course of the academic year - resigns or is no longer able to fulfil his mandate because he is not a student anymore, is replaced by the next student on the list who has not been directly elected. A co-opted member of the CSC will be replaced through co-option.

4.8 Number of members

The CSC consists of 31 members. Each electoral division directly elects 4 representatives and the DSC will appoint one additional CSC member for each electoral division by co-option. In addition, the chairpersons of the DSCs or their representative are full members of the CSC. The College Student Club of Leuven University College (OKeR = Dutch acronym) will delegate one member (chairperson or a representative) to the CSC.
A DSC or a student consultation body has 5 or more members. The number is determined by mutual agreement with the DSC/student consultation body and the department management, while striving to represent every bachelor programme. In this case the student having received the highest number of preferential votes for his study programme will be directly elected, the remaining mandates are filled based on the number of preferential votes.
In addition, presidents of student councils (or their representative) are full members of the DSC of their department.
 

4.9 Officer positions of the student councils

The CSC will elect the officers, i.e. a chair, a vice chair, a treasurer and a secretary. The officer positions are elected by and among the members of the CSC. Elections are held in June. The officers’ mandate starts on 1 July and ends with the announcement of the next election results
In order to carry out the mandate, the members must comply with the following 2 requirements:
1 Only eligible Leuven University College students can hold out a mandate.
2 The officer’s position cannot be taken up by students who are enrolled in the last semester of their study programme, unless they enrol as a student in the following semester.
If an officer graduates during the semester following the semester during which he was elected, and for which he is enrolled as a student, he is able to carry out the mandate until new officer elections are held.

All DSCs elect a chairperson. The chairperson is elected by and among the members of the relevant student council. The members decide whether they wish to elect a vice-chairperson, a secretary and a treasurer as well. These elections are held in December. The officers’ mandate starts on 1 January and ends with the announcement of the next election results.
 

4.10 Student representation in administration and consultation bodies

The DSC will determine which DSC members will represent the DSC in the Departmental Council and the study programme committees. In the Teacher Training department, the representatives in the study programme committee are elected by the student consultation body.
The CSC will determine which CSC members will represent CSC in:

• the Board of Directors of Leuven University College
• the Academic Council of Leuven University College and its work groups
• the Interdepartmental Study Programme Committee
• the Interdepartmental Work Group Student Counselling
• the Interdepartmental Work Group Equal Opportunities and Diversity
• the Interdepartmental Work Group of Internationalisation
• the Education and Examination Regulations Work Group
• the Board of Directors of Leuven University College Student Services
• the General Assembly of Leuven University College Student Services
• the catering committee
• VVS (Flemish Students Association)
• StAL (Dutch acronym = Student Council of K.U.Leuven Association)
• Student consultation body city of Leuven
• LOKO (Coordinating Association of Student Clubs in Leuven)

4.11 Statute of the student representative

Leuven University College intends to offer adequate accommodation for the student representative to properly fulfil his mandate. In practice, Leuven University College pledges to make an effort to achieve the following:

• student representatives will be taken into account when meetings are planned
• it is possible to postpone continuous assessment and examinations
• if the student representative is required to attend an activity (meeting, work group, workshop ...) on behalf of the student consultation body, DSC, CSC, administration body or consultation body, he is considered certified absent during lectures and learning sessions.

4.12 Compensation provisions for the student representative

By way of compensation, the elective course unit ‘Student Participation’ is worth 3 ECTS Credits. To this end, the student representative must take up at least 3 engagements throughout the semesters of the course of study.
If the student representative is required to take the course unit ‘student participation’ in addition to the regular 180 ECTS Credits, he will receive a credit certificate worth 3 ECTS Credits for this course unit after a positive assessment.
 

4.13 Disputes Committee

In case of disputes between the CSC and the college administration regarding the implementation of powers of the student council or the representation or the application of article 3 of the present regulations, the chairperson of the CSC or his representative and the chairperson of the relevant administration or consultation body or his representative will initially attempt to come to an agreement. This agreement will have to be approved by the CSC and the Board of Directors of Leuven University College.
If the chairpersons or their representatives do not reach an agreement, or if the agreement is not accepted by one of the parties, a disputes committee will be established. This committee will consist of 4 members of the board and 4 members of the CSC. This committee will pass judgment if a ¾ majority of each party agrees with the proposal.