Regulations on Education and Examinations 2012-2013

as approved by the Academic Council on 26.03.2012

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Table of contents

Preliminaries

TITLE I. CONCEPT DEFINITIONS

TITLE II. EDUCATION REGULATIONS

TITLE III. EXAMINATION REGULATIONS

TITLE IV. AMENDMENT, DEVIATION AND TRANSITION PROVISIONS

Preliminaries

These education and examination regulations are subject to the decree provisions governing higher education and the accessory executory provisions. The relevant texts may be accessed on http://admin.kuleuven.be/rd/decreten_reglementen_KULeuven.

Student queries regarding courses of study, course units, exemptions and reductions in study load are to be submitted to the faculty for a given programme of study. In its complementary regulations, each faculty determines who takes the decisions delegated to it. In the case of Kulak, the mention of "the faculty" in these education and examination regulations means that the subfaculty is authorized to take the relevant decision.

For international students, the first port of call for any queries is the International Admissions and Mobility Unit of the International Office. The instructions for applications are to be found online: http://www.kuleuven.be/applicationform/?js=1.

Regulations regarding the doctoral programme and the doctorate can be found in the specific regulations (https://admin.kuleuven.be/rd/intranet/regl_doctoraat.html). Only when specific regulations are lacking, these regulations apply complementarily.

For interuniversitary programmes the regulations as agreed on in the specific cooperation agreement between the institutions apply.

Within these regulations, whenever references are made to persons and positions, it shall be understood that mention is made of persons of both sexes.

Unless otherwise stated in these regulations, for all calculation rules the normal principles for rounding off apply: rounding down up until 0.5 and rounding up from 0.5 (0.5 inclusive).

TITLE I. CONCEPT DEFINITIONS

Preliminary remark: the translations of the definitions are arranged according to the (alphabetical) order in which they appear in the Dutch original.

For the purposes of applying the education and examination regulations, the following terms shall mean the following, unless otherwise explicitly stated:

1° : academic year: a period of one year which starts no earlier than 1 September and no later than 1 October, and ends on the day prior to the commencement of the next academic year;;

2° : subsequent programme: the programme(s) which are regarded as the most logical complementary programme;

3° 1į complementary programme: programmes which, according to the admission conditions in the programme guide, can be taken consecutively, without further special authorisations.;

4° aptitude inquiry: inquiry into an individual's skills with a view to delivering a certificate of aptitude (see 10° and 23°);

5° assessment committee: the central committees set up within KU Leuven with a view to:
- evaluating whether a student who has not obtained a secondary school certificate may nevertheless be admitted to a Bachelor’s programme;
- evaluating a request to recognize previously acquired skills, in compliance with the guidelines provided by the recognition office of the KU Leuven Association;
- evaluating a request to be admitted on a individualised study programme;
- evaluating the investigation into requests for a third enrolment for the same  course unit;
-evaluating the investigation into requests for a renewed admission to a programme of study in case of insufficient study efficiency;
- evaluating whether a student who is the holder of a foreign degree but is unable, in keeping with the special regulations for international students linked to article 23 of these regulations, to provide evidence to support he may be admitted to the KU Leuven;

6° certificate: document granted at the end of a successfully completed programme of study (postgraduate, transitional or preparatory programme) and in which the main identification data of the student and the course are included;

7° certificate of aptitude: proof that a student has, consequent to past experience, qualifications or training in which no assessment took place, acquired the skills corresponding to the level of Bachelor ‘s or Master’s level, or to a well-defined programme of study, course unit or cluster of course units. This certificate is delivered by a recognition body and consists of a paper document or database record;

8° competence: ability to apply integrated knowledge, skills and attitude for social activities. In higher education, competences are referred to as domain specific learning outcomes;

9° continuation requirement: the requirement that a student can only take a certain course unit when he at most needs to obtain the amount of credits stipulated by the faculty in order to graduate;

10° continuing education: (usually) limited programmes of study aimed at specializing or updating scientific knowledge or at broadening or deepening competencies;

11° contract type: type of contract which the student chooses in order to entirely or partially complete the course offer. There are three types of contract:
- a degree contract;
- a credit contract;
- an examination contract (with a view to obtaining a degree or a credit, i.e. degree-seeking or credit seeking).
The choice of contract type is, in the case of continuing education, only applicable to postgraduate programmes;

12° coordinator of a course unit: the person appointed by the KU Leuven who has the final responsibility in cases where there is more than one lecturer in a course;

13° Council of Europe: cooperation association between the countries in and out of Europe. The composition can be found on www.coe.int/T/NL/Com/About_COE/Member_states/default.asp;

14° course features: elements serving to delineate a course profile, especially:
a) the qualification of the degree and the possible specification of the degree;
b) the graduating section or another form of differentiation;
c) study load;
d) the institution where the programme of study is organized;

15° course or programme: structural education unit. If completed successfully, it culminates in a degree, diploma or certificate;

16° course unit: a delineated set of educational, learning and examination activities aimed at acquiring well-defined competencies in terms of knowledge, insight, skills and attitudes. A course unit shall comprise at least three whole credits and lead to one distinct assessment mark. Furthermore, it can be divided into coherent sets of educational and learning activities to which a certain amount of credits are related;

17° credit: an international unit accepted within the Flemish-speaking Community of Belgium which corresponds to a minimum of 25 and a maximum of 30 hours of prescribed educational, learning and examination activities and in which the study load of each course or course unit is expressed. Only whole credits are awarded;
- taken credits are credits for which one enrols including those for which one gets an exemption;
- actually taken credits are credits for which one enrols excluding those for which one gets an exemption;
- obtained credits are credits for which one obtained a credit certificate;

18° credit certificate: recognition of the fact that a student at KU Leuven or another higher education institution has acquired the competencies related to a course unit on the grounds of an examination. This recognition shall be set forth in a paper document or database record. The credits acquired in respect of the relevant course unit shall be referred to as 'credits';

19° credit contract: an entry agreement entered into between KU Leuven and the enrolling student with a view to obtaining a credit certificate for one or several course units;

20° degree: the document which is delivered to the student who has passed the entire programme of study at the end of a Bachelor’s or Master’s programme, in which the main identification data of the student and the course are included;

21° degree: designation of Bachelor, Master or Doctor granted at the end of a successfully completed programme of study;

22° degree contract: an entry agreement entered into between KU Leuven and the student who enrols with a view to obtaining a degree or course certificate;

23° degree supplement: the document drawn up in compliance with European standards which contains the special features of the programme of study and the study results that are not mentioned in the degree; this document, more particularly, contains the credit certificates obtained by the students who have passed;

24° deliberation: meeting of an examination committee which ascertains the examination results of the course units, which determines whether the student has passed for the entire programme of study and which determines the final result.
There can also be an ad hoc deliberation in the event of disputes in respect of a given examination result or to settle irregularities;

25° differentiation between courses of study: distinction between courses of study in the form of:
a) separate graduating sections, mentioned on the degree;
b) options, major-minor combinations or other clear forms of distinction, which may be mentioned on the degree supplement;

26° disability: a permanent or long-term disability, which has been recognised according to the KU Leuven registration procedure. This is further specified in the special regulations concerning students with disabilities;

+ Special arrangements for students with disabilities

27° ECTS course description: : an ECTS-compliant concise description of the main elements in a course unit (objectives, examination, load, study material, etc.);

28° educational activity: subdivision of a course unit in terms of a specific coherent group of educational and learning activities, and the number of credits to be earned in each; every course unit consists of at least one educational activity;

29° entry agreement: agreement between KU Leuven and individual students in which the rights and duties of both parties are determined. The agreement is entered into when the student signs one of the following: a degree contract, a credit contract or an examination contract; the education and examination regulations of the KU Leuven  are an integral part of this entry agreement;

30° European Economic Area (EEA): cooperation association between European countries (for the composition see europa.eu/abc/index_en.htm);

31° examination: evaluation aimed at verifying whether, in view of his studies, the student has acquired the (sub)skills related to a course unit. An examination can take place at a particular moment in time, or may be spread over time in a series of activities such as is the case in internships or the various forms of continuous assessment;

32° examination contract: an entry agreement entered into between KU Leuven and the student registering only with a view to participating in an examination with a view to obtaining:
a) a course degree or certificate, or
b) a credit certificate for one or more course units;

33° examination period: a period at the end of a semester or in August-September specifically designated for organizing examinations;

34° exemption: the removal of the obligation to sit an examination on a course unit or a part thereof on the grounds of a credit certificate, another study certificate or a certificate of aptitude. For this course unit or a part thereof, no examination mark is taken into account when judging whether the student in question has passed the entire programme of study; nor in order to grant a level of achievement, except in those circumstances stated in article 56, of these regulations;

+ Special arrangement for international students

35° flexible route: a model route taken by a student by combining course units of more than one programme stage, or by deviating from the fixed set of course units determined by the faculty (consisting of one whole programme phase of part thereof);

36° graduating section: a differentiation in a programme of study that differs by at least 30 credits from another differentiation in the course, and which, in contrast to other differentiations, is mentioned on the diploma;

37° individual annual programme (IAP): set of course units that an individual student takes up in one academic year, including the course units for which he applies for an exemption later in that same year;

38° individual programme of study (ISP): the sum of all annual programmes that an individual student takes up with a view to obtaining a degree or certificate or with a view to obtaining one or more credit certificates;

39° individualised study route: a programme deviating in terms of the number of credits that a student has to or is allowed to take in one academic year and that may be granted to a student following a justified request;

40° KU Leuven Association: association between KU Leuven and non-university higher-education establishments of the Flemish Community of Belgium. The composition of the association and a description of the bodies and areas of application involved can be found at associatie.kuleuven.be;

41° learning account: credit granted by the Flemish government to a student, expressed in credits, which can be used to follow one or more courses of study or course units. See www.kuleuven.be/learningaccount/;

42° learning outcome: the determination of what a student is expected to know, understand and can apply after completing an education-related learning process. Learning outcomes are defined in terms of competences concerning knowledge, skills and attitudes typical for a programme of study, a course unit or a set of course units;

43° lecturer of a course unit: the staff member who is officially appointed by the KU Leuven as the “assignment holder” of a course unit;

44° level of achievement: special mention granted at the end of a Bachelor’s or Master’s programme;

45° Masterís thesis: final project in which the student demonstrated to have acquired the academic competences to be able to contribute independently to scientific research and development and to be able to report on this adequately; with the Master’s thesis the  Master’s programme is completed;

46° model route: an route comprising a course programme compiled for a programme of study in which compulsory and optional selections clarify how a student is able to obtain a given course degree or certificate within a specified duration. A model route can be followed as a standard route or a flexible route.  A model route also includes any variant for which a student does not need to ask permission (as long as he follows the regulations laid down in these education and examination regulations);

47° order of enrolment: the order in which students are allowed to enrol in course units depending on whether they have taken or successfully completed one or more other course units. Three possible forms of order of enrolment are distinguished:
- strict order of enrolment: the student must have obtained the credit certificate or at least an applied tolerable fail mark to be allowed to follow a complementary course unit;
- flexible order of enrolment: the student must have followed the course unit before, without necessarily having obtained the credit certificate;
- simultaneity: the student must have followed the course unit before or take it up simultaneously with another;

48° PAC: a "previously acquired competence", i.e. all of the knowledge, insight, skills and aptitudes acquired by means of learning processes that have not resulted in a certificate of study;

49° PAQ: a "previously acquired qualification", i.e. any national or foreign study certificate indicating that a formal course of learning, whether within regular education or not, has been successfully completed, with the exception of credit certificates that are valorised within a course;

50° postgraduate certificate: document proving that the holder has passed the examination of a postgraduate course;

51° postgraduate course: continuing education course in which a coherent entity of at least 20 credits is offered;

52° preparatory programme: a programme that may be imposed on students who hold an academic Bachelor’s or Master’s degree which does not allow direct access to the Master’s programme in which they wish to enrol;

53° primary enrolment: the programme of study that the student him/herself has indicated as his primary programme of study, when a student is enrolled in more than one programme of study, except for complementary courses;

54° programme director: the chairperson of a standing educational committee;

55° programme of study year: all of the requirements in terms of course units with which a student had to comply in accordance with a model or individualised study route for each set of 54 to 66 credits in the period preceding 2009-2010;

56° programme or course guide: the entire body of education regulations and examination regulations supplemented with specific course information. These data can be accessed in their entirety on www.kuleuven.be/onderwijs/aanbod/index.htm;

57° programme stage: coherent part of a programme of study, with a view to structuring the study route and supervising study progress. For each programme stage, between 54 and 66 credits are programmed, with an average of 60 credits for each programme stage;

58° qualification of the degree: the part of a course name indicating the specific orientation of that programme of study;

59° specification of degree: the part of a course name consisting of the addition of "of Arts" or "of Science" or similar additions stated by decree;

60° standard route: an route in which the student follows the model route, either by taking all the course units of one programme stage in one academic year, or by taking a fixed set of course units determined by the faculty (consisting of part of a programme phase);

61° standing educational committee: the committee entrusted with developing and monitoring one or more courses of study and made up of members of the academic staff and representatives from the student body, with the possible attendance of alumni;

62° student grant beneficiary : a student who

a) receives financing for his studies from the Flemish Community, in accordance with the decree of 8th June 2007 concerning study financing from the Flemish Community; or
b) complies with the conditions determined in Article 12 of the decree of 30th April 2004 concerning study financing and the provision of services to students in higher education of the Flemish Community and meets the financial criteria for receiving study financing of the Flemish Community, or;
c) who is a citizen of a state of the European Economic Area (EEA) and meets the financial criteria for receiving study financing from the Flemish Community, or;
d) who is a DGDC- or BTC- grant holder or a grant holder in the programmes of development cooperation of the Flemish Inter-University Council.

A near-grant beneficiary is a student who does not receive a grant from the Flemish Community, but who has a limited income, i.e. whose income is under a maximum amount above the income limit for a grant;

63° study certificate: degree or certificate that proves that a student has obtained certain learning outcomes through a programme of study or course unit for which he sat an examination;

64° study efficiency: the ratio between the number of credits obtained in the KU Leuven and the number of credits actually taken in an academic year within a programme of study (for a Bachelor’s, transitional or Master’s programme), expressed in a percentage; the cumulative study efficiency is the same ratio but that is calculated over all preceding academic years within a programme of study up to the most recent examination period; for the calculation of study efficiency, exemptions are not taken into account; study efficiency is only calculated on results acquired from the academic year 2009-2010;

65° study load: the number of credits awarded to a course, course unit or educational and learning activities thereof;

66° study progress file: the (electronic) document which at every stage of a student’s studies presents an overview of the state of affairs concerning the individual student’s study progress;

67° study route: a study route determines, for a degree contract or degree-seeking examination contract, the essential elements for following a course programme, which necessarily include the course units, the study load, the examination and deliberation regulations and the supervision of study progress. A study route is drafted either as a model route or an individual route;

68° study time: the total investment in time that can be expected of a student concerning a distinct course unit or a complete study programme. The calculation is based upon the so called “standard student”. The “standard student” is the student who has the foreknowledge, aptitude, motivation and study behaviour of the target group at which the programme of study is targeted. The study time consists of two components. The first component is the number of hours’ presence that is in principle expected from every student (the so called contact hours) and the amount of hours’ assessment. The second component is the processing time. This is the time that the standard students needs to invest in the preparation of a lecture or practical, the execution of tasks, the internship if applicable, the preparation of exams, etc. This expected (or estimated) study time is only an indication of the actual time spent studying, which is dependent on the characteristics of the individual student;

69° technical error: every composition of an individual programme of study or annual programme that does not comply with the legal and regulatory conditions, also each material act whereby a wrong exam result for a student is passed on; a rectification of a technical error to the disadvantage of the student is only possible within 10 calendar days after the notification of the decision unless it concerns a violation of the legal conditions; the term starts the day after the notification;

70° tolerance: a choice made by the student to keep a tolerable result;

71° tolerance file: part of the study progress file, which contains all information on possible tolerances and the right to tolerances; within specified deadlines the students needs to make their own choices in this file;

72° transitional programme: a programme imposed on a student wishing to enrol in a Master’s programme on the basis of a Bachelor’s degree delivered in vocational higher education. The programme is intended to provide general scientific competencies and scientific-disciplinary basic knowledge as referred to in Article 58, par. 2, subsection 2 of the Decree dated 4 April 2003 governing the restructuring of higher education in Flanders. The programme generally includes between 45 and 90 credits;

73° tuition fees: the amount payable by students in order to participate in educational and learning activities and/or examinations;

74° update programme: a programme that may be imposed on students who hold a credit certificate, another certificate of study or a certificate of aptitude that was acquired more than five calendar years previously and who wish it to count towards an as yet uncompleted programme of study or another programme of study;

75° validating authority: synonym for an association with a view to granting a certificate of aptitude;

76° written notification: unambiguous notification of a request or intended decision in another way than orally (by letter, e-mail, fax,…).

TITLE II. EDUCATION REGULATIONS

Section 1. Enrolment via entry agreements

1.1. Degree contract, credit contract and examination contract

Article 1. Options

When enrolling, students register for one or more of the contract types below:
1° a degree contract with a view to obtaining a degree or a certificate;
2° a credit contract with a view to obtaining a credit certificate for one or more course units;
3° an examination contract with a view to obtaining a degree or credit certificate for one or more course units.

These regulations only apply to these students and to exchange students. For the practical organization of the university, other persons can also be registered. Their rights are defined on an ad hoc basis.

The choice of a given type of agreement becomes definitive on registration. It can only be altered at the times determined in article 9 and on the conditions set forth therein. The entry agreement is completed in accordance with the provisions set forth in the present education regulations.

Article 2. Degree contract

In the case of a degree contract, students register on the grounds of the following elements of the education regulations and the examination regulations:
1° the degree or certificate the student wishes to obtain and the objectives of the programme of study as set out in article 34-35;
2° the study load of the course as set forth in article 36-41;
3° the admission requirements for enrolment as set forth in article 26-33;
4° the course units that have or can be taken in a course route and the study load and order of enrolment, if necessary the progress requirements of these course units;
5° the period in time to which the enrolment applies (academic year, calendar year, semester, etc.) pursuant to article12;
6° the conditions for obtaining a credit certificate for each course unit, as set forth in article 58;
7° if applicable, the reduction in study load for the entire course or course units or components thereof as a result of exemptions;
8° the number of examinations for each course unit as set forth in the examination regulations;
9° the examination and deliberation regulations as set forth in the examination regulations;
10° the possible procedures for the supervision of study progress as set forth in article 77-84;
11° the binding conditions regarding the supervision of study progress as set forth in article 79.

Students also register for a degree contract if they think to be entitled to exemptions from all course units within a given programme of study. Students must submit an application for exemptions to the faculty, and, on approval, they shall receive the corresponding degree or certificate. If their request is rejected, it shall be decided, in keeping with the first article 2, which course units they should take in order to obtain the degree or certificate.

Article 3. Credit contract

A credit contract involves students registering on the grounds of the following elements of the education regulations and the examination regulations:
1° the course unit(s) for which the student wishes to obtain a credit certificate;
2° the study load of the course unit(s);
3° the admission requirements for enrolling in the course unit(s) as set forth in article 26-33;
4° the period to which the enrolment applies (academic year, calendar year, semester, etc.) in accordance with article 12;
5° the conditions to obtain a credit certificate in each course unit, as set forth in article 58;
6° if applicable, the study load reduction of parts of course units as a result of exemptions;
7° the number of examinations to be sat for each course unit, as set forth in the examination regulations.
8° the KU Leuven examination regulations;
9° the possible procedures for the supervision of study progress as set forth in article 77-84;
10° the binding conditions in regard to the supervision of study progress as set forth in article 79.

For the restrictions on enrolling via a credit contract, see article 15.

+ Special arrangement for international students

Article 4. Examination contract

When a student registers via a degree-seeking or credit-seeking examination contract, the rules set out in article 2 apply; however, if a student registers with a view to obtaining a credit certificate for one or more course units, the examination contract is governed by the rules mentioned in article 3.

When taking this option, students are only entitled to sit examinations and cannot use any supporting facilities of the KU Leuven.

For the restrictions on enrolling via an examination contract, see article 15.

+ Special arrangement for international students

Article 5. Possibilities of combining contracts

In the same academic year, a student can register for

- multiple separate degree contracts or examination contracts or credit contracts for distinct course programmes or distinct course units;
- a combination of a degree contract , examination contract or credit contract for distinct course programmes or distinct course units.

Combinations of contracts for thee programmes are therefore not allowed, unless in the following cases:

a) if a student cannot take a course unit with an examination contract, he can register for it with a credit contract;
b) if a student is registered in a programme of study and he can obtain a degree in that same academic year, then he can also take, on top of her/his degree contract, course units from the same programme of study with a credit contract.

The faculty can stipulate that a combination of contracts for a programme and (course units of) its subsequent programme(s) is also not allowed, except under the conditions stated in article 71of these regulations.

As set forth in article 162, 3rd paragraph of the examination regulations, students who have passed a programme of study without having obtained a credit certificate for one or more course units may separately enrol for a credit contract or a credit-seeking examination contract.

When a student transfers from one contract type to another, the regulations of the contract type to which he transfers apply.

The faculty can, at the student’s request, allow deviations of the above stipulated combination possibilities.

1.2. Model route (standard route and flexible route) and individualised route

Article 6. Model routes and programme stages

For each programme of study in which students can enrol under a degree contract or a degree-seeking examination contract, a model route has been designed.

This model route is divided into a number of programme stages.

Each stage of a Bachelor’s or initial Master’s programme comprises 54 to 66 credits. For teacher training programmes, Advanced Master’s programmes, transitional programmes, preparatory programmes, programmes with reduced study load and postgraduate programmes, the load of a programme stage is determined by the faculty.

Students can complete the model route by taking either a standard route or a flexible route.

Article 7. Standard route or flexible route

§1. Students completing the model route through a standard route can choose between a full-time route or an alternate route. Students taking a full-time route must complete a full programme stage comprising 54 to 66 credit points.  Students opting for an alternate route, either complete a full programme stage comprising fewer than 54 or more than 66 credit points or take a fixed set of course units selected by the faculty in advance  (consisting of part of a programme stage).

Students completing a model route that is different from the standard route are said to follow a flexible route. The difference between a full-time or an alternate route does not apply to students completing the model route through a flexible route.

§2. The standard route of a Bachelor’s or initial Master’s programme can always be taken as a full-time route or as an alternate route. Students taking a full-time standard route must complete all course units constituting a programme stage (54 to 66 credit points) within one academic year. The faculty also provides at least one alternate standard route, i.e. a set of 25 to 35 credit points selected by the faculty and to be completed within one academic year. Each programme can also offer additional alternate routes.

For Advanced Master’s programmes, teacher training programmes, transitional programmes, preparatory programmes, programmes with reduced study load and postgraduate programmes, the faculty stipulates the way(s) in which students can complete the model route through a standard route. At least one option should be provided, either a full-time route (in which students complete all course units constituting a programme stage (54 to 66 credit points) within one academic year), or an alternate route. Each programme can offer various alternate routes.

§3. Students completing a study programme through the standard route are guaranteed that a conflict-free class schedule and an exam schedule, in which not more than one course unit is examined per day, will be provided for all compulsory course units. This is the case for all study programmes on offer. If this is not feasible for Advanced Master’s programmes, teacher training programmes, transitional programmes, preparatory programmes, accelerated programmes or postgraduate programmes, this should be explicitly mentioned in the course catalogue or the ECTS course description.

Article 8. Individualised route

An individualised route offers students the possibility to deviate a programme in terms of the number of credits that a student has to or is allowed to take in one academic year (article 69 and 70).

An individualised route may be exceptionally granted on the basis of a permission granted by an assessment committee to students who may invoke exceptional personal circumstances. This applies to, among others, students with a serious disability, for serious medical grounds, recognized top athletes or artists, students who work at least 80 hours a month or are employed for at least half of what is considered as fulltime employment within their employment sector. For these categories of student the individualised route comprises fewer credits than is allowed according article 69 and 70.

An individualised study route can also be granted to highly talented students who register for the first time for a specific Bachelor’s programme or transitional programme. Contrary to article 69 and 70 of these regulations their route can comprise more than 66 credits per academic year.

The individualised route must be distinguished from the possibility of spreading examinations as described in article 122 of the examination regulations.

+ Procedure
+ Special arrangement for international students
+ Special arrangements for students with disabilities
1.3. Amendment of the study contract

Article 9. Amendments at the student's request

§1. Amendment of the type of contract

At the end of the first semester, students have the right to alter the type of contract as set forth in articles 2-4.

+ Procedure
+ Special arrangement for international students
+ Special arrangements for students with disabilities

§2. Amendment to the content of the contract

Taking into account the rules set forth for the composition of the annual programme for individual students as determined in article 53 of these regulations, a student may only request a change in the content of a study contract within strict deadlines.

A student which derestigers for a programma in the course of the First semester, is not allowed to enroll for the same programme in the second semester.

+ Procedure
+ Special arrangement for international students
+ Special arrangements for students with disabilities

§3. Changing courses and reorientation from another institution

Students wishing to change institution or course programme during the academic year may only do so if they follow the procedure below.

+ Procedure
+ Special arrangement for international students

Article 10. Changes in programmes offered by KU Leuven

Changes in the programmes on offer at the KU Leuven shall, except in cases of force majeure, not come into effect, as far as the existing entry agreements are concerned, before the start of the academic year that follows the one in which the change has been approved. Changes are made known immediately and transparently. The KU Leuven shall make sure that appropriate transitional provisions are in place.

Section 2. Enrolment regulations and tuition fees

2.1. Enrolment regulations

Article 11. Enrolment involves entering into an agreement

By enrolling at KU Leuven, an agreement is entered into which involves rights and duties for both parties. The rights and duties are further discussed in article 85-91.

The agreement remains subject to the possibility of dissolution by the intstitution until November 30th, in case the student turns out not to satisfy the necessary conditions.

In the case of fraud with admission documents, the enrollment and subsequent decisions following from the enrollment are considered to be non-existent, regardless of the moment at which the fraud is detected.  Obtained results are null and void and the credit certificates, other certificates and diplomas that were issued will be claimed back.

Article 12. Term of the agreement

Except for specific provisions relating to a specific programme of study or contract, a student shall be deemed to enrol for the period of one academic year.

Article 13. Time of enrolment

A student shall preferably enrol prior to the deadlines established in the procedure.

Students enrolling prior to the start of the academic year shall have access to all services, except students with an examination contract (cf. section article 90§1, 2nd paragraph). Students failing to do so will only enjoy the facilities and services once they have officially enrolled.

+ Procedure

Article 14. Permission for admission

To be enrolled, the student must comply with the general and specific conditions described in section 3. A special permission is required in a number of cases.

Article 15. Special conditions for credit contracts and examination contracts

The faculty can determine that certain course units cannot be taken under the form of a credit contract or an credit-seeking examination contract with a view to obtaining individual credit certificates unless one complies with
- the starting conditions of the course programme of which the course unit is part;
- the order of enrolment conditions or progress requirements or prerequisites that are stipulated in the programme guide. The faculty determines which courses of study or which course units may or may not be taken under the form of an examination contract because of the specific forms of supervision, instructional format, or exam type they require.

Refusal of further enrolment for a degree contract on the basis of article 79-82 of these regulations also automatically means that the student can no longer be registered with a credit contract for any course units from that particular programme of study, and that the student cannot be registered for that programma or those course units with an examination contract.

2.2. Tuition fees

Article 16. General

§1. The tuition fees also include examination fees and entry into the KU Leuven collective accident insurance scheme as the civil liability insurance scheme for study related activities of the KU Leuven (except for students with an examination contract, who are covered by neither insurance). Students are free to join the collective private-life civil liability insurance scheme. More information on this can be found on the following web page: http://www.kuleuven.be/socialservices/.

+ Special arrangement for international students

§2. When students enrol at the beginning of the academic year they are asked a fixed fee. In the course of the academic year the tuition fees are adjusted on the basis of the credits actually taken by the student or the evolution of his learning account. If this should give rise to a balance:
- to the advantage of the student, the sum owed to him/her shall be paid into the bank account with the number given by them as soon as possible;
- to the advantage of KU Leuven, the student is requested to make an additional payment and shall retain his rights in any case until the time of expiry mentioned in the notice.
 
The tuition can be adapted according to the agreements in the association or between the institutions of higher education and in accordance with the legal stipulations. They can be adapted without having to adapt the complete regulations.

+ Procedure
+ Special arrangement for international students

§3. Partial exemptions for a course unit do not give rise to a reduction in tuition fees. The student must still enrol in course units subject to partial exemptions.

Article 17. Tuition fees for degree and credit contracts

§1. Students can register for one or more study programmes and / or for one or more course units within the same academic year. For the determination of tuition fees, all KU Leuven enrolments under a degree contract and / or credit contract within the same academic year will count as one enrolment, except for the exceptions specified in the procedure below.

+ Procedure

§2. Students eligible for a student grant pay fixed tuition fees irrespective of the number of credit points taken. The rates applicable to students eligible for a student grant do not apply to Advanced Master’s programmes or postgraduate programmes.

Tuition fees for students not eligible or nearly eligible for a student grant consist of a fixed amount payable once per academic year and a variable amount per credit point. Students registering for 54 to 66 credit points pay a flat rate.

Special tuition fees may also be due for Advanced Master’s programmes and postgraduate programmes. The list of study programmes charging higher tuition fees is available online: http://www.kuleuven.be/registration/fees/special_fees.html.

+ Procedure
+ Special arrangement for international students

§3. For students with an insufficient learning account, a negative learning account or a learning account equal to zero and who receive the authorisation to enrol, a specific tuition fee is charged for that part of the enrolment for which the student has insufficient learning account, as stipulated in the terms in article 82.

Article 18. Tuition fees for examination contracts

Students enrolled for an examination contract pay 50 euro on top of the normal tuition fees (once-only amount per academic year) for the use of Toledo and the ICT-services needed for it.

Article 19. Tuition fees for combinations of examination contracts and degree of credit contracts

Students may enrol in one or several courses and/or one or several course units in the same academic year.

An examination contract always results in a separate enrolment.
For the purpose of calculating the tuition fees, all enrolments of a given student under examination contract in the same academic year within KU Leuven shall be regarded as one enrolment  Except for the following enrolments which are always calculated separately:
- Advanced Master’s courses;
- postgraduate programmes and other programmes of continuing education that lead to a certificate.

The tuition fees are always composed of: a fixed part and a variable part for each credit.

Article 20. Tuition fees for postgraduate programmes and other continuing education programmes

For postgraduate programmes the tuition fees are determined for each course. This information can be found in the programme guide together with details on the relevant course.

For other continuing education programmes that lead to a certificate, the tuition fees are determined for each route. The student pays the tuition fees to the faculty. For these programmes, students have to enrol centrally.

For continuing education programmes that only lead to an attendance certificate, the tuition fees are paid directly to the organizers. There is no central enrolment.

Article 21. Charging extra study costs

Specific and limited costs for the use of goods and the organisation of specific events can be passed on to students inasmuch as they are related directly to the organisation of the course programme. If this is the case, this is made clear before the beginning of the academic year in specific complementary regulations. The charging and collecting or the extra study costs is done by the faculty.

Article 22. Non-payment, removal from the register and changing courses

Anyone who, following a reminder, has still not paid the tuition fees by the deadline shall have his enrolment suspended and is therefore not entitled to participate in the remainder of the examinations. The suspension is only undone after payment of the amounts due for the already completed period. Study certificates or credit certificates shall not be delivered in accordance with Article 115 of the examination regulations.

Students who terminate their studies, unenrol at the latest before the end of the teaching period of the second semester. For students who terminate their studies of change their course programme there may be a reimbursement or recalculation of the tuition fees. The rules concerning this can be found in the procedure.

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+ Special arrangement for international students

Section 3. Admission conditions

3.1. Provisions applicable to all courses and course units

Article 23. General provisions

In order to be admitted to a programme of study or course units at KU Leuven provided below. These conditions must be complied with at the start of the academic year. In exceptional circumstances, a candidate student which does not yet have a secondary school diploma may be given a delay by the head of the central Student Administration until the start of the first examination period in order to meet the admission conditions. If by this time, he is still unable to do so, he shall be deregistered and he will be notified.

The specific degree conditions for each programme of study (and the course units taken within it) are mentioned in the programme guide.

In order to be admitted to a programme of study or course unit, the student may not have a learning account lower than or equal to zero. In accordance with the stipulations of article 82 (study progress measures) deviations from these stipulations concerning learning account may be granted.

+ Special arrangement for international students

Article 24. Specific permissions

In a number of cases a specific permission is required, as set forth in the procedure.

+ Procedure
+ Special arrangements for students with disabilities

Article 25. Language conditions

§1. Language conditions for programmes taught in Dutch

A candidate student shall be admitted to a course in which the medium of instruction is Dutch if he meets at least one of the following conditions:
a) to provide proof that at least one year of study in secondary or higher education or a whole of at least 54 credits in higher education has been successfully completed in Dutch;
b) to have passed a Dutch examination which, according to the 'Nederlandse Taalunie' is of a sufficiently high level to allow access to higher education. The institution may require a higher level in the case of some courses;
c) to have passed the Interuniversitaire Taaltest Nederlands voor anderstaligenorganized by the 'Instituut voor Levende Talen' (ILT) of the KU Leuven;
d) to submit a certificate of a Dutch language course which is deemed equivalent by the university with the above, or be able to show in some other way that one possesses the necessary language skills.
e) to submit a certificate which demonstrates that the candidate student at least has a proficiency in Dutch at the B2 level of the Common  European Framework of Reference for Languages. 

With regard to the admission to a Master’s programme, and taking into account proven language proficiency and the language profile of the programme, less strict rules can apply in consultation with the faculty, and if need be, other ways thean those mentioned in a) to d) can be accepted to demontrate sufficient language proficiency.

§2. Language conditions for programmes taught in languages other than Dutch

A candidate student shall be admitted to a course in which the medium of instruction is not Dutch if he meets at least one of the following conditions:
a) to provide proof that at least one year of study in secondary or higher education or a whole of at least 54 credits in higher education has been successfully completed in the language of the programme;
b) to submit a certificate which demonstrates that the candidate student at least has a proficiency in the language of the programme at the C1 level of the Common  European Framework of Reference for Languages.  

+ Procedure

For English-language master’s programmaes, it is assumed that students with an academic bachelor’s degree obtained in the Flemish Community attain the required proficiency level, at least concerning reading and listening proficiency. Unless explicitly stated otherwise in the programme guide, they need not prove their English proficiency anymore.

With regard to the admission to a Master’s programme, stricter rules can be applied by the programme. If need be, other ways thean those mentioned in a) and b) can be accepted to demontrate sufficient language proficiency. In these cases, this is explicietly mentioned in the programme guide.

+ Special arrangement for international students
3.2. Admission conditions for a Bachelorís programme

Article 26. General degree conditions for an enrolment in a Bachelorís programme

In order to gain admission to a Bachelor’s programme, students must hold the following:
a) a Belgian degree of secondary education;
b) a Belgian degree of short-course higher education;
c) a Belgian degree of higher education for social advancement, with the exception of the certificate of pedagogic aptitude;
d) a diploma or certificate which, pursuant to a law, Decree or European guideline or another international agreement, is deemed equivalent to the certificates mentioned in the categories above.

+ Special arrangement for international students

Article 27. Specific admission conditions

Candidate students who do not hold any of the above-mentioned qualifications may be admitted to a Bachelor’s programme on condition that they have reached or will reach the age of 21 in the course of the academic year in which they have enrolled. 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 enrol. These conditions may be departed from if the candidate proves to have outstanding capabilities.

For enrolment in a medicine or dentistry course, a supplementary condition of admission is having passed an entrance examination organized by the Flemish Community of Belgium.

+ Procedure
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+ Special arrangements for students with disabilities
3.3. Admission conditions for a taught Masterís degree or Advanced Masterís programme

Article 28. General admission conditions

The general admission condition for a taught Master’s programme is the holding of an academic Bachelor’s degree or a certificate deemed to be equivalent to this on part of a second cycle in a course that is being phased out or that has already been phased out (licentiate, civil engineering, medicine).
The general admission condition for an Advanced Master’s programme is the holding of a Master’s degree or a degree deemed equivalent to this of a second cycle in a course that is being phased out or that has already been phased out (licentiate, civil engineering, medicine). The admission for enrolment can also be made subject to an aptitude investigation.

In the programme guide, it is stipulated which specific degrees, including degrees of other institutions, give direct access to a taught Master’s programme or an Advanced Master’s programme. With the aim of a fluid transition between courses, the faculty can decide, when the occasion arises, that a student has to take up a modified Master’s programme instead of a preparatory programme as described in article 29. This modified Master’s programme may, in replacement of exempted course units or elective course units, include other course units from the Bachelor’s or Master’s programme that gives direct access to the Master’s programme and this with the maximum study load corresponding to the exemptions or electives.

These admission conditions do not prevent the possibility to enrol for immediately contiguous study programmes or parts thereof, as stipulated in article 71 of these regulations.

Article 29. Additional admission possibilities on the basis of a transitional or preparatory programme

Holders of a Bachelor’s degree from higher vocational education or a final degree under the old system higher education of one cycle are admitted to an academic Master’s programme following the successful completion of a transitional programme as set forth in article 38.

Holders of an academic Bachelor’s degree that does not grant direct access to a particular Master’s programme, or holders of a Master’s degree that does not grant direct access to a given Advanced Master’s programme, are admitted to the  programme following the successful completion of a specific preparatory programme as described in article 39.

The programme guide mentions the transitional and preparatory programmes that are organized for each Master’s programme.

3.4. Specific conditions for admission to other courses of study

Article 30. Bachelorís and Masterís Degree Programmes with reduced study load

Students who already hold a Bachelor' degree (vocational or academic) or a degree under the old system higher education of one cycle may be admitted to another Bachelor’s programme with a reduced study load.

Students who already hold a degree of a taught Master’s programme or a degree of the second cycle under the old system (licentiate, civil engineering, etc.) may be admitted to a Bachelor’s programme or a taught Master’s programme with a reduced study load.

Students who already hold an Advanced Master’s degree or a degree of an advanced academic programme of study under the old system may be admitted to a Bachelor’s programme or a taught Master’s programme or an Advanced Master’s programme with a reduced study load.

Students who already hold a post-Bachelor’s Bachelor’s degree or a similar degree may be admitted to a Bachelor’s programme or a taught Master’s programme with a reduced study load.

The programme guide mentions which types of prior training allows admission to a programme of study with a reduced study load on which students can directly enrol. If students believe they are entitled to a programme with a reduced study load without this being explicitly set forth in the programme guide, they should submit a request for such a programme to the faculty.

Holders of degrees and certificates which may be deemed equivalent to the degrees and certificates described above should in any case submit a request to the faculty.

Article 31. Specific Teacher Training Course

The specific academic teacher programme (STP) may be started after having obtained an academic Bachelor’s or Master’s degree (or an equivalent final degree). Students may also be admitted on a certain teacher training course
- if, in accordance with the general conditions of these regulations, they have already allowed to enrol on a Master’s programme in conjunction with the Bachelor’s programme;
- on the grounds of a “Kandidaat” degree;
- on the grounds of a professional Bachelor on condition that they are at least also enrolled in a transitional programme.
If the student has not yet obtained a Master’s degree, he must at the same time enrol for a Master’s programme.

A student can register directly for a graduating section of the teacher training course that is related to the basic academic programme of study (Bachelor’s and Master’s courses taken together) with regards to content. Are considered to be related with regards to content:
- the academic basic programme of study in which at least 40 credits are obtained or will be obtained in the year of enrolment in the course didactics of the graduating section.
Students in the STP of Languages need to have obtained 6 credits for each language on the master’s level, and 54 credits on the bachelor’s level. A bachelor’s programme in Applied Language Studies is for this purpose considered equivalent to a one in Linguistics and Literature, except for Dutch.
For the STP of Natural Sciences, a prior knowledge of at least 40 credits for one of the four subdisciplines (biology, physics, chemistry, geography).

For non-complementary teacher training courses, the student can request permission with a motivated request to the programme director of the teacher training programme in which he explains why he thinks he has enough prior knowledge and competencies to take up this non-complementary teacher training course.

Article 32. Postgraduate Courses and other Continuing education Programmes

§1. In order to gain admittance to a postgraduate course, the student must in principle hold a Bachelor’s or Master’s degree or a degree that is deemed equivalent. It this is not the case, students who have proven on the grounds of an entrance examination that they meet the starting conditions of the programme of study can be admitted by the faculty. For additional admission requirements the programme guide or specific course information must be consulted.

Students who have not been admitted based on the grounds mentioned above and students who do not wish to obtain the certificate may be admitted to participate in the programme of study, but they only receive an attendance certificate. Therefore, they do not need to be enrolled centrally.

§2. The conditions of admission for other continuing education programmes are at the discretion of the organizers.

Article 33. Transitional and Preparatory Programmes

§1. If the faculty organises a transitional programme, students who hold the required professional Bachelor’s degree or needs to complete no more than 30 credit points towards such a degree are admitted.

The faculty may require applicants to take an aptitude test to demonstrate that they have the necessary academic competences and basic disciplinary knowledge related to the academic Bachelor’s programme to which the transitional programme gives access. Based on this aptitude test, the study load of the transitional programme can be adapted and the programme’s minimum study load can be reduced. Exceptionally, a student may be exempted by the faculty from the requirement to complete a transitional programme.

§2. If the faculty organises a preparatory programme, students are admitted if they:

- hold the required academic Bachelor’s degree or needs to complete no more than 30 credit points towards such a degree (in the case of a preparatory programme in preparation for an initial Master’s);
- hold the required Master’s degree or needs to complete no more than 30 credit points towards such a degree (in the case of a preparatory programme in preparation for an Advanced Master’s).

Section 4. Structure of courses

4.1. Courses and programmes: availability and structure

Article 34. Range of courses on offer at KU Leuven

KU Leuven  offers Bachelor’s, taught Master’s and Advanced Master’s programmes, preparatory and transitional programmes, specific academic teacher programmes, postgraduate programmes and other continuing education programmes.

Article 35. Programme of study and programme stage

Except for continuing education programmes, a programme of study consists of a structured set of course units. The minimum study load of a course unit is 3 credits.

Except for continuing education programmes, a programme of study consists of one or more programme stages, with a size as stipulated in article 6.

Article 36. Bachelorís and Masterís programmes

The study load of an academic Bachelor’s programme amounts to 180 credits.

The study load of a taught Master’s programme and an Advanced Master’s programme amounts to at least 60 credits, or a multiple thereof.

Article 37. Courses of study with reduction in study load

In programmes with a reduction in study load, the student is granted exemptions for a package of credits (art. 56), on the basis of a programme successfully completed previously, or previously obtained credit certificates or other proof of qualification. More detailed information about these methods of reducing the study load and the way in which they are spread over time can be found in the programme guide, at least if it involves a course that is frequently taken.

Students may obtain a Bachelor’s or Master’s degree which they already hold on condition that take up a programme which differs from the first course by at least 30 credits.

Article 38. Transitional programmes

In the case of some taught Master’s programmes, a transitional programme is organized for graduates of certain vocational Bachelor’s programmes. This transitional programme may be taken prior to, or simultaneously with, the relevant Master’s programme. The programme guide includes details on the courses for which transitional programmes are organized.

In principle, the study load of a transitional programme amounts to no less than 45 and no more than 90 credits.

For frequently occurring transitions, the study guide provides details on the study load and composition of the transitional programmes in terms of prior training in the information about the respective courses, along with the information on the way in which the programme can be spread in time.

Students who pass a transitional programme will receive a certificate.

Article 39. Preparatory programmes

Students who hold an academic Bachelor’s or Master’s degree that does not grant direct admission to a taught Master’s programme or an Advanced Master’s programme are sometimes offered transitional programmes. A transitional programme may be attended prior to, or simultaneously with, the relevant Master’s programme.

The study load of a preparatory programme depends on the student's prior training. The programme guide contains details on the study load and composition of the preparatory programmes for the most frequently encountered transitions in the programmes involved, along with the information on the way in which the programme can be spread in time.

Students who pass a preparatory programme will receive a certificate.

Article 40. Specific teacher training courses

A specific academic teacher programme (STP) consists of 30 credits of theory and 30 credits of practice. 30 of these creditscan be integrated in a master's programma, 15 credits can be integrated in a bahcelor's programme.

Further details on the exact composition of the programme for an STP can be found in the programme guide, along with the information on the way in which the programme can be spread in time.

Article 41. Postgraduate programme and other continuing education programmes

A postgraduate programme amounts to at least 20 credits. Further details on the study load and composition can be found in the programme guide. Following a favourable assessment, a postgraduate certificate is awarded.

The study load of other continuing education programmes is not fixed and does not, therefore, need to be expressed in credits.

Subject to their characteristics, they lead to a certificate or an attendance certificate. More information can be found on https://doel.kuleuven.be/doo/levenslangleren/PermanenteVorming. Further details regarding the study load and composition can be found in the programme guide as well as in ad hoc notices.

Article 42. Appeal

Against decisions regarding the study load and/or content of preparatory programmes, transitional programmes and programmes with reduced study loads, an appeal can be lodged as defined in article 95 §2, which establishes the appeal procedures.

4.2. Details on courses in the programme guide

Article 43. Details for each programme of study

For each programme of study, the programme guide will at least state:
1° the degree delivered upon completion of the course, as well as its qualification and possibly specification;
2° the content and objectives of the course, programme and division into course units;
3° the graduating sections, if applicable, or other forms of differentiation;
4° the medium of instruction of the course;
5° the study load expressed in credits;
6° the order of enrolment of the various constituent course units or the assumed progress requirements;
7° the prior courses granting access to the course, as well as any complementary courses;
8° the organization of the course in the form of full-time or another basis of education and in the form of contact and distance education;
9° the organization of the course in the form of model routes and/or individualised study routes;
10° the starting conditions and learning outcomes.

Article 44. Details listed for each course unit

For each course unit, in accordance with the ECTS regulations, the outlines in the ECTS course descriptions in the programme guide shall at least indicate:
1° the number and title of the course unit;
2° the medium of instruction and the admission conditions in terms of the required knowledge of the medium of instruction in the event that the course unit is offered in a language other than Dutch;
3° the study load expressed in credits and the number of contact hours;
4° the programme schedule across the semesters;
5° the lecturer or coordinator and other education providers;
6° the place of the course unit within the programme of study (compulsory subject, elective subject);
7° the starting conditions and learning outcomes, and the objectives of the course unit;
8° possible order of enrolment conditions, if necessary progress requirements in relation to other course units;
9° the content of the course unit;
10° the learning, teaching and supervision activities;
11° the examinations and number of examination sessions for each course unit; the method of examinations (possibly differentiated per exam period) and who holds the examinations;
12° the study materials;
13° the conditions to be fulfilled in order to obtain a credit certificate in the event that these depend on a pass/no-pass decision;
14° whether the course unit can be incorporated into a credit contract or an examination contract;
15° the specific rules applying to a student with an examination contract.

4.3. Course model; semestrial examination system; study time and credits

Article 45. Course model

After each examination period, the course units for which the student sat exams are deliberated on the results that have been ascertained. The programme of study as a whole is only deliberated on after the student has sat exams for all course units of the programme of study or has been given exemptions.

Article 46. Structure of the academic year

KU Leuven organizes its courses along a semestrial examination system. In each semester, examinations take place on the course units that are completed in that semester. Examinations on course units that cover more than one semester are taken at the end of the second semester. Occasionally, a partial examination is organized at the end of the first semester on as yet uncompleted course units. Course units are only spread over more than one semester when this is educationally justified. Although the master’s thesis or internship is usually a course spread over the whole academic year, the faculty may decide that the evaluation of these course units take place after the first semester, for certain categories of students. This is the general rule for students who are able to graduate but only need to obtain a result for the master’s thesis or internship. 

In a certain amount of courses of study or programme stages, examinations are organized after both semesters.

In the academic calendar, the first semester comprises 13 weeks of teaching and study activities. These are followed by two weeks of Christmas holidays, which are, in turn, followed by a week of revising and three weeks of examinations. Subsequently, there is a week's holiday for the students. The second semester also includes 13 weeks of teaching and study activities, interrupted by two weeks of Easter holidays. After the 13 weeks, there are two weeks of revision, three weeks of examinations and one week of deliberations. The third examination period takes place after a summer recess of 6 (or 5) weeks and contains three (or four) weeks of examinations and one week of deliberations. Following a one-week break, the next academic year commences.

Article 47. Study time and credits

A credit only provides an indication of the study load of the course unit. It does not automatically entitle students who change courses or institutions to an exemption in the new context, even if the amount of study time is identical to, or even higher than the study time associated with a seemingly similar course unit. The relation between credits and exemptions is further determined in article 62-63.

Through the faculties, KU Leuven regularly assesses the black spots regarding study time and credits to match, if necessary, the content of the course unit with the assumed study time. However, it is possible in exceptional circumstances that, at any given time, the credits for each course unit are redistributed on the grounds of more accurate calculations, starting the next academic year. This does not result in the mention of the new credits on the final degree supplement for those students who took the course unit prior to the relevant amendment.

Within each course unit, the lecturer, under the supervision of the faculty, determines the way in which the study time available is divided in contact hours and assimilation activities.

4.4. Code of conduct on language use

Article 48. General provision regarding the language of education and administration

Dutch is the medium of instruction of KU Leuven . For specific reasons, subject to legal and decree provisions, other languages may be used. When this is the case, this shall be explicitly mentioned. Course units taught in Dutch are also assessed in Dutch.

The administrative language of KU Leuven is Dutch. With a view to facilitating communication with students, academics, services or institutions, an international link language may also be used.

Article 49. Course units that are in any case taught in another language

The following course units shall in any case be organized, either entirely or partly, in another language than Dutch:
- course units that involve the study of a foreign living language;
- course units taught by non-Dutch-speaking guest professors;
- course units which, in mutual consultation between students and the faculty responsible for the course units involved, are taught at a non-Dutch-speaking university in Belgium or a foreign university.
These course units shall be assessed in the language in which they are taught.

Article 50. Other course units taught in another language

Fully aware of the need to prepare its students for an international context, KU Leuven provides students within its Dutch-language courses with the possibility of attending course units, other than those mentioned in article 49, which are taught in a language other than Dutch. This possibility is justified on the grounds of the added value this extra language offers to the student and the practicality of the use of a foreign language in the course unit in question. The course units of which parts are taught in a language other than Dutch are clearly mentioned in the programme guide and ECTS course descriptions.

In keeping with decree provisions, the number of possibilities within a Bachelor’s programme is limited to a maximum of 18 credits of the entire Bachelor’s programme (18 credits).
In a taught Master’s programme, the number depends on the practicality of the use of the foreign language within the course, with a maximum of 50% of the programme of study, Master’s thesis not included. In an Advanced Master’s programme, the faculty is free to determine the number of course units taught in a foreign language.

The student is entitled to take the examinations in Dutch on these course units given in other languages, except in the case of
- Advanced Master’s programmes;
- the enrolment for an other-language equivalent of a Dutch-language programme. If he wishes to make use of this possibility, the student reports this, according to the procedure of the faculty of the programme of study in which the course unit is taught.

Article 51. Programmes of study entirely taught in a foreign language

For the purpose of the international student community at KU Leuven, the university offers a number of courses taught entirely in a foreign language in its Bachelor’s programmes and Master’s programmes. For Bachelor’s programmes and taught Master’s programmes, provisions in agreement with other institutions in the Flemish Community are made to ensure an equivalent Dutch-taught programme, to which the provisions set forth in article 49-50 apply. Some courses and programmes, that have been specifically set up for foreign students and are recognized as International Course Programmes within the framework of the Flemish Inter-University Council's development cooperation programme or as Erasmus Mundus Master, are, as exceptions, completely taught and examined in another language than Dutch.

In principle no Dutch-language variant is provided for Advanced Master’s programmes and postgraduate courses in another language. These courses can be attended by both foreign and Dutch-speaking students. All students, including Dutch-speakers, who attend these courses, are expected to take the examination in the language of the course or in the language of the course unit if this should differ from the language used in the entire course or programme.

Article 52. Quality control

When appointing staff, KU Leuven ensures that the prospective member of staff has sufficient knowledge of the international standard language required for teaching. Particular attention is paid to this aspect during the internal quality control of the courses and programmes of study.

Section 5. Elements for determining the programme of study of individual students

5.1. Composition of the annual programme of individual students

Article 53. General information

§1. Depending on the student's contract type and study route, the student puts together his individual annual programme in keeping with the general regulations described in the present education regulations and examination regulations, and in conformity with the specific rules that apply to the course and/or course units selected, as described in the programme guide. The students take into account the deadlines as set forth in the procedure. When a student is negligent in establishing their individual annual programme, the faculty can determine the composition of it at its own initiative.

+ Procedure

§2. Exemptions are preferably requested at the first enrolment for a programme of study. They are in any case requested at the latest on the dates stipulated by the procedure.

+ Procedure

§3. Students wishing to depart from the general regulations concerning the composition of the individual annual programme must submit a justified request to the faculty, at the latest on the dates established. The faculty shall decide on the deviation requested

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+ Special arrangements for students with disabilities

Article 54.

(...) removed (Academic Council, 26/03/2012)

Article 55. Annual Programme of students with exemptions

Separate model routes with a reduction of the study load exist for frequent transitions between courses of study (see article 37).

5.2. Exemptions, carrying over examination marks, credit certificates and certificates of aptitude

Article 56. Exemptions and Carrying Over Examination Marks

An exemption is the removal of the obligation to take an examination on a course unit or a part thereof if one has already taken an equivalent course unit and obtained a credit certificate for it or if one has obtained a study certificate successfully. This is decided on the basis of an equivalence assessment by the faculty, possibly in consultation with the lecturers involved, as set forth in article 62. An exemption can no longer be granted after the individual annual programme is definitively approved.

When an exemption is approved, the obtain examination marks for the equivalent course unit is not taken into account again. Deviating from this rule, examination marks obtained earlier can be carried over and taken into account in the following cases:
a) credit certificates obtained in the context of a credit contract for identical course units which occur in a course programme for which one in subsequently enrolled with a degree contract ;
b) credit certificates for identical course units that are shared with multiple courses of study which are taken simultaneously or consecutively;
When the faculty, on the basis of Article 28, 4th paragraph of these regulations, integrates expansion modules in a Master’s course with differentiated entry possibilities so as  to compensate for shortcomings in the preparatory training for a certain group of students, the student cannot be exempted from course units of the expansion module on the grounds of having followed another optional course in the preparatory training on which basis the access to the actual course was granted.

In programmes with a reduction of study load (art. 37), the student is granted exemption for a package of credits. This is also possible on an ad hoc basis if no such programme is included in the programme guide

Article 57. Grounds for exemptions

The faculty shall grant an exemption on the grounds of:
a) a credit certificate obtained in its institution or another institution;
b) a certificate of aptitude delivered by an authenticating body;
c) a PAS which has not been ratified by means of a credit certificate but via another qualification.

For exemptions, only the following forms of competencies, knowledge, insight, skills and attitudes can be acknowledged if they meet the following conditions:
- authentic: they represent the achievements of the candidate him/herself;
- current: they represent the current competence level of the candidate;
- relevant: they are sufficient to cover the relevant elements of a programme of study.

In principle, the scope of the exemption from a given course unit equals the study load of the original course unit, unless decided otherwise by the body designated by the faculty on the grounds of an equivalence assessment. The scope of an exemption is expressed in whole credits. The scope of a partial exemption is determined by the faculty

Article 58. Acquiring and recording a credit certificate

Nothwithstanding what is stipulated in art. 159§5, students shall acquire a credit certificate for each course unit they have passed, in compliance with Article 146 of the examination regulations, if the (select) examination committee has definitively established the results. This takes place at every examination period. Credit certificates are recorded in the KU Leuven database. The credit certificates for students having completed a programme of study are mentioned on the degree supplement. Credit certificates for students wanting to leave the university without having completed an entire programme of study or without valorisation of any particular credit in the context of a degree can be requested by the student according to the procedure.

In the event that an irregularity has been established, the examination committee may, pursuant to Article 154 of the examination regulations, decide that the student shall not be provided with a credit certificate. Exceptionally, it can also be decided to annul and reclaim previously obtained credit certificates

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Article 59. Scope of the credit certificate

If a student has been exempt from part of a course unit, a credit certificate will be awarded for the entire unit if the student has obtained at least 10 out of 20 for the remaining.

A credit certificate cannot be awarded for part of a course unit

Article 60. Procedure to request an exemption on the basis of a credit certificate or other study certificate

Students who feel that they are entitled to being exempt from a given course unit or a part thereof on the grounds of a credit certificate or other study certificate, should follow the ad hoc procedure

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Article 61. Exemption on the grounds of previously acquired competences that are not supported by a credit certificate or study certificate

Students who feel they are entitled to an exemption from a course unit or part thereof on the grounds of PAC, should follow the ad hoc procedure

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Article 62. Assessment of equivalence of a credit certificate, study certificate or a certificate of aptitude

The faculty assesses the equivalence of a credit certificate, study certificate or a certificate of aptitude according to the following procedure

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Article 63. Scope and notification of an exemption

After receiving the advice of the lecturer as to whether a partial or total exemption can be granted, as well as the number of credits related thereto, the faculty notifies in this case the student of the decision, and the grounds on which it has been made.

The faculty shall also communicate the decision to the faculty’s student administration. The number of credits for which an exemption is to be granted shall subsequently also be included in the student dossier, which is part of the study contract.

Nothwithstanding the application of art. 67, an exemption, once granted, is definitive. The student cannot retract an exemption which was applied for and granted.

Article 64. Record of decisions regarding exemptions

The faculty keeps a record of the decisions made regarding exemptions and the recommendations connected therewith

Article 65. Appeal

Against decisions made regarding the granting of exemptions an appeal can be lodged as defined in article 95 §2 , which establishes the appeal procedures

Article 66. Validity of credit certificates, other study certificates and certificates of aptitude

In principle, all credit certificates, other study certificates and certificates of aptitude remain valid indefinitely

Article 67. Update programmes

The faculty may decide in its additional regulations that, if an exemption is requested on grounds of a previously obtained credit certificate, another study certificate or a certificate of aptitude, an update programme is necessary:
-for students who present a certificate which is more than five calendar years old;
- for students who have not yet successfully completed a programme of study in the sixth calendar year following the obtainment of the certificate. This period starts from the first day of October following the month in which the certificate was obtained. The faculties decide which course units are subject to this provision as well as the form of the update programme and the way in which it will be assessed.

In the event that an update programme is deemed necessary, the grounds on which this has been decided will be formally communicated to the student.

Students who have passed the update programme examination for a course unit for which he did not receive a full exemption on the grounds of a previously obtained credit certificate or another study certificate or a certificate of aptitude, will receive a credit certificate for the entire course unit

5.3. Enrolling in course units and taking examinations in one programme of study

Article 68. General principle

The students take into account the determined order of enrolment conditions and progress requirements when taking course units and taking exams. Students following a standard route may use the specific advantages described in article 7 and 114 of these regulations

Article 69. Guidelines for students first enrolling in a specific Bachelorís programme

Students first enrolling in a specific Bachelor’s programme must take a full-time or alternate standard route (Article 7), unless
-they have been granted exemptions on the basis of PAC of PAQ;
-the programme is not their main programme of study;  
-they have been given permission to follow an individualised study route (Article 8). This applies to any first enrolment in a Bachelor’s programme, with the exception of those bahcelor’s programmes with reduction in the sudy load which are mentioned in the programme guide.

Students who still need to complete more than 120 credit points towards their Bachelor’s degree must first earn all credits of the first programme stage before taking other course units

Article 70. Guidelines for all other students

During the academic year, students enrolled in a Bachelor’s  or initial Master’s programme or in a transitional programme who are following a standard route must take the number of credit points specified in Article 7  of these regulations. A student enrolled in a transitional programme must not take more than 66 credit points of that programme within one academic year.

The individual study programme of students enrolled in a Bachelor’s or initial Master’s programme or in a transitional programme who are following a flexible route should comprise 25 to 66 credit points per academic year (excluding possible exemptions). Students can deviate from these guidelines in the following cases:
1° a student can take more than 66 credit points in a Bachelor’s  or initial Master’s programme
    - when first enrolling in an initial Master’s programme and/or
    - if he has a cumulative study efficiency of at least 50% for this Bachelor’s or initial Master’s programme
2° a student can take fewer than 25 credit points when enrolled under a degree contract or degree-seeking or credit-seeking examination contract if
    - this is not his main programme of study;
    - he needs to complete fewer than 25 credits towards his degree or certificate ;
    - he meets the conditions for following an individualised study route as set out in Article 8 of these regulations and registers for such a route according to the procedure outlined in that article.

For students enrolled in a preparatory programme, Advanced-Master’s programme, specific teacher training programme or postgraduate programme there are no restrictions on the number of credit points they can complete per academic year

Article 71. Guidelines for students who may already enrol for contiguous programmes of study

Students who still have to complete less than 66 credits of a programme of study at the start of the academic year, may enrol for a contiguous programme of study of which they can take up all the course units, exceptionally even for the complete programme of study (for transitional or preparatory programmes, see the stipulations in article 38-39). In any case, they must first completely fill their individual annual programme for the first programme of study before the individual annual programme of the contiguous programme of study can be approved.

If conditions related to the order of enrolment and progress requirements are required, students are precluded from taking a combination of an entire complementary programme of study.

For an enrolment for course units at another Flemish institution of higher education, see art. 74

5.4. Taking course units and examinations in another programme of study or in other institutions

Article 72. The programme of study as a starting point

Taking into account existing legislation and agreements with other institutions of higher education, each programme of study determines the extent to which students, as part of their degree contract or degree-seeking examination contract, are able to take the course units in another course or at another higher-education institution, both in Belgium and abroad

Article 73. Elective course units in another Flemish institution of higher education

Pursuant to the agreements entered into between Flemish universities, Fleish universities and those of the French community, or the institutions of higher education that are members of the KU Leuven Association, students may take a course unit that is taught at another Flemish university, university of the French community or an Association partner of the KU Leuven as an elective for their programme. However, this requires the students being enrolled in their own university with a degree contract or a degree-seeking examination contract, whereas the course unit involved must not be taught as an obligatory course unit in the programme of study at their university, and permission must be granted from the faculty of the programme of study and the officer responsible for the course unit at the other university involved. The students shall consult with the faculty of the programme of study in order to arrange matters with the other institution.

The elective course unit for which the required permission has been granted is subject to additional tuition fees, payable by the student. KU Leuven takes out accident insurance on behalf of the student. The other Flemish institution of higher education or university of the French community, for its part, commits itself to granting admission to the course unit, the examinations connected therewith and the necessary infrastructure. The other Flemish institution or university of the French community shall also notify the KU Leuven of the result of the examinations assessing the student's performance

Article 74. Enrolment for course units in a complementary course at another Flemish institution of higher education

Students who still have to complete less than 66 credits of a programme of study and wish to continue their studies in a conplementary course (in the form of a degree contract or and degree-seeking examination contract) in another institution can already take up course units from the other institution. This also applies to students from other institutions who wish to pre-take at KU Leuven.

Anyone taking course units is considered to be a fully fledged student as regards the use of all facilities (e.g. use of computer and library facilities). These students have to pay tuition fees for the corresponding number of credits associated with the course units taken

Article 75. Other general agreements on mobility

Within the framework of student mobility, the faculty may also enter into other agreements with other higher-education institutions, both in Flanders and abroad. These arrangements will then be part of the faculties’ education and examination regulations

Article 76. Special procedure on individual request

To the extent that this is not covered by the above-mentioned arrangements contained in article 73-75, students may submit a justified request to the faculty with a view to having course units in a given programme of study replaced by other course units that are provided in other courses at KU Leuven or other national or international higher-education institutions.

The faculty shall examine the student's request according to the procedure.

In the event of a favourable recommendation, the student is allowed to take the course units in question elsewhere and sit the examinations there. In this case, the faculty will also specify the way in which the examination results for the course units will be incorporated in the degree requirements. Unless the faculty makes a different, motivated decision, the number of credits of the foreign institution will be completely validated in the individual annual programme of the student

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5.5. Study progress measures

Article 77. Number of enrolment opportunities

All students are entitled to a second enrolment in the same programme of study as the one they were enrolled in the preceding year and in which they failed to obtain a credit certificate without prejudice to article 82

Article 78. Study advice to all students

All students are entitled to study advice on the part of the faculty and/or centralized study advice services. This does not apply to students enrolled in the form of an examination contract.

More particularly, students who still need to complete more than 120 credit points towards their Bachelor’s degree receive a high level of attention in this respect

Article 79. Binding and non-binding study advice

After the publication of exam results, students who still need to complete more than 120 credit points towards their Bachelor’s degree and whose cumulative study efficiency after the January examination period is below 60 %, will be given a non-binding study advice by their study counsellor. 

Students who still need to complete more than 120 credit points towards their Bachelor’s degree and whose cumulative study efficiency is below 50 % after the June or September exam period will be given a binding study advice by the examination committee. This implies that they will need to achieve a cumulative study efficiency of at least 50 % in the next academic year if registering for the same programme

Article 80. Refusal of enrolment in a programme of study based on a binding study advice

The enrolment for a degree contract or a Bachelor’s programme shall be refused if a student who still need to complete more than 120 credit points towards their degree at the moment that he receives the binding study advice, does not obtain at least a 50% cumulative study efficiency in the next academic year.

A refusal of enrolment applies to the next academic year and applies to all courses of study or enrolments in the form of a credit contract at the institution

Article 81. Refusal of enrolment based on failure of a particular course unit after sufficient examination attempts

An student who fails a particular course unit during two academic years  in a Bachelor’s programme, transitional programme or an initial Master’s programme, irrespective of the contract type, will not be allowed to enrol a third time under a degree contract or credit contract if he:
- has a cumulative study efficiency of less than 50% for a the annual study programmes;
- or has failed the course unit under a credit contract in two successive academic years;
- or has failed the course unit in two successive academic years: under a degree contract or an degree-seeking examination contract with a cumulative study efficiency of less than 50% in the first year and under a credit contract in the second year.
Students enrolled in a preparatory programme, Advanced Master’s, specific teacher training programme or postgraduate programme can register for a course unit up to three times. If a student has failed a course unit in two successive academic years – first under a credit contract and then under a degree contract or a degree-seeking examination contract - the normal rules relating to the cumulative study efficiency will apply. The cumulative study efficiency is determined for the year in which the student was enrolled under a degree contract or a degree-seeking examination contract.

Refusal of enrolment applies to the first successive academic year for the course unit concerned and for any study programme including this course unit. This refusal also extends to programmes leading to the same degree as well as to subsequent programmes. There is no enrollment possible for course units of these programmes in the form of a credit contract

Any exam taken, whether in the context of a degree contract  or a degree-seeking or credit-seeking examination contract or in the context of a credit contract relating to a course unit, counts as an attempt, even if the student’s contract-type has changed. Students will not be entitled to additional examination attempts within one academic year or across academic years by switching contracts

Article 82. Refusal on the grounds of an insufficient learning account

A student not possessing a sufficient learning account to start or finish a course:
- will not be granted authorisation to register or re-register for a programme of study if his learning account is lower than or equal to zero;
- will be granted authorisation to register or re-register for a programme of study if his learning account is higher than zero in accordance with the stipulations in article 80-81.

Contrary to this, a student who has obtained an academic Bachelor’s degree, without having enough learning account to start the subsequant programme, will be admitted to the Master’s programme in question, insofar as the student did not obtain a Master's degree before. He will have to pay the maximum tuition fee determined by law pro rata of the insufficiency. Refusals will also in later years only be made on the basis of article 81.

Article 83. Exceptions to refusal of enrolment

Contrary to Articles 80 to 81, the  Director of the central Student Administration may allow an EEA student to (re)enrol (cf. Article 95§1). Exceptionally, a fourth enrolment for the same course unit is also possible. After an interruption of at least 5 academic years, students are automatically entitled to re-enrol and will be treated as newly enrolled students for the study programme concerned.
Contrary to Articles 80 to 81, the head of the International Admissions and Mobility Unit of the International Office may allow a non-EEA student to (re)enrol (cf. Article 95§1). This is never possible for a fourth enrolment for the same course unit.

When a student applies for re-enrolment before he has not been enrolled during 5 years, the evaluation is carried out according to the same standards as described in the first paragraphs. After an interruption of at least 5 academic years, students are automatically entitled to re-enrol and will be treated as newly enrolled students for the study programme concerned. Credit certificates obtained and their results are retained, notwithstandig the possible application of art. 67. For all other applications in these regulations, calculations are restarted form zero.

In these cases, students may need to pay double tuition fees for the part of their enrolment for which they no longer have a learning account. For students not eligible or nearly eligible to a student grant this amounts to double the variable amount. For students eligible to a student grant, this regulation does not apply.

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Article 84. Appeal

Against a measure concerning the monitoring of study progress as mentioned in art. 80 to 81, an appeal can be lodged as defined in article 95 §2, which establishes the appeal procedures

Section 6. Rights and duties, legal protection and disciplinary regulations

6.1. Student rights and duties

Article 85. Equal treatment

KU Leuven students are entitled to equal treatment. Differentiated treatment must ensue from objective grounds, and the difference in treatment must be in proportion to the legitimate aim.

The KU Leuven takes general measures in order to ensure equal opportunities and guaranteeing material and immaterial accessibility to the university for students with a disability and for acknowledged groups in the diversity policy.

Education or examination facilities can be requested according to the procedures stipulated in these education and examination regulations.

Students with disabilities requesting reasonable adjustments must undergo a prior approval and advisory procedure

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Article 86. Transparency of management

Pursuant to the provisions of the participation decree, the student representatives shall, at their request, be granted access to the reports of the management bodies.

In execution of Articles 77 and 78 of the Decree concerning the restructuring of higher education in Flanders, the transparency of decisions is guaranteed as follows.
Each student can request access to documents having contributed to decisions taken with regard to himself, but does not have the right to access documents related to other students. In order to do this, he follows the procedure

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Article 87. Impartiality

KU Leuven shall treat each student without prejudice or bias.
Members of the university community, including students, who have a personal interest in a decision in respect of a certain student, are precluded from taking part in the advice or decision-making procedure of the management body involved

Article 88. Right to defence

All students are entitled to use an ombuds service as set forth in 6.2.1.1. Specific forms of protection of the right of defence have been included in the examination regulations and the disciplinary regulations

Article 89. Justification duty

Unilateral decisions taken by the university in respect of individual students or groups of students which are intended to have legal consequences must be adequately justified by the competent body. The decision shall contain the legal and factual grounds on which the decision is based

Article 90. Specific rights and duties

§1. In particular, students are also entitled to:
a) support from the university student services in accordance with the criteria determined by the relevant services;
b) the use of the library, in accordance with library regulations: see www.bib.kuleuven.be/pdf/bibliotheekreglement.pdf;
c) the use of the computer infrastructure, in accordance with relevant regulations: see www.kuleuven.be/studenten/ictgedragslijn.htm;
d) educational support through TOLEDO: see toledo.kuleuven.be.

Students with an examination contract are not entitled to any of these support facilities. For the usage of Toledo and the ICT facilities linked to it, the rights are determined in Article 5, 2nd paragraph

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§2. A) It is incumbent upon students to use the university's immovable and movable property with due care and attention and to act in conformity with the regulations in force within the universities. Students acting contrary to this, may be subjected to the sanctions as stipulated in the disciplinary regulations.

In particular, students take into account all regulations that apply to them, as mentioned on https://admin.kuleuven.be/rd/decreten_reglementen_KULeuven. By their enrollment, they accept these regulations. This applies in particular to  :
- the specific regulations concerning the copyrights of theses: https://admin.kuleuven.be/sab/jd/intranet/reglement_auteursrechten_studenten.html
- the specific regulations concerning the permission for foreign stays.

B) The official communication between KU Leuven and the students is carried our through the student mail address. Students are expected to checke their emails on their student email account regularly, and they cannot refer to not having read those emails to evade obligations or changes

§3. Students are not allowed to make audio or video recordings of educational activities, unless this has been arranged with the lecturer of the course unit. The recording can only be used for didactic purposes either by the student making it or by the whole student group in the current academic year. Commercial use is prohibited as is the recording of examinations for whatever purpose. Students using recorded material in any other way than described in these guidelines will be subject to sanctions as set out in the disciplinary regulations. Students cannot object to the recording of teaching activities by the lecturer for simultaneous transmission and / or use on learning platforms; however, they can request not to be personally recognizable

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§4. Under no circumstances are students allowed to multiply and distribute for commercial puposes any didactic texts (course texts, exercises, slides, ...) which were provided to them by KU Leuven for a fee or for free. A student using material in this way, is subjected to penalties as specfied in the disciplinary regulations. On to of that, the student is exposed to persecution for infringement on the copyright laws.

§5. Any person who fraudulently forges documents of the KU Leuven, will be prosecuted. If it concerns students of KU Leuven, the disciplinary regulations will be applied as well.

Article 91. Protection of personal data

KU Leuven policy guidelines state that students are entitled to protection of their personal data. In accordance with personal data protection legislation, each student can annually request access to and correction of personal information held electronically by the University.

By enrolling, students give the university permission to:
a) verify documents provided by them with a view to obtaining certain rights with regards to authenticity and veracity with the awarding bodies;  
b) confirm the authenticity of documents (allegedly) awared to them by KU Leuven when third parties request this.

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6.2. Legal protection and processing of complaints

Article 92. Ombuds services in relation to the teaching provisions

The faculty shall appoint a member of the academic staff or another staff member with relevant expertise in education as education ombudsperson. The latter acts as a mediator with whom students can discuss during the academic year aspects of the provision of education which, in view of their personal nature, cannot be adequately addressed by the regular faculty authorities. The education ombudsperson mediates between the student(s) involved, the lecturers and the management bodies

Article 93. Ombuds services in relation to examinations

During examination periods, the examination ombudsperson shall act as a confidant who mediates between examiners and students regarding examination matters. The examination regulations set forth the duties, appointment and mandate of the examination ombudsperson

Article 94. Procedure for the treatment of formal complaints in relation to the teaching provisions

Complaints with regard to the teaching dispensed by a lecturer are to be submitted to the faculty of a programme of study.
The faculty shall make a justified decision within 30 calendar days of receiving the complaint.
The decision consists of a recommendation to the Dean regarding the foundations of the complaint and may include recommendations with regard to the revision of teaching duties and programmes

Article 95. Discretionary admission or consideration of complaints of individual students, and changing the learning account of an individual student

§1. Exceptional discretionary admission by the Student Administration Director

Students wishing to make use of the possibilities offered by the procedures outlined in Article 24 or Article 83 of the teaching regulations should submit a substantiated request to the Director of the central Student Administration  by email. Contrary to this, a non-EEA student submits his request to the head of the International Admissions and Mobility Unit of the International Office.

If an exception to procedures outlined in Article 24 or Article 83 can only be granted on the grounds of special personal circumstances not related to the studies, the student should clearly outline these grounds in his request. This information will be treated confidentially by the Director of the central Student Administration  (or the head of the International Admissions and Mobility Unit of the International Office). In reaching a decision, the Director of the central Student Administration  (or the head of the International Admissions and Mobility Unit of the International Office) will take into account the course units already completed and the student’s chances of successful completion of the programme

§2. Consideration of complaints regarding decisions on individual students

For formal complaints about the conduct of examinations, exam results or decisions by an examination board: see Articles 163-166 and 175, paragraph 3, of the examination regulations.

Appeal is also possible against not considering a foreign degree as equivalent, with a view of admission to a programme.

The procedure below applies to each of the appeal possibilities mentioned in Articles 42, 65, and 84, and in the previous and following paragraph.

Students who believe that their rights have been infringed by a particular decision can lodge an internal appeal against this decision. A formal complaint must be submitted to Vice Rector for Student Affairs within the term specified in the next paragraph. Complaints must be submitted by email. The complaint must contain a clear statement of the student’s objections. If the complaint involves the Vice Rector for Student Affairs, it will be investigated by the Vice Rector for Education.

Formal complaints to the Vice Rector for Student Affairs must be submitted within five calendar days of written notification of the decision appealed against. If the fifth calendar day is a Sunday or a public holiday, this period is extended to include the next day.

The Vice Rector for Student Affairs will hear all parties and certainly
- the course unit leader;
- the student

In the case of an examination appeal, the internal appeals procedure – in consultation with the chair of the examination board – may have the following outcomes:
a) rejection of the appeal (with statement of reasons) on the grounds that it is inadmissible or unfounded. The student will be notified of this decision by email within 15 calendar days following the day when the internal appeal was lodged. The message will be sent to the email address from which the appeal was submitted;
b) a new decision by the Vice Rector for Student Affairs. This new decision must be taken and communicated to the student in writing within 15 calendar days following the day when the internal appeal was lodged. The decision will be sent to the email address from which the appeal was submitted.

The internal appeal body may - within the time available to it - inform the student in a justified way that it will give a decision on the case on a later date. In that case the period for external appeal will only take effect the day after that later date.

Following the exhaustion of the internal appeals process, the student can appeal to the Council for Student Progression Disputes in accordance with the provisions of the Decree of 19 March 2004 on the legal status of students (Decreet van 19 maart 2004 betreffende de rechtspositieregeling van de student).

Apart from the Council for Student Progression Disputes, only the Leuven courts have jurisdiction to hear formal complaints from students against KU Leuven

§3. Procedure for return of learning account in case of force majeure

(to be completed)

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§4.

Students who establish during the academic year that an administrative error has been made, for which they do not get an adequate solution, can file a request for mediation with the Vice Rector for Student Affairs. THe Vice Rector mediates between the student(s) in question, the lecturer(s) in question and the faculty bodies involved.

6.3. Disciplinary regulations

Article 96. Principle

Students enrolling at the KU Leuven are expected to behave, both within and outside the university community, in a way that shows respect for others, for society and its goods, to not commit acts that are incompatible with the elevated mission of the university in general and the principles on which this university is founded, in particular and to respect society and its goods sufficiently

Article 97. Urgent measures of order

The provisions in these disciplinary regulations do not detract from the authority of the Rector, the Vice Rectors, Deans, Heads of Department and Heads of Services to take the necessary measures to maintain the order and safety of the university in all circumstances, also beyond a matter of discipline. This may imply, amongst other measures, that a student is temporarily refused access to certain rooms and services.

Article 98. Competent authorities

Maintaining discipline at the university is entrusted to: the Academic Council, and, on its behalf, the Executive Board, the Vice-Rector for Student Affairs and the disciplinary board set up in accordance with the provisions contained in art. 101.

Article 99. Sanctions

The sanctions are as follows:
a) the warning; this sanction can only be imposed once for an analoguous case. A next sanction will automatically be more severe;
b) the suspension of the right to be present at official teaching contact times;
c) the provisional suspension and / or the rustication;
d) the refusal, as a disciplinary measure, of permission to enrol;
e) the definitive exclusion or consilium abeundi.
Each sanction is motivated in writing and communicated to the student

Article 100. Start of the procedure

 The student against whom a disciplinary measure is considered, is entitled to:
a) the notification by the Vice Recor for Student Affairs of the nature of the measure that is considered and the grounds on which it is based.
b) persusal of the entire dossier;
c) a reasonable period in which to prepare and submit an oral and written defence.
Students may be assisted by a person of their choosing in every stage of the procedure.

Article 101. Composition of the disciplinary committee and procedure

The disciplinary committee consists of: the Vice-Rector for Student Affairs,  the Dean of the faculty (or his representative) to which the student belongs according to the latter's main enrolment; the president or coordinator of the student association of the faculty involved. The dean acts as chairperson of the disciplinary committee.
 

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Article 102.

Within five calendar days of notification of the sanction by email, a student can file an appeal to the Executive Board in writing with a justified request.
The five-day window for appeals starts on the day after notification of the sanction. If the fifth calendar day is a Sunday or a public holiday, this period is extended to include the next  calendar day for the admissability of the appeal. The guarantees described in Article 100 also apply to this appeals procedure. In addition, for the protection of the student, the file is provided only to the members confidentially closed under cover.

This internal appeals procedure may have the following outcomes:
a) rejection of the appeal (with statement of reasons) on the grounds that it is inadmissible or unfounded;
b) a new decision by the appropriate body.

The decision is taken at the first session of the Executive Board, of whcih the date is communicated to the student immedialty after lodging the appeal. The decision is taken bu th Executive Board exclusing the Vice Rector for Student Affairs and with the Loko chairperson as full memeber. The student has the right to be heard at his request.  The decision will be communicated via the email address from which the appeal was submitted by the student.
 

6.4. Preservation period of documents

Article 103. Preservation period of documents

Documents, other than the copies of examinations, which refer to decisions with regard to the student, are to be preserved at least three years after the student was last enrolled at the institution for the programme of study or course unit concerned

TITLE III. EXAMINATION REGULATIONS

Section 1. General examination regulations

Subsection 1. General provisions

Article 104. Objectives

These regulations set forth the rules aimed at ensuring the smooth and proper running of examinations at KU Leuven. The examiner's task consists of verifying whether a student has achieved the learning outcomes and thus has the competencies required to successfully complete a particular course unit. The task of the examination committee is to check whether the student has achieved the learning outcomes according to the programme of study or course units and thus has the competencies deemed necessary to succeed.

Each examination must be organized in such a way so as to grant the student every opportunity of proving the required competencies for the course unit in question. This requires that the examiners and relevant bodies ensure an examination is optimally organised for each course unit at all times

Article 105. Scope of application

The general examination regulations shall apply to all examinations held at the KU Leuven for which in section 2 no specific provisions have been included in the special examination regulations or for which no deviating provisions have been set forth in accordance with the procedure described in Article 106

Article 106. Additions and deviations

In the cases where it is required by these regulations, each faculty must add special previsions and criteria to these examination regulations. Furthermore, the faculty can complete the regulations. Additions may not run counter to these regulations. These additions will only enter in force after confirmation by the Vice-Rector for Student Affairs that they have been proven to be consistent with all legal and regulatory provisions.

Deviations from the present general examination regulations can only be granted by the Academic Council, following a justified request submitted by a faculty governing body or the Campus Council of the Kortrijk Campus. The Academic Council shall determine the period during which the deviations shall be allowed.

Any additions and deviations at faculty level shall be duly notified to students of the faculty concerned. They will be incorporated at the latest on July 15 of the previous academic year in the faculty pages of the programme guide

Subsection 2. Organization of the examinations

Article 107. Examination periods

There are three examination periods in each academic year:
- the first examination period is organized at the end of the first semester, in weeks 17, 18 and 19 of the academic year;
- the second period takes place at the end of the second semester, between week 38 and 41 of the academic year; for courses (or units thereof) that remain outside the semestrial examination system, the second period runs from week 38 up to and including week 42 of the academic year;
- the third examination period is organized after the summer holidays, from week 48 up to and including week 51 of the academic year, unless the Dean decides to open the examination period at the start of week 47.

The faculty may move the opening of the examination period forward until the Thursday preceding the examination weeks, with notification of this to the vice-rector for Student Affairs. 

For the first examination period, deliberations and the announcement of the results for students who graduate take place at the latest by the end of the second week of teaching of the second semester, the other deliberations and announcements take place no later than the end of the first week of teaching of the second semester. In the second and third examination period, deliberations and the announcement of the results of students take place in the last week of the examination period.

In exceptional cases, the examination committee may keep an examination period open; however, the last examination period must be closed no later than 30 September. In the case of students who are taking part in exchange programmes and whose results of the academic year are not yet known, it is possible to take a decision after 30 September

Article 108. Mid-term examinations

The faculty may decide to organize mid-term examinations for course units that are taught over two semesters, in which case the exams shall be held at the end of each semester. The relative weight of each mid-term exam is fixed in accordance with the procedure set forth in Article 110, par. 1

Article 109. Special examination times for full course units

The faculty may decide to examine students outside the normal examination periods:
1° on coursework, i.e. educational activities other than lectures;
2° on course units taught by guest professors or professors who are lawfully absent in the course of a given examination period;
3° if they take part in exchange programmes with other universities or colleges of higher education

Article 110. Mid-term examinations and continuous assessment

In cases where course units comprise various educational activities, the faculty may approve an individual assessment of each of these activities, or several partial assessments within one course unit or educational activity. To this end, the lecturer or coordinator shall submit a proposal to the faculty. The form of the examination shall be defined and, possibly, amended in accordance with the provisions set forth in Article 134, par. 1 of the present regulations.

The faculty may also approve a type of continuous assessment for an entire course unit or educational activity. Insofar as this is possible, it shall also set the conditions.

The conditions defined by the faculty are clarified and communicated beforehand to the students according to Article 133 of these examination regulations.

The faculty watches over the balanced spread of evaluation moments referred to in article 110 and 111

+ Procedure

Article 111. Intermittent tests

The results of intermittent tests organized for course units from the first year of a Bachelor’s programme, with a view to facilitate the orientation of students, shall not count towards the final result

Article 112. Time and place

Outside the periods or times mentioned in articles 107 up to and including 110, no examinations can legally be organized, except through the application of Article 122 or in case of force majeure.

All examinations must be taken in a room of the KU Leuven ,casu quo Kulak, except in cases of special individual circumstances on account of the student, to be established by the chairperson of the examination committee, or in cases of specific course formats

Article 113. Attending oral examinations

Any student who wishes to do so, may invite an observer to attend the oral examination. The observer may not be a student who has to sit that course unit in that academic year or a student who will be examined by the examiner involved in that same academic year, nor can it be a relative up to the fourth degree. The student is required to notify the chairperson of the examination committee at least seven calendar days beforehand, as well as the examination ombudsperson, who shall inform the examiner involved in due course. The observer may only take written notes.

In consultation with the faculty, the examiner may request a member of the teaching staff to sit in on an examination

Article 114. Examination schedule and registration for examinations

The examination schedule of the first and second examination period is fixed for each individual student no later than 5 weeks prior to the start of the examinations. The examination schedule for the third examination period is fixed for each individual student no later than 2 weeks prior to the start of the examination period. This happens according to the procedure established for the academic year and the course programme concerned.

Only students following a standard route, are guaranteed to have an examination schedule in which not more than one obligatory course unit is examined per day.

Examiners and students shall strictly abide by the examination schedule that is set. Examinations can only be moved for a very serious reason; this is done at the sole discretion of the examination ombudsperson, who will then make new arrangements. He also decides on the assignment of an examination time

+ Procedure
+ Special arrangements for students with disabilities
Subsection 3. Taking part in the examinations

Article 115. Condition to take part in the examinations

Only students who have paid the tuition fees due or made arrangements in this regard with the university's Social Service shall be allowed to take part in examinations. If this condition is not met, enrolment shall be suspended. As long as the suspension is not revoked, any results already obtained shall be deemed non-existent and the student in question shall not receive any credit certificate for the course units involved.

Access to an examination may be subject to certain conditions such as an obligation to attend practical course components, sufficient participation in group coursework or the timely submission of assignments. The study guide of each faculty must clearly mention which course units are involved and the possible repercussions in terms of the examination assessment if these conditions are not complied with. The faculty may then decide that the student who does not comply with the conditions set forth be given a zero score or a 'no pass' for the course unit involved, or part thereof (see Article 135)

Article 116. Limitations with regard to participation

Without prejudice to Article 159 and 160, last paragraph, a student may each academic year only twice sit an examination for the same course unit or part thereof, irrespective of the 'contracts' he may have entered into. A non-taken or non-retaken examination is considered as a taken examination opportunity, without prejudice to Articles 119 of these regulations. The study guide shall clearly mention the course units on which the student, due to the nature of the unit, can only be examined once a year

Article 117. Supervision

Students must be able to prove their identity at the exam. Any student can, upon request, receive official proof of participation in the exam

Article 118. Resitting examinations from the first examination period

For course units for which an exam is organized in the course of the first examination period, students can resit the examination in the third examination period at the earliest. The same applies to an assessment in accordance with Article 110 of the present regulations.

The faculty can decide that all students in the final phase of their programme of study may already resit examinations in the second examination period for specific course units on which they have already been examined in the first examination period and for which they did not obtain a credit certificate and which they must or wish to retake. The faculty determines the conditions on which this can be approved

Article 119. Deferring examinations until the second examination period

The faculty allows an individual student, following a justified request, to postpone an exam of the first examination period until the second examination period for course units he’s required to take when his individual annual programme for the first semester exceeds 36 credits and when this is the consequence of the programming of the programme of study. When the irregular spread is caused by individual choices made by the student, this article cannot be used. When approving the individual study programme, the faculty shall decide when an exam must be taken on which course units

Article 120. Catching up on examinations of the first examination period

Students who for serious reasons are unable to take part in the first examination period may already during the first period, or subsequently, albeit no later than 1 March, request to sit the examinations involved in the second examination period. Following recommendation from the examination ombudsperson, the faculty may decide to grant this request, after which it sets forth the form of the examination in consultation with the examiner

+ Special arrangements for students with disabilities

Article 121. Cessation of the examinations

A student enrolled in a given examination period who does not take part in an examination must immediately notify the examination ombudsperson of this. The examination ombudsperson shall inform the examiners involved as soon as possible. No later than two days before the meeting of examiners or, in the case of the first examination period, no later than four days following the end of the examination period, the examination ombudsperson shall also notify the department entrusted with the administrative processing

Subsection 4. Examination arrangements for special groups

Article 122. Special arrangements in individual circumstances

In exceptional individual circumstances, students may be allowed to spread examinations between the ordinary examination periods while remaining within the model route or their individualised route. The margins for these spread possibilities are determined by the Director of the central Student Administration and the student cannot deviate from this on his own initiative. The Director of the central Student Administration   supervises, in consultation with the concerned faculties, that a consistent arrangement is made across the faculties. This provision applies, for instance,
- to students with a serious disability,
- on medical grounds,
- to high-level athletes or artists
- to students who work at least 80 hours per month or are employed for at least half of what is considered as fulltime employment within their employment sector and also have at least 25 credits in their ISP.
- to students combining two full-time study programmes (in both of which they have to take up at least 54 credits effectively in their ISP). 

The fact that a spread of the examinations is allowed does not mean that students are exempt from attending educational activities or from complying with established assignment or examination requirements. Should the need arise, a special arrangement may be worked out with the faculty involved. In case of disagreements, the education ombudsperson mediates, and the dean, in Kulak the Campus Rector, settles ongoing disputes.

For exams first taken after the second examination period, the student is informed of the result as soon as possible after the exam, in accordance with the faculty regulations applicable.  The student who is allowed spreading of exams decides directly after these exams wether to retake these exams before the deliberation of the third examination period. A student who has - due to spreading of examinations - has not yet taken exams for all courses in the June examination period,  is already allowed to apply tolerances insofar as he  meets the creiteria set forth in voldoet  art. 160.

+ Procedure
+ Special arrangements for students with disabilities

Exemptions from attending educational activities or from complying with established assignment or examination requirements, as well as deferring due dates for assignments or examination moments can also be granted exceptionally by the faculty to students who are members of a body in which their participation is essential and in as much as their participation can have influence. On the central level this applies to participation in the Board of Governers, the Acamic Council, the Education Council, the Student Services Council and the Executive Committees of the Groups. For the facultu level, the list is stipulated in the supplementary faculty regulations, but the list includes at least the Faculty Board, the Faculty Council and the Standing Educational Committee.

Subsection 5. Examinations on common course units when combining enrolments

Article 123. Consequences in regard to common course units

If in a combination of enrolments course units occur that qualify for multiple contracts or programmes, the following rules apply:
a) the course units are programmed for the same examination period: the student only takes the exam once if the mark obtained yielded a credit certificate or a tolerable result. The acquired result counts as the first examination result parallel for the various contracts;
b) the course units are programmed for various examination periods of the same academic year: the student only takes the exam once (notwithstanding art.149§2 which stipulates that a tolerable fail mark cannot be carried over to a Master’s programma or a Specific Teacher Training programme). The result acquired in the context of one contract shall be carried over in the future examination period for the other contract, unless the students want to use his right according to Articles 118,159 and 160 of the examination regulations to take an examination for the same course unit again for a tolerable fail mark. In this last case (see article 149, §1, b)), then the result of the first examination period is kept if it is higher than the last obtained result, as stipulated in Article 159 §7;
c) the enrolment is applicable to examination periods of consecutive academic years: if the student obtained a credit certificate in the context of the first contract, he , according to article.56 of the education regulations, is automatically granted an exemption with carry-over of the examination result for that course unit with the second contract, regardless of whether it is a mandatory or elective course unit.

A tolerable result can never be carried over to another programme of study across academic years. The conditions for keeping the tolerable fail marks after an academic year, as described in Articles 160 and 161, are administered at a subsequent enrolment separately within each contract

Subsection 6. Examinations on course units of follow-up courses

Article 124. Valorisation of exams

Students who enrol for an entire complementary programme are only deliberated on with regard to succeeding and the level of achievement after they have succeeded for a preceding course

Subsection 7. Examinations taken in another programme of study or in another institution

Article 125. Time and place of examinations

When, in accordance with the conditions set by the faculty, a student takes course units in another programme of study or in another institution of higher education at home or abroad, the examination on these course units shall take place at the time and place determined by the programme of study or institution in question and in compliance with the conditions set forth by said course or institution

Article 126. Deliberations

Under the supervision of the standing educational committee, the result of an examination taken in another institution of higher education shall, if necessary, be converted into the numerical scale mentioned in Article 135, 2nd paragraph of the present regulations. A student that follows part of his programme in another institution shall be made aware of the rules for conversion before his departure

Article 127. Replacement by an equivalent course unit

The faculty may grant permission to students who did not obtain a credit certificate for a course unit because they failed in the examination in a foreign institution of higher education to sit an examination for a course unit deemed equivalent by the examination committee in the following examination period of the same academic year at KU Leuven

Subsection 8. Examination ombudsperson

Article 128. Duties, appointment and availability

The examination ombudsperson is a person of trust mediating between examiners and students. Therefore, he must possess the necessary expertise and be able to fully independently perform his duty as an intermediary.

For each group of students the faculty shall, on the recommendation of or in consultation with student representatives and no later than 15 November, appoint each academic year a member of the academic staff or another staff member with relevant expertise in education to act as examination ombudsperson and another to serve as substitute examination ombudsperson, both of whom shall perform their task with regards to all examinations of the academic year. When appointing the examination ombudsperson, the faculty shall also make arrangements to ensure the former receives adequate administrative support

Article 129. Powers and disputes

When necessary, the examination ombudsperson shall mediate in the matter of examination date, place, form and conditions, without prejudice to the specific powers embedded in other articles.

In order to be able to adequately perform the role of mediator, the ombudsperson is entitled to access information regarding each examination, prior to the start of the meeting of the examiners. The ombudsperson is bound by professional secrecy.

The examination ombudsperson is not a member of the examination committee, but does participate in the proceedings in an advisory capacity. He also participates in the discussions of the select examination committee.

The Dean shall ensure that the independence and authority of the examination ombudsperson are safeguarded. Any disputes regarding the authority or independence of the examination ombudsperson may at all times be submitted to the Vice-Rector for Student Affairs by the examination ombudsperson or any examiner

Article 130. Conflict of interest

Under no circumstances shall the examination ombudsperson be allowed to assess students for whom he is acting as examination ombudsperson. If in exceptional circumstances the examination ombudsperson has participated in the assessment of a course unit, the substitute examination ombudsperson shall mediate in this case

Article 131. Report

After the third examination period, the examination ombudsperson shall submit an activity report to the Dean of the faculty. These reports shall be discussed by the faculty at the start of the next academic year and no later than 15 November

Subsection 9. Running of the examinations

Article 132. Examiner

Each examination or part of an examination is conducted by the lecturer of the course unit or the person who has officially replaced him/her for the teaching of the class concerned or the supervision of the relevant coursework.

In the case of blood or family ties up to and including the fourth degree between a student and an examiner, the latter shall request the chairperson of the examination committee to appoint a replacement, following consultation with the Dean of the faculty. The same procedure applies should the examiner be prevented from examining students for reasons of force majeure.

Examinations on educational activities other than lectures may be conducted by examiners who are not the course lecturer, provided however they were also responsible for the content of said educational activity. The course lecturer or the coordinator, when there are several lecturers, remains fully responsible for the final assessment. Only the official lecturer of the course or the coordinator, when there are several lecturers, or his official replacement, may sit on an examination committee in cases where it has been determined that an examination committee is composed of a representative of each course unit. With regard to the Master’s thesis or final dissertation, the coordinator (supervisor) can only act as member of the examination committee.

Examinations on course units taught by guest professors shall, in the absence of the latter, are conducted by another examiner to be appointed by the faculty.

An external expert who participated in the assessment of a student for a course unit can never act as the person with final responsibility for a course unit

Article 133. Information prior to examinations and deadline for submission of coursework

The programme guide shall provide detailed information for each course unit about the content and objectives, the examination subjects and the assessment, including the weighting of any components for which a partial mark is awarded and including the consequences of non-participation to a part of the examination as stipulated in Article 135 and Article 139, third section. If, exceptionally, the examination subject or assessment methods should vary from one examination period to another, this will be communicated in writing to the students involved before the first (partial) examinations take place. The provisions contained in this article shall apply for all partial activities.

If a particular deadline has been set for the submission of coursework and a student is unable for valid reasons to comply with it, the latter should before the deadline is reached contact the lecturer, who may then decide to set a new deadline. The faculty may decide in its regulations that, should the deadline for submission not be observed, the coursework is regarded as non-submitted, with the student being awarded a zero mark or deemed 'not to have passed'. This penalty must be mentioned in the programme guide. If this penalty is provided for, then it is also applicable if a new deadline is not observed. The application of the penalty shall be communicated to the student in writing

Article 134. Examination form and duration

The form of the examination is determined in accordance with the objectives of the course unit and the teaching method. The form of examination shall be determined by the faculty, on the recommendation of the lecturer of the course unit or the coordinator when there are several lecturers. The last form of examination to have been approved shall remain valid unless a decision is made to the contrary. Any necessary amendments shall be approved in the same way by the faculty, in principle in the academic year preceding the academic year in which the arrangement is applicable and in case of an emergency no later than 15 November of the academic year in which the arrangement is applicable.

In case of an individual move of an examination according to Articles 114, 120 or 122, the form of the examination may differ from the ordinary form that has been set forth. According to Article 159 §6, a second examination opportunity can also take place under another form.

If an examination is oral or partly oral, students shall be entitled to a written preparation time of no less than twenty minutes.

Unless explicitly announces otherwise to the students, all examinations shall be taken without the use of any aids.

For temporary physical or psychological reasons, students may, provided a request is submitted no later than 3 weeks prior to the start of the examination period, be granted permission from the faculty to take the examination in a way that differs from that which has been set forth or to use special technical aids. This is also possible for students with disabilities. In both cases an expert concerning education and diversity appointed by the faculty is consulted.

An examination that consists of a one-off assessment may not take up more than half a day (ca 4 hours)

+ Special arrangements for students with disabilities

Article 135. Assessment

For each course unit within a programme of study an examination will be held. For each course unit only one examination mark shall be submitted for deliberation.

Each examination or mid-term examination taken as referred to in Article 108 is marked out of twenty points. The result is expressed solely in whole numbers. For the Master’s thesis, a fractional number is allowed, unless a decision is made to the contrary by the faculty. The faculty may decide that a course unit or part thereof shall be subject to a 'pass/no pass' assessment. A “no pass” assessment is considered to be equivalent to a tolerable fail mark (see Article 149) in these regulations, unless the faculty explicitly decides otherwise.

Prior to the assessment, partial examination marks are converted into one single final mark out of twenty points by the course lecturer, or, if the course is taught by several lecturers, by the coordinator.

Examination outcomes are determined in accordance with the information made available to students prior to the exams, including information on the weighting of components for which a partial mark is assigned, as also set out in Article 133 and Article 139, third section.

If a student does not participate in an exam, this exam will be marked as ‘not attempted’ (NA). In these Examination Regulations, NA is considered equivalent to a non-tolerable fail (see Article 149). If a course unit includes various components:
- a zero-score is assigned to the NA-part and the final grade is the unweighted average of all components if no explicit weighting is applied or if students are not required to pass all components in order to gain a passing grade for the course unit;
- a zero-score is assigned to the NA-part and the final mark is the weighted average of all components if explicit weighting is applied.
- the whole course unit will be marked as NA if students are required to pass all components;
- the whole course unit will be marked as NA if one component has not been completed whereas students are required to complete all components .

At the end of the examination or partial examination, the examiner shall not communicate the result to the student, without prejudice to the provisions contained in the procedure in Article 110  concerning continuous and partial evaluation and Article 122, last paragraph

Article 136. Administrative processing

Examiners shall communicate their assessment of the examination to the relevant administrative department as soon as possible after the examination.

In any case, notification must be given for each examination period in the determined form no later than two working days prior to the assessment

Subsection 10. The examination committees and their authority

Article 137. Composition

An examination committee shall be set up for each programme of study. For the Kulak, an examination committee is established by delegation of the Leuven faculty. This examination committee is authorised for the decisions set forth in article 138 and 139 which are integrally connected to a student’s education route followed in Kortrijk.

The faculty decides for each programme of study the number of members of the examination committee, taking into account the stipulations of the 5th paragraph of this article. It also decides how many members are appointed and if there can be replacements.

The faculty decides, in the case of the Kulak on recommendation of the subfaculty, the composition of the examination committees.

The faculty shall, by the end of the previous academic year at the latest, designate a member of the senior academic staff as chairperson for each committee. The faculty also appoints a secretary. These members may also be non-examiners.

The examination committee is composed representatively. Each examination committee comprises at least six members, except in those courses of study where all examiners put together, the chairman and secretary of the committee included, do not reach this number.

The examination ombudsperson only has a consultative voice in the proceedings of the examination committee for the programme of study for which he has been appointed

Article 138. Authority of the select examination committee

The chairman and the secretary of the examination committee form, together with the examination ombudsperson, the select examination committee. After each examination period, the select examination committee determines, conform the further stipulations of this article, the results of each student for the examinations on the course units, with the exception of the results of the students who may graduate after that examination period. The select examination committee also prepares the deliberation of the entire examination committee.

In the case of students with a credit contract or a credit-seeking examination contract, the course units occur in more than one programme of study, the examination results of the students are determined definitively by the select examination committee that belongs to the faculty in which the course unit is programmed under the authority of a standing educational committee.

It determines the results of exchange students for whom the results reached the institution too late.

In the cases mentioned in § 2 and §3 of article 139, the select examination committee does not determine the results definitively, but restricts itself to the preparation on decisions about this by the examination committee.

The select examination committee acts in the cases stipulated in article 144 with regard to the appeal duty and the appeal rights of students and examiners. It rectifies the technical errors which do not impact on passing a course unit or a programme of study, as set forth in article 165, 2nd paragraph

Article 139. Authority of the examination committee

After each examination period, the examination committee decided on determining the results of the students who may graduate after that examination period, and in the cases mentioned in the 2nd and 3rd paragraph of this article.

After each examination period, the examination committee settles any disputes. It takes decisions in cases of irregularities in accordance with Article 145.

If the examination committee decides that the mark proposed by the examiner for an individual student or a group of students is clearly unreasonable, it can exceptionally adjust the proposal of the examiner; this decision will be substantially motivated.  In case an examiner suggests a “not taken” for a course unit caused by not sitting a partial exam, the examination committee examines whether this decision is in accordance with the general regulations of the faculty, as stipulated in Article 135, or that it must be replaced with a mark for the course unit.

The results determined by the select examination committee and, when the occasion arises, the examination committee, can only be changed to the student’s disadvantage if a serious irregularity is found. Additionally, they can be changed according to the procedure and within the time frame determined in Articles 164 and 165 concerning technical errors.

The final determination of the results shall be materialised by the signing of the list of results by the president and the secretary, if necessary amended with the relevant observations.

After each examination period, the examination committee decides if the students that, except for the course units for which they received an exemption, submit results on all course units of the programme of study in their degree contract or their degree-seeking examination contract, have passed the programme of study.

After each examination period, the examination committee decides for which students a force majeure or other special personal circumstance not related to the studies can be taken into account. The examination committee can in such a case decide to consider one or more intolerable fail mark as tolerable and also settle as such according to the 10% tolerance credit, as stipulated in Article 149. It can additionally decide in such a case to deviate positively from this 10%-criterion. It can also decide to propose that certain fail marks can be tolerated in individual special circumstances. The decision of the examination committee in such cases will be substantially motivated.

The examination committee is obliged, in the second and third examination period, to pronounce a binding study advice for students who still need to complete more than 120 credit points towards their Bachelor’s degree and whose cumulative study efficiency is below 50 % within that Bachelor’s programme. She may, however, on the basis of force majeure or special personal circumstances not related to the studies, decide not to pronounce a binding study advice or to give the student the chance to fulfil with the binding conditions in an additional academic year. The decision of the examination committee to prolong the period to fulfil the binding condition or not to pronounce a binding study advice shall be substantially motivated.

The examination committee has the right to give advice to individual students and/or to impose special measures of study progress on individual students

Subsection 11. Deliberation

Article 140. Number of deliberations

The faculty can decide to organize more than one sitting of the examination committee for each examination period, with a view to ensuring the manageability of the assembly of the examination committee

Article 141. Attendance

The members of the examination committee shall take part in the examination deliberation proceedings. The decision of the examination committee shall be deemed valid when at least 50% of the members (or their replacements) are present. Any committee member lawfully absent shall notify the chairperson of the examination committee as soon as possible.

Students who have to make themselves available for the examination committee during the deliberations shall be notified of this beforehand by the chairperson of the examination committee

Article 142. Secrecy

The members of the examination committee and any other persons that attend the meeting are bound to secrecy regarding the deliberation proceedings and voting

Article 143. Voting right

All members of the examination committee have a deciding vote.

Members of the examination committee do not take part in the deliberation of decisions concerning relatives up to and including the fourth degree.

Members of the examination committee about whom it is suggested that a credited mark by the latter to an individual student or a groups of students clearly is unreasonable, do not take part in the deliberation of this student or this group of students.

The examination ombudsperson shall take part in the deliberation proceedings with a consultative vote

Article 144. Consultation of non-members by the examination committee

Each examiner that is not a member of the examination committee can be heard at his request by the select examination committee and the examination committee. The same applies to each student about whom a decision will be made by the examination committee.

In cases of irregularities, the select examination committee must hear the examiner of the course unit in which the irregularity was determined before the examination committee can make a decision. The select examination committee must also hear the student concerned in the presence of the examination ombudsperson.

If the select examination committee judges that a mark proposed by the examiner for an individual student or a group of students is clearly unreasonable, it must first hear the examiner before the examination committee can make a decision.

The examination committee can always decide on its own initiative to hear an examiner who is not member of the examination committee about a decision it has proposed

Article 145. Competence of the examination committee as a college, and decision-making and voting rules

The examination committee acts as a college. The decision about a student is established by the examination committee by a simple majority of the votes (i.e. more than 50% of the present members). This simple majority is deemed to exist in respect of each decision proposed by the chairperson. At the suggestion of the chairperson or when a member of the committee or the examination ombudsperson requests it, a secret vote shall be organized about a decision, either during the programme of study or at its end. During voting, invalid votes and abstentions are not counted. When there is a tie, the examination committee shall decide on the proposal that is most favourable to the student

Article 146. Criteria for passing course units

A student shall be deemed to have succeeded in a course unit if at least 10 out of 20 points or a 'pass' assessment have been awarded.

In both cases, a credit certificate shall be delivered to the student unless the tuition fee was not paid on time or unless an irregularity has been established for which the student will receive a penalty, or unless the students makes use of the possibility to achieve a higher mark, as stipulated in art. 159§5.

Article 147. Weighting

In order to establish the percentage obtained for a whole programme of study, a weighting should be applied to the results of each course unit in accordance with the number of credits involved.

The faculty may, following a consultation with the standing educational committee, decide at its discretion whether additional weighting should be applied to the results for the different course units or groups of course units. The faculty shall also decide the manner in which this should be done. The arrangement shall be made public in the programme guide or in writing prior to the start of the academic year. This arrangement cannot be changed for a student who completes the programme of study in the minimum determined nominal time.

The course units that are only assessed by means of the 'pass/no pass' system are excluded from the calculation of the percentage

Article 148. Rules for rounding results

§1. The rounding criteria to be applied for and within a particular course unit are determined by the lecturer of a course unit. If the course unit includes partial grades (as described in Article 110, Paragraph 1), he should clearly communicate these criteria to the students. If no specific rounding procedure has been announced, the usual rounding rules for decimal numbers are applied, unless the course unit leader has special reasons for using a different system. Only the final mark is rounded, not the separate partial marks

§2. For the application of Articles 149 to 151 and article 160:
- the final results obtained for each student will be rounded to the lower percentage for the decimals 0,1-0,4 and the next percentage up for the decimals 0,5-0,9.
- the number of credits that correspond to the application of the 10% rule and the 50% study efficiency rule, as stipulated in article 46,will be rounded to the lower number of credits for the decimals 0,1-0,4 and the next number of credits up  for the decimals 0,5-0,9

Article 149. Criteria for succeeding in a programme of study

§1. A student passes a particular programme of study which is not a Master’s degree or a specific teacher training programme, if he
a) either is exempt from or has passed all course units of the programme of study within a degree contract or a degree-seeking examination contract (at least 10/20 or the 'pass' assessment);
b) or  fulfils both of the following conditions:
-he obtained for the programme of study as a whole at least 50% of the weighted percentage;
-he obtained no non-tolerable fail marks and a maximum of 10% tolerable fail marks.

Tolerable fail marks are assessments of 8 or 9 on 20 or a ‘no pass’ assessment, unless the faculty considers a ‘no pass’ assessment to be intolerable. All other fail marks are not tolerable. The calculation of the percentage is done on the whole of the credits effectively taken in the study programme, not taking into account the credits a student takes in addition to the amount of credits of the model route for the programme of study. Obtained exemptions are not included in this calculation. For the composition of the tolerances, see article 159.

The faculty may depart from the provisions contained in b) and decide, following consultation with the standing educational committee, that:
- only a limited number of tolerable fail marks, expressed in credits, may occur in a given group of course units;
and/or
- for certain course units, an fail mark is considered not tolerable and shall always result in failure

§2. A student successfully completes a Master’s programme or subject-specific teacher training programme if he has passed (at least 10/20 or a pass grade) or been exempted from all course units under a degree contract or a degree-seeking examination contract

§3. In special personal circumstances not related to the studies or in cases of force majeure (see Article 139, Paragraph 7), the examination committee may decide that a student has achieved the intended learning outcomes of the programme as a whole and can  therefore be awarded a pass even if he does not meet the conditions specified in §1 or §2

Article 150. Criteria to obtain a degree or certificate and a level of achievement

The student who has passed a programme of study according to the criteria stipulated in Article 149 obtains the degree or certificate of the programme of study.

A student obtaining the degree of Bachelor or Master or the specific teacher training programme shall be the awarded with the following levels of achievement:
- passed (cum fructu), if less than 68% of the weighted examination marks have been obtained;
- distinction (cum laude), on condition that at least 68% of the weighted examination marks have been obtained;
- great distinction (magna cum laude), on condition that at least 77% of the weighted examination marks have been obtained;
- greatest distinction (summa cum laude), on condition that at least 85% of the weighted examination marks have been obtained;
- greatest distinction (summa cum laude) with the congratulations of the examination committee , on condition that at least 90% of the weighted examination marks have been obtained.

For students who do not meet the criteria mentioned above, but who - expressed in credits - have more than 5% of tolerable fail marks, the faculty may decide that, to acquire the same level of achievement, a larger percentage must be obtained.

An individual student who does not meet the criteria for the obtainment of a particular level of achievement may nevertheless be awarded this level of achievement if the examination committee:
- finds force majeure; or,
- on the basis of a justified request, decides to do so. This motivation shall be included in the deliberation report.

No level of achievement (grade) shall be awarded to students whose actual programme of study amounts to less than 20 credits. Similarly, no level of achievement shall be awarded for a transitional programme or a preparatory programme

Article 151. Deliberation report

The deliberation report shall be drawn up and signed by the chairperson and secretary of the examination committee. It contains the attendance list and, for each student, the decision as set forth in Articles 146, 149 and 150 as well as possibly the compliance with the procedure provisions as contained in Articles 140 up to and including 145. The report contains the examination marks or refers to the examination marks that are attached to the report in an appendix or secure electronic file. The deliberation report shall, if applicable, also contain the motivated decisions taken on the grounds of Articles 139,144, 145, 149, 150, 154, 160, 164, 165, and 166.The chairperson or secretary of the examination committee shall provide access to the deliberation report to any student who is able to show relevance to his particular case, no later than one month after the start of the following academic year

Subsection 12. Irregularities

Article 152. Definitions

This involves any conduct on the part of a student during an examination in an attempt to make it completely or partially impossible to arrive at an accurate assessment of his own knowledge and skills or those of other students.

Plagiarism is an irregularity that consists of the action of copying the work (ideas, texts, structures, images, plans, …) of someone else without adequate acknowledgement, in an identical form or slightly changed.  For the application of these regulations the copying of one’s own work without adequate acknowledgement is considered an irregularity

Article 153. Procedures

The examiner shall notify the chairperson of the examination committee as soon as possible of any irregularity that has occurred in an assessment or examination and which may influence the examination committee's final decision. Without prejudice to article 144 about the meeting of the select examination committee in case of an irregularity,  the select examination committee verifies – possibly in discussion with the expert designated by the faculty – whether the possible infringement can be qualified as plagiarism. It also examines the seriousness of the infringement.

Pending the verdict of the examination committee, the student in question may continue his assessment and examination session. This includes the examination at which the irregular conduct was established, albeit after the confiscation of any incriminating evidence and the part of the examination already completed.

The select examination committee may, following consultation with the examiner, decide to convene the examination committee ahead of the date fixed.

The select examination committee shall hear the student prior to any decision regarding irregular conduct

Article 154. Sanctions

§1. Notwithstanding art.159, §1, third subsection, on the grounds of irregular conduct (cheating) at an examination, the examination committee may during the deliberation proceedings or at an earlier meeting decide that the student:
1° has not taken the exam in a valid way, and therefore needs to retake it on a moment determined by the faculty.
2° shall be awarded an appropriate mark for the examination or assignment;
3° shall be awarded a 0 for the examination or assignment of the course unit or a part of it;
4° shall not be awarded marks for some or for any of the examinations in the examination period during which the cheating took place;
5° shall be excluded; this sanction can only be imposed on the grounds of gross irregularities, with the seriousness of the irregularity being judged by the examination committee. The student can, at the earliest, enrol for the next academic year and loses all marks obtained in the examination period during which the cheating took place. The examination committee of the programme of study can additionally oblige the student to change the subject and supervisor of his final dissertation, Bachelor’s paper or Master’s thesis.
6° shall lose the right to enrolment in the next academic year or the two next academic years. This sanction is valid for all programmes of study at KU Leuven and can only be pronounced in combination with exclusion.
In conjunction with sanctions 4°, 5° and 6° the examination committee can additionally decide that the rule of maintaining the highest examination result does not apply.

In a case of plagiarism, the examination committee can attach to each of the above sanctions the obligation to participate in a module of self-study or any other training programme concerning plagiarism.

The seriousness of the infringement and the sanction to be imposed shall be considered taking into account:
1) the proportions of plagiarism;
2) the kind of plagiarism (incorrect acknowledgements, absence of acknowledgements…);
3) the experience of the student (the way in which he should already be knowledgeable about the gravity, taking into account his advancement in a study programme);
4) the intention to cheat

§2. A decision to exclude the student, with or without the loss of the right to enrolment, can only become final after approval by a commission on fraud. This commission consists of the Vice-Rector of Education Policy, three representatives of faculties considered to be experts on the matter and three chairpersons of examination committees (respectively one for each group), a legal expert and a staff officer of the Educational Policy Unit acting as secretary

+ Procedure

§3. In the event of an irregularity that is so serious that any favourable decision should be deemed non-existent under the law, the university may, irrespective of the time at which the irregular conduct is established, decide that the results obtained are null and void and demand the return of any certificates or degrees that have already been delivered. This decision can only become final after approval by the commission on fraud.

§4. In all cases where the faculty takes one of the above mentioned sanctions, the code ‘FR’ is mentioned in the student’s study progress file

Subsection 13. Announcement and discussion of examination results

Article 155. Announcement of the decisions of the examination committee during the programme of study

The faculty shall determine the time and manner at which the examination results after each examination period are announced in writing to the students. The announcement shall also refer to the appeals procedure as described in subsection 15 of the present regulations. Students who are enrolled with a degree contract or degree-seeking examination contract will be notified with an updated overview of the current position of their study progress file.

This file shall in any case include:
a) for Bachelor’s programmes , initial Master’s programmes and transitional programmes: the cumulative study efficiency, calculated across all academic years within the programme of study, up until the most recent exam period;
b) the remaining usable tolerance credit of the student;
c)the result each course unit;
d)for (possible) fail marks: the mention if the student is allowed to use his tolerance credits for this fail mark;
e)the result for the course units for which the student already obtained a credit certificate within the programme of study or for which he already applied tolerance, if the result was a tolerable fail mark.
f) the amount of credits, within the programme of study, for which the student has already obtained the credit certificate, used part of his tolerances or has been exempted, as well as the amount of credits the student still needs to take in the programme of study;
g)the weighted percentage the student has obtained for the programme of study, calculated over all academic years in the programme of study, up until the past exam period;
h) (possibly) the invitation for an advice discussion;
i) (possibly) the binding conditions that are imposed on the student after the relevant examination period;
j) (possibly) the notification that the student shall be refused the right to register for a subsequent enrolment for a programme of study or its course units;
For the purposes of comparison, these students shall also be given the opportunity of taking cognizance of the averaged general examination results of the student population that is relevant to them for the course units for which they sat examinations in the relevant academic year

Article 156. Announcement of results of an entire programme of study

The faculty decides the time and manner in which, after each examination period, the decisions of the examination committee of the entire programme of study, as described in Articles 149 and 150, shall be announced in writing to the students. The announcement shall also refer to the appeals procedure as described in subsection 15 of the present regulation. The results of the entire Master’s programme and the Advanced Master’s programme are also publicly announced during the graduation ceremony after the second and also after the possible third examination periods.

In the degree supplements, the examination marks are rendered by means of the following codes:
- for the course units for which the student obtained a credit certificate: C, added with the examination mark or, in the case of a non-numerical assessment, the letter P;
- G: for course units for which the student obtained a result of less than 10 out of 20 or a 'no pass'

Article 157. Discussion of the results and right of access

Before each examination period, examiners shall notify the administrative department of their faculty where and when they will be available to collectively or individually discuss results during the first five calendar days following the announcement of the results, subject to the right to access as set forth in the following paragraph. The arrangement regarding the discussion of the results shall be notified to students no later than one week prior the end of the examination period.

Notwithstanding the internal appeals procedure and with the aim of the self-remedial of the students, examiners shall, following the announcement of the results of a given examination period as referred to in Article 155 and 156 of the present regulations, allow students who request it access to their examination scripts as annotated by the examiner, and, if requested, a copy of those. Immediately following this access, the student can at his request have a subsequent discussion with the examiner.

The request for access must be submitted after the relevant examination period and no later than one month after the start of the next academic year. Students may be assisted by anyone of their choice to the extent that the latter is not a student who him/herself has to sit examinations for the course unit in question in the same academic year or a student who has to be examined in that same academic year by the examiner involved. The university will charge a reasonable price for each copy made.

With regard to the deliberation reports, the same procedure for gaining access applies. References to other students will be made unreadable

Article 158. Saving of examination scripts

Examiners shall keep all examination scripts for a period of at least three months following the deliberation proceedings of the third examination period.

In the case of examinations for which the student has filed a formal complaint in compliance with Article 63 of the present regulations or for which the chairperson has reconvened the examination committee, the faculty shall keep the scripts for a period of five years

Subsection 14. Retaking (examinations on) course units and keeping tolerable fail marks

Article 159. Retaking exams on course units

§1. After the second examination period, students enrolled in a Bachelor’s programme, transitional programme, preparatory programme or postgraduate programme who are not yet completing the final stage of their study programme and can therefore not yet be awarded a degree or certificate need to decide whether to resit course units for which they received a tolerable or non-tolerable fail mark in the first or second examination period and for which an examination opportunity is available in the third examination period. However, as set out in the procedure included in Article 160 §2, they cannot resit a course unit for which they have already decided – after the second examination period - to keep the tolerated fail mark.

After the second examination period, students enrolled in a Master’s programme or a subject-specific teacher training programme must decide whether to resit course units for which an examination opportunity is available in the third examination period.

Students who resit a failed course unit within the same academic year can keep the mark first awarded if this is higher than the mark achieved in the next examination period.

+ Procedure

§2. After the third examination period, students enrolled in a Bachelor’s programme, transitional programme, preparatory programme or postgraduate programme and who are not yet in the final phase of their programme and can therefore not be awarded the diploma or certificate, must update their tolerance file as set out in Article 160 §3 of the procedure.

Subsequently, and for as long as they meet the condition described in art.160 and notwithstanding art.81, in the first academic year when they re-enrol for the study programme (or in the first academic year when a particular course unit is offered again), they must register for and resit all compulsory course units for which :
- they have chosen not to keep a tolerable fail mark;
- they achieved a mark of less than 8 out of 20 ;
- tolerance for failed credits is not possible;
- they cannot be awarded tolerance in a Bachelor’s programme or a transitional programme  because they do not have the required cumulative study efficiency specified in Article 160 §1, paragraph 2 ;
- they cannot be awarded compensation, because they have already used all available compensatory credits.

Students enrolled in a Master’s or teacher training programme are also required to retake failed compulsory course units in the first academic year of re-enrolment.

The result previously ibtained for the course unit will be considered non-existent and the results of the current academic year take the place of those obtained in the previous year(s).

§3. After the second examination period and within the timeframe specified in the Procedure outlined under §1, students completing the final stage of their study programme and therefore able to be awarded a degree or certificate but who have not yet passed their exams after the first or second examination period should decide which exams they will be retaking in the third examination period without prejudice to the provisions of Article 160 §6

§4. For  course units consisting of several teaching modules, the faculty may decide that a mark for a well-defined teaching module worth at least one credit point can be carried over to a subsequent examination period in the same or a later academic year if the student has achieved at least a 10 or a ‘pass’ grade for this teaching module. This mark will then be included in the new final mark for the course unit

§5. Retaking a course unit for which a credit certificate was obtained, with one academic year

The result of credit certificate is definitive. Only within one academic year students who have only taken one opportunity to take and exam may decide to retake an exam with a view to obtaining a better exam result. They inform the faculty of this decision at the latest 15 calendar days after the notification of the exam results, according to the procedure stipulated in the faculty regulations.

When the student makes use of this possibility, the general result for the programme (passing / not passing, if applicable a level of achievement)  and the result for this course are temporarily cancelled.

The definitive resultfor the course, counting towards the general result, becomes:

a) the original results, when the student afterwards obtained a result lower than 10/20 or a 'no pass' result;

b) the new results if the results are at least 10/20 or a 'pass' mark

§6. Note that the second examination opportunity may involve a different type of assessment than the first

Article 160. Compensating tolerable fail marks

§1. In a Bachelor’s programme, a transitional programme, a preparatory programme or a postgraduate programme, tolerable fail marks can only be chosen to be condoned if these fails, expressed in credits, amount to no more than 10% of the total number of credits required to complete the study programme, after deduction of exemptions.

Moreover, students enrolled in a Bachelor’s programme or a transitional programme can only only choose to be awarded compensation for a tolerable fail if they have a cumulative study efficiency of at least 50% for the part of the programme for which they were enrolled up until now in the previous academic years and the current academic year.

Under special circumstances, the faculty may agree to depart from these guidelines

§2. After the second examination period, students who are not yet completing the final stage of their study stage and who can therefore not yet be awarded a degree  need to decide whether to keep tolerable fail marks received in the first or second examination period. They can also take this decision after the first examination period, if their individual study programme does not include course units scheduled in the second semester

+ Procedure

§3. After the third examination period, students who are not completing the final stage of their study programme and therefore are not able to be awarded a degree, must indicate the course units for which they wish to keep a tolerable fail mark

+ Procedure

§4. If a student fails to take a decision on tolerable fails within the specified time-frame, it is assumed that he will not be applying for compensation and will be resitting (exams on) failed course units

§5. A student completing the final stage of their study programme and therefore able to be awarded a degree during the next examination period, should decide, prior to the examination period in question, that for the course units already taken that academic year, he does not accept tolerable fail marks and that for the course units he still needs take that year, he will not accept tolerable fail marks, if he could pass the programme.

A student who indicated not to accept tolerable fail marks within the academic year and who has not passed after the examination period in question, cannot decide after that examination period to keep tolerable fail marks anymore.

A student who indicated that he would accept tolerable fail marks within the academic year and who has not passed after the examination period in question, can decide after that examination period which of the tolerable fail marks he wishes to keep

+ Procedure

§6. The decision to keep a tolerable fail cannot be revoked

§7. Exceptionally, by special request and subject to approval by the faculty, a student can – at the end of the programme - resit a course unit for which he previously accepted a tolerable fail. He will then need to re-enrol for these course units and take the exam, based on the subject matter covered in the current academic year. The mark obtained through retaking this course unit and examination will then replace the original tolerable fail mark

Article 161. Additional conditions for compensation of tolerable fails by students who still need to complete at least 120 credit points towards a Bachelorís degree

Students who still need to earn at least 120 credit points towards a Bachelor’s degree can keep tolerable fails worth up to 12 credits.

Under special circumstances, the faculty may agree to depart from these guidelines

Article 162. Credit certificates and retaking (examinations on) course units

Credit certificates are final, without prejudice to article 154, §3, and article 159 §1 and §5.

Subsection 15. Settlement of disputes

Article 163. Disputes before or during an examination

Any irregular conduct or conflicts arising between a student and an examiner before or during examinations and which jeopardize the smooth running of the evaluation shall be communicated to the chairperson of the examination committee, possibly via the examination ombudsperson, as soon as possible. The chairperson shall mediate and, if necessary, possibly after consultation with the select examination committee, take measures in order to ensure the smooth running of the examination. The final decision, however, shall rest with the examination committee. The select committee shall hear in any case the student and examiner. The student and examiner can also be heard by the examination committee itself, at their request

Article 164. Technical errors established prior to deliberation

Should a technical error be established before deliberations, the examiner in question shall communicate the correct examination mark to the relevant administrative department. If examination results have already been communicated to the student, the administrative department shall provide the student with a corrected examination result sheet

Article 165. Technical errors established after examination deliberations)

If a technical error is established after deliberations, the chairperson of the examination committee must be formally notified of this.

An error that does not impact on passing a course unit or the programme of study nor the obtained level of achievement shall be rectified by the select examination committee. However, if examination results have already been communicated to the student, the administrative department shall provide the student with a corrected examination result sheet. The chairperson and secretary shall report this during the next meeting of the examination committee.

If the error does have an impact on passing a course unit or the programme of study or the obtained level of achievement, the chairperson shall reconvene the examination committee as soon as possible. The determined result can still be changed:
a) to the student's disadvantage within a period of 10 calendar days after the announcement of the results; the period start the day after
-the written announcement of the results in execution of article 155 of these regulations;
-the written announcement of decisions taken in execution of this article;
-the written announcement of the results for a whole programme of study in execution of article 156 of these regulations
b) to the student’s advantage

Article 166. Internal appeal against an unfavourable examination decision

An examination decision shall be deemed to be each decision made by an examination committee by which:
a) an assessment of an individual course unit is definitively determined;
b) a dispute is settled;
c) the overall result and granting or not granting a level of achievement for an entire course are decided.

Any student who feels that their rights have been violated may lodge an internal appeal. Students may informally address the chairperson of the examination committee. However, if they wish to submit a formal complaint, they must do so to the Vice-Rector for Student Affairs within the period indicated in the next paragraph. The appeal must be lodged by e-mail. The appeal must at least include a description of the facts related to the complaint. If the Vice-Rector for Student Affairs is one of the parties involved, he shall be replaced by the Vice-Rector for Educational Policy.

The appeal to the Vice-Rector for Student Affairs must be instituted within a period of five calendar days on the day following:
- the written announcement of the overall results in execution of Article 155 of the present regulations;
- the written notification of decisions taken outside the examination period (as in article 165);
- the written announcement of results for the entire programme of study, in execution of article 156.

A student who is considering lodging an appeal but who wishes to postpone his decision on the matter until after a discussion with the examiner must also file for appeal before the due date as described in the third paragraph of this article. If he does not give a more extended motivation of his complaint in the next five calendar days, his appeal is automatically classified as inadmissible. The Vice-Rector for Student Affairs shall hear all parties involved and, in any case, the student.

The internal appeal procedure gives rise to:
a) a justified rejection of the appeal on the grounds that it is inadmissible or unfounded. This decision shall be communicated to the student by e-mail within a period of fifteen calendar days following the day on which the internal appeal has been lodged.
b) a new decision by the Vice-Rector for Student Affairs. The Vice-Rector draws up a solution in consultation with the chairman of the examination committee. If no consensus can be reached, the Vice-Rector decides autonomously. The new decision must be taken within a period of fifteen calendar days starting from the day on which the internal appeal was lodged and shall also be communicated to the student within the same period. To this end, the e-mail address used is the one that was used by the student to submit his appeal.

The internal appeal body may - within the time available to it - inform the student in a justified way that it will give a decision on the case on a later date. In that case the period for external appeal will only take effect the day after that later date.

After the internal appeal procedure has been exhausted, or after the period in which the Vice-Rector could take a new decision has expired, the student may, in conformity with the provisions contained in the Decree dated 19 March 2004 on the legal rights of students, take the appeal to the Council for Disputes on Study Result Decisions.

Apart from the Council for Student Progression Disputes, only the Leuven courts have jurisdiction to hear formal complaints from students against KU Leuven.

Section 2. Special examination regulations

Subsection 1. Special provisions relating to the dissertation or Masterís thesis

Article 167. Faculty regulations, supervisor

Each faculty shall lay down special regulations for the realisation and assessment of Master’s thesis.

The supervisor of a Master’s thesis is a member of KU Leuven's tenured academic staff or a member of the academic staff provided that the latter is a holder of a doctorate

Article 168. Evaluation

The Master’s thesis shall be assessed according to the faculty regulations by an evaluation committee comprising at least three members. With respect of Article 135, section 2, third sentence of the examination regulations, the commission shall determine one final mark which may be either one general mark or a mark calculated once all individual (and, as the case may be, weighted) marks have been submitted by the members of the commission appointed in accordance with faculty regulations. In the latter case, the examination committee will be provided with the individual marks given.

The members of the evaluation committee who are not members of the examination committee must be consulted by the examination committee in accordance with the conditions set forth by the faculty regulations if a student or member of the evaluation committees makes a request to this effect

Article 169. Disputation

If the faculty regulations do not determine that Master’s thesis are subject to a disputation, they shall determine the way in which the student may, prior to the meeting of examiners, take cognizance of the remarks of the evaluation committee, and the way in which students who wish to do so, are to be heard by the chairperson of the examination committee or a person appointed by him/her prior to the deliberation

Subsection 2. Special provisions relating to the teacher training courses

Article 170. Field of application

The general examination regulations apply to the courses being phased out of the initial academic teacher training courses and the specific teacher training courses (“specifieke lerarenopleiding” - SLO) with the exception of the stipulations of the following articles, Articles 171-172

Article 171. Examination committee

The students from the specific teacher training courses on Physical Education and Biomedical sciences will be assessed by the examination committee of the Teacher Training programme of the Biomedical Group. The students from the specific teacher training programmes in Mathematics, Natural Sciences and Technology will be assessed by the examination committee of the Teacher Training programme in Science and Technology. The students from the specific teacher training in Economics, Behavioural Sciences and Societal Sciences, and Philosophy will be assessed by the examination committee of the Teacher Training programme in Behavioural and Societal Sciences. The students from the specific teacher training in Languages and History, and Arts and Music will be assessed by the examination committee of the Teacher Training programme in Arts. The students from the specific teacher training Religion will be assessed by the examination committee of the Teacher Training programme in Religion; its decision will be confirmed by the examination committee of the Teacher Training programme in Arts

Article 172. Deliberation

The deliberation in which it is decided if a student passes a programme of study can only take place after he is declared to have passed for the preparatory taught Master’s programme.

Subsection 3. Special provisions relating to Advanced Masterís programmes and interuniversitary programmes

Article 173. Advanced Masterís programmes

Contrary to Article 107, each faculty shall determine the times at which the examinations for the Advanced Master’s programmes are to be taken within the same academic year

Article 174. Inter-university courses

Each agreement regarding the organization of an inter-university course or a programme of study jointly organized by a university and a school of higher education shall also set forth which examination regulations shall be applicable. The provisions shall be included in the programme guide

Subsection 4. Special provisions relating to postgraduate courses and other programmes of continuing education courses

Article 175.

In the case of postgraduate courses and other programmes of continuing education courses that lead to the obtainment of a certificate, the faculty shall draw up additional specific educational provisions regarding the manner and times of assessment, who may assess, and the way in which the results are calculated, communicated and discussed.

These education regulations shall be made clear to students enrolling in the training programme.

Students may lodge an appeal against the decision with the Vice-Rector for Student Affairs no later than five calendar days following the written notification of each result of a postgraduate course

TITLE IV. AMENDMENT, DEVIATION AND TRANSITION PROVISIONS

Section 1. Amendments to and deviations from the education and examination regulations

Article 176.

Changes in the education and examination regulations are subject to a decision by the Academic Council, following consultation with the faculties and the Educational Council. The amendments must be approved before the start of the enrolment period of the next academic year. Any amendments shall come into effect in the following academic year. Any departure from these regulations may only be granted by the Academic Council, following a motivated request by a faculty or by the Inter-Faculty Council of the Kortrijk Campus. The Academic Council shall determine the period during which the changes shall be effective.

Any departure from these regulations may only be granted by the Academic Council, following a motivated request by a faculty. The faculty integrates these in her complementary regulations

Section 2. Transitional provisions

Article 177. Transition for students who started a programme of study before the academic year 2005-2006 to the system in application of the provisions of the education and examination regulations

Students who started a programme of study prior to the 2005-2006 academic year shall legally be deemed to have signed a degree contract or degree seeking examination contract, unless they explicitly opt for another kind of contract. The present education and examination regulations apply to them.

They shall be deemed to have obtained a credit certificate for all course units for which they have taken examinations under the previous system, provided they have passed the course units in question

Article 178. Transition from enrolment for separate course units to the system in application of the 'Flexibility Decree'

(...) removed (Academic Council, 26/03/2012)

Article 179. Transition from former programmes of study to the Bachelorís -Masterís system

(...) removed (Academic Council, 26/03/2012)

Article 180. Transition to the course model as from 2009-2010

As from 2009-2010, the rules of these regulations are applied to all students who have not completed a programme of study in the academic year 2008-2009.

The stipulations of Article 149 and subsection 14 of the examination regulations apply only to the remaining part of their programme of study (advance course units included) and without taking into account the fail marks that might have been obtained earlier for student who:
- in the previous academic year passed for a programme year;
- in the previous academic year passed for the first annual part of a programme of study that cannot be divided in programme years, on which it was decided by the faculty to hold a deliberation after each annual part.
Having passed a certain programme year; the course units within this programme year remain obtained until the moment when an actualisation programme might be imposed. In that case, faculty regulations determine the weighting of past results.

The stipulations of Article 149 and subsection 14 of the examination regulations apply to the remaining part of the programme of study, including the course units that according to the examination regulations of 2008-2009 have to be retaken, for students who:
- in a previous academic year did not yet pass for a programme year (applies to course units taken in advance as well);
- in a previous academic year did not yet pass for a programme of study of ≤ 66 credits that cannot be divided into programme years;
- in a previous academic year did not yet pass for the entire programme of study that cannot be divided into programme years, on which it was decided by the faculty to hold a deliberation after the entire course;
- in a previous academic year did not yet pass for the second part of a programme of study that cannot be divided into programme years, on which it was decided by the faculty to hold a deliberation after each part;
- in a previous academic year did not yet pass for the first annual part of a programme of study that cannot be divided into programme years, on which it was decided by the faculty to hold a deliberation after each annual part.

The stipulations of Article 149 and subsection 14 of the examination regulations also apply to the remaining part of the programme of study for students with a part-time or individualised route who have not yet passed a programme year. They must retake the course units for which they obtained fail marks.

In particular, this implies that:
a) obtained credit certificates for which no deliberation took place in the year system are put into the package of course units that are assessed as part of the course model. The total package of credits to obtain/obtained credit certificates is used as the basis for the determination of the tolerance credit of 10%;
b) cumulative study efficiency is calculated for these students on the basis of enrolments and results starting as from 2009-2010.

Binding conditions that are imposed on a student before 2009-2010 keep their validity according to the stipulations in 5.5. of the education regulations. With regard to the consequences of the binding conditions, the results of a previous academic year are taken into account in the same programme of study together with the results obtained as from 2009-2010.

Percentages obtained beforehand across programme years, a first annual part of a programme of study that cannot be divided into programme years or such an entire programme of study, for which the student has passed, are taken into account with the results of the remaining part to determine the level of achievement.

Therefore, the already obtained percentages of these programme years, a first annual part of a programme of study or the entire programme of study that can not be divided in programme years, are taken into account and converted according to the rules in Article 150 and according the weighted or unweighted decision of the faculty settled with the results of the remaining part of the programme of study that still has to be completed.

If the faculty has decided that, as a restrictive condition for granting a level of achievement, the student may not have more than 5% tolerable fail marks expressed in credits, then this stipulation only refers for these students to the remaining part of their programme of study

Article 181. Transition to a Ďzero toleranceí approach for Masterís programmes and subject-specific teacher training programmes from 2010-2011 onwards

Students already enrolled in a Master’s programme or specific teacher training programme, in 2009-2010 can keep tolerable fails eligible under the 2009-2010 examination regulations to the first new academic year. This is also possible between a Master’s programme and a specific teacher training programme.

They can also re-enrol for these course units, however. If a student retakes a course unit, assessment will be based on the subject matter and the examination content of the current academic year.

The rule that students must pass all course units in order to pass a Master’s programme or specific teacher training programme only applies to course units taken from 2010-2011 onwards