Regulations on Education and Examinations 2014-2015

as approved by the Academic Council on 29.04.2014

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Table of contents

Preliminaries

TITLE I. EDUCATION REGULATIONS

TITLE II. EXAMINATION REGULATIONS

TITLE III. GENERAL REGULATIONS

TITLE IV. TRANSITIONAL PROVISIONS

TITLE V. CONCEPT DEFINITIONS

TITLE VI. DISCIPLINARY REGULATIONS

Preliminaries

These regulations apply to students who are enrolled with a degree contract, a credit contract or an examination contract for a bachelor's, initial master's, advanced master's or postgraduate course, a specific teacher traing programme, a transitional programme or a preparatory programme.

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. The mention of "the faculty" in these education and examination regulations means that the authority of the faculty can be delegated to a subfaculty or another organ within the faculty per location.

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 and can be found at http://www.kuleuven.be/onderwijs/oer/afwijkingen/.

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).

In the cases where it is required by these regulations, each faculty must add specific previsions and criteria to these examination regulations. Furthermore, the faculty can add to 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 via a web page easily accessible to students.

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 deviation 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.

TITLE I. EDUCATION REGULATIONS

Section 1. Admission conditions

Article 1. General provisions

In order to be admitted to a programme of study or course at KU Leuven students should at least meet the requirements determined by decree and the accompanying complements. These conditions must be met at the start of the academic year. The specific degree requirements for each programme of study (and its courses) are described in the programme catalogue.

In order to be admitted to a programme that is part of the learning account (Bachelor or Initial Master) of a degree contract, students must have a learning account that is higher than zero.

+ Special arrangement for international students

Article 2. Language conditions

§1. Language conditions for programmes taught in Dutch

Candidate students with a degree from outside the Flemish community is admitted to a course in which the language of instruction is Dutch if they meet 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 anderstaligen, organised by an acknowledged language institute;
d) to submit a certificate of a Dutch language course which is deemed equivalent by the university with the ones mentioned above
e) to submit a certificate which demonstrates that the candidate student at least has a B2 level of proficiency in Dutch of the Common European Framework of Reference for Languages.

Students can be exempted from this

a) if they are registered in the context of a route of joint or double degree;
b) on the basis of a test or interview integrated in the admission procedure, on the condition that a thorough motivation is given. In that case the institution will provide remedial teaching for these students if necessary and will yet hold a language examination before the start of the next academic year, unless the student has already obtained 54 credits in the first year.

With a view 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 than those mentioned in a) to e) can be accepted to demonstrate sufficient language proficiency.

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

Candidate students will be admitted to a course in which the language of instruction is not Dutch if they meet at least one of the following conditions:
a) to provide proof that at least one year of study in secondary education has been successfully completed in the language of the programme (to be admitted to a Bachelor’s programme) or provide proof that at least one year of study in secondary or higher education or a total of at least 54 credits in higher education has been succesfully completed  in the language of the programme (to be admitted to a Master’s programme);
b) to submit a certificate which demonstrates that the candidate student at least has a level B2 proficiency in the language of the programme of the Common European Framework of Reference for Languages. Students who obtained a degree in secondary education in the Flemish Community, are immediately qualified. 

Students can be exempted from this

a) if they are registered in the context of a route of dual or joint degree;
b) on the basis of a test or interview integrated in the admission procedure, on the condition that a thorough motivation is given. In that case the institution will provide remedial teaching for these students if necessary and will yet hold a language examination before the start of the next academic year, unless the student has already obtained 54 credits in the first year.

With a view to the admission to a Master’s programme, stricter rules can be applied by the programme. If need be, other ways than those mentioned in a) and b) can be accepted to demonstrate sufficient language proficiency. In these cases, this is explicitely mentioned in the programme catalogue.

+ Procedure
+ Special arrangement for international students

Article 3. Admission requirements for a credit contract or a credit-examination contract

In order to be admitted to register for a credit contract or a credit-exam contract, the requirements of the programme in which the course is included have to be met. If students meet the entry qualifications of the programme in which the course is included or the prerequisite requirements or the progress requirements taken up in the ECTS course description, the faculty provides admission.

The faculty can - after an evaluation of suitability - still allow students who do not meet these requirements to register. The faculty evaluates the competence of the student in question to follow the course.

In order to be admitted to a credit contract, the student's learning account should be more than zero.

Article 4. Admission to an advanced programme

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 already take courses.

This regulation also applies to students of other institutions of higher education who have to complete less than 66 credits of a programme and who wish to continue their studies at KU Leuven. As an exception, students who have not yet obtained their professional Bachelor's degree can only register for a bridging or Bachelor's programme with reduced study load if they have to complete less than 30 credits of the professional Bachelor's programme. Students in this situation first have to be admitted by the faculty before they can register.

If there are prerequisite requirements and progress requirements, then a combination with a completely contiguous programme can be ruled out.

Article 5. Specific Teacher Training Course

Students can be admitted to the subject-specific teacher training (STT) if they register for a Master's programme or have a Master's diploma. Holders of a professional Bachelor's degree are admitted to the STT if they are registered for a Master's programme or a bridging programme preparing for a Master's programme.

Students can register directly for a major of the teacher training that is related concerning content with their basic training (Bachelor's and Master's programme taken together). The following programmes are considered related with respect to content:
the academic basic programmes in which students have already obtained or can obtain in the year of registration at least 40 credits in the discipline of the teaching methodology of the major. Students who follow the STT for Languages should have obtained at least 6 credits for each of their two languages by the end of their STT on the level of the Master and 54 credits on the level of the Bachelor. A Bachelor's programme of Applied Linguistics counts as an equivalent of a Bachelor's programme of Language and Linguistics, except for Dutch. For the STT of Natural Science prior knowledge of at least 40 credits in one of the four subdisciplines (biology, physics, chemistry, geography) is required.

For the non-contiguous teacher trainings, students can request admission via a reasoned letter to the programme coordinator of the teacher training in which they explain why they think they have sufficient prior knowledge and competences to follow this non-contiguous teacher training.

Article 6. Postgraduate Courses

In order to be admitted to a postgraduate programme, a candidate student in principle has to have a Bachelor’s or a Master’s degree or a degree that is deemed equivalent. By way of derogation the faculty can admit students who have proven to meet the prerequisites on the basis of an entrance test. Additional admission requirements can be found in the programme catalogue or in the specific information on the study programme.

Article 7. Deviating admission requirements

In the following cases, speficic approval for registration by the manager of the Registrar's Office is required:
1° students who do not yet have a degreee of secondary education. They are exceptionally given extra time until the first examination period to meet the degree requirements. If at that time the student does not meet these requirements, then (s)he is deregistered and informed on this.
2° students who do not have a degree providing access to higher education and who wish to register for a Dutch Bachelor's programme via the deviating admission procedure of the Association KU Leuven (link: http://associatie.kuleuven.be/onderwijs/studeren-op-maat/toelating).
This procedure is provided annualy by KU Leuven in June and September. Students should submit their application before 1 June or 1 September of the academic year preceding the academic year for which they wish to register;
3° students who cannot register again for certain programmes or courses because of internal study progress measures (refusal because of binding conditions or enough examination opportunities) and who yet wish to receive approval to register on the basis of individual circumstances;
4° students who are late and exceptionally still wish to register.

+ Procedure
+ Special arrangement for international students

Section 2. Enrolment regulations

2.1. Enrolment regulations

Article 8. General

By enrolling at KU Leuven, an agreement is made for one academic year with rights and duties for both parties. The agreement can be dissolved up to 30 November if a student does not meet the necessary requirements. Even after that date, the registration is considered nonexistent in case of fraud of admission documents, regardless of the moment of discovery of the fraud.

Article 9. Enrolment

If possible, students should register before the start of the academic year. Registrations are closed on the third Wednesday of the academic year. For programmes that do not start at the beginning of the academic year, students can register until three weeks after the start of the programme. For a credit contract or credit-exam contract that only includes courses that are completely organised in the second semester, students can register until the third Wednesday of the second semester.

The registration for a credit contract or a credit-exam contract is only definitive upon approval of the student's individual annual programme.

+ Procedure

Article 10. Deregistration

Students who cancel their studies, should deregister the latest on 31 May. In case of deregistration students should hand in their student card and they no longer are entitled to the benefits that students can use.

+ Special arrangement for international students

Article 11. Wijziging van opleiding

A change of programme or contract consists of a de-registration and a registration. A change of programme is possible within KU Leuven, but can also imply a change of institution.
Students who wish to change programmes should submit their request to the faculty. After approval of the faculty students can change their registration, before November 15 in the first semester and before the third Wednesday of the semester in the second semester, at the student administration of the programme’s location or the central student administration.

+ Special arrangement for international students

Article 12. Re-enrolment after a break of three years

Students who have not been registered for a specific programme for three successive years regain, in spite of possible previous internally determined study progress measures, the right to register for that programme and its courses. They are again treated as a student registering for the first time for the programme in question. The credit certificates obtained and their results are maintained. For all other applications in this regulations, the calculations start again from zero.

2.2. Tuition fees

Article 13. General

The general rules on tuition fees can be found in the tuition fee regulations.

Article 14. 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 insofar 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 15. Non-payment

Anyone who does not pay the tuition fee even after warning notice is suspended as a student, has no right to education and cannot participate in the exams. The suspension is only annulled after paying the amount due for the already completed period. In accordance with art. 46 of these regulations, no study certificates or credit certificates are issued.

Section 3. Types of contracts and routes

3.1. Types of contracts

Article 16. Degree contract, credit contract and examination contract

When enrolling, students register for one or more of the following contract types:
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 courses;
3° an examination contract with a view to obtaining a degree (a degree-exam contract) or credit certificate for one or more courses (a credit-exam contract); with an examination contract students only have a right to take the exam and cannot use the supporting services of KU Leuven. By registering the choice for a contract type is made definitive.

Students can only obtain a diploma or certificate if they are registered for a degree contract or a degree-exam contract.

The faculty determines what programmes or courses cannot be taken with an examination contract because of the specific types of supervision or work and evaluation methods that they require.

Per programme the faculty decides whether the possible internship, Bachelor's paper or Master's thesis can be followed with a credit contract. If a credit contract is not allowed for these courses, the faculty explains why.

+ Special arrangement for international students

Article 17. Possibilities of combining contracts

In one academic year, a student can register for:
- multiple programmes in the form of separate degree contracts and/or examination contracts with a view to obtaining a degree;
- multiple courses in the form of separate degree contracts or examination contracts with a view to obtaining a credit certificate;
- a programme in the form of a degree contract or examination contract with a view to obtaining a degree, and courses which are not part of this programme in the form of a credit contract or an examination contract with a view to obtaining a credit certificate. 

Combinations of contracts for the same programme or for a programme and its courses are therefore not allowed, unless:

- a student follows a programme with an examination contract with a view to obtaining a degree and certain courses within this programme are excluded for an examination contract. In this case the student can simultaneously register for these courses with a credit contract;
- a student is registered for a programme of study with a degree(-exam) contract and is able to graduate in that year. In this case (s)he can register, on top of the degree(-exam) contract, for courses of the same programme with a credit(-exam) contract.
- a student wants to obtain the same degree twice, by taking different courses for a minimum of 30 credits with two degree contracts or by combining a degree contract and an examination contract with a view to obtaining a degree.

A combination of contracts for a programme and (courses of) its subsequent programme(s) is not allowed either, except under the conditions stated in art. 26 of these regulations.

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

3.2. Types of routes

Article 18. Model routes and programme stages

Each programme for which students can register with a degree contract or a degree-exam contract has at least one model route, divided into programme stages.

A programme stage of a Bachelor's or Initial Master's programme includes 54 to 66 credits. For subject-specific teacher trainings, Advanced Master's programmes, bridging programmes, preparatory programmes, programmes with reduced study load and postgraduate programmes, the size of a programme stage is determined by the faculty.

Article 19. Model or individualised study route

Students can follow a model route or an individualised study route.

Students who follow a model route follow in a specific academic year courses from only one programme stage. An individualised study route is a route in which students take courses from multiple programme stages in one academic year.

Students who follow a programme via a model route are guaranteed to have a manageable timetable and an exam schedule with no more than one exam per day for all compulsory courses. This goes for all programmes of the programmes on offer. If this is not manageable for Advanced Master's programmes, subject-specific teacher trainings, bridging programmes, preparatory programmes, programmes with reduced study load and postgraduate programmes, then this is explicitely stated in the programme catalogue.

Article 20. Changes to a model route by KU Leuven

Alterations in the model route by KU Leuven become effective at the earliest at the start of the academic year following that in which the alteration is approved of. Alterations are announced immediately and transparently. KU Leuven provides appropriate transition measures.

Section 4. The programme of study of individual students

4.1. Composition of the annual programme of individual students

Article 21. Composition of the annual programme

Students should compose their individual annual programmes according to the rules determined by the faculty.

If students remain negligent in the composing of their individual annual programme, the faculty can determine the composition on its own initiative.

For courses with partial exemptions or partial transfers, students should still register for the whole course.

+ Procedure

Article 22. Guidelines for all students

§1. Order of enrolment

Students should take into account the determined prerequisite requirements and progress requirements when taking courses and taking exams.

§2. Number of credits

For students following a Bachelor's or Initial Master's programme or bridging programme, the size of an individual annual programme is between 25 and 66 credits per academic year?

Students can deviate from these guidelines in the following cases:
1° students can take up more than 66 credits in a Bachelor’s or Initial Master’s programme if
- they have a cumulative study efficiency of at least 70% for this Bachelor’s or initial Master’s programme.

2° students can take up less than 25 credit points when registered with a degree contract or degree-exam contract if
- this is not their main programme of study;
- they need to complete less than 25 credits for obtaining the degree or certificate;
- they are allowed to deviate from the credit limitations on the basis of art. 24 of these regulations.

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

+ Special arrangement for international students

§3. Retaking obligatory courses

Students must always first register for the compulsory courses of the programme for which they were registered in the previous academic year but for which they did not obtain a credit certificate or applied tolerance, before taking up other courses of the same programme.

Article 23. Guidelines for students first enrolling in a specific Bachelor’s programme

Students who register for the first time for a specific Bachelor's programme should either follow the complete programme of the first stage or the package of the first stage determined by the faculty of 25 to 35 credits, except if
- they have obtained exemptions;
- the programme in question is not their main programme;
- they are allowed to deviate from the amount of credits (art.24).

This goes for each first registration for a Bachelor's programme, with the exception of Bachelor's programmes with reduced study load described in the programme catalogue.

Students who have to obtain more than 120 credits in order to complete their Bachelor's degree should first take up all credits of the first programme stage before taking up other courses.

Students who have to obtain more than 120 credits in order to complete their Bachelor's degree and who are registering for the programme for the first time can convert the individual annual programme to a package determined by the faculty of 12 to 18 credits for the second semester at the beginning of the second semester.

Article 24. Exceptions to the rules concerning the individual study programme

Deviations from the determined minimum amount of credits cannot be rejected as a facility by the faculty for students who:
- have a serious disability (see art. 97);
- have a serious medical reason;
- are recognised student athletes A and A+ or artists;
- work at least 80 hours per month or at least half of what counts as full time within their labour sector; and received a status with which this facility is linked.

For these categories of students the path includes less credits than allowed according to art. 22 and 23.

Deviations from the determined maximum amount of credits can be admitted on request of the student to students that are highly gifted.

+ Procedure

Article 25. Regulations for students who deregister or change programme

§1. Deregistration

Before December 1
In case of deregistration before December 1, the student is deregistered with return of the learning account for all courses, with the exception of courses for which the examination committee has already determined results.

Between December 1 and March 15
In case of deregistration between December 1 and March 15, the student is deregistered without return of the learning account for first semester courses and all-year courses. The student is deregistered with return of the learning account for the courses that are limited to the second semester.

After March 15
In case of deregistration after March 15, the student is deregistered without return of the learning account for all courses.

§2. Changing courses and reorientation from another institution

Before December 1
In case of late registration before December 1, the student is registered for courses according to the regulations of art. 22 and 23, in consultation with the faculty and with the exception of the courses for which results have already been granted or for which at the moment of registration examination requirements can no longer be met.

Between December 1 and March 15
In case of registration between December 1 and March 15, the student is registered for courses of the second semester, in consultation with the faculty and with the exception of the courses for which results have already been granted or for which at the moment of registration examination requirements can no longer be met. The individual annual programme can only be supplemented with approval of the faculty:
- with a view to the exams of the second examination period with all-year courses, insofar no component marks have been granted in the first semester;
- with a view to the exams of the third examination period with first semester courses which student wish to complete on their own risk even though they have followed it neither completely nor partially.

Students can take up possible courses for which they were already registered in the old programme and that are also part of the new programme.

§3. Special arrangements for generation students

First-time students who deregister and transfer to another programme (within KU Leuven or another institution) between December 1 and December 20, are returned half of the learning account for first semester and all-year courses of the old programme, insofar as the examination committee has not determined results for these courses and on the condition that students are registered for another programme before March 15.

Article 26. Rules for students in complementary programmes

Students who combine a programme with a contiguous programme should first complete their individual study programme for the first programme before the ISP of the contiguous programme can be confirmed.

Article 27. Taking courses and exams in another programme or institution

Each study programme determines whether as a part of a degree contract or a degree-exam contract students can follow courses of another programme or within another Belgian or foreign institution of higher education.

§1 Electives at another Belgian institution of higher education

KU Leuven has made agreements with other Flemish universities, universities of the French community and institutions of higher education within KU Leuven Association, which determine that students can follow a course of another institution of higher education as an elective for their course. Students should be registered at their own university with a degree contract or degree-exam contract. The course involved should not be a compulsory course within the programme at KU Leuven. Students should get permission from the faculty of their own programme and from the person responsible for the course at the other institution for following the course.

§2 Special procedure on individual request

Students can propose in a reasoned way to the faculty to replace courses of a programme with other courses of programmes within or outside KU Leuven. The faculty decides on the proposal.

In case of a positive decision, the faculty will indicate in what way the exam results for the alternative courses are settled in the context of the obtaining of a degree. Unless the faculty decides otherwise in a reasoned way, the amount of credits of the other institution is taken up in the Leuven individual annual programme of the student.

§3 Assessment criteria

In the assessment of the proposal of the student in execution of §1 and §2, the faculty uses the following criteria:
a) the connection of the objectives of the alternative course and the objectives of the programme;
b) the level of the course;
c) the study load of the course.

4.2. Exemptions

Article 28. Exemption

§1. Equivalence

An exemption is the removal - on the basis of a credit certificate, study certificate or certificate of competence - of the obligation to take an exam on (part of) a course.

The exemption is based on an evaluation of equivalence by the faculty, possibly after consultation with the teachers involved. For an exemption, only forms of competences, knowledge, insight, skills and attitudes can be acknowledged which meet at least the following criteria:
- authentic: they represent the performance of the candidate;
- up-to-date: they reflect the current competence level of the candidate;
- relevant: they are sufficient for covering relevant elements of the programme.

The size of the exemption for a course is in principle equated with the number of credits of the course which one is exempted from, unless the faculty decides otherwise. The size is expressed as integer credits.

A partial exemption can only be granted if it concerns a course module or a rounded whole. The size of partial exemptions is determined by the faculty. In case of granted exemption the obtained examination result for the equivalent course is no longer taken into account. In case of deviation, previously obtained examination results are taken up if the courses are identical.

A granted exemption is definitive. Students cannot reconsider a requested and granted exemption.

+ Procedure

§2. Broadening modules

With a view to a quick transfer between programmes, the faculty can decide that a student should follow an adapted Master's programme instead of a preparatory programme. In that adapted programme, in place of exempted courses or of an elective component, a broadening module is built in with a value of maximum the same study load. If the faculty builds in broadening modules in the Master's programme, then students cannot be granted exemptions from courses of the broadening module on the basis of another elective taken in the original programme. This is mentioned in the programme catalogue in the broadening module.

§3. Redcution of the study load

In programmes with reduced study load students are exempted from a package of credits. This is also possible on an ad hoc basis if no such programme has been included in the programme catalogue.

Article 29. Exemption on the grounds of previously acquired competences

Students who consider themselves eligible for an exemption for (part of) a course on te basis of a RPL (Recognition of Prior Learning) should follow the Association-wide procedure. The possible RPL flowing from this procedure has unlimited validity.

+ Procedure

Section 5. Measures of study progress

Article 30. 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 art. 35.

Article 31. Non-binding study advice

Students who have to complete more than 120 credits in order to obtain their Bachelor's degree and who, after the January examination period, have a cumulative study efficiency lower than 60% will receive a non-binding study advice after the announcement of the results.

Article 32. Binding Conditions

Students who have to complete more than 120 credits in order to obtain their Bachelor's degree and who, after the June or September examination period, have a cumulative study efficiency lower than 50% will be imposed binding conditions on by the examination committee. These conditions will at least imply that the student will have to obtain a cumulative study efficiency of at least 50% in the following academic year, if (s)he registers for the same programme.

Article 33. Refusal of enrolment in a programme of study based on binding conditions

The registration for a Bachelor’s programme and its courses will be refused, irrespective of the contract type, if students who still need to complete more than 120 credit points towards their degree at the moment of receiving a binding recommendation, do not obtain at least a 50% cumulative study efficiency in the next academic year.

A refusal of enrolment applies to the next academic year.

Article 34. Refusal of enrolment based on failure of a particular course unit after sufficient examination attempts

§1. General Principles: third enrolment

Students who for two academic years do not pass the same course of a Bachelor's programme, bridging programme or an Initial Master's programme, with whatever contract type, are refused to register for a third time if they:

- either did not obtain at least 50% cumulative study efficiency for the individual annual programmes;

- or for two academic years did not pass the respective first year with a degree contract or a degree-examination contract with a cumulative study efficiency lower than 50% and the second year with a credit contract or credit-examination contract;

Students who do not pass the same course for two academic years with a credit-contract or credit-examination contract are refused to register for a third time for that course with a degree contract, a credit contract or an exam contract.

If after two academic years students did not pass a course in the respective first year with a credit contract or a credit-exam contract, and the second year with a degree contract or a degree-exam contract, then the normal rules apply concerning the cumulative study efficiency calculated in the year of registration with a degree contract or a degree-exam contract.

§2. General principles: fourth enrolment

Students who do not pass the same course for three academic years, with whatever contract type, are refuse to register for a fourth or next time via a degree contract or credit contract.

§3. Duration of the refusal

Refusal of enrolment on the basis of §1 applies to the next academic year.

Refusal of enrolment on the basis of §2 applies to the next three academic years.

§4. Extent of the refusal

Refusal on the basis of sufficient exam attempts for a certain course unit applies to an enrolment for the course unit in question and for every programme of which the course unit is part, irrespective of the contract tyoe. This refusal also extends to programmes leading to the same degree as well as to subsequent programmes. There is no enrolment possible for course units of these programmes in the form of a credit contract or examination contract.

In the case of programme changes, when the course unit which gives rise to the refusal is removed and is not substituted by other course units with comparable learning outcomes, the refusal can be removed at the motivated request of the student. If the course unit is substituted by another course unit with comparable learning outcomes, the refusal also applies to this course unit and the programmes of which it is part, as well as to programmes leading to the same degree and continuation courses and its language equivalents.

Article 35. Refusal on the grounds of an insufficient learning account

Students who have insufficient learning account to start or complete a programme or course with whatever contract type:
- are not allowed to (re)register if their learning account is less than or equal to zero;
- is allowed to (re)register for a programme if their learning account is higher than zero without prejudice to the internal study progress measures (refusal on the basis of binding conditions or sufficient examination opportunities).

Deviating from this, on request of the student:
- students who have obtained an academic Bachelor's degree, without sufficient learning account for starting the continuation course, are yet admitted to that Master's programme if they did not yet obtain a Master's degree;
- students who were registered for a certain programme in the previous academic year and who have to complete maximum 30 credits are admitted to finish that programme during one academic year.
Refusals can still take place in these cases on the basis of art. 34.

Article 36. Exceptions to refusal of enrolment

The manager of the Registrar's Office can still allow a student to (re)register contrary to art. 33 and 34 on the basis of special individual circumstances. This is also exceptionally possible if students register for the fourth time for a course.

TITLE II. EXAMINATION REGULATIONS

Section 1. General examination regulations

Article 37. General provisions

All exams are organised in such a way, according to the following rules, that students have the chance to prove the competences required for the course. This requires a constant care of the examiner and all qualified bodies to guarantee an optimally organised exam for each course.

Section 2. Organisation of examinations

Article 38. Examination periods

There are three examination periods in each academic year:
- the first examination period is organised at the end of the first semester, with exams on the courses completed in that semester;
- the second period takes place at the end of the second semester, with exams on the courses completed in that semester;
- the third examination period is organised after the summer holidays, in which students can take a second examination attempt.

Examinations on courses of more than one semester are taken at the end of the second semester. Sometimes there is a partial examination after the first semester for course units that are not completed yet.

At the end of each examination period, deliberations and the announcement of the results take place.

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, but in any case before 15 November.

Article 39. 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 40. Mid-term examinations and continuous assessment

The faculty can allow for courses consisting of multiple course modules or staggered over two semesters to have multiple component evaluations per course or per course unit.

The faculty can also allow for a form of continuous assessment for a complete course or course module. The faculty then determines its modalities. The modalities determined by the faculty are clearly communicated to the students in advance.

The faculty watches a balanced staggering of the evaluation moments.

The faculty takes into account the following element in making a decision:

  • the description of the component activities;
  • the relative share of the various component activities in the exam result for the course as a whole;
  • the method of evaluation and the moments of evaluations;
  • the announcement by the teacher of the results of the separate evaluations to the students;
  • the possibly alternative type of examination for a second examination opportunity, or whether there is no second examination opportunity and the component mark is transferred to a next examination period within the same academic year.

Article 41.

The faculty decides whether for certain course units or component evaluations there is a second examination opportunity of an alternative type, or if, exceptionally, there is no second examination opportunity.

Article 42. Intermittent tests

The faculty decides whether results of interim tests organised for course units of the first year of a Bachelor’s programme, with a view to facilitate the orientation of students, count towards the final result. If that is the case, the way of counting these results is accurately described in the ECTS course description.

Article 43. Time and place

Valid exams can only be organised in the periods or on the moments stated in art. 38 up to 40.

Exceptions are
- circumstances beyond one's control
- exams for students that can take exams outside the examination period (art. 51)

All exams are taken in a classroom of KU Leuven.
Exceptions are
- exams in special individual circumstances, to be determined by the chairperson of the examination committee
- specific methods

Article 44. 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 45. Examination schedule

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 model 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. The ombudsperson also decides on the assignment of an examination time

+ Procedure

Section 3. Taking part in the examinations

Article 46. Conditions to take part in the examinations

§1. Non-payment

Students can only participate in an exam if the tuition fee due is paid or if an arrangement is made via the university. If this condition is not met, the registration is annulled. As long as the suspension is not revoked, the results obtained are considered non-existend and the student does not receive a credit certificate for the courses involved.

§2. Duties per course unit

The participation in an exam can be subject to conditions such as an attendance requirement with regard to the practical components, sufficient participation in group obligations or timely submission of assignments. The ECTS course description also describes the consequences for the exam evaluation if students do not meet these requirements. The faculty can decide that students who do not meet the requirements receive a zero score or a 'not passed' for the course (unit) involved (see art. 67).

§3. Verfification of identity

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

§4. Registration for the third examination period

Students are obliged to register for the exams of the third examination period. Students who participate in exams for which they did not explicitely register if this is required, cannot receive an exam result. The exam is considered invalid and non-existent.

Article 47. Resitting examinations from the first examination period

For course units for which an exam is organised in the course of the first examination period, students can resit the examination in the third examination period at the earliest. The same applies for partial or continuous assessment.

The faculty can decide that 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 48. Catching up on examinations of the first examination period

Students who for serious reasons do not participate in an exam of the first examination period can on the latest the third Wednesday of the second semester request to take this exam in the second examination period. Following the advice of the exam ombudsperson, the faculty decides and determines the examination method after consultation with the examiner.

Article 49. Evaluation after the first semester for master's thesis or internship

If the Master’s thesis or Master’s internship is a course unit spread over the whole academic year, the faculty may decide that the evaluation of those course units can be carried out after the first semester for certain categories of students. This is always the case for graduating students who only need to obtain a result for the Master’s thesis or internship.

The faculty decides whether the assessment of other second semester of all-year courses than the Master's thesis or internship can take place after the first semester for certain categories of students who can thus graduate. The faculty decides for what categories of students and under what circumstances this is possible. This possibility is, in addition to the Master's thesis and internship, limited to two courses per academic year.

Article 50. Not taking part in examinations

A student registered for a given examination period who does not take part in an examination should immediately report this via the procedure determined by the faculty.

Section 4. Deviating examination arrangements

Article 51. Spreading examinations outside of the normal examination periods

On the basis of special individual circumstances, students can be allowed a deferral of exam between the normal examination periods. The deferral as a facility cannot be refused for students who:
- have a serious disability (see art. 97);
- have a serious medical reason;
- are recognised as student athletes A and A+ or artist;
- work at least 80 hours a month or at least half of what is considered full time within their labour sector during the whole academic year, and furthermore take up at least 25 credits in their ISP;
and have received a status to which this facility is linked.

In addition, exam deferral outside the regular examination periods is possible for students who combine two full time programmes (effectively taking up at least 54 credits for each programme in their ISP).

Allowing exam deferral does not automatically imply that deviations from determined submission dates, explicitely obligatory attendance or used work and examination methods are possible. If this is necessary, a concrete arrangement is worked out with the faculty involved. The education ombudsperson mediates in case of disagreement and the Dean mediates in case of continuing conflicts.

For exams that are taken for the first time after the second examination period, the student is notified on the result as soon as possible after the exam itself, in accordance with the relevant regulations. Students who are allowed to defer exams decide whether they take the exam before the deliberation of the third examination period. Students who because of the allowed exam deferral have not yet taken exams for all courses in the second examination period, can apply tolerance for other courses insofar as they meet the requirements formulated in art. 91.

+ Procedure

Section 5. Examinations on common course units when combining enrolments

Article 52. Exam results of identical courses in multiple contracts

Students who are registered with multiple contracts for a course  in the same academic year only take one exam per examination period. The mark obtained counts as first examination result parallel for the various contracts.

Article 53. Exam results for complementary programmes

Students who register for a complete contiguous study programme can only be deliberated upon with regard to passing and the level of achievement after they have passed the previous programme.

This especially goes for the subject-speficic teacher training, in which the deliberation deciding that students have passed can only take place after students have been declared successful for the preceding Initial Master's programme.

Section 6. Examinations taken in another programme or in another institution

Article 54. 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 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 55. Conversion of results obtained at another institution

Under the supervision of the Programme Committee it is possible, if necessary, that the result of an exam taken at another instution of higher education is converted into the KU Leuven assessment scale. Students who follow part of the programme at another institution are notified about the conversion rules before departure.

Article 56. 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 third examination period of the same academic year at KU Leuven. The student then takes an exam on an equivalent Leuven course determined by the examination committee which the student exchanged with the unsuccessful foreign course involved.

Section 7. Examination ombuds persoen

Article 57. 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.

Each academic year the faculty, on the recommendation of or in consultation with student representatives and no later than 15 November, appoints 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. These persons perform this function for all examination of that academic year for a group of students. The faculty also makes an arrangement for the administrative support of the examination ombuds service.

The examination ombuds person clearly notifies students of where and when he can be reached and at what times the substitute examination ombuds person takes the place of the effective examination ombuds person.

Article 58. Powers and disputes

If necessary, the examination ombudsperson will mediate in the matter of examination date, place, form and conditions, without prejudice to the specific authorities determined in other articles. The examination ombudsperson judges sovereignly on examination movements and on the assignment of an examination moment.

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.

Article 59. Conflict of interest

Under no circumstances will 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 will mediate in this case.

Article 60. Report of the ombuds person

After the third examination period of each academic year, the examination ombudsperson submits a report on the activities to the department stated in the faculty regulations. This report should be discussed at the beginning of the next academic year and on the latest on November 15 by the department stated in the faculty regulations.

Section 8. Running of the examinations

Article 61. Examiner

The task of the examiner is to work out whether students have obtained the learning outcomes of a certain course.

Each exam or part of an exam is held by the course lecturer(s) of the course or by the one(s) who has/have officially replaced the lecturer for teaching the lectures in question or for leading the activities or exercises in question.

In the case of blood or family ties up to and including the fourth degree between a student and an examiner, the latter should request the chairperson of the examination committee to appoint a replacement, following consultation with the Dean of the faculty.

Examinations on educational activities other than lectures may be conducted by examiners who are not the course lecturer, provided they were also responsible for the content of said educational activity. The complementary faculty regulations may stipulate that certain externals are allowed to act as examiner, and determines in which situations this is possible and which quality standards these externals should meet.

The course lecturer or the coordinator, if there are several lecturers, remains fully responsible for the final assessment.

The examiner cannot at the end of the (partial) examination announce the result to the student, without prejudice to art 51 and 96.

Only the course lecturer or coordinator, if there are several lecturers, or his/her official replacement can be a member of an examination committee if the examination committee is determined to be composed of one representative of each course module.

Exams on course units taught by guest lectureres are examined by another examiner appointed by the faculty if these guest lecturers are absent.

Article 62. Information prior to examinations

"

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 130. 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.

"

Article 63. Deadline for submission of coursework

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 taken. This penalty should be mentioned in the ECTS course description. If this penalty is provided, then it is also applicable if a new deadline is not observed.

Article 64. Niet-naleven van stageverplichtingen

The faculty can state in its regulations that if a student repeatedly or seriously ignores the obligations enforced by an internship agreement or other agreement with KU Leuven and/or third parties, the agreement is cancelled. The faculty also determines whether the student then receives a zero or 'not taken' evaluation for the (part of the) course. This sanction should then be mentioned in the ECTS course description. In this case the student does not have a right to an alternative assignment.

Article 65. Examination form and duration

The form of an examination is determined in accordance with the objectives of the course and the teaching method. The examination type is established by the faculty, on the recommendation of the teacher or coordinator if there are multiple teachers. The latest approved examination form is valid while not decided otherwise. Necessary adjustments are approved of in the same way by the faculty, in principle in the academic year preceding the year in which the regulations are applied, and in emergency cases on the latest November 15 of the academic year in which the regulations are applied.

In the case of an individual movement of an exam, the form of the exam can be different than established. In case of an oral or partially oral exam the student should have at least twenty minutes of preparation time.

Unless explicitly announced otherwise to the students, all exams are taken without the use of any resources.

An exam consisting of an evaluation at one specific moment can take no more than half a day (ca. 4 hours).

Article 66.

There is an exam for each course within a study programme. For each course only one examination mark is presented on the deliberation.

Each course is evaluated on twenty points. The result is expressed solely as integers. For the Master's thesis, a mark with one decimal is employed, unless the faculty decides not to use decimals. The faculty can decide that for (part of) a course the evaluatation is done in terms of a pass/fail decision. An evaluation in the form of failed is in these regulations equated to a non-tolerable fail mark (see art. 81), unless the faculty explicitly decides otherwise.

Possible component marks are converted into one final mark out of twenty by the teacher or in the case of multiple teachers by the coordinator before the deliberation.

Article 67. Non-participation in an exam

If a student does not participate in an exam, the exam is evaluated as 'not taken' (NA). In these regulations, NA is considered equivalent to a non-tolerable fail mark (see art. 81). If there are partial evaluations for one course (art. 40) and the student does not participate in one of these evaluations, then the general principle is that the student receives NA for the whole course, unless the ECTS course description states another charge.

Article 68. Administrative processing

The examinars should announce their evaluation to the authorised administrative service as soon as possible after the examination.

This announcement should be done for each examination period in the prescribed way on the latest two working days before the deliberation.

Section 9. The examination committees and their authority

Article 69. Composition

Per faculty, a limited and complete examination committee is set up per location for each study programme. These committees are authorised for the decisions of art 70 and 71 which are integrally connected with the student's pathway followed on the location.

The faculty decides for each programme of study the number of members of the examination committee, taking into account the stipulations of this article. The faculty also decides how many members are appointed and if  replacements are possible.

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

On the latest at the end of the preceding academic year, the faculty appoints a member of the senior academic staff as a chairperson for each committee. The faculty also appoints a secretary. These person can also be non-examiners. The other members of the examination committee are in any case examiners.

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.

The chairman and the secretary of the examination committee form, together with the examination ombudsperson, the select examination committee.

If the faculty so wishes, it can differentiate examination committees for
-students who still need to obtain more than 120 credits;
-students who are able to graduate:
-students who do not form part of either of these groups.

Article 70. 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. Without a voting right, the ombudsperson takes part in the discussions of the select examination committee.

The select examination committees definitively determines the exam results for all courses after each examination period, with the exception of the results of students who can graduate after the examination period. The select examination committee prepares the deliberation done by the examination committee as a whole.

If for students with a credit contract or a credit-exam contract courses occur in more than one programme, then the exam results of those students are definitively determined by the select examination committee of the faculty where those courses are programmed under the authorisation of the Programme Committee.

The select examination committee determines the results of exchange students for whom the results reached the institution too late.

In the cases mentioned in § 2 and §3 of art 71 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 art 75 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.

Article 71. Authority of the examination committee

The task of the examination committee is to work whether students have obtained the learning outcomes with respect to the programme or courses and thus master the competences necessary for successful completion.

After each examination period the examination committee decides on the determination of the results of students that are able to graduate after that examination period.

After each examination period the examination committee settles possible conflicts. It takes decisions in case of examination fraud in conformity with art 76.

If the examination committee decides that the mark for an individual student or for a group of students determined by an examiner is unreasonable, then it can exceptionally adjust the proposal of the examiner. This decision is carefully justified.

The results determined by the select examination committee and when the occasion arises the examination committee can only be adjusted at a disadvantage of the student if coarse irregularities have been observed. The results can then still be adjusted in accordance with the procedure and within the period stated in art. 105 concerning material mistakes.

After each examination period the examination committee decides whether students who, except for courses from which they have been exempt, present results for all courses of the programme with a degree contract or degree-exam contract, passed the programme. When the occasion arises the examination committee applies tolerance for these students as determined in art 91. For successful students the examination committee furthermore determines the level of achievement.

After each examination period the examination committee decides on students for whom circumstances beyond one's control or other special individual circumstances can be taken into account. In such a case the examination committee can decide to still consider one or more non-tolerable fails to be tolerable and to settle these as such within the 10% tolerance credit as described in art 81. Furthermore it can decide to deviate from the 10% rule. It can also decide for a Master's programme or subject-specific teacher training in the case of special individual circumstances to yet apply tolerance. The decision of the examination committee is carefully justified.

In the second and third examination period, the examination committee is obliged to declare binding conditions for students who have to complete more than 120 credits of their Bachelor's programme and who have not obtained a 50% cumulative study efficiency. Nevertheless it can, on the basis of special individual circumstances, decide to not enforce binding conditions or to give students, after the next academic year, the chance for one extra academic year to meet the binding conditions. The decision of the examination committee to extend to fulfil the binding conditions or to not enforce binding conditions is carefully justified.

The examination committee also has the right with respect to individual students to give advice and/or enforce special measures of study progress.

Section 10. Deliberation

Article 72. Attendance

The members of the examination committee take part in the deliberation. Members who are legitimately unable to partake, should report this to the chairperson of the examination committee as soon as possible.

The examination committee makes a valid decision if the majority (more than 50%) of the members (or when the occasion arises their substitute) is present. If certain students should be available for the examination committee during the deliberation, then they will be notified in advance on the initiative of the chairperson of the examination committee.

Article 73. 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 74. Voting right

All members of the examination committee have a decisive 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.

Article 75. Consultation of non-members by the (select) 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 exam fraud, the select examination committee must hear the examiner of the course unit in which the exam fraud 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 76. 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). On the recommendation of the chairperson or when a member of the committee or the examination ombudsperson requests it, a secret vote will be organised about a decision, either during the programme of study or at its end. During voting, invalid votes and abstentions are not counted. In case of a tie, the examination committee will decide on the proposal that is most favourable to the student

Article 77. Criteria for passing course units

Students pass a course if at least 10 out of 20 points or a 'pass' assessment have been awarded.

Article 78. Obtaining credit certificates

Students obtain a credit certificate for each course which they have passed, after the (select) examination committee has definitively determined the result. This is done after each examination period. The result of an obtained credit certificate is definitive.

The examination committee can decide that a student, on the basis of exam fraud, does not obtain a credit certificate. Exceptionally it can also decide to annul and recover previously obtained credit certificates.

A credit certificate can also be granted for a whole course.

If students have received an exemption for part of a course, then they receive a credit certificate for the whole if they have obtained at least 10 out of 20 for the exam of the remaining part, or if they are declared successful according to the criteria of non-numeric assessment.

+ Procedure

Article 79. 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 Programme 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 also decides the manner in which this should be done. The arrangement will be made public in the programme catalogue 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 courses that are only assessed by means of the 'pass/fail' system are excluded from the calculation of the percentage

Article 80. Rules for rounding results

§1. The rounding criteria for the results of a course are the responsibility of the teacher of the course.

If no specific rounding procedure has been announced, the usual rounding rules for decimal numbers are applied.

If the course in question has multiple component marks, then the teacher should transparently announce the method of rounding to the students.

The rounding of partial evaluations as described in art 40, 1st paragraph, can only take place after the settling of the component marks, and cannot be applied to the seperate component marks.

§2. For the rounding off of percentages, the aggregated results of the student are rounded off to the underlying percentage for decimals 0.1-0.4 and rounded up for decimals 0.5-0.9.

The number of credits corresponding to a certain study efficiency rule is rounded off to the underlying number of credits for decimals 0.1-0.4 and rounded up for decimals 0.5-0.9.

Article 81. Criteria for succeeding in a programme of study

§1. Students pass a programme of study that is not a Master's programme or a subject-specific teacher training, if they:

a) either have been exempted from or passed all courses of the programme within the degree contract or the degree-exam contract (at least 10/20 or 'pass' evaluation');
b) or meet both of the following conditions:
- they obtain for the programme as a whole at least 50% as a weighted percentage;
- they obtain no non-tolerable fails and maximum 10% tolerable fails.

Tolerable fail marks are assessments of 8 or 9 out of 20. All other failures cannot be tolerated.
The calculation of the number of credit for tolerance which the student is entitled to (the tolerance credit) takes place on the whole of the actual credits of the program, without taking into account the credits that the student takes in addition to the number of credits of the model route for the programme. Possible exemptions are not included in this calculation. For rules regarding tolerances, see also Art. 91.

§2. Students pass a Master's programme or the subject-specific teacher training if they

a) either have been exempt from or passed all courses of the programme within the degree contract or the degree-credit contract (at least 10/20 or 'pass' evaluation);

b) or meet both of the following conditions:
- they obtain for the programme as a whole at least 68% as a weighted percentage;
- they obtain only one fail mark of 9/20 for a course that is not the Master's thesis or internship.

§3. Contrary to what is stated in §1 and §2, the faculty can, after advice of the Programme Committee, decide that:
- only a limited amount of tolerable fail marks, expressed in credits, can occur in a certain group of courses; and/or
- for certain courses a fail mark cannot be tolerated and thus leads to a fail.

§4. In all cases in which students with only one fail mark for a programme are decided to fail, the examination committee justifies in the deliberation report why the student does not meet the prioritised learning outcomes for the complete programme.

§5. In special individual circumstances or circumstances beyond one's control (cf  art 71), the examination committee can still declare a student who meets the prioritised learning outcomes for the complete programme passed, even though (s)he does not meet the requirements of §1 or §2.

Article 82. Criteria to obtain a degree or certificate and a level of achievement

Students who have passed a programme of study according to the criteria stipulated in art 81 obtain the degree or certificate of the programme of study.

Students obtaining the degree of Bachelor or Master or the subject-specific teacher training will 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.

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) will be awarded to students whose actual programme of study amounts to less than 20 credits. Similarly, no level of achievement will be awarded for a bridging programme or a preparatory programme.

For postgraduate programmes, the faculty decides whether levels of achievement are granted.

Article 83. Deliberation report

The deliberation report will 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 art 77, 81 and 82 as well as possibly the compliance with the procedure provisions as contained in art 72 to 75. 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 will, if applicable, also contain the motivated decisions taken on the grounds of 71, 75, 76, 81, 82, 86, 91 and 93.

Section 11. Exam Fraud

Article 84. Definitions

Examination fraud 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 a form of examination fraud 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 examination fraud.

Article 85. Procedures

The examiner should 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 art 75 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 will hear the student prior to any decision regarding irregular conduct.

Article 86. Sanctions

§1. Notwithstanding art 90§2on 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° will be awarded an appropriate mark for the examination or assignment;
3° will be awarded a 0 for the examination or assignment of the course unit or a part of it;
4° will not be awarded marks for some or for any of the examinations in the examination period during which the cheating took place;
5° will be excluded for one or more course units. The student receives a 0 for the course units in question and will only be able to retake an examination in the next academic year;
6° will be excluded from a programme of study: 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.
7° will 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 for a programme of study.
In conjunction with sanctions 4°, 5°, 6° and 7° 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 from a programme of study, with or without the loss of the right to register, 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.

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§3. In the event of exam fraud that is so serious that any favourable decision is 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 in which the faculty takes one of the above mentioned sanctions, the code ‘FR’ is mentioned in the student’s study progress file.

Section 12. Announcement and discussion of examination results

Article 87. Announcement of the decisions of the examination committee

The faculty determines the time and method of announcing, after each examination period, the exam results for all courses and the decisions of the examination committee on the whole of the study programme to the students via the study progress file. The announcement also refers to the appeal procedure.

The result of the whole of a Master's programme and an Advanced Master's programme is also announced during the graduation ceremony.

Students who are registered with a degree contract or a degree-exam contract or certificate are presented an updated overview of the condition of their study progress file.

Students with a credit contract or a credit-exam contract only receive an announcement of the results of the courses for which they took exams in the examination period in question and possibly of a refusal of enrolment for one or more courses.

Students are given the opportunity to learn about the generalised exam results of the relevant student group, by way of situating their results for the courses for which they took exams in the academic year in question.

On the diploma supplements, the examination marks are converted into the following codes:
- for the courses for which the student obtained a credit certificate: code C, supplemented with the examination mark or the letter P in case of non-numeric evaluation;
- for the courses for which the student obtained a mark lower than 10 or 'failed': code G.

Article 88. Discussion of the results and right to feedback

During the first five calendar days after the announcement of the examination results, students have the opportunity to receive feedback, in the form of viewing their exam script as well as an individual or collective discussion of the examination. An individual discussion is a conversation on an individually taken exam between examiner and student.

Examiners should report the feedback regulations for their exam before each examination period to the faculty's administrative service. Those regulations are announced to the students at least a week before the end of the examination period.

Students may be accompanied 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.

Students who wish a copy of an examination or a deliberation report, request this according to the procedure with art 98.

Section 13. Retaking (examinations on) course units and keeping tolerable fail marks

Article 89. Retaking courses within an academic year

§1. General principle

Per academic year, students can take an exam on (part of) a course twice and no more than twice, no matter the contracts they have made. An exam not (re)taken is considered a taken examination opportunity. Students cannot gain more examination opportunities by changing contracts. The ECTS course description states whether students, on the basis of the nature of the course, can only take one exam per year. 

§2. Retaking failed courses within an academic year

After the second examination period, students decide which unsuccesful courses they wish to retake in the third examination period via the provided procedure. In the third examination period, students can retake courses for which they did not apply toleracneor for which they obtained non-tolerable fail marks and for which a third examination opportunity is organised. Students cannot in the third examination period retake courses which they tolerated.

If a student retakes a fail mark in the same academic year, the first result for the course is maintained if this is higher than the result obtained in the next examination period.

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

§4. Transfer of partial results

In principle, component marks are not transferred to the next examination period. Only if the nature of the evaluation makes such a transfer sensible, the faculty determines whether the obtained component mark of at least 10/20 or with a 'pass' evaluation is transferred to the next examination period within the same academic year. Such a partial transfer can furthermore only be granted if it relates to course module or a completed whole. No component marks are transferred to the next academic year.
In case of a partial transfer the originally obtained componant mark is included in the new final mark of that course. Students only retake the evaluation activity/activities for which no transfer of the result took place.

§5. Transfer of results when there is no second examination attempt

If, in accordance with art 41 and art 89 §1, there is no second examination opportunity for a part of a course unit, the examination result of the first examination opportunity remains valid.

Article 90. Retaking courses between academic years

§1. Retaking failed courses between academic years

After the third examination period, students enrolled in a Bachelor’s programme, bridging 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, should update their tolerance choices in the study progress file, as stated in the procedure of art 91§3.

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

§2. Retaking passed courses between academic years

The result of a credit certificate is definitive. Once in a certain academic year a credit certificate was obtained, the student cannot retake this course unit within the same programme of study.

§3. Exceptionally, by special request and subject to approval by the faculty, students can – at the end of the programme - resit a course unit for which they previously accepted a tolerable fail. They will then need to reregister 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.

§4. If a student retakes a course unit, assessment will be based on the subject matter and the examination content of the current academic year

Article 91. Tolerance

§1. General Principle

For courses of a Bachelor’s programme, a bridging programme, a preparatory programme or a postgraduate programme, tolerance can be applied after the second or third examination period.

For courses of  a Master’s programme or a subject-specific teacher training, students can never apply tolerance.

Applying tolerance within a Bachelor’s programme, a bridging programme, a preparatory programme or a postgraduate programme is only possible on the condition that the fail marks, 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 bridging programme can only choose to apply tolerance if they have a cumulative study efficiency of at least 50% for the part of the programme for which they were registered up until then.

Students who still need to earn at least 120 credit points in order to obtain a Bachelor’s degree can tolerate fail marks for maximum 12 credits.

§2. Tolerance applied by the student

After the second examination period, students who are not yet completing the final stage of their study and who can therefore not yet be awarded a degree, can decide to apply tolerance. 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.

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 apply tolerance.

If a student fails to take a decision to apply tolerance 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.

The decision to keep a tolerable fail cannot be revoked

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§3. Tolerance applied by the examination committee

For students in the final phase of a Bachelor's programme, bridging programme, preparatory programme or postgraduate programme and who are thus able to obtain a diploma or certificate, the examination committee decides to apply tolerance if this means that the student passes the programme.

The examination committee can also decide for a Master's programme or subject-specific teacher training
- to yet apply tolerance in case of special individual circumstances, in accordance with art 71;
- to declare a student with a 9 passed, in accordance with art 81 §2.

If students make use of this possibility
- after the first or second examination period, the general result of the programe (pass/fail and possible level of achievement) is provisionally undone;
- after the third examination period, the student neglects to obtain the diploma and the general result of the programme (pass/fail and possible level of achievement) is undone.

Students retake the course according to the rules in art 89 and 90.

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Section 14. Settlement of disputes

Article 92. Disputes before or during an examination

Any irregular conduct or conflicts arising between a student and an examiner before or during examinations and which jeopardise the smooth running of the evaluation should be communicated to the chairperson of the examination committee, possibly via the examination ombudsperson, as soon as possible. The chairperson will 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, will rest with the examination committee. The select committee will 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 93. Technical errors

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

The examination committee rectifies the technical errors which imply that a student who was declared to have passed a programme, is declared to have failed, as set forth in art 77, last paragraph. The select examination commities rectifies other technical errors.

The chairman convenes the (select) examination committee as quickly as possible. The results can still be changed during the terms mentioned in art 105.

If examination results have already been communicated to the student, the administrative department will provide the student with a corrected examination result sheet. The chairperson and secretary will report this during the next meeting of the examination committee.

Section 15. The Master's thesis

Article 94. Faculty regulations, supervisor

Each faculty determines special regulations for the realisation and evaluation of the Master's theses.

The supervisor of a Master's thesis is member of the senior academic staff of KU Leuven and of the junior academic staff-associate academic staff insofar as (s)he is holder of a doctorate diploma.

Article 95. Evaluation

The Master's thesis is evaluated in accordance with the faculty regulations by an evaluation committee consisting of at least three members. Without prejudice to the application of art 66, second paragraph, third sentence, of the examination regulations, the committee presents one grade, be it collegiately or after bringing together the possibly weighted individual marks of the members appointed in the faculty regulations. When the occasion arises, the examination committee is notified about the component marks.

In accordance with the faculty regulations, members of the evaluation committee who are not members of the examination committee are consulted by the examination committee if a student or a member of the evaluation committee requests this.

Article 96. Disputation

If the faculty regulations do not determine that the Master’s thesis is subject to a defence, then they should determine how students can learn about the comments of the evaluation committee before the deliberation and how student who wish to do so, will be heard by the chairperson of the examination committee or an appointed person before the deliberation.

TITLE III. GENERAL REGULATIONS

Section 1. Rights and duties of the student

Article 97. Equal treatment

KU Leuven students are entitled to equal treatment.

Education or examination facilities should be requested according to the procedures stated in the Education and Examination Regulations.

Students with a disability are entitled to reasonable adjustments. These are only granted after going through an approval and advice procedure.

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Article 98. Transparency of management

Each student can view the documents underlying decisions taken with respect to him/her, but not information relating to other students.

In order to practice the freedom of information, students can submit a request to the faculty of which the programme is part or the head of the unit taking the decision up to a month after the start of the next academic year. Accourding to the regulations of the faculty or the unit, access is granted within a reasonable period.

Copies of documents are only given with information that does not relate to the student being made unrecognisable. They are given free of charge.

Article 99. Specific rights and duties

§1. Students are entitled to: support from the student services at their location, use of the library, use of the computer infrastructure, educational support via Toledo and study advice from the faculty and/or central Study Advice team.

Students with an examination contract are not entitled to these services, with the exception of Toledo. For this, an administrative costs of 50 euros are charged.

§2. Students should take into account all regulations applicable to them, as stated on https://admin.kuleuven.be/rd/decreten_reglementen_KULeuven. By registering, they accept all these regulations.

The official communication between KU Leuven and its students happens via the KU Leuven student e-mail address. Registered students should regularly read the e-mails sent to this e-mail address and cannot appeal to not reading these to escape obligations/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 recognisable.

§4. Students can by no means copy or distribute learning material (course texts, exercises, slides, ...) which has been made available to them on payment or for free by KU Leuven in the context of their study programme, so that commercial benefit can be gained from it by themselves or by others.
Students can neither copy or use for other purposes than personal ones examination material which has been made available to them on payment or for free by KU Leuven in the context of their study programme.

Students who do not adhere to these rules are subjected to sanctions as described in the disciplinary regulations. Students furthermore risk prosecution for breaches of 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 100. Different arrangements for students in participation bodies

Deviations from explicitly obligatory attendances or from used work and examination methods, or moving of submission dates of assignments or examination moments are admitted on request by the faculty for students who are a member of a KU Leuven or Association KU Leuven body for which their participation is essential and influential.
On a Flemish level this goes for the mandate of student representative within Vluhr and Vlor.
On a university level: on a central level this goes for the participation of student representatives in the Board of Directors, Academic Council, Education Council, Council of Student Services and Executive Committees; on a faculty level the list of mandates that are eligible is determined within the complementary faculty regulations, but in any case it includes the mandates of the student representatives of the Faculty Board, Faculty Council, Programme Committees, and when the occasion arises education committees and curriculum committees.
On the level of the Association this goes for the mandates of the student representatives in the Board of Directors of the Association and the Advisory Council for Education and Students.
If their rights are not respected in this context, student representatives can contact the education ombudsperson, who will mediate in the case of disagreement. The Dean mediates in continuing conflicts.

Article 101. Protection of personal data

Students have a right to the protection of personal data in accordance with the policy rules of KU Leuven. Each student can, in accordance with the legislation for the protection of personal data, view and possible ask for correction of his/her personal data which the university saves electronically once a year.

By registering, students allow the university to:
a) have documents, presented to them with a view to the obtaining of certain rights, checked in terms of authenticity and validity by issuing institutions;
b) confirm the authenticity of documents (supposedly) distributed to them by KU Leuven when third parties request this.

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Section 2. Legal protection and handling of complaints

Article 102. Handling of complaints and working of the ombuds

The faculty appoints a member of the academic staff or another staff member with relevant experience in educational matters to be education ombudsperson. Students can contact this person during the academic year with regard to aspects of education. The education ombudsperson mediates between the student(s) involved, the teacher(s) and the policy institutions.

An examination ombudsperson serves with regard to exams. The examination regulations describe the task, appointment and authority of the examination ombudsperson.

Formal complaints with regard to the educational activities of a teacher should be submitted to the faculty of the programme. The faculty makes a reasoned decisions within 30 calendar days after receival of the complaint. The decision consists of an advice for the Dean on the seriousness of the complaint and can include recommendations with regard to a review of the educational tasks and programmes.

Article 103. Denial of further access to a course unit

The faculty can, according to the procedure determined for this, in particular cases and on objective grounds, cancel an internship or another practical course unit early, if students by their behaviour have shown to be unfit for the practicing of a job for which the programme prepares them and for which reasonable adjustments offer no solution.

Students whose internship or practical course unit with application of the first paragraph is cancelled, have no right to a second examination opportunity, and are refused to register a second time, unless they meet possibly imposed binding conditions. 

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Article 104. Appeals against individual decisions

Internal appeal is possible against:
a) the refusal of a deviating admission after a refusal on the basis of binding conditions or sufficient examination opportunities (art 36);
b) decisions with regard to the granting and the size of a certificate of competence (art 29);
c) the denial of the right to further continue a course (art 103);
d) the imposing of and the size of a bridging or preparatory programme or a programme with reduced study load;
e) a decision with regard to the granting and the size of an exemption (art 28);
f) an examination decision: by examination decision, each decision made by the examination committee is understood in which:
- an evaluation of a separate course unit is determined definitively;
- a conflict is settled;
- the general result and the possible granting of a level of achievement for a whole programme is decided on;
g) the refusal of a reasonable adjustment for students with a disability.

Appeals should be filed via the central procedure provided for this. Further information can be found on www.kuleuven.be/onderwijs/beroepen. In the complaint, students should at least include a factual description of the invoked objections.

The appeal should be filed within a time period of five calendar days. In case of an appeal against an examination decision, this period starts on the day of the written announcement of the exam results. For other appeals this period starts on the day on which the student learns about the initial decisions. The student is supposed to have learned about this decision on the day following the date of forwarding of the initial decision.

Students who consider an appeal against an examination decision but who wish to postpone that decision until after a meeting with the examinar, should also register the appeal within the period described in the previous paragraph. If they do not provide a more elaborate justification of the complaint within the next five calendar days, the appeal is automatically invalid.

For the first procedures described in the first paragraph under a) and b), the Vice Rector for Student Affairs is the appellate as well as for the other procedures followed by students registered for another programme of location Leuven. For the procedures described in the first paragraph under c) d) e) f) and g) submitted by a student following a programme at a location outside Leuven, the academic manager responsible for that location is the appellate. In that case the academic manager makes the formal decision together with the Vice Rector for Student Affairs. The Vice Rector for Student Affairs has the final responsibilty for all appeals submitted by KU Leuven students.

If the academic manager or the Vice Rector for Student Affairs is a party involved, then (s)he is replaced by the Vice Rector for Education.

The appellate hears the students at their request and asks information from all involved parties and in any case from the teacher of the course in question (if applicable).

The internal appeal procedure leads to:
a) a reasoned denial of the appeal on the basis of inadmissibility or groundlessness;
b) a new decision by the appellate.
This denial or new decision is reported to the student via e-mail within a period of  fifteen calendar days, starting on the day on which the internal appeal is made. For this the e-mail address which the student filled out in registering the appeal is used.

The internal appellate can announce within the provided time in a reasoned way to the student that a decision will be made on a later date. In that case the period for external appeal only starts after that date.

After depletion of these internal appeal possibilities, the student can, in accordance with the determinations of the Codex Hoger Onderwijs, codified on October 11 2013 (https://admin.kuleuven.be/rd/codexhogeronderwijs) file further appeal against the decision in categories a) up to and f) to the Council for conflicts of study progress decisions.

In case of conflict of students against KU Leuven, in addition to the Council for conflict of study progress decisions only the Leuven courts are authorised.

Article 105. Procedure regarding administrative errors

Administrative or technical mistakes in favour of the student can always be corrected.

At the expense of the student, a correction can only take place within 10 calendar days after the decision is made, except in the following cases:
- if the technical mistake implies a breaching of legal conditions;
- if the technical mistake is demonstrably the result of a serious negligence or serious mistake of the student.

Section 3. Code of conduct regarding the language regulations

Article 106. 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 will 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 107. Course units that are in any case taught in another language

The following course units will in any case be organised, 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 will be assessed in the language in which they are taught.

Article 108. 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 art 107 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 accordance with decree provisions, the number of possibilities within a Bachelor’s programme is limited to a maximum of 33 credits of the entire Bachelor’s programme. In an Initial 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. In an Advanced Master’s programme, the faculty is free to determine the number of course units taught in a foreign language.

Students are 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 they wish to make use of this possibility, they should reports this, according to the procedure of the faculty of the programme of study in which the course unit is taught.

Article 109. 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 Initial 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 art 107 and 108 apply. Some courses and programmes that have been specifically set up for foreign students and are recognised 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 programmes in another language. These programmes 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 110. 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.

Article 111.

Only the ECTS course description in the original language of the course includes all official information. The provided translation are merely indicative.

TITLE IV. TRANSITIONAL PROVISIONS

Section 1. Transition to the bachelor-master system

Article 112. 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 are legally deemed to have signed a degree contract or degree-examination contract, unless they explicitly opt for another kind of contract. The present education and examination regulations apply to them.

They are 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

Section 2. Transitional provisions with regard to the course model, the zero tolerance and the binding conditions for students who were already enrolled at KU Leuven before 2013-2014

Article 113. Transition to the course model as from 2009-2010

As from 2009-2010, these regulations apply to all students who did not finish a programme in the 2008-2009 academic year.

The stipulations of art 81 subsection 13 of the examination regulations apply only to the remaining part of their programme of study (advance credits 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, for which the faculty decided to hold a deliberation after each annual part.
Successful completion of a certain programme year and the course units within this programme year is maintained. In case of thorough changes in the programme, the programme can require after at least 5 academic year the retaking of and repassing for changed courses. In that case, the faculty decides whether this leads to partial exemptions and/or how the already followed courses can be taken into account. The stipulations of art 81 and subsection 13 of these regulations are applied to the remaining part of the programme, including courses that have to be retaken according to the 2008-2009 regulations, for students who:
- in a previous academic year did not yet pass for a programme year (applies to advance credits 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 art 81 and subsection 13 of the examination regulations also apply to the remaining part of the programme (including advance credits) 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 taken up in the package of course units that are assessed as part of the course model. The total package of credits to be obtained/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.

The already obtained percentages of these programme years, a first annual part of a programme of study or the entire programme of programmes that can not be divided in programme years, are combined with the results of the remaining part of the programme of study that still has to be completed.

For this, the already obtained percentages for these programme years, the first annual part or the programme as a whole of programmes that cannot be divided in programme years, are combined with and converted according to the rules of art 82 and according to the decision of the faculty combined with the results of the remaining part of the programme.

Article 114. Transition to a ‘zero tolerance’ approach for Master’s programmes and subject-specific teacher training programmes from 2010-2011 onwards

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

However they can also re-register for the course. If a student retakes a course unit, assessment will be based on the subject matter and the examination content of the current academic year.

Section 3. Transitional provisions with regard to the transfer of the academic university college programmes to KU Leuven starting from 2013-2014

Article 115. Transition to the course model

For students of academic university college programmes who did not complete their programme of study in the academic year preceding the introductions of the course model, as introduces in the regulations of their previous university college, the rules of the course model will be applied as of that academic year, as is stipulated in art 113.

Article 116. Keeping obtained credit certificates, exemptions, tolerable fail marks and partial results

§1. Students who were enrolled up until 2012-2013 in an academic university college programme that was transferred to the university as of 2013-2014, keep all obtained credit certificates and all granted exemptions.

§2. Students who up until 2012-2013 were registered for an academic university college programme that was transferred to the university as of 2013-2014, keep all acquired rights concerning tolerable fail marks and concerning the transfer of partial results.

Article 117. Maintaining refusals of enrolment

For students who up until 2012-2013 were registered for an academic university college programme that was transferred to the university as of 2013-2014, existing refusals of enrolment on the basis of study progress measures are maintained for the original length and extent of the refusal.

Article 118. Transition to a ‘zero tolerance’ approach for Master’s programmes and subject-specific teacher training programmes

Students of academic university college programmes who were already registered for a Master’s programme or subject-specific teacher training, in 2009-2010 or one of the following years up to 2012-2013, with the possibility to keep tolerable fail marks, can keep those tolerable fail marks which were possible in their previous enrolment, in the first academic year in which they enroll after that, and in which the regulations stipulate that they have to pass all courses in order to pass the Master’s programme or subject-specific teacher training. However they can also re-enrol for these course units. If a student retakes a course unit, assessment will be based on the subject matter and the examination content of the current academic year.

Article 119. Transition to cumulative study efficiency, binding conditions; refusal to further enrolment

§1. For students who up until 2012-2013 were registered for a programme of study in which no use was made yet of cumultaive study efficiency, this will be used as of 2013-2014.

§2. Students who at the end of the 2013-2014 academic year do not meet the binding requirements imposed in 2012-2013 are refused in 2014-2015 to register for all programmes of KU Leuven and all courses, no matter the contract type.

§3. Students who in 2012-2013 did not pass a course of a Bachelor's programme, a bridging programme or an Initial Master's programme after sufficient examination opportunities, and who in 2011-2012 and/or 2012-2013 were registered for a programme of which this course is part and who obtained less than 50% annual study efficiency in one or both academic years, are refused to register again for this course and for the programme in which the course is taken up, no matter the contract type. This refusal also goes for programmes leading to the same degree and contiguous programmes and language equivalents.

Article 120. Transition to the education and examination regulations of KU Leuven

For students who up until 2012-2013 were registered for a programme of study at a university college which was transferred to the university as of 2013-2014, these regulations are applicable to the remaining part of the programme for which they are registered.

Section 4. Term of refusal of enrolment on the basis of sufficient examination attempts

Article 121. Period of refusal of enrolment on the basis of sufficient examination attempts

For students for whom, up until the end of the academic year 2013-14, it was decided that they would be refused to register for a certain course during the following 5 academic year on the basis of failing after sufficient examination opportunities, from the academic year 2014-2015 this period is brought back to 3 academic years. Students who on this basis wish to register after the course of those three academic years, should submit a request via the procedure described in art 36, but will always be admitted.

TITLE V. CONCEPT DEFINITIONS

In the education and examination regulations, the terms used means the following, unless explicitly stated otherwise:

1° complementary programme: programmes which, according to the admission criteria in the programme catalogue, can be taken consecutively, without further special authorisations;

2° disability: a permanent or long-term disability, recognised according to the KU Leuven registration procedure;

3° primary enrolment: if a student is registered for more than one programme, the programme which the student has indicated as the main programme of study, except in the case of advanced programmes. In that case the programme preceding the advanced programme is the main programme of study;

4° : international student: under the general header 'internal students', the following groups can be classified:
1° EEA students who do not have a Belgian nationality and who are staying in Belgium temporarily because of their studies.
2° Non-EEA students who are staying in Belgium temporarily because of their studies.
3° Non-EEA student with precarious residence in Belgium, a.o. potential refugees.
4° Students without a Belgian nationaly who have permanent residence in Belgium. Unless stated otherwise in these regulations, these students are treated the same as EER-students for all applications.
5° Students with a non-Belgium nationality who have permanent residence in the EEA. Unless stated otherwise in these regulations, these students are treated the same as EER-students for all applications.
6° Students who do not have a diploma of the Flemish community (or a Dutch VWO certificate).;

5° learning account: credit granted by the Flemish government to a student, expressed in credits, which can be used to follow one or more programmes or courses. Please see http://www.ond.vlaanderen.be/hogeronderwijs/studeren/leerkrediet/default.htm;

6° location: the place where (part of) a programme of study takes place: the locations of KU Leuven are Aalst, Antwerp, Bruges, Brussels, Diepenbeek, Geel, Ghent, Kortrijk, Leuven, Ostend and Sint-Katelijne-Waver;

7° technical error: each composition of an individual programme of study or annual programme that does not comply with the legal and regulatory conditions, as well as each material act by which an incorrect mark is passed on as an exam result for the student;

8° educational activity: subdivision of a course unit in terms of a specific coherent total of teaching and learning activities and an accompanying amount of credits;

9° programme stage: coherent part of a programme of study, with a view to structuring the study route and supervising study progress;

10° course unit: a delineated set of teaching, learning and examination activities; each course includes at least one course module;

11° standing educational committee: the committee entrusted with developing and monitoring one or more programmes of study;

12° postgraduate course: continuing education programme in which a coherent total of at least 20 credits is offered;

13° programme stage: all of the requirements (in terms of courses to be taken) which a student had to meet according to a model route or an individualised study route per total of 54 or 66 credits in the period preceding 2009-2010;

14° bridging 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;

15° written notification: unambiguous notification of a request, intention or decision in another way than orally (by letter, e-mail, fax,…);

16° study efficiency: the ratio between the number of credits obtained 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 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;

17° credit: a unit expressing the size of each programme or course. A distinction is made between:
- taken credits are credits for which one registers including those for which one gets an exemption;
- actually taken credits are credits for which one registers excluding those for which one gets an exemption;
- obtained credits are credits for which one obtained a credit certificate;

18° 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;

19° lecturer of a course unit: the staff member who is officially appointed by KU Leuven as the one responsible for (a part of) a course;

20° Engels: tolerantie: the student's possibility (or, for graduating students the examination committee's possibility) of keeping a condonable result; deploying condonement implies that the condoned result is maintained; refusing condonement implies that the student does not wish to keep the condonable result;

21° : programme(s) which are regarded by a faculty as the most logical complementary programme;

22° order of enrolment: the order in which students are allowed to register for courses depending on whether they have taken or successfully completed one or more other courses. Four possible forms of prerequisite requirements are distinguished:
- strict prerequisite: the student must have obtained the credit certificate or deployed condonement to be allowed to follow a complementary course unit;
- flexible prerequisite: the student must have followed the course before, without necessarily having obtained the credit certificate;
- corequisite: the student must have followed the course before or take it up simultaneously with another
- diploma prerequisite: the student must have obtained a degree or a certificate of the programme counting as an admission requirement for the programme in which the course is situated. This type of prerequisite can refer to a level (e.g. Bachelor's) or a specific programme.;

23° preparatory programme: a programme that may be imposed on students holding an academic Bachelor’s or Master’s degree which does not allow direct access to the Master’s programme for which they wish to register;

24° continuation requirement: the requirement that a student can only take a certain course unit when (s)he at most needs to obtain the amount of credits stipulated by the faculty in order to graduate;

25° senior academic staff (ZAP): member of the senior academic staff (ZAP) or of educational staff group 3 (OP3).

TITLE VI. DISCIPLINARY REGULATIONS

Section 1. Disciplinary regulations

Article 122. 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 .

Article 123. 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 124. Competent authorities

Maintaining discipline at the university is entrusted to the ViceRector for Student Affairs and the disciplinary board set up in accordance with the provisions contained in art 127, and the Executive Board.

Article 125. Sanctions

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

Article 126. Start of the procedure

Students 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) access to 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 127. 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 or the president of the student council of the programme involved. The Dean acts as chairperson of the disciplinary committee.

+ Procedure

Article 128. Appeal

Within five calendar days of notification of the sanction by email, students 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 art 126 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 which the date is communicated to the student immediately after lodging the appeal. The decision is taken by the Executive Board excluding the Vice Rector for Student Affairs and with the chairperson of the student council KU Leuven as full member. 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.