General information

Academic year 2010 - 2011

General Examination Regulations

Version approved by the Academic Council on 13.05.2008 and as amended on 09.06.2008

Examination regulations of K.U.Leuven 2008-2009

Preliminary Remarks

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

All references to people and positions within these regulations shall be deemed to be to persons of both sexes.

The mention of 'the faculty' in these regulations means for the Kortrijk campus that the subfaculty is authorized to take the relevant decision.

For definitions of the concepts mentioned in the present regulations, please consult Section I of the Education Regulations.

Article 1 (objectives)

These regulations set forth rules aimed at ensuring the smooth and proper running of examinations at  K.U. Leuven. The examiner's task consists of verifying whether a student has the skills and competencies required to successfully complete a particular course unit. The task of the examination committee is to check whether the student has the skills and competencies deemed necessary to complete the entire course of study or part of it.

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

Article 2 (definition of evaluation and examination)

In the present regulations, the term 'examination' shall, depending on the context, be deemed to refer both to the 'examination' and the 'evaluation' as referred to in Section I, par. 19 and 22 of the Education Regulations.

Section 1 - General Provisions

Article  3 (scope of application)

The general examination regulations shall apply to all examinations held at the K.U.Leuven for which no specific provisions have been included in the special examination regulations or for which no deviating provisions have been set forth in accordance with the procedure described in Article 4.

Article  4 (additions and deviations)

Each faculty governing body (‘faculteitsbestuur’) must add special previsions and criteria to these examination regulations provided that such additions do not run counter the general regulations. These additions will only enter in force after confirmation by the vice-president for Student Affairs that 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 well-founded request submitted by a faculty governing body or the Interfaculty Council of the Kortrijk Campus. The Academic Council shall determine the period during which the deviations shall be allowed.

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

Section 2 - Organization of the examinations

Article  5 (examination periods)

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

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.

The examination results obtained in the first examination period are determined by the select examination committee.

The examination committees deliberate at the end of the second and, possibly third examination periods, or, in the case of students referred to in the next paragraph, at the end of the first examination period. They shall also meet whenever it is necessary to decide on irregularities.

For students who are in the last year of the second cycle of a course that is being 'taught out' or in the final year of a postgraduate academic course and who have met the minimum period of study required by decree, as well as for students taking a course in which they have obtained results for all course units in the first examination period the deliberation proceedings shall take place in that examination period.

Article  6 (mid-term examinations)

The body designated by the faculty may decide to organize mid-term examinations for course units that are taught over two semesters, in which case the exams shall be held at the end of each semester. The relative weight of each mid-term exam is fixed in accordance with the procedure set forth in Article 8, par. 1.

Article  7 (special examination times for full course units)

The body designated by 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.

The body designated by the faculty shall make sure that the evaluation times referred to in articles 7 and 8 shall be evenly spread.

Article  8 (mid-term exams and continuous assessment)

In cases where course units comprise various educational activities, the body designated by the faculty may approve an individual assessment of each of these activities. To this end, the lecturer shall submit a proposal to the body designated by the faculty. The form of the examination shall be fixed and, possibly, amended in accordance with the provisions set forth in Article 27, par. 1 of the present regulations.

When making its decision, the body designated by the faculty shall at least take into account the following elements:
- the description of the educational activities;
- the relative weight of the various educational activities in the final mark;
- the way and times of assessment;
- the announcement by the lecturer of the results of the various assessments to the students;
- if it involves an educational activity other than a lecture, the possibility to include the result of the mid-term test in the examination mark of the second, or, if need be, third examination period.

The body designated by the faculty may also approve a type of continuous assessment for an entire course unit. Insofar as this is possible, it shall also fix the conditions, taking into account as much as possible the elements mentioned in the second paragraph of this Article.

Article  9 (intermittent tests)

The results of intermittent tests organized with a view to directing first-year students in a Bachelor's programme shall not count towards the final result.

Article  10 (time and place)

Outside the periods or times mentioned in articles 5 until 8 no examinations can legally be organized, except through the application of Article 49 or in case of force majeure, to be established by the vice-president for Student Affairs.

All examinations must be taken in a room located on the university campus, except in cases of force majeure, to be established by the chairperson of the examination committee.

Article  11 (public nature of examinations)

Any student who wishes to do so may invite an observer to attend the oral examination. The observer may not be a student in the same year of study or a student who will be examined by the examiner involved in that same academic year, nor can it be a relative until the fourth degree. The student is required to notify the chairperson of the examination committee (as set forth in Article 12, par. 2 of the present examination regulations) at least seven 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 body designated by the faculty, the examiner may request a member of the teaching staff to sit in on an examination.

Article  12 (examination schedule)

The full and detailed examination schedule shall be made public in a way determined by each faculty at least five weeks prior to the start of the first and second examination periods, and two weeks before the commencement of the third examination period.

For each examination period, the examination schedule shall also contain the name of the chairperson and of the secretary of the relevant examination committee as set forth in Article 19 of the present regulations, the name of the examination ombudsperson as well as the time at which the examination results will be communicated.

The relevant administrative department draws up the examination schedule. Within the period set forth, all examiners must communicate the half days on which they will not be available for examination, bearing into account that the number of half days on which they will be available must largely exceed the minimum required examination time.

Until such date as determined by the faculty, the student representatives may submit proposals with regard to the drawing up of the examination schedule. The examination ombudsperson and, to the extent that this is possible, student representatives shall be involved in the drawing up of the definitive examination schedule.

Examiners and students shall strictly abide by the examination schedule that is fixed. 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.

Section 3 - Taking part in the examinations

Article  13 (condition to take part in the examinations)

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

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

Article  14 (limitations and supervision)

In any given academic year, a student may only twice sit an examination for the same course unit or part thereof, irrespective of the 'contracts' s/he may have entered into. The study guide shall clearly mention the course units on which the student, due to the nature of the unit, can only be examined once a year.

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

Article  15 (resitting examinations from the first examination period)

For course units for which an exam is organized in the course of the first examination period, students can, at the earliest, resit the examination in the third examination period. The same applies to an assessment in accordance with Article 8 of the present regulations.

The governing body of the faculty may grant students the right to resit examinations in the second examination period for specific course units on which they have already been examined in the first examination period.

Article  16 (deferring examinations until the second examination period)

A student who, taking into account the programming of course units, has a programme of study which falls into the first semester for more than 36 study points, is not obliged to take exams on more than 36 study points in the first examination period. The student may take an exam on the remaining course units in the second examination period. When approving the individual programme of study the body designated by the faculty shall decide when an exam must be taken on which course components.

Article  17 (catching up on examinations of the first examination period)

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

Article  18 (cessation of the examinations)

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

Section 4 -  Examination Committees

Article  19 (composition)

The faculty decides, in the case of the Kortijk Campus on recommendation of the subfaculty, the composition of the examination committees, with the exception of the doctoral examination committees which are composed by the rector, following recommendation by the faculty. The faculty shall, by the end of the previous academic year at the latest, designate a member of the academic staff as chairperson and secretary for each of the committees mentioned in this article. These members may also be non-examiners.

An examination committee shall be set up for:

1° each year of study of a Bachelor's and Master's programme which consists of more than one year of study;

2° each one-year Master's programme and every transitional programme, preparatory programme or postgraduate course as well as any academic teacher training programme;

3° the entire Bachelor's and Master's programme that consists of more than one year of study.

The chairperson and secretary of each examination committee shall make up the select examination committee.

The faculty decides whether the examination committee referred to in subsections 1 and 2 of the second par. of the present article shall, in addition to the chairperson and secretary, consist of all examiners of the year of study or course, or only of a representative number of examiners to be determined by the faculty, in which case, the latter will also decide the way in which the examiners shall be designated. Each examination committee that does not comprise all examiners of the year of study involved, may decide to hear an examiner who is not a member of the committee in regard to the evaluation awarded by the former. Members of the examination committee shall not take part in the deliberations on decisions involving family or blood relatives up to and including the fourth degree.

The examination committee referred to in item 3 of the second paragraph of the present article is composed of the chairpersons and secretaries of the examination committees for each year of the programme of study. The faculty may decide that this examination committee should include examiners from the various years of study and the way in which they should be added. In the event that a decision is made to add examiners, at least four of the examiners of the final year of study shall be part of the examination committee. The chairperson and secretary of the examination committee of the final year of study shall act as chairperson and secretary of this examination committee.

Each examination committee must be composed in such a way that it comprises at least six members, except in those years of study where all examiners put together do not attain this number.

The examination ombudsperson only has a consultative voice in the proceedings of the examination committee for the course or course unit for which s/he has been appointed, including the select examination committees.

Article  20  (select examination committee after the first examination period)

After the first examination period, the select examination committee referred to in the third paragraph of Article 19 shall determine the results of each student for each course unit for which an examination has been organised. The results determined in this way can only be changed:
a) to the student's disadvantage:
- if a material error is found within 30 calendar days following the establishment  of the results;
- if a serious irregularity is found;
b) to the advantage of the student:
- if prior to the next deliberation proceedings a material error is established;
- if during the next deliberation proceedings, the examination committee, in compliance with Article 33, par. 1 of the present regulations, finds that the examination mark is clearly unreasonable and replaces it with a better mark.

For the special groups referred to in articles 23 and 24 of the present regulations, the relevant distribution of competences shall determine which select committee is authorised to deal with this matter.

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

Article  21  (examination committee for a year of study or a one-year course)

The examination committee for a year of study, a one-year Master's programme, a transitional or preparatory programme, or postgraduate programme shall at the end of the second and third examination periods, or at the end of the first examination period in accordance with the provisions set forth in Article 5, for each student

- determine the result for each course unit;

- settle any disputes and decide whether a student has succeeded in the year of study or the course.

Moreover, the examination committee for a one-year Master's programme shall decide which level of achievement (grade) to award to the student who has passed.

Article  22 (examination committee for the entire multiple-year course)

The examination committee deciding on an entire Bachelor's or Master's programme consisting of more than one year of study shall decide which level of achievement (grade) shall be awarded to students who have passed the entire programme.

Article  23  (examination committee for programmes of study not divided into years of study)

The examination committee qualified for the course of study in its entirety, also makes a decision on students of this course for whom the programme of study is not divided into years of study due to a diminution of the study load. The committee determines the result for all course units and decides, if need be for each year of the course, whether the students have passed and which level of achievement (grade) is to be awarded for the course as a whole.

Article  24  (examination committees qualified for credit contracts and examination contracts with a view to obtaining credit certificates)

In the case of students with a credit contract or an examination contract with a view to obtaining individual credit certificates, the qualified committees are those that have been designated for the entire course to which the course units belong. If course units occur in more than one 'course model itinerary', the decision lies with the examination committee that belongs to the faculty in which the course unit is programmed, following a decision by a standing educational committee. The qualified examination committee shall for each student definitively determine the result for each course unit.

Article  25 (examiners)

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

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

If several lecturers act as examiner for one course unit and the student is examined by only one of them, the former shall be informed of which lecturer shall conduct the examination no later than the date on which the examination schedule is made public through the notice boards.

Examinations on educational activities other than lectures may be conducted by examiners who are not the course lecturer, provided however they were also responsible for the content of said educational activity. The course lecturer remains fully responsible for the final assessment. Only the official lecturer of the course or his/her official replacement may sit on an examination committee.

Examinations in the second or third examination periods on course units taught by guest professors shall, in the absence of the latter, be conducted by another examiner to be appointed by a body designated by the faculty.

Section 5 - Running of the examinations

Article  26 (prior information and deadline for submission)

At the start of the course unit, the lecturers or their official replacements shall provide detailed information about the content and objectives, the examination subjects and the assessment, including the weighting of any components for which a partial mark is awarded. If, exceptionally, the examination subject or assessment methods should vary from one examination period to another, this must be communicated before the end of classes. The provisions contained in this article shall especially apply for educational activities other than lecture classes.

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 body designated by the faculty may decide that, should the deadline for submission not be observed, the coursework is regarded as non-submitted, with the student being awarded a zero score or deemed 'not to have passed'. If this penalty is provided for, then it is also applicable if a new deadline is not observed. The application of the penalty shall be communicated to the student in writing.

Article  27 (examination form and duration)

The form of the examination is determined in accordance with the objectives of the course unit and the teaching method. The form of examination shall be fixed by the body designated by the faculty, on the recommendation of the lecturer of the course unit. The last approved form of examination shall remain valid unless a decision is made to the contrary. Any amendments shall be approved in the same way, no later than 15 November of the academic year in which the arrangement is applicable.

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

For physical or psychological reasons, students may, provided a request is submitted prior to the start of the examination period, be granted permission from the chairperson of the examination committee to take the examination in a way that differs from that which has been set forth.

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

Article  28 (assessment)

For each course unit an examination will be held; only one examination mark shall be submitted for deliberation to the meeting of examiners.

Each examination or mid-term examination as referred to in Article 6 is marked out of twenty points. The result is expressed solely in whole numbers. For the Master's test or final dissertation, a fractional number is allowed, unless a decision is made to the contrary by the faculty. The body designated by the faculty may decide that a course unit or part thereof shall be subject to a 'pass/no pass' assessment.

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

At the end of the examination or the mid-term examination the examiner shall not communicate the result to the student, without prejudice to the provisions contained in Article 8 appurtenant to continuous and partial evaluation.

Only the officially appointed course lecturer or the coordinator can be a member of the examination committee. In the case of a Master's test or a dissertation only the coordinator can act as a member of the examination committee.

Article  29 (administrative processing)

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

In any case, notification must be given:
- no later than two weeks following the examination, in the case of the first examination period;
- no later than two days prior to the meeting of examiners, in the case of the second and third examination periods.

Section 6 - Meeting of examiners

Article  30 (attendance)

The members of the examination committee shall take part in the examination deliberation proceedings and sign the attendance sheet. The decision of the examination committee shall be deemed valid when a majority of the members are present. Any committee member lawfully absent shall notify the chairperson of the examination committee as soon as possible.

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

Article  31 (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  32 (voting right)

All members of the examination committee have a deciding vote, without prejudice to Article 19, par. 4, final sentence. The examination ombudsperson shall take part in the deliberation proceedings with a consultative vote.

In the case the faculty did not choose to make use of a representative examination committee, and as result the members act as the representative for a course unit, only one member can vote as a representative for a course unit.

Article  33 (competence of the examination committee as a college, and decision-making and voting rules)

The examination committee acts as a college. For each course unit taken by each student it definitively decides on the examination result or pass/no pass assessment. In exceptional cases, the examination committee may change an examiner's proposed mark or evaluation if this is deemed to be clearly unreasonable; this decision must, however, be fully justified. If the mark or evaluation under dispute involves an examiner who is not a member of the examination committee, the former shall in any case be consulted by the examination committee prior to the latter taking any decision in the issue.

During voting, invalid votes and abstentions are not counted. When there is a tie, the examination committee shall decide on the proposal that is most favourable to the student.

The result of each student is established by the examination committee by a simple majority of the votes. This simple majority is deemed to exist in respect of each result proposed by the chairperson. If a member of the examination committee or the examination ombudsperson requests it, a secret vote will be organized about the result.

Article  34 (criteria for passing course units)

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

In both cases a credit certificate shall be delivered to the student, unless the enrolment fee was not paid on time or fraud has been established.

Article  35 (weighting)

In order to establish the percentage obtained for each year of study in a Bachelor's or Master's programme, a preparatory programme, transitional programme, academic teacher training programme or postgraduate course, the faculty governing body may, following consultation with the standing education committee, at its discretion decide whether a weighting should be applied to the results of the various course units in accordance with the nature or size of said course units. If weighting is applied, the faculty governing body shall also decide the manner in which this should be done. The arrangement shall be made public at the start of the academic year.

The course units that are only assessed by means of the 'pass/no pass' system are excluded from the calculation of the (weighted or unweighted) percentage.

Article 35 bis (rules for rounding results)

For the application of articles 36-39 the final results obtained for each student will be rounded to the lower percentage for the decimals 0,1-0,4 and the next percentage for the decimals 0,5-0,9.

Article  36 (criteria for succeeding in a year of study of a Bachelor's or Master's programme)

A student shall be deemed to have passed a particular year of study when one of the following two conditions has been met:
a) s/he has passed all course units of the year of study (10/20 or 'pass');
b) s/he obtained at least 54% of the marks (following application of any weighting coefficients) for all the course units of the year of study in question, and only obtained one of the following insufficient marks :
1° once 7/20;
2° once 8/20 and once 9/20;
3° once 8/20;
4° twice 9/20;
5° once 9/20.
A 'no pass' assessment shall be deemed equivalent to 9/20.

The faculty governing body may depart from the provisions contained in b) and decide, following consultation with the standing educational committee, that:
- two insufficient marks may not occur in the same group of course units and/or;
- for certain course units an insufficient result (less than 10/20 or a 'no pass' in the event of non-numerical assessment) shall always result in failure. However, this decision may not apply to more than half of the course units.

In exceptional circumstances the examination committee may decide to award a pass to a student who failed to meet the criteria set forth in the present examination regulation by applying any additional faculty examination regulation. Each member of the examination committee or the ombudsperson may request a secret vote. If the examination committee decides (whether by secret vote or not) to award a pass to the student in such a case, it shall justify its decision by citing the special circumstances that prompted the decision.

In any case, a secret vote must be held on the total examination result of a student who has obtained an insufficient mark for only one course unit or for more than one course unit taught by the same examiner and who has not succeeded according to the criteria. If the vote yields a result that departs from the criteria mentioned, the committee shall include the motives cited in the discussion in the minutes of the proceedings.

If the criteria of the faculty determine that failing on a well determined course unit also results in the student failing the year of study, there is no requirement to hold a secret vote.

In the case of students who follow a part-time or personalized itinerary arranged according to programme of study years, the examination committee shall only take a decision on whether a student has passed or succeeded if the latter has obtained results for all the course units of one year of study.

Article  37 (criteria for succeeding a transitional programme, preparatory programme, postgraduate programme, a specific teacher training programme or a Bachelor's or Master's programme not divided into programme years)

Students shall be deemed to have passed a transitional programme, preparatory programme, postgraduate programme, a specific teacher training programme or a Bachelor’s or Master’s programme that is not divided into years of study if either :
1. they have passed for all course units (10/20 or “pass”);
2. they have obtained at least 54% (following application of any weighting coefficients) and the concomitant study programme – earlier obtained credits included – either :
a) contained at least 20 and less than 40 credits when they obtained no more than one 9/20;
b) contained at least 40 and less that 54 credits when they obtained at most one 8/20 or twice 9/20;
c) contaned at least 54 and at most 66 credits when they obtained one of the following insufficient
marks :
1° once 7/20;
2° once 8/20 and once 9/20;
3° once 8/20;
4° twice 9/20;
5° once 9/20;
d) contained more than 66 credits and the faculty decides that there is ony one decision regarding the succeeding for the programme as a whole, when they obtained one of the following marks :
1° once 7/20;
2° once 8/20 and once 9/20;
3° once 8/20;
4° twice 9/20;
5° once 9/20;
6° three times 9/20;
e) contained more than 66 credits and the faculty decides that there is a decision concerning the succeeding for each yearly programme and they have met for that yearly programme the criteria set forth in this article taking into account the number of credits in each yearly programme.

For all cases where article 37 is applicable, the regulations of article 36, 2nd until 6th paragraph are also applicable.

A “no pass” assessment shall be deemed equivalent to 9/20.

Article  38 (special examination committee decisions)

An examination committee may establish that a student:
- is guilty of irregular conduct and decide to impose one of the sanctions as described in Article 41;
- has submitted an incomplete result, in which case a decision is made to refer said student.

Article  39 (criteria to obtain a Bachelor's or Master's degree and levels of achievement)

The student who has passed each year of study of a Bachelor's or Master's programme obtains the degree of Bachelor or Master.

Students who have a decreased study load and whose programme of study is divided differently in time shall obtain the degree of Bachelor or Master when they have passed each of the course units of their programme of study.

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

For courses of more than 60 study points this percentage shall be the unweighted average of the percentages of each year of study, unless the faculty decides to apply a weighted average. For students whose programme of study is arranged differently in time because of a reduction in study load, the percentage is the unweighted (or weighted) average of the percentages of each of the course units in their programme of study.

No level of achievement (grade) shall be awarded to students whose actual programme of study, following reduction because of exemptions, amounts to less than 30 study points. Similarly, no level of achievement shall be awarded for a transitional programme, preparatory programme or postgraduate programme.

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 decides to do so, provided this decision is sufficiently justified. This motivation shall be included in the deliberation report. Should one member of the examination committee, or the ombudsperson, request it, a secret vote shall be organized.

Article  40 (deliberation report)

The deliberation report shall be drawn up and signed by the chairperson and secretary of the examination committee; it contains the attendance list and for each student the decision as set forth in Articles 36, 38 and 39 as well as possibly the compliance with the procedure provisions as contained in Article 36, par. 3 and 4. The report contains the examination marks or refers to the examination marks that are attached to the report in an appendix or secure electronic file. The deliberation report shall, if applicable, also contain the motivated decisions taken on the grounds of articles 33, 35, 36, 37, 38, 39, 42, 59, 60 and 61.

The chairperson or secretary of the examination committee shall provide access to the deliberation report to any student who is able to show relevance to his/her particular case.

Section 7 - Irregularities

Article  41 (definitions)

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

Plagiarism or any other unauthorised reproduction covers the action of copying, without adequate acknowledgement, works (ideas, texts, structures, images, plans, …) in assignments under an identical form or slightly changed.

Article 41bis (procedures)

The examiner shall notify the chairperson of the examination committee as soon as possible of any irregularity that has occurred in an assessment or examination and which may influence the examination committee's final decision. The chairperson verifies – eventually in discussion with the expert designated by the faculty – whether the possible infraction can be qualified as plagiarism and what is the grossness of the infraction. Pending the verdict of the examination committee, the student in question may continue his/her assessment and examination diet. This includes the examination at which the irregular conduct was established, albeit after the impounding of any incriminating evidence and that part of the examination already completed.

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

The chairperson of the examination committee shall hear the student prior to any decision regarding irregular conduct. The student may request the ombudsperson to be present. Furthermore, the examination committee shall hear the student if the latter requests it.

Article  42 (sanctions)

On the grounds of irregular conduct (cheating) at an examination, the examination committee may during the deliberation proceedings or at an earlier meeting decide that the student:
1° shall be awarded an appropriate mark for the examination or assignment;
2° shall be awarded a 0 for the examination or assignment;
3° shall not be awarded marks for any of the examinations in the examination period during which the cheating took place;
4° shall be excluded; this sanction can only be imposed on the grounds of gross irregularities, with the seriousness of the irregularity being judged by the examination committee. The student can, at the earliest, enrol for examinations of the first examination period of the next academic year and loses all marks obtained in the examination period during which the cheating took place.

The examination committee can attach to each of the above sanctions the obligation to participate obligatory in a module of selfstudy or any other training programme concerning plagiarism.

The grossness of the infraction and the sanction to be imposed shall be considered taking into account:
1) the experience of the student (the way in which he/she should already be knowledgeable about the grossness, taking into account his/her advancement in a study programme);
2) the kind of plagiarism (bad acknowledgements, absence of acknowledgements…);
3) the proportions of plagiarism;
4) the intentions to cheat.

A decision to exclude the student can only become definitive after approval by a commission on fraud. This commissions consists of the vice-president for education matters, three representatives of faculties to be considered experts on the matter and three presidents of examination committees (for each group one respectively), a legal expert and a staff officer of the Educational Policy Unit acting as secretary.

In the event of an irregularity that is so serious that any favourable decision should be deemed non-existent under the law, the university may, irrespective of the moment 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.

Section 8 - Announcement and discussion of examination results

Article  43 (announcement of results after the first examination period)

The examination marks obtained prior to, or during the first examination period are communicated to the student in accordance with the procedures laid down by the faculty, after the result has been determined by the select examination committee.

In cases where there is a fully fledged meeting of examiners at the end of the first examination period, the results shall be communicated pursuant to the provisions contained in Article 44 of the present regulations.

Article  44 (announcement of results after the second and third examination periods)

The faculty shall determine the time at which the examination results of the second and third examination periods (or of the first examination period for students graduating at that time) are announced to the students and the time at which the detailed results will be communicated. The period of five calendar days in which to launch an appeal starts from the moment the students are able to know the results.

Students with a degree contract or examination contract with a view to obtaining a degree, and students taking a preparatory programme, a transitional programme or a postgraduate programme shall be told:
a) whether they have passed;
b) the result of the assessment for each course unit;
c) the (if need be weighted) overall percentage;
d) whether and which (examinations on) course units have to be resat.
For the purposes of comparison, these students shall also be given the opportunity of taking cognizance of the averaged general examination results of the student population that is relevant to them. For these purposes students who have passed shall receive, inasmuch as enough students have been passing exams for the same course unit, for each course unit at the end of the academic year a code in agreement with the ECTS-guidelines:
- A for the best 10%;
- B for the following 25%;
- C for the following 30%;
- D for the following 25%;
- E for the following 10%.

Students with a credit contract or an examination contract with a view to obtaining credits shall be told:
a) the result of the assessment for each course unit;
b) whether and which (examinations on) course units have to be resat.

The notification also refers to the appeals procedure as described in Article 61.

Article  45 (announcement of results of an entire Bachelor's or Master's programme of study)

Following the deliberations of the meeting of examiners, the chairperson of the examination committee shall publicly announce the decision taken on each student by the examination committee in accordance with the provisions set forth in Article 39.

The relevant administrative department shall notify the student in writing of the final results no later than two weeks following the official announcement.

This document contains the final result in keeping with the provisions contained in Article 39 and the total percentage; it refers to the procedure for the settlement of disputes as described in Article 61.

In the degree supplements, the examination marks are rendered by means of the following codes:
- for the course units for which the student obtained a credit certificate: C, added with the examination mark or, in the case of a non-numerical assessment, the letter P;
- T: for course units for which the student obtained a result of less than 10 out of 20 or a 'no pass'.

Article  46 (discussion of the results and right of access)

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

Notwithstanding the internal appeals procedure and with the aim of selfremedial of the students, examiners shall following the announcement of the results of a given examination period, as referred to in Article 43 up to and including Article 45 of the present regulations, examiners, allow students who request it access to their examination scripts, as annotated by the examiner. The request must be submitted no later than one month after the end of the academic year. Students may be assisted by anyone of their choice to the extent that the latter is not a student from the same year of programme study or a student who has to be examined in that same academic year by the examiner involved. The university will ask a reasonable price for each copy made.

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

Article  47 (saving of examination scripts)

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

In the case of examinations for which the student has filed a formal complaint in compliance with Article 61 of the present regulations or for which the chairperson has reconvened the examination committee, the faculty shall keep the scripts for a period of five years.

Section 9 - Resits and validity of credit certificates

Article  48 (resits)

Credit certificates are final. A student having obtained a credit certificate for a course unit can not have a resit for that course unit.

Students who have passed a course or a year of study without having obtained certain credit certificates for individual course units, may enrol for a credit contract or an examination contract with the purpose of obtaining a credit in order to obtain the credit certificate.

Students who have not passed and students for whom the decision has been referred must resit the examinations for the course units for which no credit certificate has been obtained. For students which have been granted the right to combine two years of a programme of study, the results of the second year of study – as long as they did not succeed in the first year of study – are carried over to a following examination period in the same academic year unless a student notifies the faculty within a 30 days period after the communication of the results that he wants to retake an examination for which a received an unsufficient mark. In that case the new result will replace the earlier one.  A faculty may decide that in the case of a course unit that comprises several educational activities, an examination mark for a well-defined educational activity for which at least one study point is awarded can be transferred to the next academic year provided the student has obtained at least 10 out of 20 in this educational activity. This figure is then incorporated in a new final mark for the course unit in question. Similarly, this provision is applicable for an educational activity for which the student has obtained a 'pass' assessment.

Students with a part-time or personalized study itinerary may decide, provided they have not obtained results of all examinations in a given year of study, in which examination period of the same, or the next academic year they resit, at a time fixed by the faculty, certain examinations on course units for which they have not obtained a credit certificate. They may enrol in the next academic year only for the course units to be resat, only for the next part of their programme of study year, or for a mixture of the two. When they have obtained examination results for a full year of study and fail, then the examinations on the course units for which no credit certificate has been obtained must in any case be resat.

The regulations of the third paragraph of this article are also applicable to students with a diminution of study load or transition programmes when the faculty has decided to split up the programme in yearly programmes and when the faculty has decided that there will only be an evaluation concerning the succeeding after the student has obtained marks for the whole of the programme.

A student that following a decision of the examination committee has passed a year of study without having obtained all credits, can decide to take a re-examination for one or more of the course units for which he failed. Within 14 days after the communication of the examination results he signals his decision to the body designated by the faculty. The decision to let him pass for the year of study will be annulled. The results for the course units he does not retake, even the insufficient marks, will be transferred to the next examination period.

Section 10 - Examination arrangements for special groups

Article  49 (special arrangements in individual circumstances)

In exceptional individual circumstances students may be allowed to spread examinations between the ordinary examination periods while remaining within the model itinerary. This provision applies, for instance,
- to students with a serious disability,
- on medical grounds,
- to high-level athletes or artists
- to students in full-time employment that follow a full time study programme (in which they still have to take up at least 54 credits).
- to students combining two full time study programmes (in both of  which they have to take up at least 54 credits effectively).
The fact that a spread of the examinations is allowed does not mean that students are exempt from attending educational activities or from complying with assignment or examination requirements. Should the need arise, a special arrangement may be worked out with the faculty involved. The way in which examinations can be spread are set forth by the Head of the Student Administration, and the student may not unilaterally depart from this. The Head of the Student Administration shall also make sure, in consultation with each of the faculties involved, that a coherent arrangement is drawn up for each faculty.

Students who have been granted a personalized itinerary pursuant to section 1.2.3. of the education regulations and who are in the categories mentioned in the first paragraph are also entitled to have their examinations spread.

Applications may be submitted to Head of the Student Administration, no later than one week before the start of the Christmas holidays if it involves examinations of the first semester, and at the latest before the start of the Easter holidays, of it involves examinations of the second semester. If the result is negative, the student can launch an appeal with the vice-president for Student Affairs within 5 calendar days. The vice-president takes the final decision ultimately 15 calendar days after the launching of the appeal.

Students who have been allowed to spread the examinations may resit the exams that are taken for the first time after the second examination period prior to the examiners' deliberations of the third examination period. The results shall be communicated to the student in accordance with the relevant decisions made by the Head of the Student Administration.

Section 11 - Taking examinations on course units of higher years within the programme of study

Article  50 (valuation of early examinations)

The rules establishing how a student may take course units from a higher year of study are set forth in 5.3.2. of the education regulations.

The results of the course units taken in the preceding year shall not be taken into consideration when assessing the year of study in which the student is enrolled. The results are only taken into account in the year of study with which they are associated, i.e. when they are officially part of the programme.

Students who take all of examinations of a higher year of study can only be brought before the meeting of examiners of the higher year of study once they have succeeded in the previous year.

Section 12 - Examinations taken at another institution

Article  51 (time and place of examinations)

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

Article  52 (deliberations)

Under the aegis of the standing educational committee the result of an examination taken at another university shall, if necessary, be converted into the numerical scale mentioned in Article 28 of the present regulations. A student that follows part of his programme at a foreign university shall be made aware of the rules for conversion before his departure.

Article  53 (replacement by an equivalent course unit)

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

Section 13 - Examination ombudsperson

Article  54 (duties, appointment and availability)

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

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

Article  55 (powers and disputes)

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

In order to be able adequately to perform the role of a mediator, the ombudsperson is entitled to access to information regarding each examination, prior to the start of the meeting of 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.

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

Article  56 (conflict of interest)

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

Article  57 (report)

After each examination period the examination ombudsperson shall submit an activity report to the dean of the faculty. These reports shall be discussed by the standing educational committee and the faculty governing body at the start of the next academic year no later than 15 November.

Section 14 - Settlement of disputes

Article  58 (disputes before or during an examination)

Any irregular conduct or conflicts arising between a student and an examiner before or during examinations and which jeopardize the smooth running of the evaluation shall be communicated to the chairperson of the examination committee, possibly through the examination ombudsperson, as soon as possible. The chairperson shall mediate and, if necessary, take measures in order to ensure the smooth running of the examination. The final decision, however, shall rest with the examination committee, who shall hear the student and examiner, when a request has been made to this effect through mediation of either the chairperson or the examination ombudsperson.

Article  59 (technical errors established prior to the meeting of examiners)

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

Article  60 (technical errors established after examination deliberations)

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

An error that does not impact on the decisions taken shall be rectified by the chairperson and the secretary of the examination committee. However, if examination results have already been communicated to the student, the administrative department shall provide the student with a corrected examination result sheet. The chairperson and secretary shall report this during the next meeting of the examination committee.

If the error does have an impact on the decisions taken, the chairperson shall reconvene the examination committee as soon as possible.

Any new decision shall be communicated to the student in writing. An internal appeal against the decision may be made to the vice-president for Student Affairs within five calendar days.

Article  61 (internal appeal against an unfavourable examination decision)

An examination decision shall be deemed to be a decision made by a select examination committee or an examination committee by which:
a) an assessment of an individual course unit is definitively determined;
b) a dispute is settled;
c) the result of a year in a programme of study or yearly programme is decided;
d) the overall result and a level of achievement for an entire course are decided.

Any student who feels that their rights have been violated may lodge an internal appeal. Students may informally address the chairperson of the examination committee. However, if they wish to submit a formal complaint, they must do so to the vice-president for Student Affairs within the period indicated in the next paragraph. This document must at least include a description of the facts related to the complaint. If the vice-president for Student Affairs is one of the parties involved, s/he shall be replaced by the educational policy coordinator.

The appeal to the vice-president for Student Affairs must be instituted within a period of five calendar days on the day following:
- the announcement of the overall results of the first examination period as mentioned in Article 43, par. 2 of the present regulations;
- the announcement of the overall results of the second or third examination periods in keeping with the provisions of Article 44 of the present regulations;
- the written notification of decisions taken outside the examination period;
- the public announcement of results for the entire course of study.

For the examination results of the first examination period that have been communicated according to artikel 43,1st paragraph and for which the student feels he should launch an immediate appeal, appeal can be launched within five calendar days after the communication of the result. The decision taken concerning this appeal is definitive and can not be subject to a new appeal in the second examination period.

The vice-president for Student Affairs shall hear all parties involved and, in any case, the student.

The internal appeal procedure gives rise to:
a) a well-founded rejection of the appeal on the grounds that it is inadmissible or unfounded. This decision shall be communicated to the student in writing within a period of fifteen calendar days following the day on which the internal appeal has been brought;
b) a new decision by the examination committee or the body that took the original decision against which the student has lodged an appeal. The new decision must be taken within a period of fifteen calendar days, starting from the day on which the internal appeal has been brought and shall also be communicated to the student within the same period.

After the internal appeal procedure has been exhausted, the student may, in conformity with the provisions contained in the Decree dated 19 March 2004 on the legal rights of students, take the appeal to the Council for Disputes on Study Result Decisions.