Frequently asked questions
Do you have a problem? Are you getting lost in education and examination regulations? Do you not always know what your rights are as a student? This page provides an answer to some frequently asked questions.
Yes, but this depends on your specific situation. You can only be guaranteed a timetable without overlap for compulsory course units in a ‘normal’ trajectory.
Yes! There are, among others, the Permanent Education Committees and curriculum committees, which consist of at least 1/3rd of students and the Faculty Council which consists of at least 10% of students. There are also student representatives in most governing bodies of our university.
Representation happens univeristy-wide by the KU Leuven Student Council, which elects the representatives and takes positions on behalf of the students of KU Leuven. When it comes to local and regional matters (such as representation in student facilities), the students are represented by their Campus Council.
At the faculty level, the representation is done by the various faculty of Faculty Student Boards.
Student representatives in participatory bodies are entitled to certain deviations when this jeopardizes their participation.
The information about a course in the ECTS-sheet – like the form of the exam or the course content – is, in combination with your ISP (Individual Study Program), an integral part of the legal contract between you and the university. You will find useful information for the composition of your study program. For example, the category of journals often yields important information, even if it only concerns recommendations and not enforceable sequence conditions or progress requirements.
Based on the ECTS-sheet, you as a student can also expect a subject to be examined in the pre-arranged way and you can lodge an appeal if the agreement is violated. What is only communicated verbally is not a legal reference. Toledo is an official channel of the KU Leuven, but messages on Toledo can not simply deviate from the ECTS-sheet. It is however possible that information from the ECTS-sheet is further detailed on Toledo. So stay alert and check your Toledo reports!
If you still have 120 credits or more in your bachelor’s program or you are in a bridging program and your CSE is lower than 50%, you will get binding conditions. It means that your CSE must be at least 50% after the next academic year, or you may not enroll for a bachelor’s degree or bridging program at KU Leuven in the following year.
When the CSE of ‘starters’ (first-year students) is lower than 60% in January, they receive a non-binding study advice. This means that you will be invited for an info session or a meeting with you study advisor. These starters will also have to achieve at least 30% CSE in their first year. If they do not achieve this limit, they receive a ‘refusal’ and can no longer register for the program they are enrolled in. From this academic year on, these rules for first-year students also apply to transition students.
Once you have taken a course and do not pass / tolerate, you must continue to do so – you can of course tolerate as long as you have sufficient tolerance points. You can however still replace elective courses. Re-taking your course next year is not a problem, re-taking a course in the following academic year (for the third time) is only possible if your CSE is higher than 50% – otherwise you are not allowed to enroll for a year for programmes that contain that course – and re-taking your course for the fourth time is never allowed. Extremely exceptional and only on the basis of special individual circumstances, the director of the central Student Administration can decide otherwise. If you fail and still fail, you may not register for three years at KU Leuven for the programmes that contain the unsuccessful course. You will automatically regain your registration right after the end of these three years.
Pay attention! Since this year, language equivalent courses can count towards the number of examination opportunities. The same failed course, allbeit in a different teaching language, can also give you a refusal.
If your learning account is expired, you can no longer register. If you do not have sufficient learning credit to complete your study program, you pay the higher enrollment free for the ‘unsecured’ credits. If you get your bachelor’s degree that way, you will still be admitted to the master’s program despite your lack of learning credit. The increased registration fee applies here again. Students who already have a master’s degree can enrol for a new degree program regardless of the status of their learning account and they will not have to pay an increased registration fee.
All these ‘study progress monitoring measures’ also apply to students with an exam contract.’
According to the Education and Examination Regulations, you have until 5 calendar days after the announcement of your grades to indicate whether you want to appeal. You can find the procedure for this here.
Information about the objectives of the courses, the expectations of the exam and the way in which the evaluation will take place, are an essential part of the educational process. This information enables students to coordinate their learning activities accordingly. In addition, this information offers the students the opportunity to establish, independently of a formal dispute, that the evaluation has been done in a correct and pre-agreed manner.
Providing this information is crucial for all course units. The legislation stipulates that general information regarding the course unit and the exam must be announced before the start of the academic year via an information channel that can be consulted by the students throughout the academic year. An important role is therefore reserved for the ECTS-sheets. The Education and Examination Regulations stipulate that the ECTS-sheets for each course must contain detailed information about the content and objectives of the course, the examination material and the method of evaluation. This sheet also includes information about the weighting of any components for which a partial mark is awarded and the consequences of not participating in a part of the exam. If the exam material of the evaluation method differs from one exam period to another, this is also stated in the ECTS-sheet.
Do you notice an error in the ECTS-sheet? Do not hesitate to contact the professor about this!
Every professor must organize a collective and / or individual feedback moment, during the first five calendar days after the announcement of the exam results – the feedback regulation must be made known to the students at least one week before the end of the examination period. This applies to exams from the first, second and third examination periods.
On this web page you will find an overview per faculty how they will announce their feedback regulation. This is especially an interesting page for students who take an elective course at a different faculty than the faculty of his/her study program.
For the feedback moment of the first semester it is important that this does not fall during the lesson-free week or at a time when students have lectures; this is not determined by the regulations, but it does deserve the attention of your professors and student representatives.
During the feedback moment the student may be assisted by a fellow student who has already passed the course. Parents and lawyers can also come as observers during the feedback moment. Neither the second student nor the parents or lawyers are allowed to speak during this moment.
Students always have the right of inspection. The request for inspection is submitted to the faculty after the exam period and at the latest one month after the start of the next academic year.
The maximum duration of an exam is around four hours. However, this is a guideline rather than a rule.
Only students who follow a model trajectory can be guaranteed to pass an exam series in which no more than one compulsory course unit is examined per day.
Rounding is done down to 0.5 and from 0.5 inclusive upwards, unless the professor announces another rounding method in his or her ECTS-sheet.
An oral exam without written preparation is not allowed. You are always entitled to 20 minutes of preparation (although there are some faculty exceptions). Since this academic year, faculties may deviate from this if the exam tests oral proficiency whether it concerns a discussion or presentation of a paper. With these exams, there is no preparation time, unless otherwise stated in the ECTS-sheet of the course (Article 65).
If you re-take an exam, but still get a worse result (a 6 instead of an 8 for example), you first grade will remain (that 8). If you score better (a 9 or more), than this new result is retrained. This only applies within the same academic year. Across different academic years there is no preservation of the highest unsuccessful result.
That is why we advise you to always take the re-examination of a failed course, even if you can tolerate it, because you will not lose a learning credit if you pass the re-exam – you will of course lose your learning account for that course if you do not succeeds in the re-take. However, if you tolerate right away, you will lose your learning account anyway.
Every year you can use tolerances in bachelor programs, transition and preparatory programs, depending on the size of your tolerance credit. You choose for which course units (8/20 or 9/20) you do this. This is only possible if your CSE is at least 50%. Of course this can not be unlimited. Your tolerance credit is 10% of the number of credits that your study program counts (for example 18 tolerance points for a study program of 180 credits). Exemptions do not count towards the tolerance credit and for those who have not yet obtained 60 credits, the tolerance credit is limited to 12 credits.
In the master program, one exception can be tolerated as long as the student complies with the distinguishing criteria in total and as long as this insufficient score is not achieved on an OPO that is considered as non-toleratable. In addition faculties can still always decide to make all courses non-tolerable, but such a desicion must then be expressly justified.
In addition, for students with another inadequate, the Board of Examiners must motivate her decision to tolerate.
Students who get tolerance from the examination committee, of course, still have the opportunity to refrain from tolerance and to re-take the course; they can indicate this up to 5 days after the deliberation.
Contact your exam ombuds. This person will contact your professor and helps you.
Wait quietly at the examination room and contact your exam ombuds. This person will contact your professor and helps you.