Study progress for student residence permit holders
If you have a student residence permit, you must make sufficient study progress each year to remain entitled to your permit. Find out about the requirements and how Leiden University monitors your progress. Also learn what to do if your progress has been affected by exceptional circumstances.
What is sufficient study progress?
The nominal study load for a Bachelor or Master programme is 60 EC (study credits) per year. As a student residence permit holder, you must obtain at least 50% of the nominal study load each academic year, i.e.:
- 30 EC if you started your studies in September (period 1 September till 31 August)
- 15 EC if you started your studies in February (period 1 February till 31 August)
- Premaster students must complete their entire premaster programme within 1 year (or 1 semester for short premaster programmes).
If you are falling behing in your studies, it is important to seek guidance as soon as possible. Find out how on the study delay page.
How does Leiden University monitor study progress?
Each academic year, Leiden University checks that you have met the study progress requirement by 31 August* on the basis of the data in uSis.
* For short premaster programmes that started in September, this is 31 January.
When will I be notified of insufficient study progress?
If you are at risk of not meeting the study progress requirements, Leiden University will warn you by email in mid-May, June and July. This is to allow you sufficient time to take action. If you have not met the requirements by 31 August, your study programme's Board of Examiners will send you an official decision on your study progress by email.
What are the consequences of insufficient study progress?
If you have made insufficient study progress, Leiden University is obliged to notify the Dutch Immigration Department (IND). The IND will then cancel your student residence permit and you must leave the Netherlands or arrange residency on other grounds.
Notification to the IND can only be withheld if your study programme’s Board of Examiners issues an official decision stating that your lack of progress was caused by exceptional circumstances. See below for how and when to report exceptional circumstances on time.
Notified of insufficient study progress but believe this is incorrect?
- uSis data incorrect?
If you think you have made sufficient progress but your uSis data is incorrect, contact your Education Administration Office before 1 July to have this corrected. If you are an LLM Advanced Studies student, instead contact your programme coordinator.
- Credits pending?
If you think you will have sufficient credits by 31 August but you are waiting for credits to be entered into uSis, no action is required. If in doubt, speak to your study adviser or programme coordinator.
Notified of insufficient study progress but hindered by exceptional circumstances?
If you report the exceptional circumstances on time, Leiden University will evaluate whether the circumstances constitute a valid reason for insufficient study progress.
How and when to report exceptional circumstances
There are two categories of exceptional circumstances: personal and educational. See the steps to take depending on the circumstances, and what happens after you report your circumstances:
Category 1: exceptional personal circumstances
The following can be classed as personal circumstances:
- Illness
- Disability
- Pregnancy and childbirth
- Exceptional family circumstances
- Board membership
Note: the same personal circumstance may only be used once to withhold insufficient study progress to the IND.
Steps to take
Take the following steps before 1 July:
- Request a ‘statement of hindrance’ by submitting this request form, in which you explain the nature and duration of your circumstances and the extent to which they have hindered your studies.
- In the case of exceptional family circumstances, also make an appointment with a student counsellor to discuss your situation.
- Leiden University’s Student Support Services will evaluate your request form and draw up a ‘statement of hindrance’, which they will forward to your study programme’s Board of Examiners.
Category 2: exceptional educational circumstances
Steps to take
Take the following steps before 1 July:
- Contact your study adviser to discuss the circumstances.
- Your study adviser will help you write a report about the circumstances and submit it to your study programme’s Board of Examiners.
What happens next?
The Board of Examiners will decide if your exceptional circumstances constitute a valid reason for insufficient study progress. They will send a copy of their decision to you by email before 1 September.
Received a positive decision from the Board of Examiners?
In this case, the university will not report your insufficient study progress to the IND*. However, you must make an appointment with your study advisor or coordinator to draw up a study plan to ensure you make sufficient progress the following year.
*Exception: if you have cited the same personal circumstances more than once as a reason for insufficient progress, Leiden University is still obliged to notify the IND.
Received a negative decision from the Board of Examiners?
Leiden University will notify the IND that you have not made sufficient study progress. The IND will then cancel your student residence permit.
Believe the decision is unjustified?
You are entitled to lodge an appeal with the Examinations Appeals Board within 6 weeks of the date of the decision. To do so, go to Disagreeing with a decision and follow the steps under ‘Disagreeing with a study-related decision’. If you decide to appeal, it is essential that you notify the Immigration Office so they can put notification to the IND on hold pending the outcome of the appeal.
Further information
For further information, consult the Regulations on study progress for students with a residence permit for study purposes.