Universiteit Leiden

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Board of Examiners

The role of the Board of Examiners is to ensure that study programmes adhere to their Course and Examination Regulations. The Board of Examiners oversees all tests and examinations within the institute and determines whether students have acquired the knowledge and skills required for the awarding of their degree.

Each institute has a Board of Examiners, the members of which are appointed by the Faculty Board. The Board of Examiners is responsible for the effective organisation and quality assurance of all tests and examinations within the institute. If you would like to request a change to your academic requirements, for example an exemption or extension, it is the Board of Examiners who will make the final decision on your request.

GENERAL

The Board of Examiners of Leiden University College The Hague consists of six staff members and one external member and has an independent legal position within the College. Its tasks include:

  • awarding degree diplomas;
  • assuring the quality of examinations and overseeing the quality assurance of the educational programme;
  • assessing requests for credit transfers, exemptions, external courses and course withdrawals;
  • and overseeing the compliance with procedures, rules, and regulations, including matters of plagiarism and fraud.

The precise tasks and competences of the Board of Examiners are outlined in the Course and Examination Regulations (OER) and the Rules and Regulations (R&R). Students are referred to these documents for important matters relating to the educational programme of LUC: 


COMMUNICATION

Students are urged to discuss requests, questions or complaints with the Study Advisor first before submitting these to the Board of Examiners. Most questions can be dealt with by the Study Advisor, Academic Advisor, Major Convener or Course instructor directly or they can provide their statement as supporting documentation for your request to the Board of Examiners.

NOTE: The Board of Examiners only processes clear requests or complaints that are complete and submitted in line with the rules and instructions below.

All correspondence with the Board of Examiners should be done in writing (signed request letter or the appropriate signed request form) and relevant documentation (e.g. proof of personal circumstances, study plans, transcripts, recommendation by staff members, correspondence etc.) should be attached. A letter should include the date, the student’s name, student number, address, telephone number, u-mail address and the student’s signature. The request letter or request form and the required supporting documentation should be sent to the official secretary of the Board of Examiners, BoE@luc.leidenuniv.nl.

The Board of Examiners aims to reach a decision within 15 working days from the moment the request or complaint including all necessary supporting documents has been received. Outside term time (as well as during the Christmas period and the end of the academic year) the Board may sometimes need more time to reach a decision.

 

DOCTOR’S NOTE: MEDICAL CONSENT FORM

If a request to the Board of Examiners is done on the basis of medical circumstances, the Board needs documented confirmation from a medical professional. To help you to get the necessary medical information from your doctor, a consent form for a medical declaration is developed, which you can bring along when you visit your doctor. Doctors in The Netherlands are often reluctant to provide statements. This is based on the guidelines drawn up by the KNMG (Royal Dutch Medical Association), the professional organization for physicians in the Netherlands. KNMG’s viewpoint is that a consulting physician is not the right person to issue medical declarations on behalf of his or her patients, in which he or she expresses an opinion about the patient’s (medical) ability or disability to perform certain things. Please note though that the Board does not ask for such a statement. It only needs to know these facts: whether you are indeed receiving treatment/have received treatment (or visited the doctor) for a specific health issue in the period you are asking the request for. As you can read on the KNMG website, this is a justified request

REQUEST FORMS

Students may request to include a course in their study programme, which was completed before enrolling as a student at LUC and which is not part of a university degree completed elsewhere. Transferred credits will be registered as electives, and students can include a maximum of 30 ECTS of external credits in their study programme. External credits can only be listed in your elective space.

Alternatively, students may request an exemption for a specific course or component of the (compulsory) LUC curriculum on the basis of a course that was completed elsewhere before enrolling as a student at LUC. Students must show that the course in question is equivalent to the LUC course or component. 

Deadline: Students must apply for a credit transfer or exemption before the end of the first semester of enrollment at LUC (last day of week 8 of block 2). Please note that failure to comply with the stated deadlines will lead to a denial of the request, unless proof of extenuating circumstances is presented.

FormCredit Transfer or Exemption form  

Required attachments: 1) Syllabus. The course information must at least include a course overview, the number of ECTS, the required literature, assessments, and the date of the course. 2) Certified transcript. Once submitted, transcripts remain in possession of the Board of Examiners and cannot be returned to students.

After their first year at LUC, students may request to complete a course at other departments of Leiden University or another institution of higher education with the aim of including the credits in their study programme at LUC. External courses will normally be registered as electives, and students can include a maximum of 30 ECTS of external credits in their study programme. External credits can only be listed in your general elective space. Exceptions are language courses at Leiden University that are used to fulfil the Global Citizenship requirements.

Permission for external courses or minors at Leiden University should be requested at the Board of Examiners (2a), while the Exchange Coordinator handles requests for education at any other university (2b and 2c).

2a. External Course or minor at Leiden University

Deadline: Students must submit the request to the Board of Examiners at least 15 working days before the start of the course. Please note that failure to comply with the stated deadlines will lead to a denial of the request, unless proof of extenuating circumstances is presented.

FormExternal Course Leiden form

Required attachment: Syllabus or – if not available yet – the link to the course outline. The course information must at least include a course overview, the number of ECTS, the required literature, assessments, and the date of the course.

2b. External Courses at other Dutch Universities and Summer Schools (in NL)

Deadline: Students must submit the request to the Board of Examiners at least 15 working days before the start of the course. Please note that failure to comply with the stated deadlines will lead to a denial of the request, unless proof of extenuating circumstances is presented.

Required attachment: Syllabus or - if not available yet – the link to the course outline. The course information must at least include a course overview, the number of ECTS, the required literature, assessments, and the date of the course.

2c. External Courses at other Summer Schools Abroad

To request Summer Courses offered by other Universities Abroad, students must submit the Learning Agreement to the LUC Exchange Office no later than 15 June if the Summer School programme starts the following Summer.

Please note that failure to comply with the stated deadlines will lead to a denial of the request.

FormLearning Agreement Summer Schools Abroad

Certified transcripts: LUC Exchange Office only accepts original certified copies sent directly by the host institution.  Please request the Registrar of the host institution to send the transcripts in a sealed envelope to the address as mention on the last page of the Learning Agreement.

After the first week of the start of a course, students may request to withdraw from the course. Students must show that they have compelling and unforeseen reasons to withdraw and provide proof of the personal circumstances. Students must continue to attend classes until the withdrawal has been approved.

FormCourse Withdrawal Form

Required attachments: Evidence that clearly shows why the withdrawal has to be made. For instance an official note from a medical professional or therapist if the request is made on the basis of medical or psychological reasons. Also the Student Life Counsellors can provide basic statements. Please note that as a legal body the Board of Examiners needs to make its decision based on facts.

Extensions for an assignment or replacement exam should initially be given by the course instructor. Should the extension go beyond one week after the end of the block, the request should be submitted to the Board of Examiners including a recommendation of the course instructor. Students must comply to the original deadline until the extension has been approved. 

Form: Assignment Extension form

Required attachments: Evidence that clearly shows why the extension is needed. For instance an official note from a medical professional or therapist if the request is made on the basis of medical or psychological reasons. Also the Student Life Counsellors can provide basic statements. Please note that as a legal body the Board of Examiners needs to make its decision based on facts.

For students who meet the graduation criteria (at the end of semester 6), but wish to postpone their graduation, it is important to follow the official procedure (Course and Examination Regulations [OER] art. 4.10 and Leiden University Rules and Regulations).

  • Students should take into account that postponing their graduation until after the 7th semester will render them ineligible for receiving a distinction (honours title) on their diploma (OER art. 4.12.2)
  • After completion of the course(s) or internship the obtained credits can only be listed in the extracurricular component of your study programme
  • The Board of Examiners has no influence on the enrolment procedure of the extracurricular courses, external minor, exchange semester or additional LUC courses
  • Winter graduands deadline to request postponement graduation: 24 December
  • Summer graduands deadline to request postponement graduation: 14 June

Form: Postponing graduation form

APPEALS TO DECISIONS

Students can appeal against a decision of the Board of Examiners or individual examiner. If they wish to do so, the Board of Examiners recommends that they first discuss the case with the Study Advisor. Appeals should be lodged within 6 weeks of the date of this decision.

The signed letter should state why the student disagrees with the decision and include a copy of the decision. The letter should further include the date, the student’s name, student number, address, telephone number, and u-mail address. Find more information about the Examination Appeals Board here. 

BOARD MEMBERSHIP

In the academic year of 2021-2022 the membership of the Board of Examiners is as follows:

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