The Board of Examiners

The Board of Examiners of Leiden University College The Hague consists of four staff members and one external member and has an independent 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 uestuests 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. Students are referred to these documents for important matters relating to the educational programme of LUC: 

Requests and other questions or complaints

The Board of Examiners distinguishes between estests and other questions or complaints. 

  1. Requests. These are specific requests relating to the study programme that fall within the purview of the Board of Examiners: students fill out the appropriate form and submit this with the required supporting documentation to the Board of Examiners. The forms and more detailed instructions can be found below.
  2. Questions or complaints. These are questions or complaints of students relating to issues as covered by the OER and/or the Rules and Regulations: students may submit their questions or complaints in writing to the Board of Examiners. More detailed instructions can be found below.

In all cases it is recommended that students discuss requests, questions, and/or complaints with the Study Advisor before submitting these to the Board of Examiners.

Requests

All correspondence with the Board of Examiners should be done in writing and relevant documentation (e.g. proof of personal circumstances, study plans, transcripts, etc.) should be attached. Forms are available for a number of requests to the Board of Examiners. The form and the necessary supporting documentation should be sent to the Secretary of the Board of Examiners:

Leiden University College The Hague

Board of Examiners

Attn: Ms. Sofia Mollers

PO Box 13228

2501 EE The Hague

Or:

boe@luc.leidenuniv.nl

 

The following specific requests can be made: 

1. Credit Transfer or Exemption  

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.
Transferred credits appear on the student’s transcript with the original course title and university, (a conversion of) the original course load, and (a conversion of) the original result. Due to technical reasons, transferred credits and other external courses will only be processed into the student’s uSis account shortly before graduation.

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.
Exemptions appear on the student’s transcript with the title of the course or component of the LUC curriculum, the LUC course load, and without a specific grade (the code ‘VR’ [vrijstelling] is used). The student’s uSis record will be updated accordingly.

Finally, the Board would like to note that a maximum of 30 external ECTS may count towards your LUC degree.

Students must apply for a credit transfer or exemption before the end of the first semester of enrolment at LUC (last day of week 8 of block 2).

To request a credit transfer or exemption students must submit the form and include (1) a complete syllabus and (2) proof of completion of the course, such as a certified (copy of the) transcript.

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

Form: Credit Transfer or Exemption form

Complete syllabus: The syllabus must at least include a course overview, the number of ECTS, the required literature, assessments, and the date of the course.


Certified transcript
: Non-certified copies of the transcript will not be accepted. If necessary the Student Information Desk can produce a certified copy of the original transcript. Once submitted, transcripts remain in possession of the Board of Examiners and cannot be returned to students.

Note further that the course syllabus must be from the year in which the course was taken.

2. External Courses

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 include external courses, exemptions and credit transfers. Exceptions are language courses taught at Leiden University and internship credits.

Please note that permission for external courses or minors at Leiden University should be requested at the Board of Examiners (see 2a), while the Exchange Coordinator handles requests for education at any other university (i.e. semester abroad, summer courses, minors and electives at another Dutch university; see 2b).

2a. External Courses at Leiden University

To request an external course or minor offered by Leiden University, students must submit the form and a complete syllabus or course outline at least 15 working days before the start of the course.


After completion of the course, students must inform the Registar when their grade(s) have been uploaded to uSis.

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

Form: External Course Leiden form

Syllabus or course outline: The syllabus must at least include a course overview, the number of ECTS, assessments, and the date of the course.

Certified transcript: Non-certified copies of the transcript will not be accepted. If necessary, the Student Information Desk can produce a certified copy of the original transcript. Once submitted, transcripts remain in possession of the Board of Examiners and cannot be returned to students.

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

To request external courses offered by other Dutch Universities, students must submit the Learning Agreement to the LUC Exchange Office no later than:

·         21 June if one or more courses start in the following September;

·         21 October if one or more courses start in the following January/February.

To request external courses offered by Summer Schools (in the Netherlands), students must submit the Learning Agreement no later than 15 June if your Summer School starts in the following Summer.

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

Form : Learning Agreement Dutch Universities and Summer Schools in the Netherlands 

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 mentioned on the last page of the Learning Agreement.

Alternatively, students may submit the transcripts themselves, as long as they are submitted to the Exchange Office in a sealed envelope of the host institution.

2c. External Courses at other Summer Schools Abroad

To request Summer Courses offered by other Universities Abroad, students must submit the Learning Agreement 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.

Form: Learning 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.

3. Course withdrawal

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, that they are in good academic standing in the course in question at the time the request is submitted, and must provide proof of personal circumstances.

To request a course withdrawal, submit the form and include proof of personal circumstances.

Please note that, should the personal circumstances prevent the student from meeting the Binding Study Advice Requirements for the first and second year of full time study, the student must request the Executive Board of Leiden University to assess the extenuating circumstances. Please see Student Handbook chapter 3.5 for further information.

Form: Course Withdrawal form

Good academic standing: The student has so far attended classes and has submitted any required work. Students must continue to attend classes until the withdrawal has been approved.

Proof of personal circumstances: An official report from a medical professional or therapist must be provided if the request is made on the basis of medical or psychological reasons. Also the Student Life Counsellors can provide basic statements.

4. Extension Assignment

Extensions for an assignment should only be given for valid reasons and be limited to the time needed to complete the assignment. Students are expected to do everything possible to finish the assignment as early as possible. Permission for extension should initially be given by the course instructor. Should the extension go beyond one week after the end of the block, the request for extension should be submitted to the Board of Examiners with a recommendation of the course instructor. Students must show that they are in good academic standing in teh course in question at the time the request is submitted, and must provide proof of special circumstances.

To request an assignment extension students must submit the form and include proof of special circumstances.

Form: Assignment Extension form
Good academic standing: The student has so far attended classes and has submitted any required work. Students must comply to the Original deadline until the extension has been approved.
Proof of personal circumstances: An official report from a medical professional or therapist must be provided if the request is made on the basis of medical or psychological reasons. Also the Student Life Counsellors can provide basic statements.

Questions or Complaints

All other questions or complaints to the Board of Examiners should be addressed in writing to the Secretary of the Board of Examiners:

Leiden University College The Hague

Board of Examiners

Attn: Ms. Sofia Mollers

PO Box 13228

2501 EE The Hague

Or:

BoE@luc.leidenuniv.nl

The letter should include the date, the student’s name, student number, address, telephone number, u-mail address.

Note: Letters or emails addressed to individual members of the Board of Examiners will not be considered.

 

Requests that should not be addressed to the Board of Examiners

Some requests relating to the study programme of LUC should not be addressed to the Board of Examiners. They include the following:

-          Requests for an increased or reduced course load and for a leave of absence, should be addressed to the Study Advisor.

-          Requests for pursuing a semester abroad should be addressed to the Exchange Coordinator. More information can be found on the Semester Abroad page.

-          Requests to pursue an internship should be addressed to the Internship Coordinator. More information can be found on the Internship page.

Communication with the Board of Examiners

All correspondence with the Board of Examiners should be done in writing. The Board of Examiners aims to reach a decision within 15 working days from the moment the request, question, and/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 take more time to reach a decision. Where possible students will be notified of any delay in advance.

Appeals to decisions

Students can appeal against a decision of the Board of Examiners. 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, addressed to:

Leiden University

Examination Appeals Board

PO Box 9500

2300 RA Leiden

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. For more information about the Examination Appeals Board see http://www.students.leiden.edu/your-study/rules-regulations/complaints/examination-appeals-board.html.

Board Membership

In the academic year of 2016-2017 the membership of the Board of Examiners is as follows:

Dr. Anar Ahmadov (Chair)

Dr. Thijs Bosker (Vice-Chair)

Dr. Joris Larik

Ms. Sofia Mollers (Secretary)

Dr. Darinka Piqani

Prof. dr. Rob van der Vaart (External Member)

 
Last Modified: 14-09-2016