Exam Ombuds PPW

What does the exam ombuds do?

The exam ombuds sees that the regulations on education and examination of the university and the faculty are respected and followed by all parties. The exam ombuds persons are part of the examination committee and when necessary they inform the examination committee on issues or problems concerning the reported exam results. The exam ombuds persons are bounded by discretion and shared confidentiality. When necessary the exam ombuds persons will refer you to other services of the faculty or university.

Exam facilities

The conditions for special arrangements for exams are stipulated in the regulations on education and examination. Special arrangements are given based on assessment and attestation by services of the university. Beware that all requests for special arrangements are bounded by strict procedures and deadlines.

Special examination times (Art. 109)

For incoming exchange students, a planned departure to the home country is no valid reason for requesting a shift of the officially scheduled examination date (first or second examination opportunity).  Incoming exchange students take the examination at the officially scheduled date. In case they want to use the second examination opportunity, they contact the student administration of the faculty.

Catching up on examinationsf of the first examination period (Art. 120).

Only students with attestation from central university services can file requests. Students file their request at the exam ombuds service on March 1st  the latest. The exam ombuds service assesses the validity and importance of the request and investigates the possibilities for the practical organization.  During the first week of March, the exam ombuds service informs the chairmen of the examination committee on the requests for deferring examinations. The chairmen of the examination committees decide which examinations can be deferred. In case the request is validated, the exam ombuds service informs the student administration of the faculty. The student administration contacts the students and examiners and schedules the examinations for the second examination period.       

Attestation for rescheduling of exams due to individual circumstances (Art 122)

Only students with attestation from central university services can file requests. Students with an attestation allowing them to spread the examinations contact the exam ombuds service as soon as possible to acknowledge the following  procedures: The possibility to spread examinations outside the examination periods is generally specified as follows: Exams are spread between the date mentioned on the attestation. As a general rule, examination dates are only shifted to a moment in time after the official examination date. Examinations of the first examination period can take place between the end of the first exam period and the ending of the official weeks of teaching and study of the second semester.  Examinations of the second examination period can take place between the end of the second exam period and the beginning of the third examination period.  The student can discuss a personal proposal showing which examinations can be spread. The exam ombuds service decides on the final examination schedule, taking also the practical organization into account.  Examinations that have been scheduled using the spread of examinations follow the same regulations as regularly scheduled examinations. After the examination date has been decided, the examination has to take place on the decided moment. In case the student does not attend the rescheduled examination date, the student renounces his examination opportunity. If an exam takes place after the second examination period and before the third examination period, the result of the exam is determined by the chairperson of the examination committee; after this determination, the result will be announced by the student administration so that the student can decide whether he/she wants or needs to retake the exam during the third examination period.

Attention: Students who have attestations for both rescheduling (Art 122) and examination form and duration (Art 134) all arrangements for every exams have to be requested at the exam ombuds following the procedures of both articles, in any case the request for changes in examination form and durations have to be submitted at least 7 working days before the rescheduled date of the exam.

Changes in examination form and duration (Art. 134)

Only students with attestation from central university services can file requests. Requests for taking examination in a different form or by use of specific technical aids are submitted at the exam ombuds person within 7 days after the closing of the ISP (1^st semester for 1^st examination period, 2^nd semester for 2^nd examination period) and within 4 days after the examination schedule is fixed for the 3th examination period. Only in case your attestation is delivered after the ISP closing date, request can be filed later, but no later than 7 days after the day your attestation was delivered and in no case later than three weeks before the starting of the examination period. Students who file their request too late, renounce the possible facilities for the corresponding examination period.

When designing reasonable facilities for students with disabilities, the exam ombuds person takes the following elements into account: the specific situation and motivation of the individual student, the general guidelines of the faculty and the practical organization of the examination and educational processes. The exam ombuds persons consult the contact point for diversity (facultaire aanspreekpunt diversiteit) and wherever necessary, they consult the examiners and/or the chairmen of the examination committee.  

 When filing a request, make sure you bring the following documents:  1) copy of the attestation by central services of the university, 2) the program you are following, ISP or learning agreement, 3) your examination planning from KULoket, 4) the name of the course for which you like to have arrangements at exams, 5) the examination form and time according to the ECTS in the program guide, and 6) which arrangements you like to request. The exam ombuds will inform you on the arrangements that have been granted. 

If you want to renounce from arrangements that have been made with the exam ombuds, or you want to rediscuss the arrangements because of newly available information, you file your request for change or cancellation of the arrangements via email to the exam ombuds person. Only changes or cancellations that are filed before 1st december (1st examination period) or 1st May (2nd examination period) are taken into account.

Problems or conflicts with exams

In case of absence at exams

If you can't be present at an exam due to serious reasons (for example illness, bereavement of a family member or when you are prevented due to an accident...), please contact the examination ombuds desk as soon as possible. In case of illness you immediately bring a doctor's certificate to the ombuds desk yourself. Job obligations or lack of time to study are no valid reasons for absence at an exam!

If you can't be present for an exam at 9h00, please inform the ombuds before 9h00.
If you can't be present for an exam at 14h00, please inform the ombuds before 12h00.

Problems regarding quality and organization of education

Issues regarding activities relating to education are filed at the ombuds for education.

Problems with your exam planning

Issues regarding your personal exam planning as listed in your K.U.Loket are handled by the the student administration.  

Who is your exam ombuds?

Every program has two exam ombuds persons. As a duo they look into all issues concerning the exams of this one program during the entire academic year. The exam ombuds persons have a neutral position and are not involved with any activity involving evaluation or examination of students.

Examination ombuds desk

During the examination periods there is an examination ombuds desk at the faculty. The three exam ombuds persons work together as a team to handle all issues and problems relating to the organization of the exams.

Starting two weeks before the examination period and until five days after the examination results are announced, you can reach the examination ombuds desk by email (ombuds@ppw.kuleuven.be)

Opening hours between Monday 9th of January and the start of the examination period: Monday to Friday: from 9h to 12h30 and from 13h30 to 17h

Opening hours during the exam period: Monday to Friday: from 8h30 to 12h30 and from 13h30 to 17h an on Saturday from 8h30 to 12h30 and from 13h30 to 17h

Telephone: 016/32.58.45

Adress:  
Examenombudsdienst PPW
Rooml VHI 00.33

Dekenstraat 2 – Bus 3705
3000 Leuven