Ombuds service during the academic year (except the exam periods)

What does the ombuds for teaching do?

1. Personal issues and conflicts

According to the regulations on education and evaluation the ombuds person acts as a mediator with whom students can discuss during the academic year aspects of the provision of education which, in view of their personal nature, cannot be adequately addressed by the regular faculty authorities. The education ombudsperson mediates between the student(s) involved, the lecturers and the management bodies. If mediation does not lead to a final solution, the ombuds will consult with the vicedean of education, who will then decide on further actions.

In case you are victim of harassment, violence of sexual misconduct, you can contact the ombuds person of the faculty but you can also address a person independent of the faculty, you can ask the ombuds for the contact details or you can ask for the contact details at the Psychotherapeutic Centre.

2. Formal complaints on teaching provisions 

Individual students with formal complaints in relation to the teaching provisions contact the ombuds service. Students are asked to deliver all possible elements and documents that testify their complaint. The ombuds person will then investigate the issue further and consult both parties. The ombuds person then files the complaint (anonymously) to the vicedean of education (Leuven) or the program director (Kortrijk). They decide on the follow-up and the decision.

When several students have the same problem with e.g. a program or a course, you contact your student representatives. They will then discuss the issue with the program director.

3. Students with a risk of problems in study or internship

The faculty encourages the open discussion between students and staff regarding study-related, individual concerns, in order to provide a suitable educational environment.  Both the student and the faculty member can take the initiative for a consultation. During the consultation the concerns are made explicit as well as possibilities for improvement are discussed. The necessary steps for improvement as well as the further agreements  are documented. Both parties keep an agreed report of the consultation.  In case where both parties do not reach a solution, the ombuds person will be informed. Students are encouraged to openly address possible risks with members with the ombuds person as soon as possible. The sooner you take initiative to make yourself and possible risks visible, the sooner and easier it will be to find suitable solutions. In case you are invited by the ombuds person for a consultation, you respond to this invitation immediately and make an appointment as soon as possible.

In order to provide a suitable educational environment and to optimize the match between students and specific study programs, the ombuds person will keep the professors responsible for internships updated. In every case you will be informed on the information that is passed on, and confidential information will not be shared without written consent.

The disciplinary board will be assembled only in extreme or exceptional cases.   

Who is your ombuds person for teaching?

Every program has an ombuds person for teaching. If you are an incoming Erasmus student, you contact the ombuds person from the program you are closest to. Ombuds persons take an independent, neutral position and are not involved in evaluation, coaching or guidance. They are bound by discretion and shared confidentiality.

You can contact your ombuds person via email to make an appointment. 

 (please click here for more information on the ombuds service concerning exams and evaluation)