1. HIW Examination and Plagiarism Info Session 2014-2015; Part I 23 September 2014

2. HIW Info Sessions Library Information Session General info session on the use of library; compulsory for all students; given by S. Spileers Wednesday, 1 October 2014, 13-14, room B Session on How to give a Good Presentation General info session on presentation skills; compulsory for all students, given by Prof. R. Friedman TBA Exam and Plagiarism Info Session Thursday, 11 December, 13-14, room B

3. We will learn today.... 1. What core information (dates and terms) you need to know 2. How you find this information 3. What you need to do to enroll for exams and when 4. Which exams you need to enroll for and when 5. What additional important information you need to know

4. What study information do you need? 1. On the programme requirements → your study programme → evaluation  Terminology  Course evaluation and evaluation methods  Organisation of exams 2. Contact information  Faculty teaching staff  Study progress support and advice  Exam ombuds 3. Dates and deadlines  Structure of the academic year  Deadlines

5. Organisation of exam sessions Structure of the academic year: 1st semester → 1 st (January) exam session 2nd semester → 2 nd (June) exam session (also for year- long courses) → 3 rd (September) retake session NB: retakes from the 1 st exam session possible only in the 3 rd exam session Academic calendar Programme Guide +Online course description (“ECTS- fiche”)

6. Organisation of exam sessions Exam sessions dates: 1 st exam session: Mon 12Jan. 2015 - Sat 31Jan. 2015 2 nd exam session: Mon 8 June 2015 - Sat 27 June 2015 3 rd exam session: Mon 17 Aug. 2015 - Sat 5 Sept. 2015  For the 1 st and 2 nd exam session you get to know your exact exam dates after you sign up for courses via ISP → IES. NB: Exam dates are not assigned, You make your schedule.  For the 3 rd exam session you sign by 15 July (strict!) and you get to know the exam dates at the beginning of August. Exam dates are assigned.

7. Organisation of exams BA Lecture course: oral/written exam + paper MA Lecture course oral/written exam/paper All seminars: ‘continuous evaluation’ = participation + presentation + paper  Oral exam: usually 2 questions assigned, then around 20- 30 min for preparation, then ‘presentation’ of answer – NB: variations here  Written exam: usually of 3 hours, only bilingual dictionaries allowed; write eligibly!

8. What is expected at an oral exam? Structure and clarity (speak loud and clear) Stay to the point Explain key terms and concepts Don’t just read off your presentation! Time limit Tips: o Body language, eye contact with the examiner o Attitude o Appropriate clothing o Be honest

9. What is expected at a written exam? Structure and clarity Explain key terms and concepts Write as much as you know Time limit Tips: o Read the question carefully and then just think about it for a while o Make a plan/outline of your answer o Underline the key arguments o Write eligibly (write down your name)

10. What is expected from participation/presentation/paper? Participation/presentation: variation, check with the instructor Paper:  some variation (length, research question) but importance of formal requirements (referencing, English, etc.)  deadlines for submission: BA & MA: Deadline for all 1st semester written work: Friday, 9 January 2015 o MPhil Exception: MPhil seminars papers: Friday, 16 January 2015 BA & MA: Deadline for all 2nd semester written work: Tuesday, 26 May 2015 o MPhil Exception: MPhil seminars papers: Friday, 12 June 2015 BA & MA & MPhil: Deadline for submission of written work for the third examination session: Monday, 17 August 2015  generally agreed but variation possible (check with the instructor)

11. KU Leuven Online Tools Webmail: firstname.lastname@student.kuleuven.be Toledo: Electronic blackboard; Online portal to: o Course information o Course assignments, study material, etc. KU Loket: Online portal to important personal information: o Individualised course schedule o ISP: Individual Study Programme o IES: Individual Exam Schedule o Results, Study Progress File o Student information o Registration

12. Startpage KU Loket 12

13. Where/How to find the information 1. HIW Eng Homepage = your gateway to all kind of info and KU Leuven online portals: http://hiw.kuleuven.be/eng/http://hiw.kuleuven.be/eng/ 2. The Programme, Teaching and Exams webpage (with all the links): http://hiw.kuleuven.be/eng/programmes/index.htmlhttp://hiw.kuleuven.be/eng/programmes/index.html 3. Particular webpages (for the thesis, BA paper, calendar, the Writing Lab, etc.) 4. The Study Guide: the summary of all the info/deadlines/etc.: http://hiw.kuleuven.be/eng/programmes/studyguide1415, available also in good old hard copy http://hiw.kuleuven.be/eng/programmes/studyguide1415 5. Emails: check your student email account regularly to stay informed

14. How to book exam dates? 1. You have checked the Programme Guide and you know which courses you need+want to follow (both semesters). 2. You have booked course these in your ISP (status: initial → saved); these courses are on your Toledo, you have personalised schedule 3. You start making the final choice of your choices (due 8 October) 4. You have made the final choice; you go to your ISP; clean up and save it again

15. How to book exam dates? 5. You go to your Individual Exam Session (IES) in your KU Loket and book the exam dates (1st and 2nd exam sessions; you save your choice (purple → green) 6. You go back to your ISP and send it (status: saved → sent) NB: you can’t send the ISP before the IES is complete NB: if you have problems with any of the steps above, try using a different browser (e.g. Chrome is not recommended

16. Which exams to book and when For the 1 st and 2 nd exam sessions (via IES):  you book only dates for written exams (usually 1 date) and oral exams (more dates); times will be assigned later on  Check your schedule a day before each exam!  you don’t book anything for papers/thesis/defence For the 3 rd exam session (via Study Progress File):  You sign up for retakes as such → you sign up for oral/written exams + papers, including the BA paper and thesis – or else these won’t be accepted!  Deadline to sign up: 15 July (strict!)  Exam dates: beginning of August (2 weeks before exam session)

17. Individual Exam Schedule (IES) IES = Individual Exam Schedule IES is linked with ISP

18. Individual Exam Schedule (IES) 18

19. My IES 19

20. IES Points of Attention 1. After you choose the exam dates, do not forget to save the choice (please see the link above for the IES manual). 2. You can only send your ISP after you have booked examination moments for all course units you signed up for. This applies to course units evaluated by an oral or written exam. 3. There is no need to sign up for submission of papers; including the BA or the thesis, for the first and the second exam session. This is only required for the third exam session (please see point below). 4. The ISP is linked to the IES. If you book the course, the exam options will appear in the IES. If you drop the course from the ISP, the given exam will disappear from the ISP. But: 5. When you add the courses to your ISP in February, for the second semester, you may also need to book the exam dates for these in your IES, if these courses are evaluated by an oral or written exam. Otherwise you will not be able to resend the ISP.

21. IES Points of Attention 1. For the third exam session, you need to sign up not only for the written and oral exams you want to (re)take but also for the papers you want to submit, as well as the BA paper or the thesis or else the paper/thesis you submit and the exam you take will not be recognized. Do not forget that the deadline to register for the third exam session retakes is 15 July. 2. For the first and second exam session you sign up for individual exam dates directly in your IES (Individual Exam Schedule). For the third exam session, you sign up for a course unit retake as such in your Study Progress File, ‘3 rd exam session tab’, and you are assigned the exam dates in your IES two weeks before the start of the third exam session (that’s the beginning of August). For the third exam session you do not get to choose individual exam dates. 3. When making travel arrangements for the summer, keep in mind that the third exam session starts on 17 August 2014. 4. If you decide not to participate at the exam and you want to cancel your registration for the exam, you can do so in your IES (from two weeks before the start of the examination period until one week after).

22. Important (ISP and IES -related) dates 8 October 2014: All students: Last day for submission of the Individual Study Programme (ISP) for the whole year (after this date the students will be assigned the ISP). No changes to first semester and year-long classes are admissible after this date. → IES completeIndividual Study Programme (ISP) 9 February till 25 February 2015: All students can make changes to their second-semester classes via their Individual Study Programme (ISP) → IES complete Individual Study Programme (ISP) For all the other dates (submission deadlines, end of classes, etc.), see the HIW Administrative Calendar at http://hiw.kuleuven.be/eng/calendar/index.html or the Study Guide http://hiw.kuleuven.be/eng/calendar/index.html

23. Evaluation and Grading Grading scale: 0 – 20; 10/20 passing = credit To pass the programme ≠ to pass all course units → tolerance: Tolerance in the BA: Tolerance possible for 10% of actually taken credits (=18 credits in full BA; 12 credits can be used in 1 st BA) Tolerance can only be used: - for a fail 8/20 or 9/20 (tolerable failure) - if cumulative study efficiency (CSE) at least 50%; CSE is a ratio of credits you signed up for and obtained NB: no tolerance can be applied for Research and Writing Tutorial and BA Paper with Seminar

24. Evaluation and Grading Tolerance in the MA – granted by exam committee For 1 grade 9/20, if distinction = 68% achieved (→ levels of achievement) No tolerance possible for the MA thesis Tolerance in the MPhil - granted by exam committee For 1 grade 9/20, if distinction = 68% achieved (→ levels of achievement) No tolerance possible for the MPhil thesis, Common Seminar (if failed) and all Major seminars NB If the student does not agree with tolerance, let the student secretariat know within 5 days (also for BA Abr and 3BA students) after announcement of results

25. Announcements of Grades Dates of announcement of results Wed. 11 February 2015 – for the first (January) examination session Wed. 01 July 2015 – for the second (June) examination session Wed. 09 September 2015 – for the third (September) examination session  Deliberation and Proclamation Feedback on exam results 5 days after announcement of results It is not a negotiation of grade! Right of appeal 5 calendar days after announcement of results

26. Exam Attempts In the BA and MA: the student can enrol for a course unit (including the BA paper and the thesis) two times (that is, in two academic years). The third enrolment is only possible if the student has obtained the CSE of at least 50%. If not refusal for 3 years. In the MPhil programme the student can enrol for a course unit (including the MPhil thesis) three times (that is, in three academic years). Afterwards refusal for 3 years. NB: refusal in both cases apply to the whole programme/subsequent programme NB: students are only obliged to retake required courses!

27. Study Progress: Binding Study Advice BA 1 st BA (if 120 credits needed for the degree ), start in September 2014 e.g. If you don’t get CSE of 60% in January 2015 → binding study advice, you need to get 50% by September 2015 If you don’t get CSE of 50% in September 2015 → binding study condition, you need to get 50% by September 2016 (so in 2015-2016) If you don’t get CSE of 50% in September 2016 – refusal to enroll for 1 year NB: Take therefore max. 60 credits this year (min 54 and max 66)

28. Revision of Terms Passing the course = Credit obtained Failing the course = no credit obtained Tolerance for some failures under some conditions Cumulative study efficiency (not for the MPhil) Diploma percentage → level of achievement/overall percentage Study progress Exam attempts Binding study condition (only 1 st BA, if more than 120 credits towards the degree) Deliberation – proclamation Exemption

29. HIW Exam Ombuds If for serious reasons you cannot participate at the exam you registered for but you would still like to take it in the given exam session, please contact the exam ombuds ASAP. If for serious reasons you cannot submit the paper by the deadline, please contact the exam ombuds ASAP. If for serious reasons you cannot submit your BA paper/thesis by the deadline, please contact the exam ombuds ASAP. Keep however in mind that changing exam dates/postponing paper deadlines is only allowed in serious circumstances it is not possible because of flight tickets or holiday plans. Individual arrangements with the professor are not allowed. Any other problems: Emilia or the HIW Exam Ombuds

30. How to contact + Other info Study progress support and advice (Emilia not IAM!): International.programme@hiw.kuleuven.be HIW Examination Ombudsperson: http://hiw.kuleuven.be/eng/programmes/exams/ombuds/ombu dsperson.htmlhttp://hiw.kuleuven.be/eng/programmes/exams/ombuds/ombu dsperson.html or at Ombuds@hiw.kuleuven.beOmbuds@hiw.kuleuven.be Summary of exam regulations, organisation: http://hiw.kuleuven.be/eng/programmes/index.htmlhttp://hiw.kuleuven.be/eng/programmes/index.html (under “Exams”) KU Leuven website for students (good for terms!): http://www.kuleuven.be/english/education/student

31. Anything else of importance? Graduate Student Conference, 27 March 2015: http://hiw.kuleuven.be/eng/events/graduatestudentconference /index.html Thursday lectures + other events Newsletter: http://hiw.kuleuven.be/ned/nieuws/index.html The HIW Writing Lab: http://hiw.kuleuven.be/eng/programmes/writinglab/hiwwritingl ab The NFK – student organisation http://nfk.be/

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34. Points of Attention: Rules for composing the ISP: BA The Bachelor students enrolled for the first time in the first stage of the programme: take min. 54 and max. 66 credits per academic year are recommended to take 60 credits per academic year can take between 25-35 credits per academic year if they enrol part-time (only available for EEA students and in some cases for non-EEA students) cannot take less than 25 credits per academic year unless they have been granted a special status/permission by the faculty

35. Points of Attention: Rules for composing the ISP: BA can adjust their programme at the beginning of the second semester so that they take only between 12 and 18 credits in the second semester follow the programme requirements as set out in the programme guide Please note that if you have been admitted with advanced placement you should contact the HIW International Programme Office with regard to your ISP.

36. Points of Attention: Rules for composing the ISP: BA The Bachelor students re-enrolling for the programme: can take more than 66 credits per academic year if they have cumulative study efficiency of at least 70% for this programme are recommended to take 60 credits per academic year cannot take less than 25 credits per academic year unless they have been granted a special status/permission by the faculty are required to sign up for any and all required course units of preceding stage they did not obtain the credit for, provided these course units are offered in the given academic year

37. Points of Attention: Rules for composing the ISP: BA are not required and recommended to sign up for any elective courses and seminars they did not obtain the credit for in the previous academic year follow the programme requirements as set out in the programme guide 3BA and BA Abr students: when signing up for the BA paper with seminar they need to choose the option/seminar

38. Points of Attention: Rules for composing the ISP: BA Abridged The BA Abridged students enrolling for the first time in the programme: take between 64 and 65 credits per academic year can take between 25-35 credits per academic year if they enrol part-time (only available for EEA students and in some cases for non-EEA students) cannot take less than 25 credits per academic year unless they have been granted a special status/permission by the faculty follow the programme requirements as set out in the programme guide

39. Points of Attention: Rules for composing the ISP: MA The Master students enrolling for the first time in the programme: take at least 60 credits and no more than 66 credits per academic year can take between 25-35 credits per academic year if they enrol part-time (only available for EEA students and in some cases for non-EEA students) cannot take less than 25 credits per academic year unless they have been granted a special status/permission by the faculty follow the programme requirements as set out in the programme guide

40. Points of Attention: Rules for composing the ISP: MPhil The MPhil students enrolling for the first time in the programme: take at least 60 credits per academic year can in principle take any credits above the required 60 credits but are not recommended to do so will need to pay extra tuition fee if they take more than 66 credits follow the programme requirements as set out in the programme guide (see also above, under Programmes of Study) has to choose Major upon registration or else no ISP

41. Points of Attention: Rules for composing the ISP: all students All students should pay special attention to the following: If you have problems opening/saving/etc. your ISP, please try using a different browser. Chrome, e.g., does not work well with KU Leuven applications. It is important how many credits the student books and obtains at the end of the academic year, that is after the third (September) exam session. The division of credits between the semesters is of no importance in this regard since it depends largely on scheduling of required courses and student’s choice of electives.

42. Points of Attention: Rules for composing the ISP: all students The student can take each course unit, under a certain course unit, only once (regardless of the programme in which it is offered), provided s/he passed it/applied tolerance for it. As of 2014-2015 retaking exams/resubmitting papers which the student passed is not possible (in the same or the next academic year).

43. Points of Attention: Rules for composing the ISP: all students The student should make sure to double-check her/his ISP before the closing deadlines to see whether s/he has no 'extra' courses in it (that is, courses s/he decided to drop) or any 'missing' courses (that is, courses s/he decided to follow). It will not be possible to drop/add these courses to the ISP later in the academic year (after the ISP deadlines have passed). The student should keep in mind that courses booked in her/his ISP and not the courses that appear on her/his Toledo count towards her/his official study programme.

44. Points of Attention: Rules for composing the ISP: all students Students in 3BA, BA Abr, MA and MPhil who would like to take an extra course for credit, out of interest, can do so via the so-called 'credit contract', which will have no impact on their regular programme. Students in a final stage of the BA, or in the BA Abridged, MA, MPhil (graduation students): if you book the course as part of your programme you will need to complete the course (or tolerate/have it tolerated, if possible) to complete the programme, even if the course comes on top of your min. required credits for the degree. Courses booked under credit contract have no impact on your regular programme.

45. Points of Attention: Rules for composing the ISP: all students Check also http://hiw.kuleuven.be/eng/programmes/isp.html http://hiw.kuleuven.be/eng/programmes/isp.html Read carefully http://hiw.kuleuven.be/eng/programmes/studyguide1415 Should you still have any questions regarding your ISP, please contact the HIW International Programme Office (Emilia) at international.office@hiw.kuleuven.be.