Regulation on enrolment, tuition fees and examination fees 2009-2010

Adopted by the Executive Board on 7 April 2009 Chapter I Enrolment

Article Scope of this regulation 1. This regulation relates to students and external students of standard programmes (included in the CROHO). Chapters III, IV and V do not apply to accredited programmes which are not government-funded. Article 2 Application for enrolment 1. An application for enrolment is only possible with an application form from the Student Administration department of the ICS Expertise Centre. 2. For enrolment per 1 September, the completed and signed application form should be submitted to the ICS Student Administration department between June and 31 August. 3. For enrolment at a later date in a particular academic year, the completed and signed application form can be submitted to the ICS Student Administration department at any point in time. 4. The application form should be accompanied by the following documents: a. for first-time applications to Leiden University: - for potential students with Swiss nationality or the nationality of one of the countries of the European Economic Area (EEA), a recent (no more than six months old) certificate from the Municipal Records (GBA) and a copy of the passport page showing the holders personal details. - for potential students who do not have Swiss nationality nor the nationality of one of the countries of the EEA, a copy of the passport page showing the General Residence permit (residence sticker) or a confirmation of receipt from the IND and the request to transfer the appropriate fee, a recent certificate from the Municipal Records or an interim confirmation of receipt from the GBA and a copy of the passport page showing the holders personal details; - for enrolment in a bachelors programme: examination diplomas on the grounds of one of the articles 7.24 to 7.30 of the WHW; - for enrolment in a masters programme: a bachelors diploma which gives entry to the relevant masters programme as set out in the OER on the basis of article 7.13 III WHW, or a proof of acceptance for entry for the relevant masters programme; b. for first-time applications to Leiden University for the first-year (propaedeuse) stage of a programme, for which on the basis of article 7.57a, paragraph 2 of the WHW proof of acceptance for entry has been provided: the appropriatge proof of acceptance for entry; c. For application as an external student: the statement from the faculty/department that tests or examinations may be taken without the candidate making use of any form of teaching, as well as the stagementg from the candidate that he or she will not make use of any form of teaching (the external candidates statement); d. For enrolment at a later date than 1 September: the statement of no objection from the faculty/department, unless the date of enrolment is a formal starting date as set out in the OER of the relevant programme. 5. For students who do not have Dutch nationality and who apply for a programme, enrolment will be arranged through the International Office. Article 3 Enrolment conditions Enrolment will only take place if the tuition fees or examination fees due in accordance with article 22 have been paid and if relevant the documentions mentioned in article 2, paragraph 4, are in the possession of the Student Administration department of ICS.

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Article 4 Enrolment starting date 1. If enrolment is requested with effect from 1 September and all the required conditions of enrolment have been met before this date, enrolment will take place with effect from 1 September. 2. If enrolment is requested with effect from 1 September and all the conditions of enrolment are met only on or after this date, enrolment will take place on the first day of the month in which the last-remaining condition is met. 3. If enrolment is requested for a later date than 1 September and all the conditions of enrolment have been met before this date, enrolment will take place with effect from the later date requested. 4. If enrolment is requested for a later date than 1 September and all the conditions of enrolment are met only on or after this date, enrolment will take place with effect from the first day of the month in which the last-remaining condition is met. 5. The type of enrolment as a student can be modified (full-time and/or part-time, and/or dual) during the academic year, provided a statement of no objection is issued by the relevant department. Article 5 Identity card 1. As soon as possible after the first enrolment at the University has taken place, the candidate will be issued with an identity card. 2. The identity card is only valid if it includes a passport photo of the student. 3. The identity card remains valid for the duration of the study period. Article 6 Proof of enrolment/Student ID card 1. As soon as possible after enrolment has been completed, the relevant department will issue a proof of enrolment. At the same time, a statement of enrolment for general use will be issued. 2. As soon as possible after enrolment has been completed, a proof of registration will be issued per department which is accredited but not government-funded. 3. The proof of enrolment or registration is only valid in combination with the identity card mentioned in article 5, and if this is signed by the person concerned. 4. Any student or external student who makes use of the teaching or examination facilities is obliged to present his or her proof of enrolment/student ID card or registration and a formal proof of identity (passport, identity card or residence permit) if so requested by the Executive Board or a person appointed by the Executive Board. Chapter II Termination of enrolment as a student

Article 7 Termination of enrolment 1. A students enrolment in a programme can only be terminated in the course of an academic year on the grounds of one of the conditions mentioned in this Chapter. 2. A request for termination of enrolment in the course of an academic year should be submitted in writing, whereby use of the appropriate forms may be stipulated as compulsory. 3. An application for termination of enrolment in the course of an academic year will only be honoured after the proof of enrolment/student ID card or registration for the programme in question has been returned. 4. A request for termination of enrolment should be submitted to the Student Administration department of ICS; for students who do not have Dutch nationality, this should be arranged through the International Office. 5. In line with the Code of Conduct for International Students in Dutch Higher Education, the University will inform the IND when a students enrolment is terminated.

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Article 8 Termination of enrolment following final examination 1. Enrolment will be terminated on request with effect from the first month following the month in which the final examination of a programme has been passed, if the request is submitted at the latest by the month following that in which the examination was passed. 2. Enrolment will be terminated on request with effect from the first month following the month in which the request is submitted, if the request is submitted later than in the month following that in which the final examination was passed. This may also be in a later academic year than the academic year in which the final examination was passed. Article 9 Termination of enrolment in the event of illness or special family circumstances 1. In the event of illness or special family circumstances, enrolment can be terminated on request with effect from the month following the second whole month in which the applicant in the opinion of the Executive Board was not able to participate in the study. Article 10 Termination of enrolment in the first year (propaedeutic year) 1. Enrolment will be terminated, on request, during the first year of enrolment for the first-year (propaedeutic) stage with effect from the second whole month following the month in which the request is received. Article 11 Termination of enrolment in the event of waiting times 1. If the structure of a programme in terms of the sequencing of practical exercises as well as the times when these can be followed means that a student is unable to follow the programme for a length of time (waiting times), enrolment will be terminated, on request, with effect from the first whole month following the month in which the request is received. Article 12 Termination of enrolment on other grounds 1. Enrolment can also be terminated on request on the grounds of circumstances other than those mentioned in the previous articles, with effect from the second whole month following the month in which the request is received, if in the opinion of the Executive Board failure to end the enrolment can be considered demonstrably unfair or unreasonable. In such instances, a situation must have arisen in the course of the academic year, outside the students control and of which the student concerned was unaware at the time of enrolment. 2. If enrolment is terminated on the grounds of the first article, it is not possible to enrol again in the course of the same academic year. Chapter III Section 1 Tuition and Examination fees due General stipulations

Article 13 Definitions 1. In this chapter, statutory tuition fees are understood to mean: the tuition fees for full-time programmes as referred to at the start of article 7.43, paragraph 1, of the WHW applicable to students with Swiss or Surinamese nationality or that of one of the member states of the EEA and who are not yet 30 years of age at the start of the academic year. 2. In this chapter, low premium is taken to mean: the difference between the statutory tuition fees for full-time programmes and the tuition fees for those programmes which are established by the Executive Board on the grounds of article 7.43, paragraph 2, of the WHW. 3. In this chapter, high premium is taken to mean: the difference between the statutory tuition fees for full-time programmes and the tuition fees for those programmes which are established by the Executive Board on the grounds of article 7.43, paragraph 2 of the WHW, applicable to students to whom paragraphs 1 and 2 are not applicable.

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Article 14 Maximum tuition and examination fees 1. If a student has Swiss or Surinamese nationality or that of one of the states of the EEA, the tuition fees for enrolment in a full-time programme will never exceed the sum of the statutory tuition fees, plus 1 x the low premium. 2. The Executive Board sets the maximum amount of tuition and examination fees that a student is due to pay for enrolment in an academic year for more than one programme. 3. If a student enrols in 2008-2009 for more than one programme and the student has Swiss or Surinamese nationality or that of one of the members of the EEA, he or she will pay the tuition fees for the programme for which the highest tariff applies. 4. There is no maximum tuition fee for the enrolment of students who do not have Swiss or Surinamese nationality or that of one of the countries of the EEA; for enrolment as an external student there is no maximum examination fee. Section 2 Tuition fees for full-time programmes

Article 15 Statutory tuition fees and the premium applicable For enrolment in any full-time programme, without prejudice to the stipulations of paragraph 4, tuition fees are due to the sum of the statutory tuition fees, or the statutory tuition fees plus the premium or a pro-rata share of the premium. Article 16 Statutory tuition fees for full-time programmes 1. For enrolment in any full-time teaching masters, tuition fees are due to the sum of the statutory tuition fees.. 2. A (refugee) student who receives a grant from the UAF is due to pay tuition fees to the sum of the statutory tuition fees. 3. For enrolment in any of the remaining full-time programmes, the statutory tuition fees apply for: a. a student who has not yet reached the age of 30 years before 1 September of the academic year in which he enrols, and who has the nationality of one of the member states of the Agreement on the EEA plus Switzerland Surinam; b. an international student other than as referred to under a. who receives a study grant pursuant to the Study Grant Act 2000. Premiums for statutory tuition fees for full-time programmes related to the extent of the study grant entitlement. 1. If a student has reached the age of 30 at the start of the academic year and has Swiss or Suranimese nationality or that of one of the states of the EEA, a sum is due to the amount of the statutory tuition fees plus the low premium. 2. If a student as referred to in the previous paragraph enrols as a student in more than one programme, only the amount of the statutory tuition fees is due plus the low premium. 3. Students, with the exception of students as referred to under article 16, paragraph 3, who do not have Swiss or Surinamese nationality or that of one of the countries of the EEA, and who are enrolled in a masters programme are due to pay the statutory tuition fees for enrolment plus the high premium. Article 17

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Section 3

Tuition fees for part-time and dual programmes

Article 18 Tuition fees for part-time and dual programmes 1. If a student has not yet reached the age of 30 years at the start of the academic year, the lower tuition fees for a part-time or dual programme as established by the Executive Board pursuant to article 7.44, paragraph 1, of the WHW are due. 2. If a student has reached the age of 30 at the start of the academic year, the tuition fees for enrolment in a part-time or dual programme the tuition fees as established by the Executive Board pursuant to article 7.44, paragraph 1, of the WHW are due. 3. If a student as referred to in the previous paragraph enrols for more than one programme, only a single tuition fee is due plus the premium. The tuition fees are established on the basis of the stipulations of article 14, paragraph 3. 4. Students, with the exception of the students referred to under article 16, paragraph 3, who do not have Swiss or Surinamese nationality or that of one of the members of the EEA, and who are enrolled in a masters programme are due to pay the statutory tuition fees plus the high premium. 5. Contrary to the stipulations of the previous paragraphs, for enrolment in any part-time or dual teaching masters programme, the tariff for tuition fees amounting to the statutory tuition fees is due . 6. Contrary to the stipulations of paragraphs 1, 2 en 3, a (refugee) student who receives a grant from the UAF is due to pay the tariff for tuition fees amounting to the statutory tuition fees. Section 4 Examination fees for external students

Article 19 Examination fees for external students 1. If an external student has reached the age of 30 at the start of the academic year, for enrolment as an external student in any programme, the examination fees established by the Executive Board pursuant to article 7.45, paragraph 1, of the WHW apply. 2. If a student has not yet reached the age of 30 at the start of the academic year, for enrolment as an external student in any programme, the lower examination fees as established by the Executive Board pursuant to article 7.45, paragraph 1, of the WHW apply. Section 5 Exemption and reduction of tuition fees

Article 20 Exemption from tuition fees for enrolment in an elective course A student who is enrolled at another higher education institution in the Netherlands for a standard programme (as included in the CROHO), and who wishes to take an examination element at Leiden University which is not given at this other institution, is exempted from paying tuition fees. Article 21 Reduction of tuition fees for enrolment after 1 September 1. In the case of enrolment after 1 September of the academic year, the tuition fees due pursuant to article 16 of the WHW, will be reduced by an amount equal to one-twelfth of the statutory tuition fees for each month that the enrolment takes place after 1 September 2. In the case of enrolment after 1 September of the academic year, the tuition fees due pursuant to article 17 of the WHW will be reduced by an amount equal to one-twelfth of the statutory tuition fees and one-twelfth of the premium for each month that the enrolment takes place after 1 September. 3. In the case of enrolment after 1 September of the academic year, the tuition fees due pursuant to article 18, paragraphs 1, 5 or 6, of the WHW will be reduced by an amount equal to onetwelfth of the lower tuition fees, as referred t in the relevant paragraph for each month that the enrolment takes place after 1 September.

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4. In the case of enrolment after 1 September of the academic year, the tuition fees due pursuant to article 18, paragraphs 2, 3 and 4, of the WHW will be reduced by an amount equal to onetwelfth of the lower tuition fees as referred to in article 18, paragraphs 1, 5 and 6, and onetwelfth of the lower tuition fees and the tuition fees as referred to in article 18, paragraphs 2, 3 and 4 for each month that the enrolment takes place after 1 September. Chapter IV Payment and reimbursement of tuition and examination fees

Article 22 Payment of tuition and examination fees 1. Payment of the tuition and/or examination fees can be effected by the following methods: a. a single authorisation for collection of the sum due; b. an authorisation based on participation in the instalment payment scheme. 2. Further conditions may be set for students who do not have a Dutch bank account 3. For a student who makes use of the instalment scheme, the tuition and/or examination fees due will be collected in the months September up to and including August of the relevant academic year in a number of instalments set by the Executive Board which will not be less than five and not more than 12. Use of this scheme is subject to an administration charge. For enrolment after September it is possible to pay the outstanding tuition fees for the remaining months of the academic year according to an instalment scheme adapted to the situation in question. Should collection of the tuition fees due not be possible (for example, because of an inadequate balance of funds) the Executive Board will set a period within which the tuition fees due must be paid. If the student fails to pay the tuition fees due within this period, the claim will be passed on to a debt collection agency. If the student fails to meet the claim and also pay the additional extra costs, his or her enrolment will be terminated/cancelled: in the case of an authorisation for a single direct debit of the tuition fees due: with effect from 1 September of the relevant academic year in the case of an authorisation for direct debit of the tuition fees due in instalments: with effect from the month for which the tuition fee instalment could not be collected. 4. Payment of the tuition fees as referred to in article 16 or article 18, paragraphs 1, 5 and 6, can be made by submitting a proof of payment of the tuition fees to another institution of higher education in the Netherlands if the student is enrolled for one or more full-time programmes at the institution for which tuition fees pursuant to article 16 or article 18, paragraphs 1, 5 or 6, would be due to Leiden University. 5. If a student, pursuant to article 4, paragraph 5, is due to pay a higher rate of tuition fees than he or she has paid, the student is required to make an additional pro rata payment of the difference. Article 23 Repayment/Reimbursement of tuition fees 1. With effect from the month in which enrolment for a programme pursuant to articles 8 to 12 is cancelled, or the student in question is deceased, one-twelfth of the tuition fees will be repaid for each remaining month of the academic year. 2. If a student is also enrolled at another institution of higher education for a programme for which statutory tuition fees are due and for which Leiden University has issued a proof of payment, no repayment will take place until the proof referred to has been returned. 3. If a student is due to pay a lower amount of tuition fees pursuant to article 4, paragraph 5, than he or she has paid, the pro rata difference will be repaid.

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Chapter V

Compensation payment

Article 24 Compensation payment Any person who makes use of teaching or examination facilities without being enrolled, is liable to make a compensation payment to the amount of the supplement, as referred to in article 13, paragraph 2, in addition to the tuition or examination fees due pursuant to Chapter III.

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