Submitting a request

Below are some examples of the various types of requests.

*Disclaimer: No rights can be derived from the information shown on this website. Requests are always processed and considered individually. The Examination Board will not automatically grant a request, even if it corresponds to one of these examples.

Process

A request to the Examination Board will be processed by at least two members of the Examination Board. Possibly, the Examination Board will have to consult your lecturer or study advisor, and it is also possible that you are requested to attend a hearing session to clarify your request. You will receive the decision by e-mail at your AUAS-mail or by post.

Processing time

Normally it takes four weeks (not including school holidays) to process complete requests. During the summer holiday it is possible to submit a request, but it might take longer before it will be processed. Take into account that it might take up to 3 weeks before you will receive the requested documents for GPA’s and statements of graduation during the summer holiday.

What do you need to consider when submitting a request?

The points below are important when submitting your request:

  • Describe clearly what you are requesting from the Examination Board.
  • Describe clearly why you are submitting your request to the examination board; what do you need it for?
  • Include all evidence that can substantiate your request (in case of personal circumstances, a statement from the student counsellor is sufficient).
  • Check whether your request complies with the guidelines on this page and with the Teaching and Examination Regulations (TER). The A-Z list on MyAUAS and the course catalogue already contain a lot of information, including the Student Charter and the Teaching and Examination Regulations (TER). The TER is an important document containing all regulations relating to exemptions, the education programme, exams, certificates, tests and assessments and the cum laude regulation.

Please note!

Submit a request by using the link to the request form below:

1 Exemption request

When can you submit a request for an exemption?
You may submit a request for an exemption if you are able to demonstrate that you have completed a similar course at minimum Bachelor’s level at another institution. A request for an exemption must be submitted before the starting date of the relevant course and must be substantiated with supporting documents.

How do you request for an exemption?
1. Choose the option 'request exemption' when submitting your request. Exemptions can only be requested per module.
2. Provide your request with a substantiation and supporting documents:

  • Explain why the courses correspond in terms of content;
  • Include a certified list of marks (signed and stamped by the university at which you followed the course) and add the study guide from the previously followed course when you file this request.
  • If your request is based on a degree certificate (diploma) outside of the AUAS, enclose a certified copy of your degree certificate or an official statement of graduation from the DUO diploma register.

After you have submitted your request, the evidence you have submitted will be verified in the DUO diploma register or with the Examination Board of the programme concerned. This verification can also take place afterwards. The Examination Board will contact you if additional information and/or proof is required.

2 Request for extra resit / exam opportunity

A request for an extra resit may only be submitted if there are specific circumstances. In this explanation you will read when you may submit this request and how to do this properly.

  1. You may submit a request for an extra resit in the case of personal circumstances (acknowledged by the student counsellor). The Examination Board will assess whether an extra resit is necessary.
  2. You may also submit a request if the relevant exam is the ultimate component of the final module that you need to complete in order to obtain your diploma. An extra resit will only be granted if no further opportunity is offered during the current academic year and if you have already used your two opportunities per academic year. In your academic requirements in SIS, all other modules must be completed (there is a grade present in SIS).
  3. You may also submit a request if the relevant exam is the ultimate component of the final module that you need to complete in order to obtain your diploma. An extra resit will only be granted if the regular exam opportunity is not offered within three months and if you have made use of the previous regular exam opportunities. In your academic requirements in SIS, all other modules must be completed (there is a grade present in SIS).

3 Request for approval minor

The Teaching and Examination Regulation (TER) of your degree programme states how many credits you must have obtained in order to take part in a minor.

You should first check if it is required that you ask permission for the chosen minor. You can do this by checking the admission matrix of FBE via the A-Z list on the minors page on MyAUAS.

You may submit this request if you wish to attend a minor that is not mentioned in the matrix (for example a ‘’Kies op Maat’’ minor or minor from another faculty).

If the Examination Board gives permission for a minor it still means that at the start of the minor you should meet these requirements. You must take care of the necessary forms required to register for the minor yourself. For further information contact the minor coordinator of your course. For more information about AUAS minors and entry requirements, see here .

4 Request for adjustment study programme

A request for adjustment of your study programme may be submitted, for example, if:

  • Your study requirements in SIS need to be adjusted after re-enrolment in the programme.
  • A module from your study programme in SIS needs to be replaced by another module

Before you submit a request to adjust your study programme, talk to your mentor/study advisor/coach and check the A-Z list on MyAUAS and in the course catalogue. On these pages you can already find a lot of information, including the Student Charter and the Teaching and Examination Regulations (TER).

5 Request for a special provision

In the event of special personal circumstances, you may be eligible to use a special provision when taking interim examinations. This provision may consist of:

  • an interim examination extension, which gives you more time to complete the interim examination
  • use of a dictionary
  • interim examinations in large-sized exam forms
  • a laptop or
  • special software

The Examination Board assesses these requests on the basis of the advice of the student counsellor. For some special provisions, the student counsellor is mandated to make a decision about your request on behalf of the Examination Board. Therefore, be sure to contact the student counsellor to check whether you are eligible to use a special provision before you submit your request to the Examination Board.

Please note: in the case of dyslexia, a request for additional time and/large-sized exam forms must be submitted via the student counsellor FBE .

6 Notification of a problem regarding registration of results in SIS

Lecturers enter your marks in SIS. In the event of difficulties, first get in touch with your lecturer and/or your own student career adviser. If the lecturer is unable to enter the grade himself and the Examination Board can determine that the mark is undisputed, the Examination Board can order the grade to be entered in SIS. Clearly explain what you have already done to solve this problem and attach relevant correspondence with your lecturer.

7 Request to add an extracurricular course / second minor to your programme

The results of an extracurricular course may in some cases be added to your grade list in SIS and mentioned on your degree certificate as an extracurricular course. This is a course that is not part of the academic requirements of your programme. Adding an extracurricular course requires approval of the Examination Board.

Please note the following rules:

  • Non-AUAS courses do not qualify as an extracurricular course. For these courses the receiving institute can provide a certificate or a statement.
  • Subjects that you completed in a previous programme are NOT eligible for inclusion as extracurricular subjects.
  • Honours programmes and excellence courses recognized by the degree programme are automatically included by the SIS team on the authority and the initiative of the programme manager.
  • In order to avoid disappointments, it is advisable to request for permission before you take the course.

In some cases, a second minor may also be mentioned in SIS and on your degree certificate as an extracurricular minor.

8 Question/request for information

Before submitting this request, check the A-Z list on MyAUAS and the course catalogue. You will find a lot of information on these pages, including the Student Charter, the Teaching and Examination Regulation (TER) and information about the Examination Board’s tasks.

9 Other requests

Clearly describe your request (provide a specific question and clear motivation) and add relevant documents. Before submitting this request, check the A-Z list on MyAUAS and the course catalogue. You will find a lot of information on these pages, including the Student Charter, the Teaching and Examination Regulation (TER) and information about the Examination Board’s tasks.

You may submit the following other request to the Examination Board:

A. Request for formal statement regarding graduation or foundation year

Do you need an official statement of graduation?

As soon as your diploma/foundation year certificate has been documented in SIS, you may submit a request for a statement of graduation via csa@hva.nl. You can see in SIS under the heading ‘degree programme information, degree certificates’ whether your bachelor diploma/foundation year certificate has been documented. If your diploma/foundation year certificate has been documented in SIS, it is also possible to download an official statement of graduation in Dutch through the DUO diploma register directly.

If your bachelor diploma/foundation year certificate has not yet been documented in SIS and you have obtained the required 240 or 60 ECTS, you may submit a request for a formal statement of graduation or foundation year from the Examination Board. Please note that it will take approximately 3 weeks before you will receive the requested documents.

Do you not yet meet the requirements, because you are unable to take exams due to the coronavirus and obtain the diploma needed on time to start another programme? Then you may submit a request for a statement of the Examination Board. Make sure you submit your request on time and provide your request with the following information/documents:

  • A proof of enrolment in the programme you have in mind
  • The admission requirements of the programme you have in mind
  • An explanation as to why you have been unable to take exams due to the coronavirus and obtain your diploma on time

B. Request for GPA (Grade Point Average)

The Grade Point Average (GPA) shows your average test result, weighted according to the number of credits, and expressed in a value indicating the level of academic performance according to an international standard.

What does and does not count towards the average?

  • Only the results for course modules are included.
  • Exemptions and extracurricular modules are not included.
  • If an exemption has been granted for more than a third of the curriculum in the main phase, an average mark will not be calculated.
  • In Bachelor’s programmes, the average mark is calculated on the basis of all the modules in the main phase curriculum. This aligns with the cum laude designation, which is calculated separately for the first-year phase and main phase.
  • Modules assessed with a pass/fail or completed rather than a numeric mark are not included in the calculation.

The GPA will be sent by post. On request it can be sent directly to the educational institution. Clearly indicate this in your request, including the department and the address where you want your GPA to be sent to. Please note that it might take up to 3 weeks before you will receive the requested documents.

C. Appeal against a negative decision starting minor/placement/graduation

You may lodge an appeal with the examination board of your cluster if you have received a negative decision from the programme manager regarding the commencement of the minor/work placement/graduation phase because you do not satisfy the academic progress requirements. Clearly explain why you disagree with the decision. Add relevant documents, such as a copy of the decision.

Published by  AZ editors FBE 16 March 2022