HIW Welcome and Info Sessions September 2014

HIW Welcome and Info Sessions Monday, 22 September pm: BA, MA & MPhil: Welcome and Orientation Sessions for International Programme students, followed by Programme Requirements Information Meeting for BA and BA Abridged, Room B 4pm: 3BA & BA Abr: Information meeting on Bachelor’s Paper with Seminar, Room B 5.30pm: MA & MPhil: Information meeting MA & MPhil programmes, Room B 6.30pm: MA & MPhil: MA & MPhil Thesis Workshop and Fair. Room B Monday, 22 September 2014 Classes begin 1pm: BA, MA & MPhil: Exam and Plagiarism Info Session, Room B

We will learn today 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 courses and when 4. Which courses you need to enroll for (separate programme info sessions) 5. What additional important information you need to know

First things first Register as a student at KU Leuven o Go to International Admissions and Mobility Unit: Naamsestraat 63, 3000 Leuven; read carefully the letter of admission for documents you need to bring o Go to Registration Office: Naamsestraat 22, 3000 Leuven 2. Set up your student account based on the activation card you receive o You use the same user name and passwoord for Student Webmail, KU Loket and Toledo o You find the quick links to these on the homepage of the HIW: o as well as more....

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

KU Leuven terminology Structure of the academic year (2 semesters, break, study block, exam session, no classes in summer) HIW Adminstrative Calendar: also the Study Guide Programme Guide: Programme Guide  programme structure  online course descriptions (“ECTS- fiche”) Course (lecture course) vs Seminar/Tutorial (attendance required and part of evaluation) Required vs Elective Courses/Groups Core courses Exams related terms (→Tue, 23 Sept. Exam Info session)

Programme Guide 7 Credits Course title Stage Year in which course is normally followed) Course code Instructor

How to check the class schedule 8 Hoover over de blue text with your mouse to see more details. Then click on the room, professor, etc. to see more info. Double-check the schedule (2 nd semester to be finalised)! Use these buttons to go to another week, or to make a list of the whole semester. Recommended!

KU Leuven Online Tools Webmail: 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 NB: Toledo vs KU Loket

Startpage KU Loket 10

Where/How to find the information 1. HIW Eng Homepage = your gateway to all kind of info and KU Leuven online portals: 2. The Programme, Teaching and Exams webpage (with all the links): 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.: available also in good old hard copy s: check your student account regularly to stay informed

How to choose the courses Check the Programme Guide for the programme requirements and scheduling Check for schedule and for conflicts in your schedule by simulating your schedule in ISP Check for content (especially with regard to elective courses and units); attend the class before you book it in yor ISP Check for expectations/ required previous knowledge If an elective course/seminar: ‘check for your interest’ Formally and Officially: KU Loket → ISP

Individual Study Programme (ISP) Online application to enroll for the courses via KU Loket 1. 13

My individual study programme (ISP) 14 Send ISP: Only use this button when your ISP is complete and finished ! Make a remark about your ISP. The ISP responsible will see it. See all previous remarks Note: Don’t use the remarks field for urgent things. (then use )

ISP Symbols 15

How to book the courses in the ISP Based on the programme requirements, book the courses in your ISP and save it. NB. You need to book courses for both semesters. From 9 till 25 February you can make changes to the 2 nd semester courses, but not to year-long courses. You have then your personalised schedule available. As the deadline for submission of the ISP (8 October) is approaching, double-check your ISP and save the final version of your ISP. Go to the individual exam schedule (IES), also at KU Loket and book all oral and written exam dates. (No booking for papers/thesis). Save your choice.

How to book the courses in the ISP Go back to your ISP and send/submit it. I (Emilia) am your ISP responsible and will receive it and approve it. Approval by 15 November. If there is a problem I will contact you so please check your student regularly. NB: if you have problems with any of the steps above, try using a different browser (e.g. Chrome is not recommended)

How to book the courses in the ISP Keep in mind: You won’t be able to send your ISP before your IES is complete Once you send your ISP, you can’t make any changes to it Don’t forget to send/submit your ISP or else I will approve the saved version (so surprises, maybe!) If your ISP is not filled in, I will assign you a standard programme Check and double-check your ISP to avoid any extra or missing courses due to which you may not be able to graduate!

How to contact Faculty (teaching and administrative) staff: or else Study progress support and advice (Emilia not IAM!): HIW Examination Ombudsperson: dsperson.htmlhttp://hiw.kuleuven.be/eng/programmes/exams/ombuds/ombu dsperson.html or at For any other KU Leuven staff, use the KU Leuven Who's Who search tool at

Important (ISP-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.Individual 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) Individual Study Programme (ISP) For all the other dates (submission deadlines, end of classes, etc.), see the HIW Administrative Calendar at or the Study Guide

Anything else of importance? Learning Account – points of attention: If you are combing programmes (especially Bachelor and Master’s) you should be especially careful with your learning account. Please do check your learning account in your Study Progress File in KU Loket, especially if you are thinking of not completing in the third exam session all credits/ course units you booked. Students with learning account equal zero or with negative learning account will not be allowed to re-register. Learning account is not applicable to the MPhil and doctoral programme. For more information and examples, see:

Anything else of importance? Erasmus+ Exchange Programme: BA and MA students can study abroad for one semester only, the first or the second semester. They take courses at the host institution, which, when approved by the exchange coordinator, are considered equivalent to courses taken at KU Leuven. We have agreements with universities in London, Paris, Berlin, Istanbul, Barcelona, Dublin, Lisbon, etc. Details about all the application procedures and regulations can be found at the webpage: Study abroad will not only give an extra touch to your degree and CV; it is a once-in-a-lifetime experience and opportunity that you should not miss!

Anything else of importance? Graduate Student Conference, 27 March 2015: /index.html Thursday lectures + other events Newsletter: The HIW Writing Lab: ab The NFK – student organisation

Anything else of importance? Netiquette Be on time! Read your student regularly! Check Toledo regularly! If you are not sure about anything, ASK on time! Info French for Reading Knowledge (required test: 10 October) Do not forget that you here in Leuven to study!

Enjoy your stay! 25

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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 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

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 The Study Guide, p.18 NB: Research and Writing Tutorial – pass! Please note that if you have been admitted with advanced placement you should contact the HIW International Programme Office with regard to your ISP.

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

Points of Attention: Rules for composing the ISP: BA are not required and not 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 the Study Guide, p.18

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 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 the Study Guide, p.21

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 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 the Study Guide, p.27

Points of Attention: Rules for composing the ISP: MPhil The MPhil students enrolling for the first time in the programme: has to choose Major upon registration or else no ISP take at least 25 credits per academic year (unless completing the programme) 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 the Study Guide, p.31 NB: Common Seminar, pass/fail

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.

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 retaking exams/resubmitting papers which the student passed is not possible (in the same or the next academic year).

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.

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.

Points of Attention: Rules for composing the ISP: all students If you like to add a course to your ISP as an elective, which is not listed in the study programme, you can do so via ‘free selection’ function at the bottom of the ISP. Keep in mind that to have such addition approved, you need permission of the instructor of the course to follow the course as well as of the HIW International Programme Office (upon motivated request).

Points of Attention: Rules for composing the ISP: all students Check also Read carefully If still questions/problems, NFK ISP session: Thursday, 25/9, 1- 4pm, VHI Should you still have any questions regarding your ISP, please contact the HIW International Programme Office (Emilia) at

Questions?