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Exam ombuds Odisee

Exam Ombuds Service

The Exam Ombuds Service deals with any problems during the exams.

For instance:

  • when you cannot take one or more exams due to force majeure or another serious situation
  • when you think you are going to be late for an exam
  • when you have a legitimate complaint about an exam
  • when you want to lodge an objection against an exam decision
  • when you accused of fraud or plagiarism
  • when your exam takes place on a religious holiday recognised by KU Leuven / Odisee

Then contact the Ombuds Service at your campus as soon as possible.

Contact

Attention!!!

Special circumstances and force majeure (e.g. illness, accident, ...) can only be reported in person or by phone - NOT via voice mail or text message - and in any case before the exam takes place. Please also carefully read the info sheet on the Exam Ombuds Service.

You can reach the Exam Ombuds Service

ATTENTION!!! Modified accessibility as a result of the Corona measures

during the class weeks

during the exam periods

    • on weekdays:
      • from 8.30am till 4pm
      • tel. 0470 90 56 11. After 4pm you can only reach this number till 6pm for urgent matters with regard to exams that took place that same day
    • on Saturday :
      • from 8.30am till 4pm
      • tel. 0470 90 56 11
      • only for exams on Saturday
    • in case of technical problems with online exams:
      • first check the status page: https://status.odisee.be;
      • if the problem persists: immediatly call the helpdesk ICT (from Belgium: 0800 20 017, from abroad: +32 53 72 71 53)

If you anticipate problems taking exams as a result of serious practical or personal issues, then contact us via ombudsbrussel@odisee.be. Late notifications shall not be regarded as force majeure.

Members of the Exam Ombuds Service are: Chloë Dhont, Erica Mechelmans, Benedicte Craeye, Anna Vanaerschot en Julie Caubergh

What to do in case you cannot take an exam (as a result of force majeure)?

You always notify the exam ombuds service before the exam takes place. This can only be done by the student himself by phone (not via text message or mail). In case of force majeure you need to send the proof (e.g. doctor’s note) to the exam ombuds service the same day by e-mail (ombudsbrussel@odisee.be). The exam ombuds service will autonomously decide whether the force majeure is legitimate and whether the exam will be postponed to a later date. In serious situations the exam ombuds service will, as much as possible, always be flexible. The organisation of the catch-up exam (online or on campus) will generally be the same as the original exam.

From Monday 18 May 2020, you can contact us every weekday from 8.30 a.m. to 4 p.m. on tel.nr. 0470 90 56 11. After 4 p.m. you can only reach this number until 6.30 p.m. for urgent notifications regarding examinations that take place the same day. On Saturdays, in case of illness or urgent matters, you can call 0470 90 56 11 (Saturdays 8:30 a.m. and 4:00 p.m.).

Exceptional force majeure in corona times

If you are already aware of problems with your participation in the exams because of serious practical or personal obstacles (no separate quiet room at home, very difficult home and family situation, structural internet problems & problems with your computer ...) please contact the exam ombuds service (by mail ombudsbrussel@odisee.be) immediately so that we can see which solution is possible. Discuss possible problems in time. Late reports are not considered force majeure. Students with a medically increased risk of COVID-19 can also contact the ombuds service in case they need to take exams on campus. In that case, an attestation from a doctor is necessary.

Which situations are not considered ‘force majeure’?

Illness outside the exam period, oversleeping, symptoms of stress or anxiety for the exams as a result of running out of time, trip within the exam period (booked and paid for), foreign place of residence, job interview, start of another program/(student) job/(family, wedding…) party, personal commitments, mistaken exam moment, wrong exam room, bad exam schedule, train or bus delays of less than 45 minutes, a public transport strike announced at least one day beforehand…

What’s the statute of sick notes?

A sick note does not automatically entitle you to a change of exam date.

Doctor’s notes issued after the exam date and ‘dixit’ notes (i.e. based only on the student’s declaration) shall not be accepted.

When you repeatedly (within 1 academic year) hand in sick notes for 1 or 2 days – without mentioning a chronic disease beforehand – the exam ombuds service will as a rule decide not to change exam dates anymore for you.

When you’re ill for a short period of time it only makes sense to request an extra exam when you were well prepared for the first exam date so you only need a limited amount of time to review. The exam ombuds service expect students to deal with this carefully.

The extra exam can take place from the day after the sick note expires and/or at the same day as another exam takes place. In case of serious circumstances an extra exam can take place on a later day within the exam period or even outside the exam period. Naturally, this is not for you to decide.

What if you do not take an exam that has been especially organized for you?

If you do not take your exam or cancel it – without any serious, legitimate and proven force majeure – or if you only take the exam pro forma, then an extra exam for you in one of the following exam periods will only be considered in case of very serious circumstances.

What if there are (technical) problems at the time of the exam?

Follow the precautions below to avoid technical problems:

Oral online exams: Read the practical instructions beforehand and test if your internet connection, camera and microphone are working. The use of your webcam is mandatory during the oral exam.

At the time of the exam: Make sure you have your student card (or other proof of identification) at hand. You will be asked to show it to the examiner via the webcam. Make sure you have your laptop ready 30 minutes before the start of the exam in order to get any unexpected technical difficulties solved in time.

Written online exams: Before the start of the exam period, check whether you can log on to Xtoledo easily. Account problems can be solved via account.kuleuven.be. Watch the instruction video on how to use Xtoledo on the student portal. You may also be asked to identify yourself via your webcam during a written exam. So keep your student card ready. While taking these exams, make sure you have time to correctly save and upload your exam before the deadline expires.

If you experience a technical problem during an exam, first of all check the status page (https://status.odisee.be/), where all known technical problems are listed. In case of technical problems with your laptop, internet connection and/or used technology, you are REQUIRED to contact the ICT Help Center IMMEDIATELY. For urgent problems/support ALWAYS call 0800/20.017 (from abroad: call +32 53 727 153). Please make a note of this phone number so that you always have it quickly to hand. On campus you can contact the helpdesk for urgent support or call 02/210 16 63.

If your technical problem is solved within a reasonable period of time, you can and should continue the exam. If you do not contact the helpdesk, you cannot claim to continue or retake the exam at a later date.

Can you be late for an exam?

Being on time is crucial for on campus and online exams. Always notify the ombuds service by phone (mobile number 0470 90 56 11) before the start of the exam if you are afraid you will not be able to start the exam on time. In consultation with the professor, the exam ombuds service will determine whether you can still take the exam. You cannot recover the time lost, notwithstanding serious cases of force majeure.

Are you allowed to use the bathroom during an exam?

For an (online) exam it is not allowed to interrupt the exam for any reason. We assume you do not use the bathroom during an exam. Limit your fluid intake before and during the exam so you won’t have to use the bathroom. We only exceptionally permit a bathroom visit.

What if you have legitimate complaints about an exam or the proceedings?

In case of a legitimate complaint about an exam or its proceedings you contact the exam ombuds service (by mail ombudsbrussel@odisee.be) as soon as possible. The exam ombuds service will listen to your story, investigate and if need be contact and mediate with the professor. The exam ombuds service guarantees a discrete treatment of your problem. Wherever possible complaints will be reported anonymously to the professor. When this is not possible, the exam ombuds service will only contact the professor after your explicit consent. As a rule, serious complaints will also be discussed with the chairman of the exam commission.

What if you don’t understand your exam results or deem them unreasonable?

It is important to always take part in the feedback sessions that take place online during this examination period. If afterwards you still think you have legitimate reasons to believe that your exam result is not correct, then contact the exam ombuds service (ombudsbrussel@odisee.be) who will mediate with the professor or shed more light on the matter. Of course also material mistakes will be set right at that time. If you still cannot agree with the result of this mediation then you can, within 7 calendar days after the announcement of the exam results, lodge an internal appeal in the way that’s indicated on your result sheet. A member of the exam ombuds service will be present, in a advising capacity, at the Internal Appeal Commission.

ADVICE

Make sure you are aware of the exam requirements (see e.g. ECTS-sheets, Toledo, all official announcements by the program and by teachers, …) and the exact exam time. Via toledo, your lecturer can communicate changes, about the organisation and form of the exam, as a result of the switch to online exams. Check your Toledo and your mails on a daily basis. Exceptionally an exam can be postponed to a later date (till the day before the exam commission) because of force majeure of the professor. Make sure that you can always identify yourself with your student card and exam card (the latter for exams on campus).

In case of suspicion of fraud, a fraud procedure is always started - also in the case of online examinations - in accordance with the Education and Examination Regulations. Therefore, always read all exam instructions carefully. Stick to the agreements and do not use any materials or aids that are not permitted. Communication, cooperation and information exchange (in whatever form) with other persons is strictly forbidden.

The best way to succeed is to prepare well. Draw up a realistic planning, taking into account the amount of available days. Make sure you eat well, sleep enough and take a break from time to time.

Good luck!