KU Leuven Institute of Philosophy FAQ

A. Studying at the Institute of Philosophy

1. Prospective students
1.1 Admission requirements
1.1.1 Eligibility
How do I know if I am eligible for one of your study programmes?

You can find the admission requirements for all our study programmes here.

I would like to apply for a programme but I am not sure if I am eligible for it. Should I submit two applications (e.g. for the MA in
Philosophy and the BA Abridged) to play safe?

No: there is no reason to submit two applications (and pay the application fee twice). Please submit one application for the
programme for which you think you are eligible and that has your preference. We will individually assess your application
either way, and will let you know if we think you should take a more basic programme but also when we think you are eligible
for a more advanced programme.

I am a Belgian student: can I also apply for the International Programme?

Yes, you can. If you have a Flemish degree, you should e-mail 1) a letter of motivation, 2) transcripts of previous studies, and
3) information about your English proficiency to the Education and Student Office at hiw.studiesinfo@kuleuven.be. Only upon
their permission will you be able to register as a KU Leuven student in our International Programme.

If you are a Belgian student with a foreign degree or a degree from the French speaking community, you have to follow the
application procedure for international students.

1.1.2 Transcripts and exemptions

Which transcripts of previous study should I submit?

Please submit transcripts of all your previous studies.

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 How do I submit my transcripts of previous studies?

Please submit electronic versions of your official transcripts through the online application process. Afterwards, you should
also send a hard copy of your transcripts and diplomas per regular mail to the address mentioned here (see Step 6).

I want to apply to one of your programmes now, but I will obtain my final transcripts and diploma only later: can I already apply?

Yes, you can. While we cannot decide about your eligibility and acceptance until we have received your official transcripts, we
will already begin to process your other documents. We will then either inform you if any relevant information is still missing,
or let you know for which programme you are eligible if we receive your transcripts. However, we do not grant students
‘provisional acceptance’.

I already took a number of philosophy courses at another university: can I be exempted from certain courses at the Institute?

Yes, you can. However, you do not need to contact us about this prior to applying. If you already took a lot of philosophy
courses and are eligible for advanced placement in one of our study programmes, we will suggest this ourselves when
approving your application. If you only took a few philosophy course, you can request exemptions for specific courses once we
have approved your application and you are a registered KU Leuven student (see next question).

How do I request exemptions for courses at the Institute?

You can only request exemptions for courses if you are already a registered student (see previous question). Please send us
an e-mail, attach your relevant transcripts, and clearly mention both the KU Leuven course(s) from which you want to be
exempted and the completed course(s) from your previous studies which would justify this. If this justification is not evident
from your transcripts, please add a motivation. We will decide about your request on an individual basis.

1.1.3 Language proficiency

What are the language requirements for studying at the Institute?

We expect from our students that they master the English language sufficiently to follow the classes, understand the reading
material, and write an exam or paper that is intelligible and clear. To this goal, we require non-native English speakers to
submit the results of a language test as part of their application. You can find the accredited tests and the required test
results here.

Can I apply even though I have not yet taken the language test or received my results?

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 Yes, you can. While we cannot decide about your eligibility and acceptance until we have received your results, you can
already submit all other required documents

Can I be exempted from taking a language test?

You can only be exempted from taking a language test if a) you are a native English speaker, b) you have (almost) completed
an English study programme in an English speaking country. We cannot make any exception to these criteria.

I want to apply to one of your programmes now, but do not have my test results yet: can I already apply?

Yes, you can. While we cannot decide about your eligibility and acceptance until we have received your results, we will
already begin to process your other documents. We will then either inform you if any relevant information is still missing, or
let you know for which programme you are eligible if we receive your results. However, we do not grant students ‘provisional
acceptance’.

My test results are about to expire: do I have to retake the test?

We are willing to consider certain test results that expire in the months prior to your enrollment in one of our study
programmes. If this is the case, please send an e-mail to hiw.studiesinfo@kuleuven.be, attach your test results, and clearly
mention their ‘expiration date’. We will decide about this on an individual basis.

1.2 Application procedure

1.2.1 Application deadlines
What is the deadline for applying?

You can find the application deadlines for different types of students here.

I prefer to enroll in one of your study programmes in the second semester: can I apply for this?

No. We only accept applications from students who aim to start their studies at the Institute in the first semester
(September).

I have studied at KU Leuven and/or the Institute before, but not last year: do I have to apply again?

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 Yes. However, you only need to fill in the application form (‘Application for International Students and Scholars’), but not
upload the other documents or send hard copies (unless specifically requested). You also do not need to pay the application
fee again.

My application still has the status ‘new’: should I be worried?

No. Your application first needs to be processed by the credential evaluations at the central admissions office, and is then
discussed by the board of admissions of the Institute. This whole process takes at least ten weeks, and sometimes longer
depending on the amount of applicants. We ask you not to contact either the central admission or the Institute about the
status of your application during this period.

Note: Please make sure that your application is complete and the application fee has been paid. Incomplete applications are
put on hold.

How do I know if my application is accepted?

Once we have reached a decision about your application, you will shortly receive a notification per email. Please consult this
webpage for further information and instructions (Step 8).

1.2.2 Tuition fee

What is the tuition fee for a year of studying at the Institute?

You can find all information about the tuition fee (or registration fee) here.

Please note the difference between the fee that you need to pay at the beginning of the academic year (‘Provisional collected
amounts at registration’) and the eventual cost of your studies (‘Definitive amount’). The first amount is the standard
calculation for a year-long full study programme, i.e. 60 credits. The second amount is calculated on the basis of the actual
amount of credits that you take up that year, which can only be confirmed during the second semester. If you end up taking
less or more than 60 credits, you will thus be reimbursed or asked to pay an additional fee.

When do I have to pay the tuition fee?

You can find all information about the tuition fee on your invoice. You do not need to pay this fee prior to or immediately upon
registration.

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 Please note that you are not an official student at KU Leuven, with all the rights pertaining to it, until the fee has been
received and processed.

Is the tuition fee refundable in case I decide to withdraw from the programme?

Whether your tuition fee is refundable depends on the moment when you decide to withdraw. You can find all information
and instructions about this possibility here.

Is the application fee included in the tuition fee?

No. The application fee and tuition fee are two different things. The application fee is a (one time, non-refundable)
administrative cost for processing your application and granting you permission to study at KU Leuven. The tuition fee is the
(annual) cost of your actual study at KU Leuven, allowing you to take classes, receive grades for a paper or exam, and obtain
your degree.

1.2.3 Letters of recommendation

How many letters of recommendation should I submit?

Please send us 2 letters of recommendation. There is no use in sending us more.

Who should I ask to write my letters of recommendation?

We advise you to ask teachers or professors who know you sufficiently to write an informed and positive letter for you, e.g.
your supervisor. This is much more important than their international status or domains of interest.

I have been out of school for some time: do I need to submit letters of recommendation from my current employer?

This is not necessary: we will still accept the letters of recommendation from your past teachers. However, if your current
employer is willing to write you a letter that has relevant information about you as a future student and/or researcher at the
Institute, we will also accept this.

I do not have letters of recommendation: can I still apply?

Your letters of recommendation are a mandatory requirement for applying to KU Leuven and to our study programmes. If you
cannot provide such letters, you should contact us and explain clearly why this is the case. We will then decide about this on
an individual basis.

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 Are there specific guidelines for the format of my letters of recommendation?

There are no specific guidelines for your letters of recommendation, and there is no KU Leuven template to which they must
conform. The person who writes your letter should simply make sure that it looks credible, e.g. by using a template with
letterhead from their own school or department.

How should I (or my professor) submit the letter of recommendation?

Please ask your professor to submit their letter of recommendation directly to hiw.studiesinfo@kuleuven.be.

Can the letters of recommendation arrive later than my application?

Yes. While we cannot decide about your eligibility and acceptance until we have received your letters, we will already begin
to process your other documents. We will then either inform you if any relevant information is still missing, or let you know
for which programme you are eligible if we receive your letters. However, we do not grant students ‘provisional acceptance’.

1.2.4 Letter of motivation

What am I supposed to say in my letter of motivation?
Your letter of motivation should argue why you want to study philosophy in the first place, and why you want do this in
Leuven in particular. The goal is to convince us that you are a truly motivated and promising philosophy student. This works
best if you offer us a coherent story about your interests, decisions, and aspirations, rather than a mere list of your past
achievements.

How long should my letter of motivation be?

Ideally, your letter of motivation is somewhere between 1 and 2 pages long.

1.2.5 Writing sample

What should be the topic of my writing sample?

The topic of your writing sample does not matter: you can just send us what you think is your best philosophical paper. If you
never wrote a philosophical paper before, just send us your overall best paper (or thesis chapter) from your previous studies.

What is the word limit for the writing sample?

We do not impose a word limit for the writing. Any written work between 10 and 20 pages will do, and your submission need
not be a complete paper or chapter.

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 1.3 Registration procedure
Where and how do I register at the KU Leuven and Institute?

Once your application has been approved, you can register yourself as a student at KU Leuven. You can find all information
about the registration process here. There is no additional registration at the Institute.

What is the deadline for registering at KU Leuven?

The deadline for registering at KU Leuven is the third Wednesday of the academic year. However, in order to take a good,
timely start, we advise you to register before the start of the academic year.

I have studied at KU Leuven and/or the Institute before: how do I reregister?

The process for reregistering is exactly the same as the process for initial registrations.

When must I arrive in Leuven?

We advise you to arrive in Leuven at least 10 days before the beginning of the academic year (or semester). This is the busiest
time of the year for our administrative staff, and it may take several days to complete your registrations at KU Leuven and the
City Hall (not to mention all other arrangements to start your studies in Leuven in a comfortable manner).

I completed my registration at KU Leuven: is there anything else I should do now?

You can find a list of ways to prepare yourself for the academic year here.

1.4 Alternative study trajectories (part-time students, students with disabilities)

Can I register at the Institute as a part-time student?

Yes, but only if you are an EEA-citizen (European Economic Area) or if you have a Belgian residence permit. Part-time students need to
take up at least 25 ECTS credits, unless they 1) have a work contract of at least 50%, 2) combine their philosophy studies with
another academic study, or 3) need to complete less than 25 credits in order to obtain their degree.

Note: Being a part-time student does not necessarily mean that your course meetings will take place on limited days (you should
expect to have classes several days per week).

Can I register for some courses at your faculty without aiming towards a degree?

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 Yes, namely as a ‘credit contract student’. You can find all relevant information about credit contracts here.

Is it possible to audit classes at your faculty without registering or obtaining credits for courses?
Yes, this is possible when it comes to lecture courses, under the condition that you are an officially registered KU Leuven student. Our
seminars are reserved for students who are officially enrolled in the course.

Is it possible to do distance learning at your faculty?

No, the Institute deliberately chooses not to offer distance study or self-study modules, as it fosters the bond between its teachers and
students. For this reason, we also offer an evening programme for working students.

In addition, if you are enrolled for a seminar, you are required to attend all meetings (unless instructed differently by your teacher).
Attendance is not mandatory for lecture courses, but you should be aware that the available study material is only designed to
support the lectures, not to accommodate self-study.

Ik ben een werkstudent: heb ik recht op betaald educatief verlof? Hoe moet ik dat aanvragen?

Je vindt alle informatie over betaald educatief verlof op deze KU Leuven webpagina.
Attesten van geregistreerde en gevolgde lesuren moeten worden aangevraagd bij de Dienst Onderwijs en Studenten, via
hiw.studiesinfo@kuleuven.be.

Ik ben een werkstudent: heb ik recht op bepaalde tegemoetkomingen? Hoe kan ik die bekomen?
Je kan via deze KU Leuven webpagina een aanvraag indienen om erkend te worden als werkstudent. Vervolgens moet je, ruim op
voorhand, concrete verzoeken ten aanzien van aanwezigheden, papers of examens richten tot onze Ombudsdienst.

I am a student with a physical or psychological disability: can I follow an alternative study trajectory?

Yes: this KU Leuven webpage tells you how you can become eligible for accommodations. Subsequently, particular requests regarding
attendance, papers, or exams must be addressed, well in time, to the Ombudsservice of the Institute.

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2. Current students
2.1 Education
2.1.1 Calendar and course schedule
Where do I find the academic calendar?

You can find the academic calendar of the Institute here.

When do classes begin?

Classes traditionally begin on Tuesday of the first week of the academic year (see academic calendar). On Monday, the
Institute organizes info sessions for all new students.

When and where can I consult the course schedule (or location) for specific courses?

The schedule for all courses offered at KU Leuven is publicly available online (follow these instructions). This schedule can be
found in the online programme guide: 1) when you are on the webpage of a particular course, you find just below the course
title the icon of a clock; 2) when you click on the number next to this icon, a new window will open with the course schedule;
3) when you click on ‘List presentation semester’, you find all information about the course schedule in a handy overview,
including the room(s) where the classes takes place.

If you are a registered student, you can also consult your complete personal course schedule in KU Loket: ‘Education and
Students’ -> ‘Student’ -> ‘Course schedule’.

There is a conflict in my personal course schedule: what should I do?

If only one of the conflicting courses has to be taken at this stage of your studies, you have to drop the other one. Likewise, if
one of the conflicting courses is a mandatory course while the other is an elective, you have to drop the elective. If both
courses are mandatory at this stage of your studies, please contact the Education and Student Office at
hiw.studiesinfo@kuleuven.be.

One of my courses is listed twice (or more) per week in my personal course schedule: do I need to attend both sessions?

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 You need to attend both sessions, unless they are marked differently, f.e. as ‘Group 1’, ‘Group 2’, etc. In this case, you may
choose which session you attend (i.e. which Group you join), unless you receive an e-mail from the teacher with other
instructions.

Note: You will be expected to commit to one session/Group throughout the semester or year. Keep this in mind when deciding
which session you attend during the first week(s).

2.1.2 Study Programmes

2.1.2.1 Practical information
How do I calculate the cost of my studies?

You can find all information about study costs, and the way they are being calculated, here/hier.

These calculations also apply to students who are enrolled in more than one study programme, or are registered under two
different contracts: each student pays a fixed fee once per academic year plus an amount per study points.

Where can I find the programme guide for my study programme?

You can find all programme requirements, courses, and course schedules for our different study programmes here.

When are the course topics and descriptions available?

From July 15 onwards, you can find all available courses for the next academic year on our study programme webpages.
Most course information will then also be made available (in the ECTS fiches). If this is not the case, because the topic of a
given course changes each year, this information will be added in September.

Are there courses which only allow a limited number of students to enroll?

No.
2.1.2.2 My study trajectory
I want to continue my studies at the Institute next year: do I need to register again or does this happen automatically?

You will receive an automatic e-mail with an invitation for online reregistration. If you finished all courses from your ISP in
July, you will receive this e-mail in July. Otherwise, you will receive it after the deliberation for the third examination period in
September. As long as you have not received this invitation, you cannot yet reregister.

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I still need to complete a part of my Bachelor studies: can I already enroll in courses from the Master programme?

Yes, but only if you still have to complete less than 66 credits from the Bachelor programme. Furthermore, you cannot book
Master courses in your Individual Study Programme (ISP; see 2.1.4) while postponing Bachelor courses: you must give priority
to the Bachelor courses.

While reregistering for the Bachelor, you must select the option ‘additional registration’. This allows you to also register for
the Master programme, and later to compose two ISP’s (one for your BA and one for your MA studies).

I still need to complete a part of my Master studies: can I already enroll in courses from the Research Master?

No, you cannot. There are binding requirements to enroll in the Research Master, and these requirements can only be fulfilled
if you have completed the Master programme.

How do I apply for the Research Master (Abridged)?

You can find the conditions and application form for applying for the Research Master (Abridged) here.

Ik ben een Bachelor student en wil mijn minor veranderen: kan dit?

Dat kan, mits toelating van de programmadirecteur. Je kan een aanvraag indienen bij één van de monitoren: gelieve een
afspraak te maken via hiw.studiesinfo@kuleuven.be.

I failed or received ‘NA’ for a first semester course: can I substitute this course for a second semester course in order to still graduate
in June?

No. If you failed or missed a paper or exam during the first examination session, you cannot graduate until after the third
examination session, which is the first chance to retake courses.

Last year, my results were not so good. How should I compensate this in the present and next years?

We strongly advise you to not take on extra work next year in order to compensate for courses that you did not pass this or in
previous years. Instead, you should once again try to successfully complete a regular course load, making it your main priority
to not get further behind!

Please contact the study counseling service at hiw.studiesinfo@kuleuven.be for further advice.

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 Are there consequences to graduating in September rather than June?

No, graduating in September has in itself no (negative) consequences for your overall study results and level of achievement.

I want to take an extra semester or year to finish my studies: is this possible?

If you are close to graduating but need an extra semester or year to finish your study programme, you simply need to reenroll
in September and fulfill the final programme requirements. However, you will not be allowed to reenroll in your study
programme if you violated one of the measures of study progress.

If you are starting a study programme and already foresee that you will need an extra semester or year to finish it, you each
year need to book only those courses in your Individual Study Programme (see 2.1.4) that you will actually take during that
academic year. (When composing your ISP you should take into account that some mandatory courses are only offered every
other year, and therefore cannot always be postponed until the next year.) However, this is only possible for EEA students,
since non-EEA students need to study full time in order to be eligible for a student visa.

Note: Some courses are only offered in the second semester of the academic year. It is under no circumstances possible to
pass these courses during the January examination session. Hence, if your graduation is postponed due to a mandatory
second semester course, you won’t be able to graduate until next July.

I still need to complete a small part of my studies in order to obtain my degree, but I cannot stay in Belgium: can I take a course
without being present in Leuven?
This request is only granted in very particular and rare instances, and only when it does not violate the learning outcomes of
the course(s) in case. Please send an informative and motivated request to hiw.studiesinfo@kuleuven.be. The programme
director will decide about your request on an individual basis.

2.1.3 Online learning tools (KU Loket, Toledo, Webmail)

2.1.3.1 KU Loket
For which purposes can I use KU Loket?

KU Loket is the online web portal through which you can manage all your student administration, including your student file,
ISP and IES, reregistration, study progress file, and transcript requests.

When and how can I access KU Loket?

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 From the moment you are a registered student at KU Leuven, you can log in to KU Loket by using your student user id
(mentioned on your student card) and chosen password. You can find a link to KU Loket at the bottom of the homepage of the
HIW website,.

Which browser is best suited to use KU Loket?

You can find a list of browsers that support the use of KU Loket here and here.

Until how long after graduating will I be able to access KU Loket?

After the closing of the normal registration period for the next academic year (on the third Wednesday of the academic year)
the student database gets updated. If you are no longer a KU Leuven student, you can then no longer access KU Loket, Toledo,
or KU Leuven webmail.

I still have difficulties using KU Loket : where can I find further help?
You can find more information about the usage of KU Loket here.

2.1.3.2 Toledo
For which purposes can I use Toledo?

Toledo is the online web portal through which teachers can communicate with their students about the agenda, structure,
content, and reading material for a particular course. Toledo is thus the place to find concrete course-related information,
such as a syllabus and messages from your teachers.

For some courses there are also Toledo discussion boards and e-mail function which allow you to communicate with fellow
students about assignments.

For some courses you can also submit assignments through Toledo. This will be communicated by your teacher.

When and how can I access Toledo?

From the moment you are a registered student at KU Leuven, you can log in to Toledo through this webpage, using your
student user id (mentioned on your student card) and chosen password.

Note: Credit contract students can only access Toledo once their ISP has been completely approved.

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How can I add or remove a course in Toledo? What does this entail?

All courses that were at one point part of your ISP were also automatically added to your Toledo. You are free to add any
other courses that interest you or to remove courses in which you are no longer enrolled: click on ‘My Administration’ ->
‘Enroll’/’Unenroll’ -> select a course. However, from some Toledo communities you cannot enroll/unenroll yourself, and you
will have to contact the person in charge of the community to do this for you.

Note: Adding or removing courses from your Toledo will not affect the courses in your ISP, which alone determines in which
courses you are officially enrolled.

I booked all my courses through Toledo: does this mean I am officially registered for my courses?

No. The only way to officially register for courses is through your ISP in KU Loket. Toledo facilitates communication between
teachers and students, but cannot be used for administrative purposes.

Why is there a difference between the courses in my ISP and those on my Toledo?

All courses that you book in your ISP are also automatically added to your Toledo, but when you remove them from your ISP,
they still remain in your Toledo (until you remove them there as well). Likewise, courses in which you were enrolled last year
may still be active in your Toledo this year. You are free to maintain all these courses in your Toledo, but you may not rely on
Toledo to know in which courses you are officially enrolled.

Some of my courses are not available in Toledo: what should I do?

If a course is not available on Toledo, your teacher either does not make use of Toledo for this course, or s/he forgot to make
it accessible for students. If your teacher mentions Toledo, please remind her/him to change these settings.

I have difficulties finding or managing my courses in Toledo: where can I find help?

You can find help about the usage of Toledo here and here.

How can I upload a paper through Toledo?

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 Once your teacher has published an assignment on Toledo, you will be able to upload your paper by clicking on the
assignment icon and following the given guidelines. If no such guidelines are provided, please only contact your teacher after
you have consulted this manual.

Which internet browser should I use to make optimal use of Toledo?

You can find a list of browsers that support the complete use of Toledo here and here.

Until how long after graduating will I be able to access Toledo?

After the closing of the normal registration period for the next academic year (on the third Wednesday of the academic year)
the student database gets updated. If you are no longer a KU Leuven student, you can then no longer access KU Loket, Toledo,
or KU Leuven webmail.

I still have difficulties using Toledo : where can I find further help?

You can use the help link in Toledo (at the right hand side of the Toledo Portal) or consult the Frequently Asked Questions
about Toledo. If you can't find an answer to your problem there, you can contact the ICTS service through their web form or
by phone (016 32 28 00).
2.1.3.3 Webmail
How do I activate my KU Leuven webmail?

You can activate your KU Leuven webmail by following these instructions (please click on ‘EN’ in the top right corner in order
to access this webpage in English).

How often should I check my KU Leuven webmail?

We strongly advise you to check your KU Leuven webmail at least once a day. It is your responsibility to read and, if needed,
respond to e-mails from professors or other KU Leuven staff members in a timely manner.

I prefer to use my own personal e-mail address instead of my KU Leuven one: is that allowed?

No. All official e-mail communication from KU Leuven offices or staff members to you will happen through KU Leuven
webmail. Likewise, all official e-mail communication from you to KU Leuven offices or staff members must happen through KU
Leuven webmail.

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 What happens to my KU Leuven mailbox once I leave the university?

Your mailbox will be removed within 14 days of the start of the next academic year (approximately the second week of
October). You can find more info here.

2.1.4 Registering my courses: Individual Study Programme (ISP)

2.1.4.1 General questions
How do I compose my Individual Study Programme (ISP)?

You will receive all relevant information about composing your ISP during the info sessions at the beginning of the academic
year. You can also find a manual for composing your ISP here.

When do I need to submit my ISP?

The deadline for submitting your Individual Study Programme (ISP) is the third Wednesday of the first (Fall) semester. By this
date you must submit your ISP for the entire academic year. It is possible to make certain changes to your second semester
courses between the start of the second semester and the third Wednesday of the second semester. There are NO exceptions
to these deadlines possible.

Note: If you are a student with a credit contract we advise you to submit your ISP per semester (instead of for the entire
academic year at once).

I want to spread my courses over a longer period than the standard trajectory: how do I complete my ISP?

You need to book only those courses that you will actually take during that academic year. Please keep in mind that some
mandatory courses are only offered every other year, and therefore cannot always be postponed until the next year.

Note: This is only possible for EEA students, since non-EEA students need to study full time in order to be eligible for a student
visa.

I want to add more courses to my ISP than is required: is this possible? And what are the consequences of this?

The KU Leuven study programmes are structured in such a way that 60 credits constitute a demanding but feasible work load
for one academic year. Therefore, we do not encourage students to take additional courses. Students who have not yet
obtained a Bachelor degree are not allowed to take up more than 72 credits.

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 There are certain risks to taking up more than 60 credits in one academic year:

1) Students who wish to compensate for obtaining less than 60 credits during the past year often only get further behind due
to a workload that is too heavy and stressful. We advise these students to once again take up the normal amount of credits,
since completing this may already prove to be hard enough.

2) Students who are in the final year of their programme must keep in mind that they must pass all courses that are booked
in the ISP in order to graduate. It is thus possible that a student passes the required amount of credits and yet cannot
graduate, because s/he did not pass all courses in the ISP. We advise these students to take their additional courses under a
separate ‘credit contract’. To arrange this, please contact the Education and Student Office at hiw.studiesinfo@kuleuven.be.

I want to drop a course: what should I do?

You should erase this course from your ISP and, depending on the programme requirements, replace it by another course.
This is only possible during the ISP registration periods.

Note: You can only drop a first semester course and replace it by a second semester course prior to the ISP deadline for the
first semester. Afterwards, you cannot make any official changes to your first semester study programme.

Note 2: Once a course is irretrievably part of your ISP, you must pass it if you wish to graduate from your study programme
that academic year (as you will only be able to officially drop it when composing a new ISP at the beginning of the next year).

I did not partake in a course from my ISP: what are the consequences?

In many cases you can postpone or drop a course that was booked in your ISP without any significant consequences.
However, you should keep in mind that this 1) affects your average result for that academic year (when calculating this result,
‘NA’ (‘not taken’) is considered as 0/20); and 2) means that you cannot graduate that academic year. After all, the course(s)
that you postponed or dropped will only disappear from your ISP at the start of the next academic year.

Moreover, if you are already getting behind in your overall study trajectory, postponing or dropping a course that was booked
in your ISP may cause (severe) problems: 3) it affects your CSE, which you need to keep above 50% in order not to jeopardize
your continued Bachelor studies at the Institute (see 2.1.9.2); 4); it forfeits one of your maximum two or three chances to
take the same course, and thus jeopardizes your chances to continue or graduate from your studies at the Institute; and 5) it
reduces your learning credit, which you need to keep above 0 in order to keep studying at KU Leuven or any other Flemish
institute of higher education.

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 I cannot rebook a mandatory course that I failed last year, because it is not offered this academic year: what should I do?

If you are not starting the final year of a study programme, you simply take this course next year when it is once again
offered. If you are starting the final year of a study programme, you can request to retake the exam from the course you
failed. In each case you must contact the Education and Student Office at hiw.studiesinfo@kuleuven.be and clearly explain
your situation.

I want to rebook a course that I already took and passed last year: is this possible?

Technically speaking, it is not possible to retake a course that you have already passed. However, if the same course title is
listed twice in the programme guide with varying course numbers (f.e. a course Metaphysics: Advanced Course W0Q13A and
Metaphysics: Advanced Course W0Q14A), you can take both courses in subsequent academic years.

I want to take a Dutch language course at the Institute for Living Languages (ILT): can I include this course in my ISP?

No.

I submitted my ISP but it contains a mistake: how do I fix this?

You should as soon as possible contact the Education and Student Office at hiw.studiesinfo@kuleuven.be and explain the
problem. If the ISP deadline has not yet passed, our staff members will be able to correct the mistake.

I still have difficulties composing my ISP: where can I find further help?
If you still do not manage to compose or submit your ISP, please contact the Education and Student Office at
hiw.studiesinfo@kuleuven.be.
2.1.4.2 Bachelor paper and (Research) Master thesis
I cannot enroll for the Bachelor paper: why is this the case?

You can only enroll for the Bachelor paper (with seminar) once you have to complete less than 75 credits in order to graduate
from the Bachelor (Abridged) programme.

When should I book the (Research) Master thesis in my ISP?

If you are an EEA student, you should book the (Research) Master thesis if you actually plan to write and defend your thesis
during that academic year (because you will otherwise pay the tuition fee for these credits twice). If you are a non-EEA

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 student, you must book the Master thesis each year that you are enrolled in the Master, and either the Research Master
paper or the Research Master thesis each year that you are enrolled in the Research Master.

I registered for the Bachelor Paper or (Research) Master thesis, but want to postpone it: what should I do?

If you postpone your Bachelor Paper or Master thesis until the third examination period in September, you must register for
this in July and submit your paper or thesis by the deadline date in August (see academic calendar). If you postpone your
Bachelor Paper or Master thesis until the next academic year, you must rebook this course in your ISP in October. Either way,
you must inform your promotor and about your decision as soon as possible.

Note: If you had already completed some of the assignments of the Bachelor Paper (with seminar), you will have to retake
them next academic year, since the topic of this course changes each year.
2.1.4.3 Alternative study trajectories
I started my studies in the second semester: what about the first semester and year-long courses?

You will have to take these courses during the next academic year, since first semester courses can only ever be taken up
during the first semester, and year-long courses cannot be spread out over two academic years (due to changing topics).

Note: If you start a study programme in the second semester, this usually means that you will also need an additional
semester to complete the programme (and will thus only be able to graduate in July). The only exception is our regular
Master programme: you can start this programme in the second semester and graduate from it next February.

I started my studies in the second semester: when should I book my Bachelor paper or (Research) Master thesis?

If you are a Bachelor student, you have to wait until September, because the Bachelor Paper (with seminar) is a year-long
course of which the topic changes each year.

If you are a (Research) Master student, you should also wait until September to book the (Research) Master thesis in your ISP,
because otherwise you will have to pay the registration fee for these credits twice. However, you can already informally
contact a supervisor and start the research on a mutually agreed topic.

Note: If you start a study programme in the second semester, this usually means that you will also need an additional
semester to complete the programme (and will thus only be able to graduate in July). The only exception is our regular
Master programme: you can start this programme in the second semester and graduate from it next February.

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 I am a part-time student at the Institute: how do I compose my ISP?

In the Bachelor and Research Master programme you must respect the order of the programme stages (i.e. you cannot book
courses from the second (or third) stage if you still need to take up courses from the first (or second) stage). Other than that,
you are free to plan your ISP as you wish.

Note: In order to be considered a part-time student (aiming towards a degree), you need to book at least 25 credits in your
ISP, unless you can apply for special regulations as a working student or student with physical or psychological disabilities (see
1.4).

I am a student with a credit contract: how do I compose my ISP?

You can find all information about studying under a credit contract here:
http://hiw.kuleuven.be/ned/onderwijs/creditcontract.html

2.1.5 Planning my exams: Individual Exam Schedule (IES)

How do I compose my Individual Exam Schedule (IES)?

Once you have composed your ISP, you can find a provisional draft of your Individual Exam Schedule (IES) in KU Loket:
‘Education and Students’ -> ‘Student’ -> ‘Individual exam schedule (IES)’. This draft shows all the possible examination dates
for all your registered courses, and it is up to you to select one date for each course in a way that makes your exam schedule
feasible. (You can find a manual for composing your IES here.)

Note: Your IES is submitted by clicking the ‘save’ button. However, this only becomes official once you have also submitted
your ISP.

When do I have to complete my IES?

At the beginning of the academic year, you must submit your IES for both semesters. In February, you will get the chance to
alter exam dates for second semester courses.

You can only start composing your IES on the first day of the academic year. You can find the deadline for your IES, which are
the same as the deadlines for your ISP, here.

There is a conflict between the exam dates of two or more courses in my IES: what can I do?

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 A conflict in your IES can be solved by changing your ISP. If only one of the courses with conflicting exam dates has to be taken
at this stage of your studies, you have to drop the other one. Likewise, if one of the conflicting courses is a mandatory course
while the other is an elective, you have to drop the elective.

Otherwise, if both courses with conflicting exam dates are mandatory at this stage of your studies, please fill out the form
that you can find in your IES under the tab ‘Contact information’.

I am unable to take an exam on the dates that are suggested in KU Loket: what can I do?

Requests for alternative exam dates (during the same examination period) are granted only in serious and rare
circumstances. You may contact the Ombudsperson through this web form. Please do not contact your teacher about this, as
s/he has no authority in this matter.

It is always possible to defer exams from the first or second examination period to the third examination period in
August/September.

I have a problem saving my IES: what should I do?

You should first try to use a different web browser (Firefox instead of Google Chrome). If this does not help, please consult the
IES Manual. If this still does not help, please contact the KU Leuven ICTS Service Desk.

2.1.6 Taking exams

Where do I find when or where my exams take place?

You can find all logistic information about your exams in your Individual Exam Schedule (IES) in KU Loket: ‘Education and
Students’ -> ‘Student’ -> ‘Individual Exam Schedule (IES)’.

The time and location of your exams is made available no later than five weeks prior to the start of the first and second
examination period. You should always check your IES the day before your exam in order to verify this schedule.

When are the exam dates for the third examination period available online?

The exam dates for the third examination period are made available in your IES on the fourth Monday after the
announcement of the results of the second examination period. They are only visible once you are enrolled for the third
examination period (you will automatically receive an invitation for this per e-mail).

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 Please do not contact the Education and Student Office about this in the meantime, as they will be unable to answer your
questions.

I cannot take an exam or submit a paper due to serious medical or personal reasons: what should I do?

You should contact the Ombudsperson as soon as possible and explain your situation. This is the only person who can decide
about alternative dates or exam formats: neither your professor nor the staff of the Education and Student Office are allowed
to do so! You can reach the Ombudsperson through this web form.

I decided not to take an exam or submit a paper for other reasons: what should I do?

Regarding exams, please deregister from the exam through your IES as soon as possible. The deregistration period starts two
weeks before the start of the examination period.

Regarding papers, including the Bachelor paper and (Research) Master thesis, we urge you to immediately contact your
teacher and inform her/him about your decision (no deregistration is needed or possible here).

After the deliberation of the second examination period (July), you will automatically be invited to register for the third
examination period, during which you can retake the exam or resubmit the paper.

When can I retake an exam or resubmit a paper?

There is only one chance to retake an exam or resubmit a paper within the same academic year: the third examination period
in August-September. This also counts for exams or papers from the first semester, which you cannot retake in the second
examination period in June.

Note 1: It is not possible to take an exam on the course topic of the previous academic year.

Note 2: Resubmitting the same paper during the next academic year will not be allowed if the topic of the seminar has
changed (which usually happens). Students must always submit their paper on the topic of that academic year. (In addition,
students who retake a seminar are once again subjected to the attendance requirements of the course.)

Are there consequences to postponing my exam or paper to the third examination period?

Postponing an exam or paper in itself does not affect the grade for this particular course, nor your overall study results. If you
are in the final year of your study programme, it however means that you can only graduate in September instead of July.

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2.1.7 Bachelor Paper
2.1.7.1 Format paper
In which type of document should I write my paper?

In the end, you will have to upload your paper as a PDF file. Therefore, we advise you to write it in a Word document, which
you can easily save as a PDF file once you are done.

I designed the cover page of my paper myself: will my paper be accepted?

No. You can find the official template for your Bachelor Paper here.

How should my paper be bound?

Several options (ranging from staples to hard copy) are accepted, as long as your paper does not fall apart when it is being
thoroughly read.

I am looking for someone to proofread my paper: who can I contact?

Unfortunately, the Institute cannot help you with this. Our Writing Lab can help you practice your writing skills during the
process of writing your paper, but does not offer a proofreading service. You will thus have to ask a family member or friend
to do this.

Where can I find information about the Institute’s plagiarism policy?

You can find all important information about plagiarism and the Institute’s plagiarism policy here.
2.1.7.2 Deadlines
What is the deadline for the final draft of my paper?

You can find the deadline for the Bachelor Paper here.

I uploaded my paper, but failed to submit the printed copies on time: is my paper accepted?

No. You must contact the Education and Student Office per e-mail as soon as possible, explaining what happened.
Furthermore, unless instructed otherwise, you must bring the printed copies of your paper to the Office as soon as it opens
again. (Note: You are not allowed to make any changes to your paper in the meantime.) The Vice Dean of Education will then
decide on an individual basis if your paper is accepted.

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 I submitted the printed copies of my paper but missed the deadline to upload the electronic version: is my paper accepted?

No. You must contact the Education and Student Office per e-mail as soon as possible, explaining what happened and
immediately attaching the electronic version of your paper. (Note: You are not allowed to make any changes to your paper in
the meantime.) The Vice Dean of Education will then decide on an individual basis if your paper is accepted.

I missed the deadline for my paper altogether: what should I do?

If you did not contact the Ombudsperson prior to the deadline and did not receive permission to submit your paper at a later
date, you will not be able to submit and receive a grade for your paper during this examination period. You must then wait
until the third examination period to complete this required part of your studies.

If you missed the deadline for the third examination period, you will have to retake this course and fulfill all requirements
once again in the next academic year (because the topic of the Bachelor paper (with seminar) changes each year).

I want to take an extra semester or year to finish my paper: is that possible?

No. Because the topic of the Bachelor paper (with seminar) changes each year, you will have to retake this course and fulfill
all requirements once again.
2.1.7.3 Submitting
Where do I submit the hard copies of my paper?

You should submit the hard copies of your paper at the Education and Student Office – not at your supervisor’s office, the
library or any other location on campus.

How many copies do I have to submit?

You have to submit 2 hard copies of your Bachelor Paper.

How do I upload the electronic version of my paper?

You have to upload your Bachelor paper twice in Toledo under ‘Bachelor Paper’ (W0EB7a): once for the HIW archives and
once more for the plagiarism detection system. Instructions for uploading the pdf of your paper in Toledo will be posted there
prior to the submission deadline. You will also receive a reminder for this via Toledo.

I receive an error notification when uploading my paper to Toledo or Turnitin: how can I solve this?

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 You should try to use another browser and/or another computer. If the problem is not solved, please contact the ICTS
Servicepunt via icts@kuleuven.be.

2.1.8 Master Thesis (MA & ReMA)

2.1.8.1 Topic and promotor (supervisor)
How do I decide the topic of my thesis?

In principle, you are free to choose any philosophical topic, provided that you can find a faculty member of the Institute who
is willing to supervise a thesis on it (see question below). You can base this decision on earlier classes or papers that you
enjoyed a lot, on philosophical issues that you encountered on your own, or on this overview of the expertise of our faculty
members. In either case, you will have to pitch your idea to your promotor, with whom you will have to agree on the
delineation and approach of your research.

What are the criteria for a good thesis?

The criteria for a good thesis are explained by the practical guidelines for the MA thesis, Research Master paper, and
Research Master thesis, and during the mandatory meetings for these courses. If your supervisor formulates additional
criteria, you should take these into account as well.

How do I decide the promotor (supervisor) of my thesis?

The first thing you should do is figure out on which topic or author(s) you want to write your thesis (see earlier question). On
this basis, you should think which faculty member can help you best to explore your topic. There are two main criteria for this.
First, your chosen topic or author(s) should correspond to the research expertise of your promotor. You can find an overview
of this expertise here. Second, you should pick a promotor with whom you think you will have a good report. Writing a thesis
is an intensive process, and being comfortable about expressing your doubts to and receiving critical feedback from your
promotor is crucial in order to succeed. With regard to both issues, you can ‘test the water’ with various faculty members
during the Thesis Fair that the Institute organizes in October.

What can I expect from my promotor (supervisor)? And what may s/he expect from me?

You can find the guidelines in the Profile of a Good Thesis Supervisor and a Good Thesis Student.

Can I have a co-promotor (co-supervisor)?

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 No. Your supervisor will have enough expertise to guide your philosophical research at (Research) Master level.

Can I change the promotor (supervisor) of my thesis during the academic year?

Yes, but only based on a motivated request and with permission of the Programme Director. Please send your letter of
motivation to hiw.studiesinfo@kuleuven.be. The decision is made on an individual basis.

Note 1: If your request is accepted you will need to re-submit all progress reports for your thesis, signed by your new
promotor, as soon as possible.

Note 2: It is your responsibility to inform you previous promotor that you will no longer require their guidance.

There is a conflict with my promotor (supervisor), or my promotor is unreachable: who can I contact for counseling or mediation?

You should contact the Education Ombudsperson, who is also the Vice Dean for Education (see the bottom of this page).
2.1.8.2 Format thesis
In which type of document should I write my thesis?

In the end, you will have to upload your thesis as a pdf file. Therefore, we advise you to write it in a Word document, which
you can easily save as a pdf file once you are done.

What are the formal criteria for my thesis?

Please consult the documents under ‘Practical Guidelines’ and the ‘Formal Criteria Checklist’ on this webpage.

How should my thesis be bound?

Several options (f.e. glue or spiral) are accepted, as long as your thesis is properly bound and does not fall apart when it is
thoroughly read (which is not the case with a few staples).

I am looking for someone to proofread my thesis: who can I contact?

Unfortunately, the Institute cannot help you with this. Our Writing Lab can help you practice your writing skills during the
process of writing your thesis, but does not offer a proofreading service. You will thus have to ask a family member or friend
to do this.
Where can I find information about the Institute’s plagiarism policy?

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 You can find all important information about plagiarism and the Institute’s plagiarism policy here.
2.1.8.3 Deadlines
What are the deadlines for the progress reports? Why are there two deadlines?

You find the deadlines and all other information about the progress reports here.

What is the deadline for the final draft of my thesis?

You can find the deadline for the (Research) Master Thesis in the administrative calendar of the Institute.

I uploaded my thesis, but failed to submit the printed copies on time: is my thesis accepted?

No. You must contact the Education and Student Office per e-mail as soon as possible, explaining what happened.
Furthermore, unless instructed otherwise, you must bring the printed copies of your thesis to the Office as soon as it opens
again. (Note: You are not allowed to make any changes to your thesis in the meantime.) The Vice Dean of Education will then
decide on an individual basis if your thesis is accepted.

I submitted the printed copies of my thesis but missed the deadline to upload the electronic version: is my thesis accepted?

No. You must contact the Education and Student Office per e-mail as soon as possible, explaining what happened and
immediately attaching the electronic version of your thesis. (Note: You are not allowed to make any changes to your thesis in
the meantime.) The Vice Dean of Education will then decide on an individual basis if your thesis is accepted.

I missed the deadline for my thesis altogether: what should I do?

If you did not contact the Exam Ombudsdienst prior to the deadline and did not receive permission to submit your thesis at a
later date, you will not be able to defend and receive a grade for your thesis during this examination period. You must then
wait until the third examination period or the first examination period of the next academic year to complete this required
part of your studies.

I want to take an extra semester or year to finish my thesis: is that possible?

You can register for the (Research) Master thesis during three academic years. A fourth registration will not be allowed.
2.1.8.4 Submitting
Where do I submit the hard copies of my thesis? How many copies do I have to submit?

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 You should submit three hard copies of your thesis at the Education and Student Office – not at your supervisor’s office, the
library or any other location on campus.

How do I upload the electronic version of my thesis?

You can find instructions for uploading the electronic version of your thesis here.

I am asked to enter the ‘metadata’ for my thesis: what does this mean?

When uploading your thesis on KU Loket, you must also fill out a submission form with metadata. You can find all the
information about these data here.

Note: HIW students can only enter the name of your supervisor, not the names of their other jury members.

I cannot upload my thesis in KU Loket: what should I do?

Please make sure that you have not previously uploaded another document, that no required metadata are missing (see
previous question), and that the deadline for submission has not passed. If none of this is the case, there must be a technical
problem: try using another browser and/or computer, or contact the ICTS Servicepunt via icts@kuleuven.be if the problem
persists.
2.1.8.5 Thesis defence
I submitted my thesis: when will I receive information about the thesis defence?

You will be informed about the time of your defence and the members of your thesis jury per e-mail. This usually happens
one week prior to the defence date, which is usually on the last Friday of the examination period.

How is it decided who will be the members of my thesis jury? Can I make suggestions myself?

The Vice-Dean of Education and the Director of the International Programme decides about the members of your thesis jury
based on the expertise and the even distribution of the workload among our staff members. Please note that this does not
imply that all members will be experts on the topic of your thesis: the committee deliberately aims towards a balance
between experts and non-experts, as your thesis should be intelligible and relevant to both groups.

You are not allowed to make suggestions for your thesis jury yourself, nor do you have the right to challenge the decision
from the committee.

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 Is my thesis defence a public event?

No. The only people present at your thesis defence, other than yourself, are your jury members.

How can I prepare for my defence?

In general, you should prepare for your thesis defence in the same way that you prepare for an oral exam: make sure that you
are well rested and that you know what you are talking about. To this goal, carefully reread your thesis and reflect on the
earlier comments that you received from your supervisor (how did you take these comments into account, or how could you
still improve on these points).

In addition, you must also prepare a five minute presentation that summarizes your research process and results. This
presentation takes place at the beginning of the defence. You will not be allowed to use any technical aids or handouts during
your presentation.

I will not be in Leuven on the day of the thesis defence: what should I do?

In principle, all students must be present at their own thesis defence. Requests for exceptions, which are rarely granted,
should be made as soon as possible and directed solely to the Exam Ombudsdienst through this web form. Neither your
professor nor the staff of the Education and Student Office are allowed to give you permission about these matters!

2.1.9 Study results

2.1.9.1 Examination results
When will I know the results of my exams and papers?

The results of your exams and papers are made available via the Study Progress File in your KU Loket on the day of the
deliberation (see the Academic Calendar), during the afternoon. On this day, you will receive an e-mail once your grades are
available. In order to avoid an overload of the system, please wait until you receive this e-mail before checking KU Loket.

What do my grades mean?

You can find an explanation of the KU Leuven grading system here.

I did not receive a grade for a certain course, even though I attended the exam or submitted the paper: what should I do?

29
 You should contact the Education and Student Office at hiw.studiesinfo@kuleuven.be. This was probably an administrative
mistake that can easily be corrected.

What is the difference between ‘0/20’ and ‘NA’?

Both marks mean that you failed your exam. ‘0/20’ is the lowest grade that you can receive from your teacher, either because
you did a very poor job on your exam or paper, or because you submitted your exam without filling in any of the answers. ‘NA’
(‘Niet Afgelegd’ or ‘Not Taken’) is an administrative indication that you did not partake in the examination for this course at
all.

In some cases, obtaining ‘NA’ during the first or second examination session means that you will also automatically receive
‘NA’ during the third examination period. This applies especially to seminars where participation and/or presentation are
required, and is stipulated in the ECTS fiche for the course.

Will ‘0/20’ or ‘NA’ appear on my final transcripts even if I complete this course in the third examination session?

No. Once you have (re)taken the exam or (re)submitted the paper, the result from the last examination session will appear on
your final transcripts.

If I retake an exam that I failed in the first or second examination period, but my new result is worse, can I keep my earlier grade?

Yes. In order to encourage students to retake their failed exams or papers during the third examination period, KU Leuven has
a policy that you always retain your best result from that academic year.

I passed a course but am unhappy with the grade: can I retake the course?

No. Once you have passed a course, you cannot retake it in order to get a higher grade.

How many times can I retake a required course that I failed?

Bachelor students: You can enroll in a course for two consecutive years, which means that you have four examination
opportunities for each course, including the September examination sessions. If your CSE is less than 50% after four
opportunities, you will be refused to re-enroll in your study programme for the next academic year. If your CSE is more than
50% after four opportunities, you can enroll in the same course for a third academic year (i.e. for a total of six examination
opportunities). However, if you do not complete this course by your sixth opportunity, and you cannot tolerate it, you will be
refused to re-enroll in your study programme for the next three academic years.

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 Credit contract, Filosofische Academie & Filosofische Propedeuse: You may retake each course maximum two times.

Master students: You may retake each course maximum three times.

I failed an elective course: do I have to retake it next year?

No. Unless you have a particular reason to stick with the same elective course, it may even be wise to pick another one (that
meets the same ISP requirements), given the limited amount of examination opportunities for the same course (see above).
2.1.9.2 Cumulative Study Efficiency (CSE) and Tolerance
What does my Cumulative Study Efficiency (CSE) tell me about my study progress?

Your CSE shows how efficient your study trajectory has been so far. It only considers the amount of credits that you have
actually taken up in your current study programme (thus taking into account part time study trajectories or exemptions, but
also multiple examination opportunities), and reflects the percentage of these credits that you have passed. As such, your CSE
indicates whether your overall study approach is working out for you or needs to change. You can find more information here.

My CSE is less than 30%: what are the consequences?

If your CSE is less than 30% after the first year of your Bachelor studies, you cannot continue the same studies in the next
academic year. (This does not apply to students in the BA Abridged, or BA students with Advanced Placement!)

My CSE is less than 50%: what are the consequences?

There are no immediate consequences if your CSE is less than 50% after the first year of your Bachelor studies. However, if it
is still below 50% after the second year, you will not be allowed to continue the same studies in the next academic year. (This
does not apply to students in the BA Abridged, or BA students with Advanced Placement!)

If your CSE drops below 50%, you are also in trouble if you failed the same mandatory course two years in a row. In this
situation, you are not allowed to take this course for a third year in a row, nor can you apply tolerance for it (see below),
which means that you cannot continue the same studies in the next academic year. (This also applies to students in the BA
Abridged and BA students with Advanced Placement!)

When can I apply tolerance?

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 If you are a Bachelor student, you can only apply tolerance for a course that you have already taken up but that you failed to
pass (at least once). This way, you can continue your studies without having to retake this course (over and over again) – your
failure to pass this course has been tolerated. However, in each study programme some core courses are marked as
‘intolerable’ (f.e. the Bachelor paper), meaning that you have to pass them if you wish to proceed with your studies.

You can find the general conditions for and the (dis)advantages of applying tolerance here. Whether it is wise to apply
tolerance for a particular course cannot be caught by general rules, although we advise against

- applying tolerance after the second examination session, since you can still pass the course in September (applying for
tolerance after the first examination session is not possible)
- applying tolerance for an elective, since you may want to save this limited option for a required course (and you can
simply replace the elective for another next academic year)

The responsibility lies with the student, who is encouraged to contact the Education and Student Office for help.

How do I apply tolerance?

You can find all relevant practical information about applying tolerance here.

Can I later reconsider the tolerance that I apply now, or is this decision definitive?

This decision is definitive: once confirmed in your Study Progress File, you cannot revoke the tolerance for a particular courses
(in order to apply it to another course instead). You should thus keep this in mind when applying tolerance in the first place.

2.1.9.3 Feedback and appeal

Is it possible to receive feedback on a paper or exam?

Yes. After the first and second examination period, all teachers hold office hours for feedback about the exams or papers that
they graded. This happens within a week after the announcement of the results. Prior to the proclamation of your grades, the
Education and Student Office sends out an e-mail to all students with the timetable for these feedback sessions.

After the third examination period, you can receive feedback from your teachers by making a direct appointment with them.

I am unhappy with a particular exam result: what do I do?

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 If you are unhappy with the particular result of one or more exams or papers, you should discuss this with your teacher
(neither the Ombudsperson nor the Education and Student Office can intervene in this). Please note that your teacher cannot
reconsider your grade: s/he can only give you feedback that will be useful for future exams or papers.

I am unhappy with my overall results: what do I do?

If you are unhappy with your overall study results, and the consequences for your study progress, you should contact the
Education and Student Office, whose staff members will advise you about your options, including the possibility to lodge an
appeal against the decision of the exam committee.

I was told that I cannot continue my studies at the Institute next academic year: can I challenge this decision?
Yes. In certain cases, it is possible to lodge an appeal against the decision of the exam committee. You can find all the
information about lodging an appeal, including the deadline, here. Before you do so, we however strongly advise you to
contact the Education and Student Office at hiw.infostudies@kuleuven.be.

2.2 Exchange students (ERASMUS+)

2.2.1 Incoming ERASMUS+ students
I am an ERASMUS+ student: are there specific regulations for my study trajectory?

You can find all information on this webpage. During the first week of the semester, there is also an info session specifically
for incoming ERASMUS+ students, during which you can ask all concrete questions regarding your study trajectory.

Note: The programme requirements that are mentioned on our study programme pages do not apply to ERASMUS+ students.
More information about this will be provided during the info session.

Do I have to upload a certificate of proficiency in English in order to start my studies at the Institute?

No. A good knowledge of the English language (at least B2 level on CEFR) is required for studying at the Institute. We rely on
our ERASMUS+ partner, i.e. on your home university, to only select ERASMUS+ students who meet this requirement.

How do I officially enroll for courses?

It does not suffice to have your courses listed in your Learning Agreement: you must also register these courses in your KU
Leuven ISP, which is the only official tool for enrolling for courses and receiving credits. You can find all information about
registering as a KU Leuven student and composing your Individual Study Program (ISP) above (see 1.3 and 2.1.4).

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 I am an ERASMUS+ student but would like to extend my stay at the Institute: is this possible?

Yes. It is possible to prolong your stay as an ERASMUS+ student – but only from the first semester to the entire academic year
– if the ERASMUS+ coordinators of both your home and host university approve.

After your ERASMUS+ exchange, It is also possible to continue your stay as a regular international student, with the aim of
obtaining a Bachelor or Master degree at the Institute. In this case, you must submit an application to the KU Leuven office
for international admissons, which needs to acknowledge the credits that you obtained in your initial home university.

2.2.2 Outgoing ERASMUS+ students

I want to partake in the ERASMUS+ exchange programme: when and how is this possible?

You can find all information pertaining to an ERASMUS+ exchange programme on this webpage. The Institute also organizes
an information session in December.

The deadline for applications is always February 28.

How do I request an ERASMUS+ scholarship, and when will I know if my application was successful?

All students who applied for an ERASMUS+ exchange automatically also applied for the scholarship. The KU Leuven Outgoing
Mobility Unit will notify you about the decision after the second or third examination period.

2.3 Study guidance

2.3.1 Study guidance services
2.3.1.1 Education and Student Office
What are the office hours of the Education and Student Office?
You can find the office hours of the Education and Student Office here.

Can I reach the Education and Student Office after office hours?

Yes, you can. The fastest way to have your questions answered is often by sending an e-mail to hiw.studiesinfo@kuleuven.be.
Our staff members will respond to you as quickly as possible.
2.3.1.2 Mentoring service
Which services do the study mentors provide?

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 The study mentor is available to answer all your questions relating to your study programme, exams, and study method:
which courses to take, how to compose a balanced individual study programme, how to study efficiently, etc. We especially
advise you to consult this mentor if you failed or missed a number exams and your CSE is around 50% or lower, so that they
can help you avoid getting excluded from the programme.

The study mentors also organize exercise sessions and practice exams for some of the key courses of the first year of the
Bachelor programme, as well as a general info session concerning study methods and exams.

How can I contact my study mentor?

You can contact your study mentor by sending an e-mail to hiw.studiesinfo@kuleuven.be. They will respond to you as quickly
as possible.

Are the sessions and practice exams organized by the study mentors mandatory?
No, but we strongly advise you to attend and partake in them.
2.3.1.3 Ombudsperson
Which services does the Ombudsperson provide?
You can find all information about the Ombudsperson here.

How can I contact the Ombudsperson?

You can contact the Ombudsperson by filling out this form. We recommend that you use the form, since it guarantees that
the Ombudsperson has all relevant information about your situation and can help you out more quickly.
2.3.1.4 Writing services
Which services does the Writing Lab provide?
You can find all information about the Writing Lab here.
How can I contact the Writing Lab?
You can contact the Writing Lab by sending an e-mail to writinglab.hiw@kuleuven.be. The HIW Writing Tutors will respond to
you as quickly as possible.

Which services does the ILT Writing Centre provide?

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 You can find all information about the ILT Writing Centre here.

2.3.2 Absence during the academic year

I was or will be ill for an extended period of time: who do I inform about missing classes? And (how) will I have to make up for my
absence?

The right person to contact in this situation is the Ombudsperson. You can contact this person through this web form. You do
not need to contact your teacher about this, and your teacher has no authority in this matter.

Due to personal issues I missed a number of classes: what should I do?

The right person to contact in this situation is the Ombudsperson. You can contact this person through this web form. You do
not need to contact your teacher about this, and your teacher has no authority in this matter.

2.3.3 Problems with papers or exams

I would like to postpone the submission of a paper: who do I contact for this?

The right person to contact in this situation is the Ombudsperson. You can contact this person through this web form. Please
do not contact your teacher about this, as s/he has no authority in this matter. Note that your request will only be granted
under serious circumstances.

Due to illness or personal issues I cannot take an exam: what can I do?

The right person to contact in this situation is the Ombudsperson. You can contact this person through this web form. Please
do not contact your teacher about this, as s/he has no authority in this matter. Note that your request will only be granted
under serious circumstances.

I would like to change the date of an exam: who do I contact for this?

The right person to contact in this situation is the Ombudsperson. You can contact this person through this web form. Please
do not contact your teacher about this, as s/he has no authority in this matter. Note that your request will only be granted
under serious circumstances.

2.3.4 Contacting teaching staf

Where can I find the contact info of my teachers?

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 You can find information about the office hours of your teachers here.

What is the proper way to address a (teaching) staff member?

Unless otherwise mentioned by the staff member, you are expected to address your teacher according to their title (Professor,
Dr., or Ms./Mr.). Properly addressing is not only a matter of common curtesy, but improves communication and can have a
positive effect on your studies.

You can find more information about the KU Leuven Netiquette here.

2.4 Diplomas and transcripts

2.4.1 Diplomas
When and how will I receive my diploma?

If you graduated in June 2014 or later, your diploma is processed by the faculty in the fall of the year of graduation. The Central
Logistic Services of KU Leuven will prints and send your diploma by registered post to your correspondence address. It is therefore of
utmost importance that this address is correct in KU Leuven. You can find all information here.

If you graduated before June 2014, you should contact the student secretary at hiw.studiesinfo@kuleuven.be. Keep in mind that it
may take a few days before you can pick up your diploma or before we can send it out.

Do I have to pay a fee to receive my diploma per mail?

No, your diploma is sent to you free of charge by registered mail.

My post address has changed or is about to change: how do I make sure that my diploma is sent to the right address?

Whenever your address or other contact info changes, you must update your Student File in KU Loket. KU Leuven staff members and
services will only use this information in order to contact you.

I think the post service returned my diploma to KU Leuven: how can I still obtain it now?

If your diploma could not be delivered correctly (e.g. because of a wrong correspondence address in your student file) it is sent back
to KU Leuven and is archived at Central Logistic Services. You should contact them to make further arrangements. Click here for more
information.

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 2.4.2 Transcripts
When and how will I receive the transcripts of my studies at the Institute?

You can request your transcripts from the 2016-2017 academic year or later via your Student File (under tab 'Certificates') in KU
Loket. The authenticity of the document can be verified by the QR-code and the 5-digit code that can be found on the transcripts.

If you need transcripts from academic years prior to 2016-2017, you should contact the student secretary at
hiw.studiesinfo@kuleuven.be. You must indicate how many copies you need and to which (e-mail) address(es) they should be sent.
Please give your full name and student user id (if available), as well as details about your studies/graduation. Be aware that it may
take a few days to process your request, so you should contact the student secretary in a timely manner.

Do I have to pay a fee to receive my transcripts per mail?

No.

B. Doctoral Programme
1. Admission
What are the requirements for getting accepted into the doctoral programme?

You can find all information about admission to and registration for the doctoral programme here.

Can I apply directly to the doctoral programme?

No. Before a candidate can be considered for admission to the doctoral programme of the Institute, s/he must first have been awarded the
diploma of Research Master in Philosophy of the KU Leuven, and distinguished her- or himself in these studies. This research master counts as
a pre-doctoral examination wherein the candidate’s academic abilities and maturity of research are improved and tested. The research
master programme should also give the candidate the opportunity to write a well-focused research proposal for the application to the
doctoral programme and to find a supervisor at the Institute of Philosophy.

More concretely, in order to be considered for admission to the doctoral program, a candidate is required to first complete the Research
Master with at least distinction and 2 x 15/20 for the research master thesis.

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 Only under very specific conditions can the requirement of first obtaining a research master degree at the Institute be waived (list of grounds
for exemption under Subsection 3, Article 6 of The regulation concerning the attainment of doctoral degrees at the KU Leuven).

My student visa will expire before I can get accepted to the doctoral programme: what should I do?

You should submit your application for the doctoral program as early as possible, and at least one month before your student visa expires, in
order to avoid any visa issues. We will no longer allow candidates to enroll for the pre-doctoral program just to finish their doctoral proposal.
We therefore recommend that you start working on your doctoral research proposal well before finishing the Research Master Program.

How do I find a supervisor for my doctoral thesis?

The first thing you should do is figure out on which topic you want to write your doctoral thesis. On this basis, you should decide which
professor can help you best to explore your topic. There are two main criteria for this. First, the topic that you have chosen should correspond
to the research expertise of your supervisor. Second, you should pick someone with whom you think you will have a good report. Writing a
thesis is an intensive process, and being comfortable about expressing your doubts to and receiving critical feedback from your supervisor is
crucial in order to succeed. It is not mandatory to ask the supervisor of your Research Master thesis to also be the supervisor of your doctoral
thesis, but if s/he matches both of the aforementioned criteria, it only makes sense to do so.

I would like to have a co-supervisor for my doctoral thesis: is this possible?

Possibly. It is up to the doctoral committee to appoint a co-supervisor. The committee will only consider a request for co-supervision if the
proposed co-supervisor is a professor from another department or university (in Belgium or abroad) and if that professor’s expertise has an
added value for your doctoral research. As a doctoral student you have supervisory committee members, who you can appeal to for
additional advice, feedback or discussion. Furthermore, you are free to seek informal advise about your research from other faculty members,
but they cannot be officially assigned as a co-supervisor. Your supervisor will have enough expertise to guide your philosophical research,
while having multiple supervisors may lead to interpersonal conflicts that would negatively affect your studies.

Please note that FWO PhD Fellowship holders are not allowed by the FWO to have co-supervisors who are not affiliated with a Flemish
university.

I am a self-supporting doctoral student: will I get a non-student KU Leuven e-mail account?

Yes, you will be contacted about this once you are officially enrolled in the doctoral programme.

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2. Funding
How do I find a doctoral scholarship?

The Institute itself does not offer doctoral fellowships or doctoral scholarships as such. Doctoral students are thus expected to find funding for
their doctoral research themselves. These are the main sources of funding for doctoral research:

 The FWO offers (highly) competitive PhD fellowships. (Please note that only candidates with a master degree from one of the countries of
the EU, the EER or Switzerland are eligible for this fellowship.)
 Supervisors of research projects based at the Institute will sometimes need doctoral scholars to do (part of) the project’s research,
vacancies are published here.
 The IRO offers competitive scholarships for doctoral students from developing countries. You find more information on the IRO website.
 Working for the Institute’s student counseling service (‘monitoraat’) can be combined with part-time doctoral research, vacancies are
published here.

Some organizations or institutions offer competitive scholarships for candidates with a specific nationality, like the Chinese Scholarship
Council or the Belgian American Education Foundation. Your supervisor and the secretary of the doctoral committee will be happy to advise
you about finding a scholarship.

How do I find resources to cover operating costs related to my doctoral research?

 The doctoral program of the Institute allots a doctoral allowance to most doctoral students and can give financial assistance for the
organization of workshops.
 The Doctoral School of Humanities & Social Sciences offers conference allowances and funding for organizing workshops and
interuniversity or interfaculty initiatives.
 The Academische Stichting Leuven can provide financial support for doctoral students participating in an international conference.
 The International Office of KU Leuven has a mobility program for young researchers at KU Leuven.
 The FWO offers various travel grants.
 The Flemish Government offers a Junior Mobility Program.

This list is not exhaustive. The secretary of the doctoral committee will be happy to advise you about finding funding to cover costs related to
your doctoral research.

I would like to work as a research assistant during my doctoral research: is that possible?

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 Possibly. The Institute usually hires a number of self-supporting doctoral students to work as a research assistant. If this interests you, you
should contact the Education and Student Office of the Institute at hiw.studiesinfo@kuleuven.be.

3. Requirements and progress

Which requirements do I have to fulfill to complete the doctoral program?

You can find all information about the requirements of the doctoral program here.

When do I have to submit a progress report?

Every year. Fourteen days before you have to submit a report you will get an automatically generated reminder. This e-mail is sent to your KU
Leuven student e-mail account. You can find an overview of all the deadlines for submitting progress reports in your KU Loket (‘PhD
Progress’).

How do I submit a progress report?

Through the KU Loket application ‘My PhD’. You can find the templates and instructions for submitting progress reports here.

Do I have to submit any other documents besides the annual progress report?

Yes.
 Three months after starting your PhD, you should submit a signed version of the ‘Charter for PhD researchers and supervisors’.
 Once a year you should have a performance interview with your supervisor, and submit a report about this interview.
 In the final year of the doctoral program, you need to submit the ‘Registration of activities form’.

What may I expect from my promotor (supervisor), and what may s/he expect from me?

In order to know what your supervisor can expect from you, and what you may expect from her/him, you can consult the Institute’s Charter
for PhD Researchers and Supervisors.

Who is in my supervisory committee?

You can consult the list of supervisory committees here.

When do I need to give a progress presentation for my supervisory committee?

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 There are only two occasions on which you need to give a progress presentation before submitting the annual progress report. The first one is
in the second year of the doctoral program and is related to the progress report entitled ‘Annual progress report I’. The second presentation
should take place in the final year of the doctoral program between 6 and 3 months before submitting the dissertation and is related to the
‘Final Progress Report’. The guiding principle for the second meeting with your supervisory committee is the table of contents of your
dissertation.

4. Defence
What do I need to do before I can submit my dissertation?

You can only submit your dissertation after you have given your final progress presentation (and the corresponding progress report has been
approved), after you’ve fulfilled all the requirements of the doctoral program (i.e. your ‘Registration of activities form’ has been approved)
and after your supervisor has given the green light to submit the dissertation. As soon as these conditions have been met, you can submit
your dissertation. In addition, your supervisor should send his/her proposal regarding the composition of your examination committee to the
Faculty Board for approval.

Is there a deadline for submitting my dissertation?

There is a deadline for submitting your dissertation as soon as the members of your examination committee have been contacted and the
date for your doctoral defence has been set. The deadline for submitting is exactly 9 weeks before the date of your defence.

Important: the submission of your dissertation (contact the secretary of the doctoral committee to know how many copies are required) also
entails submitting three additional theses on philosophical issues that are not discussed in your dissertation. Without these theses, your
dissertation will not be accepted and your defence cannot be planned.

How do I organize my defence?

The Institute organizes your defence for you. The Faculty Board appoints the members of your examination committee at the suggestion of
your supervisor, and you are not allowed to make suggestions, let alone contact potential members of your examination committee. The date
for the defence is set based on the schedules of the members of the examination committee after consulting your supervisor about the
preferred timing of the defence.

Do I need to take care of anything else after having submitted my dissertation and before defending it?

Yes. The examination committee gets 6 weeks to decide whether your dissertation can be accepted for defence. If the committee gives the
green light, you will automatically be enrolled for the doctoral defence (the Registrar’s Office will send you a bill for the registration fee.) You

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 then have to add a popularizing summary of your dissertation in your KU Loket (this summary will be printed on the hand-outs at your
defence) and upload a PDF of your dissertation in KU Loket.

If you want to have a reception after you defence, it is up to you to organize it. The Salons or the Raadzaal will be booked for this occasion.

How long does the presentation of my doctoral research at my defence need to be?

Ideally, your presentation takes about 20 minutes. After that, each member of the examination committee gets about 20 minutes for
questions and answers.

5. Teaching opportunities
I would like to teach during my doctoral research: is that possible?

Yes. Doctoral students who receive funding from a Flemish institution (FWO, KU Leuven or the Institute) are automatically expected to perform
a number of teaching assignments over the years of their studies: they are part of the ‘Teaching Pool’ and will be contacted by the Vice Dean
of Education or the Academic Secretary during the summer. It is therefore important to keep an eye on your work e-mails even during the
summer break.

Self-supporting doctoral students are also given the opportunity to teach: they will be contacted by the Education and Student Office in due
time.

C. Former students
1. Diplomas
When and how will I receive my diploma?

If you graduated in June 2014 or later, your diploma is processed by the faculty in the fall of the year of graduation. The Central Logistic
Services of KU Leuven will prints and send your diploma by registered post to your correspondence address. It is therefore of utmost
importance that this address is correct in KU Leuven. You can find all information here.

If you graduated before June 2014, you should contact the student secretary at hiw.studiesinfo@kuleuven.be. Keep in mind that it may take a
few days before you can pick up your diploma or before we can send it out.

Do I have to pay a fee to receive my diploma per mail?

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 No, your diploma is sent to you free of charge by registered mail.

My post address has changed or is about to change: how do I make sure that my diploma is sent to the right address?

You can update your contact info by sending an e-mail to the central student administration at sa@kuleuven.be. Please provide your full
name, student user id (if still known) and your old and new address.

I think the post service returned my diploma to KU Leuven: how can I still obtain it now?

If your diploma could not be delivered correctly (e.g. because of a wrong correspondence address in your student file) it is sent back to KU
Leuven and is archived at Central Logistic Services. You should contact them to make further arrangements. Click here for more information.

2. Transcripts
When and how will I receive the transcripts of my studies at the Institute?

If you still have access to KU Loket, you can request your transcripts from the 2016-2017 academic year or later via your Student File (under
tab 'Certificates') in KU Loket. The authenticity of the document can be verified by the QR-code and the 5-digit code that can be found on the
transcripts.

In all other cases, you should request your transcripts by contacting the student secretary at hiw.studiesinfo@kuleuven.be. You must indicate
how many copies you need and to which (e-mail) address(es) they should be sent. Please give your full name and student user id (if available),
as well as details about your studies/graduation. Be aware that it may take a few days to process your request, so you should contact the
student secretary in a timely manner.

Do I have to pay a fee to receive my transcripts per mail?

No.

3. Letters of recommendation
I am applying for a study programme elsewhere and need letters of recommendation: how do I retrieve them?

You should ask one of your former teachers directly if s/he is willing to write you a letter of recommendation. The Education and Student
Office does not intervene in this matter.

Who should I ask to write a letter of recommendation for me?

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 It is rather unusual not to ask your (latest) supervisor to write you a letter: even if your bond with her/him was not excellent, your future
school will still expect a letter from your supervisor. Your other letters should come from teachers who know you well enough to write an
informed and positive letter about you. Ideally, their specialization matches your main study or research interests, and you received good
grades for their courses.

Which information should I provide to the person who will write my letter of recommendation?

You should tell the writer at which department(s) and for study programme(s) you are applying and when the deadline(s) is/are. In addition,
you should attach your transcript of records from your studies in Leuven, and if possible your curriculum vitae (mentioning academic services,
conference participations, or publications).

4. Staying connected to the Institute

Can I continue to use my student e-mail address after I have graduated?

Unfortunately, no. Once you are no longer a student at KU Leuven, your student e-mail address will be deactivated. It is therefore useful to
enter a secondary e-mail address to your personal information in KU Loket.

I would like to stay up to date about the events at the Institute: can I subscribe to a newsletter?

Yes, you can, by becoming a member of the Wijsgerig Gezelschap te Leuven. Membership is free during the calendar year in which you
graduated. You can find more information about this community here.

You can also register as a KU Leuven alumni in order to keep in the loop about other events at your alma mater.

D. Living in Leuven
1. Residency permit Belgium
I have difficulties with my travel visa: where do I go for counsel?

You can find information about your travel visa here.

For further questions, you will have to contact your embassy or consulate.
Do I need to be a full-time student for my visa?

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 If you are a non-EEA student, you need to be a full-time student in order to be eligible for a visa, unless you already have a residence permit in
Belgium.

Do I need to extend my visa each year?

No, only your residency permit (see instructions).

I have difficulties with my residency permit: where do I go for counsel?

You can arrange your residency permit by following the instructions here.

This webpage further explains how you can make an appointment or contact the Foreigners Office at the Leuven City Hall.

2. Housing in Leuven
Where do I search for an affordable room, studio, or apartment in Leuven?

The most reliable place to search for student housing, supported by KU Leuven, is this website.

Which factors do I need to take into account before signing a lease?

For information about room types, prices, locations, and other factors (and pitfalls!), you should carefully read this entire webpage
before deciding on a place to live.

There is an issue with my lease or landlord: where do I go for counsel?

For serious issues regarding your lease or landlord, you can contact the KU Leuven Housing Service.
3. Financing your stay
Does KU Leuven or the Institute provide scholarships for students from North-America?

The Institute of Philosophy does not provide scholarships for students from North-America, but KU Leuven does.

Does KU Leuven or the Institute provide scholarships for students from developing countries?

The Institute of Philosophy does not provide scholarships for students from developing countries, but KU Leuven does.

Can I be a student at KU Leuven and have a job at the same time?

Yes, you can. Please consult this KU Leuven webpage about student jobs.

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