Personal circumstances

Study delay during your first academic year and the binding recommendation rule

apply for assessment of your circumstances
apply before 1 july 2019

The UT enforces a binding recommendation for all bachelor's programmes.
During the first academic year a least 45 EC must be completed to continue your programme (execption: ATLAS requires 60 EC in the first year). When less than 45 EC are completed the programme can issue a positive recommendation if there is sufficient confidence that you have chosen the right study programme. For more information contact your own study adviser.

the year of the binding recommendation

  1. Introductory interview: at the beginning of the academic year you will receive an invitation of your tutor, mentor or study adviser.
  2. Pre-recommendation: will be send to you by e-mail or Osiris (week 52 at the latest) after the results of module 1 are  known,
  3. Second pre-recommendation: will be send in week 10 at the latest.
    The recommendations at 2. and 3. are not binding and can be negative, neutral or positieve.
  4. Invitation: when you have received a negative or neutral recommendation, you will be invited for a meeting with your study adviser. The study approach and study choice will be discussed.
  5. Final recommendation: after the additional test week (week 30) you will receive the final recommendation mid-August by e-mail/Osiris. This can be:
    - positive: when you have completed 45 credits or more of the first academic year;
    - negative: when you have completed less than 45 credits.
    The programme board can decide to defer the final recommendation to the second academic year, for instance due to a study switch or personal circumstances.

Some educational programmes have set additional requirements within the binding recommendation. These are laid down in the programme-specific appendix to the Education and Examination Regulations (OER) of your programme. 

study delay due to Personal circumstances

If your study is or might be delayed due to personal circumstances, you take the following steps:

  1. Notification: report to your study adviser as early as possible when your study is or might be delayed. If possible, a study plan will be drawn up. This study plan will be included in your BSA file.
  2. Assessment after module 1: in consultation with your study adviser, you can apply at an early stage for an assessment of your circumstances by the Committee Personal Circumstances (CPO). This is only done in cases for which non-assessment can have a negative influence on your personal situation.
  3. Assessment in regular cases: you should apply for an assessment (in consultation with your study adviser) when you cannot meet the BSA standard. Submit the application before 30 June of the concerning academic year. Depending on the circumstances, the application should be substantiated with supporting documents such as:
    1. Illness, disability/impairment: a certificate from your doctor or psychologist indicating the degree to which the study progress has been impeded and an estimate of the expected duration. You may also contact the campus General Practitioner for this certificate. If needed use the standard model for a medical form.
    2. Pregnancy/delivery: a certificate from your midwife or gynaecologist stipulating the expected date of birth. With a pregnancy, it is assumed that a student will hardly be able to study (if at all) for a period of four months. If the delay amounts to longer than four months, a reason other than pregnancy/childbirth must be given for the prolongation of this period. In that case a medical certificate is required.
    3. Special family circumstances: if possible, add supporting documents. This can be a certificate of your doctor/psychologist or a death certificate/obituary in case of the death of family members.
    4. Recognized board positions (membership of University Council, Faculty Counsil, Programme Committee or board as mentioned in FOBOS, appendix B, Cat. 3): a statement of the association mentioning your position and the period you are/were in the board.
    5. Recognized top-level athlete or top-level artist: decision or recognition by the UT.
  4. Interview with a student counsellor: you must have arranged a meeting with a student counsellor before 30 June at the very latest. In some cases the student consellor or CPO registry will release you from the obligation for this interview; you will be informed about that after you've submitted the application for assessment of your circumstances. However, if you do want to meet with a student counsellor, you may always make an appointment. The student counsellor can help you to formulate your problem (own written statement) as well as advice on other (financial) regulations that might be applicable.
  5. Recommendation of the CPO: the Committee Personal Circumstances (CPO) will assess the legitimacy, the expected duration and the severity of your personal circumstances and gives a recommendation to the Programme Director (you will receive a copy).
  6. Decision of the Programme Director: the final binding recommendation (positive, negative or deferred) will be made taking into account the ruling of the CPO.


When you receive a negative pre-recommendation, you will also get the opportunity to request a hearing. You’ll get the opportunity to clarify to a representative of the Programme Board why, in your opinion, the negative pre-recommendation is unwarranted. How very much you are motivated for this study will not affect the decision. But, the Programme Board will take into account your special circumstances. Sometimes it can be useful to clarify your circumstances; a hearing gives you the opportunity.

This hearing is explicitly not intended to report (for the first time) new circumstances that already should have been previously reported to the study adviser and the CPO Committee.

A hearing can be meaningful in case you want to:

  • Adequately substantiate that it was not possible to report your circumstances to CPO Committee in a timely manner. Realize that you have to submit evidence.
    Example: The deadline for submitting the application at the CPO committee was June 30. Due to serious family circumstances (first degree) you were barely present on the UT in June and you completely forgot to submit the application. Your study adviser, however, is aware of the situation. Prove is needed (e.g. a certificate of the hospitalization or death certificate).

  • Report circumstances that occurred after the deadline of the CPO Committee. You will have to substantiate that not obtaining the BSA standard is a direct consequence of these circumstances.
    Example: You had early July another repair option for a module. That time you had to cope with problems for which you finally got psychiatric treatment. As a result, you have missed the deadline. You can prove with a medical certificate that you was unable to study that week.

  • Explain that you believe that the reported circumstances had a greater impact on your study progress than first was expected.

    Example: This year you haven’t been able to fully complete your modules and reported the CPO committee of your functional impairment. Your circumstances are recognized and yet you received a negative pre-recommendation. You are of the opinion, however, that your impairment caused start-up problems which are not enough taken into account and you would like to explain them.

Please note: the examples given above are situations for which you may use a hearing to clarify your point of view. The Programme Board will consider it in their final conclusion. This, however, does not guarantee that it will lead to another (final) recommendation.The negative pre-recommendation indicates that you need to apply for a hearing within 5 working days. Consider this deadline! On the website of your educational programme you will find more information on how to request a hearing.

More information and FAq