General information

The main task of the EB is to safeguard the quality of assessment within the corresponding programmes. In addition, the EB is the authority where students can submit requestst or complaints regarding assessments (e.g., tests, assignments, project examinations), individual study programmes and exceptions to EER rules. An overview of some of the statuory taks of the EB is listed below.

EXECUTIVE TASKS

• Handing out diplomas;
• Appoint examiners;
• Grant Exemptions and Recognition of Acquired Competences;
• Evaluate study programmes that diverge from regular programmes as requested by a student;
• Assess cases in which there is a suspicion of fraud, and to determine the consequences if fraud has occurred
• Handle requests and complaints.

POLICY-ORIENTED TASKS

• Set up the policy plan on the way the quality of assessment within the programmes is guaranteed;
• Formulate guidelines and directions to estimate the result of an exam (e.g., how is the weighing amongst questions, and how can open-ended questions, reports and oral exams be judged).

ORGANIZATIONAL TASKS

• Document all of the decisions made;
• Setting up an annual report for the dean to justify the way of working, evaluate the past year and to reveal the plans for the future.

• The EB holds an ordinary meeting once a month. During these 2-hour meetings, organizational matters related to safeguarding the quality of assessment as well as requests and complaints are discussed. On average, a maximum of 15 cases can be discussed during EB meetings.
• The schedule for the meetings and the deadlines for submitting requests or complaints can be found in the Meeting Schedule section.
• The meetings of the EB are confidential and the submitted requests or complaints are treated as such. 
• Requests and complaints are processed on a first-come, first-served basis. These can only be submitted via the relevant web forms, which can be found in the corresponding sections of this website.
• The Examination Board only accepts requests that have been previously discussed with the study adviser (for both BSc. and MSc. students), and specialization coordinator and/or thesis supervisor (for MSc. students).
• Small or quick questions can be sent via email to examinationboard-set-me@utwente.nl and will be answered as soon as possible, within five working days.
• For proper documentation and official communication, students are asked to communicate with the EB by email only, via examinationboard-set-me@utwente.nl. Direct communication to the email of an EB member may result in delayed responses or no response at all. The EB will not answer phone calls, online calls, or direct messages via MS Teams.
• Any oral communication not initiated by the EB may not be used officially by the EB. The EB reserves the right to communicate with students via other channels, including one-to-one or in-person talks, where necessary.
• Across the programmes under its responsibility, the EB oversees approximately 1,380 students (up to academic year 2025-2026). As the number of students increases, so does the likelihood of receiving new cases. The expected number of students for academic year 2026-2027 is ~1,750 students.
• Although the number of requests, complaints, and inquiries fluctuates throughout the year, the EB receives an average of 15 new cases each week.

Response time

• Unfortunately, the EB has limited capacity to carry out its duties. Each member is appointed by the Faculty Board and allocated 5% of their working time to EB activities, corresponding to approximately two hours per week for a full-time appointment. The Chair and Secretary of the EB are allocated 10% of their working time to EB tasks.
• While requests, complaints and inquiries vary in complexity, an average case requires at least one hour of processing time —when no external communication is required. This includes the initial administrative handling of the case, such as verifying the completeness of the submitted information and assigning the case to an EB member, as well as the substantive review, discussion and deliberation, communication of the decision, and documentation of the entire process.
• When external communication is required, the overall processing time becomes dependent on the response time of the parties involved. As a result, processing times may vary considerably, ranging from a few hours to several weeks.
• In consequence, on average, a maximum of 30 cases can be resolved per month, with response times ranging from within one week to up to seven weeks.

Other tasks

In addition to, or as part of, the processing of requests and complaints, EB members undertake a number of other practical tasks, including:

• Meet with programme management and study advisers to be informed about current circumstances that involve several students or about plans from the corresponding programmes that involve the EB 
• Hold hearings and/or meetings with students and/or examiners/staff to discuss fraud or relevant cases 
• Attend meetings with other Examination Boards to learn about UT-wide experiences and be informed about new or updated policies
• Inform themselves about new policies and regulations within the corresponding programmes 
• Assess current examination practices and evaluate test and assessment plans in cooperation with programme management 
• Sign Bsc. and Msc. diplomas and supplements