Regulations concerning the recognition of previously acquired competences within the Brussels University Association
Preamble
These regulations were established in application of the Decree of April 30th2004 concerning more flexibility in higher education in Flanders including urgent measures for higher education and relate to study progress on the basis of EVC (Previously acquired competencies) and EVK (previously acquired knowledge), particularly the acknowledgment of EVC, which occurs at the level of the association.
The validation of EVK occurs in the institutions. Only in case of doubt whether it is EVK or not, the procedure defined within the association for EVC will be followed.
These regulations have been defined, as foreseen in the decree, within the association and shall be applied by each partner institution in the Brussels University Association.
An EVC project group assisted the creation of these regulations. The members of the EVC project group were:
EhB: Ann Langenakens, Jan Driesen, Ruben Dobbelaere eand Saskia Lieveyns
VUB: Thea Derks, Marc Vandersteen, Vanessa De Cock, Mieke Verelst
Projectleaders: Saskia Lieveyns and Vanessa De Cock
CONTENTS
- Conceptual framework and scope
- Validating body
- Registration, preparation and submission of the dossier
- Evaluation
- Validation
- Ombudsperson
- Guarantees and internal and external appeal procedures
- Fee for the investigation of competences
- Final provisions
I.Conceptual framework and scope
Article 1
For the purposes of these regulations,
“Refresher course” means a programme may be required for students who wish to flow through in higher education on the basis of a credit certificate, EVKs or a competence certificate acquired at least 5 calendar years ago;
“Investigation of competences” means the examination of the competences of a person prior to delivering a competence certificate;
“Competence certificate” means the certificate proving that the student acquired competences on the basis of EVCs or EVKs related to:
a) the level of bachelor in higher professional education or academic education, or
b) the master level, or
c) a well-defined training, course or cluster of courses.
The intended certificated is a document or registration;
“EVC” means a previously acquired competence, i.e. the whole of knowledge, insights, skills and attitudes acquired through learning processes that have not been ratified by a study certificate;
“EVK” means a previously acquired qualification, i.e. any domestic or foreign study certificate indicating that a formal learning pathway has been achieved, either or not through education, to the extent that it does not concern a credit certificate obtained within the institution and programme for which one desires to affirm the qualification. In order to be validated as an EVK, the following three conditions shall be cumulatively met: 1. Purposeful learning programme, 2. The learning programme is followed by an exam, 3. The learning programme was ratified by a degree or a certificate;
“Institution” means the university or colleges of the Association;
“Programme” means the structuring unit of the curriculum. In case of successful achievement, it is awarded with a degree;
“Course” means a well-defined whole of educational, learning and assessment activities aiming at acquisition of precise competences relating to knowledge, insights, skills and attitudes;
“Exemption” means being released from the obligation to take an exam for a course, or a part of it;
Article 2
1.These regulations exclusively apply to the validation of EVCs for which a dossier has been introduced to the Brussels University Association and apply to all BAMA training programmes organised by the institutions of the Brussels University Association.
2.The EVKs are granted by the institutions themselves on the basis of documentary evidence, unless a limited additional test is required, in which case the institution’s administration will explicitly substantiate the necessity of this test. The procedure defined in these regulations can only be used if the institution’s administration decides and substantiates that the examination of the supporting documents requires an investigation of competences for EVCs.
- Validating body
Article 3
The validating body is the body set up under supervision of the association. It is composed by the vice-Rector Education of the Vrije Universiteit Brussel and the Director Education of the Erasmushogeschool Brussel.
Article 4
The validating body is competent in the following areas:
-deciding on the admissibility of each dossier introduced as intended in article 5;
-deciding on the admissibility of the dossier introduced in accordance with article 10§1 and the necessity of an evaluation leading to an advice as intended in article 10§2;
-selecting evaluators of a dossier;
-delivering a competencecertificate.
Article 5
A validating body’s decision is valid if it is signed by at least one member of the validating body.
- Registration, preparation and submission of the dossier
Article 6
1 Any person who wants to be taken into consideration for the recognition of EVCs shall register with the validating body of the Brussels University Association.
2The validating body will deliver a form for the registration, which is to be completed within a delay defined in the time frame that is annually approved by the Administrative Board of the Association before the 1st of February. The minimum period for registration is in all cases at least 10 calendar days.
3The registration includes:
-the personal data of the applicant;
-the object the competence test relates to:
- recognition of competences in general as a bachelor and/or master level;
- recognition of competences related to a well-defined programme, course or cluster of courses.
4 The validating body decides on the admissibility.
The admissibility of the dossier depends on whether it meets the following criteria:
-registration within the set time limits;
-date and signature of the registration;
-duly completed form.
The candidate is informed of the decision without delay.
5If the registration request is decided to be admissible, the request is registered.
Article 7
1 After registration, the applicant shall submit, against receipt, a substantiated portfolio to the validating body within the delay defined in the time frame approved by the Administrative Board.
2 The portfolio isthe personal dossier in which the competences the candidate believes to have acquired are listed and includes the necessary documentary evidence.
Article 8
1 While preparing the substantiated portfolio, the applicant can request the guidance defined in article 22 from the EVC supervisor(s).
2 The applicant shall be responsible for the compilation and submission of the portfolio.
Article 9
When compiling and preparing the portfolio, the candidate is to follow the guidance of the EVC manual developed by the UAB (Brussels University Association) and to correctly use the forms provided to this end.
Article 10
1 Once the applicant has submitted the portfolio, the validating body will check the admissibility on the basis of the following criteria:
-submission within the set time frame;
-submission in 3 paper copies or 1 electronic/digital copy.
The applicant will be informed in case of inadmissibility.
2 If the submitted dossier is found to be admissible, the validating body will check whether the applicant used the correct portfolio method described in the manual when compiling the dossier. This will lead to a recommendation of which the student will be informed immediately.
The applicant has to inform the validating body within the delay defined in the time frame approved by the Administrative Board whether or not he wishes to withdraw his application. If the applicant does not contact the validating body within the set term, he is considered to end his application. The applicant has to notify this within ten calendar days. If the applicant pays the remaining amount within this period, he is considered to pursue the procedure.
- Evaluation
Article 11
1 If the application is continued after the verification intended in article 10§2 by the validating body, the latter will designate one or several (internal or external) assessor in accordance with a protocol defined to this end.
2The PhD progress monitoring commission is always a designated assessor for the specific investigation of competences related to the master level as intended in article 3 of the additional faculty PhD regulations of the faculty of Arts and Philosophy – specific provisions for a PhD in Arts.
The time frame does not apply to the investigation of specific competences relating to the master level intended in article 3of the additional faculty PhD regulations of the faculty of Arts and Philosophy – specific provisions for a PhD in Arts. Generally, registration is possible throughout the entire academic year.
Article 12
1 The evaluation is based, at least, on the substantiated portfolio submitted by the applicant.
2 Should the portfolio appear to be insufficient for the evaluation, the assessors can additionally impose one or several of the following methods if substantiated:
-A structured interview during which the applicant’s prior knowledge is assessed;
-Directobservation of behaviour and achievements;
-Evaluation based on the interpretation of facts or declarations referring to theoretical schemes;
-Evaluation based on collected information and achievements.
Article 13
1 The assessor(s) shall be competent to objectively assess the burden of proof and shall be able to read both the burden of proof and the standards and to weigh both up.
2 Persons charged with the guidance in the dossiers can in no case act as an assessor of a dossier.
Article 14
The following standards are used for the evaluation:
-for the general level of a bachelor or master programme: assessment under the specific competences of the level of bachelor in higher professional education or academic education or the master level intended in article 58§2 of the Decree of April 4th, 2003 concerning the restructuring of higher education in Flanders and under the accreditation framework facet 1.1.
-the specific competences of a particular programme are assessed under the competences listed in the programme contents description and the higher education register; the specific competences for a particular course are assessed under the competences listed in the course contents description.
Article 14bis
The evaluation is carried out within the period set in the time frame approved by the Administrative Board of the Brussels University Association, i.e. at least 7 calendar days. The final evaluation is delivered to the validating body.
Article 15
1 Appropriate precautions will be taken during evaluation to protect the applicant’s privacy and personal integrity.
2 The portfolios can be used for educational purposes provided that they are made anonymous.
V.Validation
Article 16
1 Upon receipt of the final evaluation, the validating body will immediately deliver a competence certificate for the competences that appear to be acquired according to the final evaluation.
2 The competence certificate shall mention, at least, the following data:
-the validating body delivering the document;
-the association to which the validating body belongs;
-the standards used;
-the methods used;
-the specific competences on the basis of EVCs that are acquired for:
a)the level of bachelor in higher professional education or academic education, or
b)the master level, or
c)a well-defined programme, course or cluster of courses.
Article 17
1 A competence certificate is valid within the institutions which belong to the Brussels University Association as well as within each institution that has signed an agreement with the validating body.
2 Competence certificates delivered by another validating body are accepted in the institutions of the Brussels University Association provided that the Administrative Board of the UAB declares the procedure used to be equivalent to the UAB procedure.
Article 18
1 A competence certificate has unlimited validity.
2 A refresher course can only be imposed if at least five calendar years have passed since obtaining the competence certificate. The period of five calendar years is calculated from the first day of October following the month during which the competence certificate was obtained.
Article 19
1 The institution’s Board can grant exemptions on the basis of a competence certificate.
2 The applicable education and examination regulations of the partner institutions of the Brussels University Association set the rules for granting exemptions.
VI.Ombudsperson
Article 20
1 The ombudsperson for educational matters and examinations of a UAB partner institution receives complaints from students relating to the course and results of the EVC procedure.
2 At the applicant’s request, the ombudspersonacts as an intermediary with the validating body in an attempt to come to a friendly settlement of the complaints. Afriendly settlement will be suggested to the validating body at the latest three calendar days after reception of the complaint specified in §1.
3 The validating body shall immediately inform the ombudspersonin writing of the final solution.
4 He/she has a duty of secrecy and discretion.
Article 21
1 The ombudspersonof the VUB is competent for complaints relating to the course of an EVC procedure relating to a programme or course provided by the VUB. He/she is also authorised to receive complaints concerning an EVC procedure relating to the general level of academic bachelor or master level.
2 The ombudspersonof the EHB is competent for complaints relating to the course of an EVC procedure relating to a programme or course provided by the EHB. He/she is also authorised to receive complaints concerning an EVC procedure relating to the general level of professional or academic bachelor or master level.
VII.Guarantees and internal and external appeal procedures
Article 22
During the course of the EVC procedure, the following guarantees are offered to the applicant:
-the applicant is guided in:
- getting an overview of the possibilities to build up a curriculum in higher education;
- collecting the burden of evidence for the competences presented;
-the assessor(s) has (have) the competency to objectively assess the burden of proof and consequently, can read and balance both the burden of proof and the standards;
-the assistant and assessor shall not be the same person;
-the privacy and personal integrity of the applicant is protected;
-the internal appeal procedure aims at mediation.
Article 23
Decisions made by the validating body concerning the EVC procedure which are affected by a factual error can be corrected within ten calendar days following the day of notification at the applicant’s request or on a member of the validating body’s initiative. The student shall address his/her request (by letter or electronically) to the validating body. The applicant will be informed of the decision to rectify.
Article 24
1 The student can appeal to the body of appeal against a decision of the validating body which the applicant believes to be affected by a violation of the law. He/she can do so within a time limit of five calendar days starting on the day following the day of notification. The appeal is filed to the general coordinator of the Brussels University Association.
2 The body of appeal is made up of the general coordinator and two members and an alternate member for each designated by and among the members of the Administrative Board of the Brussels University Association. The competent ombudsperson, the supervisor and a member of the Department of Academic Affairs of the VUB, respectively the Department Education of the EHB are invited to attend in an advisory capacity.
3 The appeal leads to:
- the substantiated rejection of the appeal by the President of the body of appeal based on its inadmissibility;
- a decision by the body of appeal confirming or reviewing the initial decision in a reasoned manner.
4 The applicant is informed of the decision in application of §3 within a period of fifteen calendar days, starting on the day following the filing of the appeal.
Article 25
1 Within a period of five calendar days starting the day following the notification of the decision made in application of article 24§3 by the body of appeal or, where applicable, after a period of 15 days during which the applicant has not been informed of any decision, the student can appeal to the Council for examination disputes, created by the Ministry of the Flemish community. If the fifth day is a Saturday, Sunday or public holiday, the period shall be extended to the first working day thereafter on which the postal services are open.
2 The appeal shall be filed by way of petition including at least a factual description of the objections invoked.
The petition shall be dated and, under penalty of inadmissibility, signed by the applicant or his/her legal counsel.
3 The petition shall mention:
1°the name and place of residence of the applicant. If the chosen place of residence is the legal counsel’s office, it shall be mentioned in the petition;
2°the name and seat of the administration;
3°the object of the appeal.
4 The petition is sent to the Council by registered mail. At the same time, a copy of the petition is sent to the Administration by registered mail. The date of the postmark shall be the date of the appeal.
5 The applicant can join the pieces of evidence he/she deems necessary to the petition. The applicant can only ask to subsequently join additional pieces of evidence to the dossier in so far as the applicant was not yet aware of them when drawing up the petition. In that case, the applicant will without delay send a copy of the additional pieces of evidence to the Administration. The pieces of evidence are gathered together by the applicant and listed in an inventory.
6 An inadmissible petition can be replaced by a new petition during the period of the appeal. The new petition explicitly confirms the revocation of the previous petition.
The decision of the Council for examination disputes shall be rendered within an order term of 15 calendar days starting the day following the registration of the appeal in the register of incoming appeals.
VIII.Fee for the investigation of competences
Article 26
The fee for the investigation of competences testing, in a general manner, the applicant’s competences for higher education amounts to:
-590 EUR if the investigation of competences relates to the level of bachelor in higher professional education or academic education, including 55 EUR as fixed administrative costs;
-770 EUR if the investigation of competences relates to the master level, including 55 EUR as fixed administrative costs;
-230 EUR if the investigation of competences relates to the master level and if the applicant already holds a degree of a bachelor programme.
Article 27
1 The fee for the investigation competences testing the competences for a well-defined programme, course or cluster of courses is calculated as follows:
-a fixed share of 55EUR;