Studying and Student life

Profile fund Regulations 2017-18 chapter 1 Financial support for students

Section 1 General

1. Definitions

In these regulations, the following definitions shall apply:

a) WHW:
The Higher Education and Research Act (Wet op het hoger onderwijs en wetenschappelijk onderzoek)

b) WSF2000:
Student Finance Act 2000 (Wet Studiefinanciering 2000)

c) Period of the grant:
the first 48 months in which the student receives a student grant; in the case of a Master’s program with a predetermined study load of 120 credits, the first 60 months; and in the case of a Master’s program with a predetermined study load of 180 credits, the first 72 months in which the student receives a study grant.

d) DUO:
Dienst Uitvoering Onderwijs [Education Implementation Department]

e) Academic year:
The year in which the student is registered, running from 1 September up to and including 31 August of the following year;

f) Support:
financial reimbursement from Tilburg University’s Profile Fund.

2. Purpose and scope of this chapter

Section 1 of this Chapter contains the elaboration of Chapter 7, Title 3, Section 2a, notwithstanding Section 7.51d of the WHW, which stipulates that the institution’s board may take measures in order to provide financial support to students in certain circumstances. Furthermore, Section 2 of this Chapter includes the conditions under which students with excellent study results and a maximum supplementary grant may qualify for an EPA supplemental exchange grant.

Section 2 Financial support due to special circumstances

3. Special circumstances

A student may invoke the following special circumstances for incurring a delay in his/her studies:
a. illness, or pregnancy and childbirth;
b. physical, sensory, or other functional impairments;
c. special family circumstances;
d. a study program which is not sufficiently feasible;
e. recognition of the student as a top athlete by the Executive Board;
f. membership on the boards of management participation bodies or student organizations

4. Conditions

1. A student shall only qualify for support if the student is required to pay Tilburg University statutory tuition fees for the relevant degree program and is or was entitled to the performance-based grant, and in addition complies with the conditions referred to under Paragraphs 2, 3, 4 and/or 5 of this Article.

2. The student has demonstrably fallen behind in his/her studies as a result of circumstances referred to in Article 3 (a-e) and
a) the study delay occurred during the grant period, and
b) the student must have complied with the reporting requirement as described in Article 5, and
c) the student must comply with the agreements made in writing with the Dean of Students. These agreements are aimed at preventing or limiting further study delay, and
d) the student must be registered as a full-time student during the period of study delay, and
e) the student does not rely on the Flex Study Scheme for the circumstance in question, and
f) insofar as the student invokes the circumstance as referred to in Article 3 (e), the student has no income from the relevant sports activities, and, if it concerns a rower, the student has NOC*NSF status or the student participates in Vidar’s RTC program.

3. The student shall qualify for a management participation grant as referred to in Article 10 of this Chapter.

4. The student is enrolled in a Master’s degree program of which the Executive Board has determined, as a consequence of Section 7.4a (8) of the WHW, that this program has a study load of more than 60 credits.

5. The student is enrolled in a degree program which has not been re-accredited and for which he has not yet been awarded a degree.

5. Obligatory reporting

1. To qualify for support or support regarding requests to DUO for a performance-related grant because of disability or special circumstances, the student must report, or have someone else report, any circumstance mentioned in Articles 3(a) to (d) which might lead to a delay in completing his/her studies to a Dean of Student, submitting the necessary written documents.

Reporting to the Education Coordinator shall not give rise to any rights.

2. Special circumstances must be reported as soon as possible, but in any event within two months after the circumstances arose. Support cannot be claimed for a delay which arose more than two months before the report was made, unless the student could not possibly report it earlier.

6. Applying for financial support

1a. Financial support can be requested from six months before the end of the grant period to no later than one year after the grant period expires.

b. In derogation from Paragraph 1a of this Article, a student who, before the end of the grant period, either deregisters, does not re-enroll or is deregistered by TiU, can apply for support from two months before the date of deregistration to no later than one year after deregistration from the TiU.
c. If the application is submitted outside the period referred to in Paragraphs 1a and 1b of this Article, the application shall not be taken into consideration.

2. The application must be submitted, together with relevant supporting documents, on the approved form, which is available from and must be submitted to the Dean of Students. See submitting application.

3. The student will receive a decision from the Executive Board on the application within eight weeks of receipt of the relevant documents. The decision shall state the possibilities of lodging an appeal and the applicable period.

4. In derogation from this Article, the procedure for applying for support on the grounds of Article 3f shall apply as described in Article 10.

7. Defining the amount of the support

1a. The period of delay as a result of the circumstances as referred to in Articles 3 (a) to (d), shall be determined taking into account various factors, such as the duration of the special circumstances, the scheduling for the study program, the actual delay incurred, and the period within which the delay can be made up. The length of the delay thus determined, expressed in months, shall also constitute the maximum period during which the student shall be eligible for support.

b. When a student who benefits from the Flex Study Scheme falls behind in his/her studies due to a different special circumstance than the one for which he/she benefits from the Scheme, the period of this delay shall be calculated pro rata for the number of credits of the degree program.

2. The duration of the support as referred to in Article 4 (4) shall be equal to the formal duration of the degree program (expressed in EC credits) of the relevant program minus 60 EC credits.

3. The period of financial support referred to in Article 4 (5) shall be equivalent to the official length (expressed in months) of the program concerned minus the number of months that the student has already received a performance-related grant.

4. The duration of the support on the basis of the circumstance referred to in Article 3e shall be three months for each academic year in which the student had top-athlete status from the Executive Board, with a maximum of 12 months over the entire study period.

8. The amount of financial support

1. Force majeure
a. The amount of support shall be €290 per month plus the additional grant as the student received it in the last month of the grant period.
b. When a student applies for extension of the performance-based grant by DUO to be assessed by the Dean of Students, the amount that DUO shall remit on the loan is subtracted from the amount stated in Paragraph 1a of this Article.
c. In derogation from Paragraphs 1a and 1b in this Article, the student who was already receiving a student grant before 1 September 2015 and who fell behind in his/her studies in the first 36 months of the grant period, shall receive a sum equal to the sum of the basic student grant in the last month of allocation, plus the additional grant in the last month of allocation, unless this student is eligible for continuation of the performance-based grant by DUO, on the assessment of the Dean of Students. In that case the student shall not receive support on the basis of this regulation.

2. Management participation grant
a. In derogation from Paragraph 1, the amount of the support on the basis of Art. 10 shall be €300 a month.
b. As soon as the amount of basic student grant for students living independently, as paid out by DUO to students who do not fall into the study advance category, exceeds €300 by indexation, the amount of the management participation grant shall be made equal to the amount of the basic student grant for students living independently.

9. Payment of financial support

1. Payment shall take place on a monthly basis from the first day of the month following the last month of the grant period.

2. The support takes the form of a gift.

3. If support is provided for more than six months for the reasons mentioned in Articles 3(a) to (e), the Executive Board may impose a best-efforts obligation on the student.
In that case the financial support shall be granted from the seventh month on the condition that the best-efforts obligation has been met.

4. In derogation from Paragraph 1 of this Article, payment of the support on the basis of Article 10 shall be made in one go, directly at the end of the academic year.

10. Management participation grant

1. Subject to the provisions in these regulations, a management participant grant shall be provided as support for the following management activities:
a. membership, including acting as the chairperson, in the University Council, the Faculty Council, a study program’s board or a program committee, or serving as a student advisor to a faculty board, as well as the board of a foundation whose object under its articles is to operate student facilities, or a body which, given its responsibilities, is equivalent in the Executive Board’s judgment;
b. other situations, to be determined by the Executive Board, in which the student concerned engages in activities relating to Tilburg University’s organization and management;
c. at the Executive Board’s discretion: membership in the board of a student organization of a certain minimum size with full legal status.

The procedure shall be announced separately to the schools and the student organizations’ boards. Further conditions will be published in the implementation regulations on internet.

2. Each year, the Management Grants Board shall inform the student organizations’ boards about the conditional number of months of management participant grants available for each organization. Student members of participation bodies shall, upon taking office, be informed about the number of months of management participant grants available for each position.
The Management Grants Board ultimately decides upon the allowance of the number of management grants on the basis of agreements made at the start of the academic year.

3. The application for a management participation grant must be submitted at the end of the academic year according to the procedure adopted by the Management Participation Grant Committee and published on their website.

4. The maximum management participation grant shall be nine months per student per academic year. During his/her registration at Tilburg University, a student may receive at most 24 months of management participation grants.

5. At the end of the academic year, the student organizations’ boards shall inform the Management Grant Board how the number of available months of management participant grants is to be distributed among the members.

Section 3 Other support

11. Excellence scholarship

1. Objective
Students who are demonstrably ‘excellent’ shall be eligible for an ‘excellence scholarship’. This scholarship must be used to pursue a Master’s program outside the Netherlands or a research Master’s at Tilburg University, immediately following the Bachelor’s degree or one year after the Bachelor’s program is finished. The scholarship may only be used during a single academic year.
Students who have started their program in 2013 or later, can only use the scholarship outside the Netherlands if that will be their first experience as a degree seeking student. Thus, students without the Dutch nationality cannot use the scholarship for a Master’s program outside the Netherlands.

2. Conditions
To qualify for an excellence scholarship, a student must obtain a degree for a Bachelor’s program at Tilburg University within three years after commencing the program and with an average (non-weighted) mark for all compulsory program components of at least 8 (8,5 for students who have started their program in 2012 or later) (unrounded) out of 10.
The Bachelor’s program must be a full-time program without exemptions. This period referred to in the first sentence shall be extended by the length of the recognized delay.

3. Amount
a. For student who have started with the Bachelor's program in 2013 or later, the following terms apply: the amount of the scholarship for a Master's program outside the Netherlands or a Research Master’s program at Tilburg University shall be € 3500, and shall be paid in the form of a conditional gift. If there are more than 15 scholarships, the amount will be reduced in proportion to the number of students. If there are less than 15 candidates, the remaining scholarships will be granted to students with an average between 8 and 8,5 (highest average counts). After the academic year ends, this conditional gift shall be converted to a definitive gift if the student has earned at least 45 credits or an equivalent of 45 credits. If, without prior consultation with the Dean of Students, the student has earned fewer than 45 credits, the scholarship shall be claimed back.
b. The scholarships for students who have started their Bachelor’s program in 2014 are subject to availability of finance.

4. Submission of request
The request must be filed in writing or online on the form adopted for this purpose, which shall be available from and must be submitted back to the SAO's Dean of Students during the third year of the Bachelor’s program.

12. Erasmus+ Supplemental Scholarship (EPA)

1. Purpose
The EPA scholarship is an additional financial contribution to the Erasmus+ Grant. Students who can demonstrate that they have insufficient resources for a Study Abroad period, may be eligible for an “Erasmus+ Supplemental Scholarship”. This shall only be the case if a student receives the maximum supplemental grant from DUO.

2. Conditions
A student shall only be eligible for an EPA scholarship if he/she has been awarded an Erasmus+ Grant. Furthermore, it must be the first experience studying abroad in the context of the degree program. The student must submit a letter of motivation, the most recent allocation of the maximum supplemental grant by DUO over the six months prior to the application period for the EPA scholarship, and an overview of grades earned.

3. Allocation
Tilburg University shall offer four scholarships per academic year. Allocation of the scholarships shall be made on the basis of the study results attained. The person with the highest average study result shall be the first to qualify. If necessary, an interview may form part of the procedure.

4. Amount
A scholarship for a Study Abroad period shall amount to €2,500 and shall be paid out in the form of a conditional gift. If the student meets the obligations of the Erasmus+ program (including number of credits attained, duration of stay abroad), the conditional gift will be converted into a definite gift. If the student does not meet the Erasmus+ requirements, the scholarship will be reclaimed. When a student has not met the conditions due to special circumstances and he/she reported this on time with a Dean of Students, the decision not to reclaim the scholarship may be taken following the assessment of the Dean of Students.

5. Submitting an application
The application must be submitted in writing or by email with the Erasmus+ Coordinator (erasmusplus@tilburguniversity.edu) on the approved form, before October 15 in the academic year prior to the desired exchange period. Applications submitted after this date will not be taken into account.

Section 4 Final provisions

13. Hardship clause

In very exceptional circumstances, to be judged by the Executive Board, in which the rejection of a request pursuant to these regulations, or the application of the provisions in these regulations, would result in extreme unfairness, the Executive Board may deviate from these regulations in the student’s favor.

14. Objection and appeal possibilities

1. The student concerned may file objections to decisions under these regulations. The objections must be filed at www.tilburguniversity.edu/objection, within six weeks after the decision is announced.

2. Within six weeks after the decision on the objections is announced, an appeal may be filed with the Appeals Tribunal for Higher Education, P.O. Box 16137, 2500 BC The Hague, the Netherlands. Decisions taken pursuant to paragraph 3 of this chapter may not be appealed.