Disputes Procedure

Options for disputes

• Objection

  If you would like to submit an objection to a decision made by the Executive Board, then please submit a notice of objection with the Board. You can send it to:

  The Executive Board
  Attn: Administration Office, Ms S.A. Snoeren
  De Boelelaan 1105
  1081 HV Amsterdam

  This involves decisions about:

  • Tuition fees
  • Financial aid on the basis of the Profile Fund Regulations
  • Registration and enrolment
  • Admission to the Bachelor's programme based on other degree certificates
  • Selection and placement for degree programmes with a selection procedure
  • A violation of the general rules and the rules of order

  The notice of objection must be submitted within six weeks. A notice of objection should ideally be printed on one side only. Include a copy of the decision you object to and all other relevant correspondence. Also include your email address.

  You may also submit your notice of objection by email, in PDF format. A signature is required. Send it to bezwaarschriften.bz@vu.nl.

• Procedure for the notice of objection

  The Executive Board will confirm receipt of the notice of objection in writing. Before the Board makes a decision on the notice of objection, it will conduct an investigation into the relevant facts and the interests to be considered, and the party involved will be given the opportunity to be heard. The hearing will be performed by the Disputes Committee. No hearing will be convened if:

  • the objection is apparently inadmissible,
  • the objection is apparently unfounded,
  • the stakeholder does not want to be heard, or
  • the objection is honoured in full.

  The Executive Board will confirm receipt of the notice of objection within six weeks. The decision will be issued in writing.

• Appeals

  If you disagree with the decision of an examiner (lecturer) or an Examination Board, a BSA Committee or an admissions committee for a Master’s programme, then you may submit a notice of appeal to the Examination Appeals Board. The address is:

  Examination Appeals Board
  Attn: Ms A.M. van Donk, c/o Administration Office
  De Boelelaan 1105
  1081 HV Amsterdam

  This concerns for example:

  • Passing the final examination
  • Admission to examinations
  • A university admissions test (colloquium doctum) and eliminating shortcomings
  • A negative recommendation on continuation of studies
  • Admission to Master's in Teaching programmes (in Dutch)
  • Admission to a Master’s programme

  It also concerns decisions made by Examination Boards and examiners, such as:

  • Decisions regarding approval or rejection of the selected subjects
  • The refusal of an exemption
  • Penalties

  The notice of appeal must be submitted within six weeks. A form is available on the VU-dashboard which you can use to submit your notice of appeal electronically. Students of Medicine and the Academic Centre for Dentistry Amsterdam may not use this form. If you do not have access to the form or the VU-dashboard, please submit your notice of appeal in writing and sign it. A notice of appeal should ideally be printed single-sided. Also, include your email address.

  You may also submit your notice of appeal by email, in PDF format. Email it to cobex.bz@vu.nl.

  The Board will send an initial response via email.

  Include a copy of the decision that you wish to appeal and enclose any documents that may be relevant to the assessment of the appeal, including any documents/documentary evidence/statements that you may have previously submitted to the Examination Board or the BSA committee.

  Please note: you cannot appeal a particular grade (assessment). If the grade was not arrived at in a fair way, in your opinion, (e.g. not all partial grades were counted), then you can refer the case to the Examination Appeals Board.

  Appeal to the Council of State
  If you disagree with the decision made by the Executive Board on your objection or with the ruling made by the Examination Appeals Board, you may lodge a substantiated appeal within six weeks with the Administrative Jurisdiction Division of the Council of State, PO Box 20019, 2500 EA The Hague, The Netherlands. A Safe Mail web form can be used. 
  Registry fees must be paid to hear the appeal. This amounts to €50.
  You will get that amount back if the Council of State rules in your favour.
  If you still have questions about how to lodge an appeal with the Council of State, please check www.raadvanstate.nl/studentzaken first.

• Procedure for the Examination Appeals Board

  LODGING A NOTICE OF APPEAL

  Appeals must be submitted in writing. It is not possible to submit a notice of appeal by email. The notice of appeal must state:

  • name, address and town; student number;
  • which examiner, Examination Board or other body was responsible for the decision that you are appealing against;
  • a clear description of the decision against which the appeal is directed; including a copy of the decision. If the case concerns a refusal to make a decision, you need to describe the situation and indicate which decision should be taken;
  • the grounds for the appeal: reasons and substantiation, as well as the basis on which the appeal is being submitted;
  • date and signature. Always include the email address you use. If you’re a student, include your VU email address.

  The notice of appeal must be submitted within six weeks of the date on which the decision was issued. If the appeal is submitted late, it can only be considered if there is an acceptable reason for its late submission. The notice of appeal must be submitted to:

  The Examination Appeals Board
  Administration Office, Attn: Ms A.M. van Donk,
  De Boelelaan 1105
  1081 HV Amsterdam

  Procedure

  • The Board sends a confirmation of receipt to the individual who has submitted the notice of appeal (the appellant).
  • The Board sends a copy of the notice of appeal to the body against which the appeal was filed, and includes an invitation to work with the appellant to attempt to reach an amicable settlement.
  • An amicable settlement refers to a review of the decision based on additional arguments submitted by the appellant. This does not mean you can start a negotiation process!
  • The counterparty (defendant) is required to send the appellant an invitation to a meeting within a week of receipt of the notice of appeal. The counterparty is required to inform the Board of whether or not an amicable settlement could be reached within three weeks.
  • In the event that an amicable settlement has been reached, the procedure will be terminated.
  • If no settlement was reached the counterparty will be required to submit a written defense to the Board. In this written defense the counterparty outlines their views on the matter.
  • The Board calls both parties to a hearing. The hearing is conducted during the public session of the Board. In extraordinary cases, the session may be conducted behind closed doors. During the session, the parties’ points of view may be explained in greater detail. If necessary, the Board members will ask questions. The appellant submitting the notice of appeal may be accompanied by counsel during the session. This person can be a friend, family member or legal counsel. He or she may also bring witnesses or experts. Before the session, the appellant must inform the secretary of the names of the individuals he intends to bring as counsel or as witnesses. After the hearing, the Board will issue a decision in writing within four weeks. The decision will be sent to the parties involved.

  Extraordinary procedures

  The Board may decide to issue a decision straight away in the event that:

  • it believes the objection is manifestly inadmissible (the notice of appeal does not comply with the conditions for submission);
  • it believes the objection is manifestly unfounded;
  • parties do not want to be heard, or the appeal cannot be granted in full.
    An objection to this decision may be issued within fourteen days.

  Preliminary provision
  The President of the Executive Board may offer a preliminary provision at the student’s request in case of emergency. In this case, the merits of the dispute will be assessed later. In other words, the matter will still be discussed in the Board.

• Complaints

  Student ombudsman

  The student ombudsman provides a safe and accessible setting for discussing a complaint and for deciding whether steps should be taken and what form they should take.

  Ms. Pelin Zenginoğlu
  Telephone number: +31 6 43 42 3334
  Email: studentenombudsman@vu.nl

  Complaints form

  Visiting address
  Mathematics and Physics Building (W&N)
  De Boelelaan 1081
  Room S 246

  Postal address
  De Boelelaan 1105
  1081 HV Amsterdam

  Individual complaint

  Complaint at the faculty level. If you have a complaint concerning education, you can submit this directly to the Programme Committee. If you have a complaint concerning an examination, you can submit this directly to the Examination Board.

  Complaints of another nature can be submitted to the student ombudsman, Ms. Pelin Zenginoğlu, via the complaints form above. Together you can decide whether submitting a written complaint would be useful.

  Every faculty also has its own Disputes Desk. For complaints about the faculty, they are the first point of contact. For more information see your study guide or consult your faculty’s Education Office.

  If you believe that you are not being treated fairly by your faculty or if you would prefer to discuss your complaint with someone outside the faculty, then please contact the student ombudsman, Ms. Pelin Zenginoğlu (complaints form).

  Sexual harassment and other forms of harassment, aggression and discrimination

  If your complaint involves intimidating or aggressive behaviour from VU employees or fellow students, if you are being discriminated against or if you have experienced sexual harassment, then please contact a confidential counsellor.

  Confidential counsellor for students:
  drs. Mariken Blom
  De Boelelaan 1105, Room 0E-corridor
  1081 HV Amsterdam
  T +31 (0)20 59 85027
  m.blom@vu.nl

  Complaint relating to service provision

  If you are experiencing problems with the photocopier, the coffee machines, the computer rooms or if you have observed issues with other amenities, please contact the FCO Service Desk.

  Location: Main Building HG 0B-01
  Tel.: +31 (0)20 598 5777 / E-mail: servicedesk.fco@vu.nl
  For complaints, please use the complaint form on File a complaint.

  Jaarverslagen Ombudsman studenten/personeel: