You are here: Faculty of Theology and Religious Studies › Education › ombudsservice

Ombuds Service

Where?


The office of the ombuds service is located in the Collegium Veteranorum, room 00.27 (to be reached through the parking lot of the Maria Theresia College).

Who?

 

  • The permanent ombuds persons and coordinator of the ombuds service is:
    ombuds@theo.kuleuven.be
    Dr. Frederiek Depoortere
    Tel.: +32 16 32 38 96
    COVE 00.27
  • The ombuds persons of the June examination period 2011-2012 are:
    Dr. Joeri Schrijvers
    Dra. Valérie Kabergs
  • The ombuds persons of the June examination period 2011-2012 are:
    Dra. Valérie Kabergs
    Dhr. Johan De Joode.
  • The Ombuds persons of the September examination period 2011-2012 are:
    Dr. Hans Debel
    Dra. Machteld Reynaert

 

How to contact the ombuds?


  • By visiting us in this room (COVE 00.27) during office hours. From Monday 9 January until Friday 3 February, an examination ombuds will be available on Mondays, Wednesdays and Fridays between 10 and 12 am
     
  • By making an appointment via e-mail or over the phone (see below)
     
  • By sending an e-mail to ombuds@theo.kuleuven.be
     
  • By calling to + 32 16 32 38 01 (during the aforementioned office hours)
     
  • In case of an emergency outside office hours, it is allowed to call to the aforementioned number. Your call will be automatically transferred to the ombuds’ mobile phone. If the ombuds is not immediately available to answer your call, please leave your telephone number on the voice mail so that the ombuds can call you back

Why contact the ombuds?


  • According to the university authorities, the ombuds service is intended to be a first line of reception for students who find themselves confronted with a variety of study related, personal or exam related problems. The ombuds will endeavour to put the problem into the proper perspective and decide whether it is necessary to arbitrate within the faculty or to refer the student to more specialized central university services. Questions related to the exam regulations are among those which must be discussed with the ombuds service. In his/her efforts to do what is best for the student, the ombuds may be obliged in certain circumstances to refer the student to other university services. The ombuds service and the individuals who serve it do not always have the answer to a student’s problem.
  • Being ultimately responsible for the search for a reasonable solution to the problems confronting students, the ombuds will endeavour to represent the student and his/her concerns independently.
  • Given that the examination time-table is ultimately a sort of contract between the students and the professors, it is very important that it be respected. Deviations from the time-table can only be permitted by the ombuds who will determine whether the reasons given are sufficient and serious enough. Each case will be discussed individually. Students are not permitted to make personal examination arrangements with individual professors.
  • Serious reasons for permitting deviation from the examination time-table include: illness (with doctor’s certification), family bereavement, insufficient time between exams (±24 hours). The final decision in this regard lies with the ombuds service.
  • Any student who, for whatever reason, does not take part in an examination he/she is enrolled for, has to inform the ombuds of his/her absence before the actual examination has taken place.