Admissions & enrollment policy 2016-2017

The following Admission and Enrollment Policy applies to all courses that are offered by ITC. This Admission and Enrollment Policy is an integral part (chapter 5, article 18-27) of the Admission and Enrollment Policy of the University Twente - study year 2016-2017 (in Dutch).

Admissions and Enrollment Policy

Effective 1 September 2016 – end of course date.

Article 18. General provisions

18.1 The Admissions and Enrollment Policy applies to all agreements with ITC regarding the admission and enrollment process for all Courses.

18.2 Any departure from this policy must be stated in writing.

18.3 Within these terms the following definitions apply:

• ITC: Faculty of Geo-Information Science and Earth Observation of the University of Twente, located at Hengelosestraat 99, Enschede.
• Long-term course: all training courses and other forms of education conducted by ITC, with the purpose of obtaining a graduate degree or diploma.
• Short-term course: all training courses and other forms of education conducted by ITC, with the purpose of obtaining a certificate.
• Applicant: s/he who has applied with ITC for a course and/or to sit the course tests and examinations. 
• Candidate: s/he who has been academically accepted with ITC but has not yet fulfilled his/her financial obligations with regard to enrolling for a course.
• Admitted candidate: he/she who has been accepted with ITC and fulfilled his/her financial obligations and has been enrolled with ITC for a course.
• Student: s/he who has successfully completed the admission process with ITC and is registered in a course.
• Sponsor: a person or organisation who is financing the course fees and living costs of the applicant or a group of applicants in a course.
• Application: the on-line ITC application form with the required supporting documents.
• Student Agreement: A written statement provided to the student upon arrival which outlines all enrollment information with cost of attendance and funding sources.
• Placement: the ITC transaction whereby the proposal of the candidate is accepted by ITC.
• Tuition fee: the amount that the candidate must pay to ITC for enrolling in a course.
• Additional student costs: the amount allocated for the residence permit, living allowance and insurance.
• Course material: readers, brochures, handbooks, digital access to course material, and other material that is necessary for knowledge transfer and application during the period of the course.
• Participation: following the course for which the student is enrolled/registered and taking part in its related activities.
• Dispute: difference of opinion between ITC and the student concerning the interpretation of these course conditions and the related principles governing the student agreement, whereby, after proceeding in accordance with the complaints regulation, no agreement can be reached.
• ITC website: ITC’s internet pages accessible via the home page at www.itc.nl.
• Complaints: disagreements with ITC and dissatisfaction of the student concerning the course.
• ITC Assessment Regulation: the Assessment Regulations of ITC (PhD protocol, assessment regulations for MSc, Master, Postgraduate, Diploma, Certificate, Distance and Certificate of Attendance courses), as published on the ITC website. In regards to a PhD study, the study regulation of ITC’s partner university where the student is taking his/her doctoral degree likewise applies.
• Premature termination: termination of participation and course agreement before the successful conclusion and after the start of the course.
• Resources: privileges and facilities required for the successful participation and provision of information during the course, such as the (digital) library, e-mail, Blackboard, and transport concerning organised courses on offer at different locations.
   

Article 19. Admission

19.1 To be admitted applicants must submit an Electronic Application for Admission with required supporting documentation. Supporting documents consist of following:

• Official college/university transcripts. Degree or academic record must be from a college or university of recognized standing and the degree must be posted on the transcript. Students applying to a Diploma Course must submit all official secondary education transcripts.
• Test of English as a Foreign Language. A minimum TOEFL or IELTS score for students having academic studies from a country where English is not the officially recognized native language. An exemption exists for citizens for certain countries. English test score requirements are found on the ITC website.
• Official Proof of Identification (a passport or national ID card).

19.2 In case of Academic Acceptance, accepted candidates receive a Provisional Letter of Acceptance and a pro forma invoice. A Provisional Letter of Acceptance remains valid for one year for the course the candidate applied for. Therefore, candidates are advised to re-apply for the next course when a new Letter of Acceptance and pro forma invoice are needed.

19.3 Non-admitted candidates receive a digital message specifying the reasons for such.

19.4 Academically acceptable candidates, unable to provide official undergraduate credentials (diploma and transcripts) due to the fact that they are still completing the final undergraduate semester at the time of application, will receive a Conditional Letter of Acceptance and a pro forma invoice.

19.5 Upon confirmation of full payment/financial sponsorship, accepted candidates will receive a Letter of Admission, general arrival information and housing forms. Student status changes at this point to Admitted Candidate.

19.6 If applicable, ITC arranges the authorisation for temporary stay (Machtiging Voorlopig Verblijf -MVV), the residence permit (verblijfsvergunning-VVR) and a health, travel and legal liability insurance for enrolled candidates. The MVV/VVR, living allowance and health insurance are included in the additional student costs. If there is any doubt about the adequacy of the enrolled candidate’s insurance, ITC reserves the right to insure, and charge the costs involved to the admitted candidate.

19.7 All admission information and application materials are made available to applicants at the ITC website. Admission staff is the first point of contact for any questions related to admissions and enrollment.

19.8 It is the applicants’ responsibility to ensure completeness and timely submission of the application materials. Recommended deadlines to ensure full admission are between seven weeks and two and a half months prior to the start of the academic year.

19.9 Enrollment/registration is for the entire duration of the Course and applies only to the Course stated on the application.

19.10 Enrollment/registration ends upon completion of the Course. Students are able to apply for an extension only in extenuating circumstances or for serving on advisory boards such as the Universiteit Raad (University Council), the Faculteitsraad (Faculty Council) or Opleidingscommissie (Program Board).

Article 20. Residential Living

20.1 ITC courses are offered in combination with residential life. Accommodation is reserved in the ITC International Hotel (IIH) for all enrolled candidates with a stay commitment of a one year period (12 months) from start of the course.

20.2 The 12 month student stay commitment is applicable for courses 12 months or longer in duration. For courses less than 9 months in duration, students have a stay commitment for the duration of the course.

20.3 Students who check-out voluntarily and without written approval by the dean prior to the end of one year will be withdrawn from course enrollment and forfeit the right to a tuition refund. All remaining financial obligations, including the one-year housing commitment cost must be paid. Approval for early check out will only be granted in extenuating circumstances.

20.4 The only exception to the residential one-year stay are PhD students who opt for own accommodation after successful completion of the Qualifier.

20.5 Housing information, including student rates can be found on the ITC website at http://www.itc.nl/ITC-International-Hotel

Article 21. Admission for a Joint Educational Program (JEP)

21.1 Students enrolled in a Joint Educational Program or Joint Degree Program enrolled at ITC as well as at other collaborating educational institutions.

21.2 Students enrolled in a Joint Educational Program or Joint Degree Program pay tuition/fees to the lead institution of the collaborative program unless otherwise indicated in the program information.

21.3 Any separate agreements or clauses that fall under a Joint Degree Program are adhered to as specified in an inter-institutional collaborative Memorandum of Understanding and supporting documents.

Article 22. Proof of Admission en Enrollment

22.1 The admission letter (see 2.2) is official proof of admission and lists the name (last name, first name) of the student, UT student number, address, the course title, and enrollment period.

22.2 The UT/ITC ID card lists the last name and initials of the student, a student photo, student ID number, course code, start-/end date of course, and library code.

22.3 In special cases and at extra cost a student can request a replacement student ID card.

Article 23. Cancellation of Registration

23.1 If there are insufficient enrolled candidates, ITC is entitled to call off the course. The placed candidate receives written notification to this effect at least three months for long-term courses and two weeks before the start of a short-term course. Any payment already made to ITC for tuition fee and redeemable student costs is refunded. Participation in another ITC course can be arranged in consultation.

23.2 In the case of cancellation of the course, the enrolled candidate is not entitled to any compensation from ITC, other than the amounts referred to in article 23.1.

23.3 If an admitted candidate decides against participation, the candidate or, if applicable, the sponsor is liable for the following cancellation costs:

• 5% of the total tuition fee if cancellation takes place at a point earlier than two months before the start of the course.
• 10% of the total tuition fee if cancellation takes place at a point between two months and one month before the start of the course.
• 15% of the total tuition fee if cancellation takes place at a point within one month of the start of the course.
• 100% of the total tuition fee if cancellation takes place after the course has started. 

No cancellation charges are incurred for courses shorter than three months if cancellation takes place more than one month before the start of the course. 
In the case of distance education, 100% of the total tuition fee is due if cancellation takes place within two weeks of the start of the course or after the course material has been sent. 
No cancellation charges are incurred if the enrolled candidate or the client, with the written consent of ITC, allows the place to be taken by another candidate before the start of the course. 

23.4 Students who do not pay the tuition fee prior to the first day of class will automatically be withdrawn from the Course. In case of late arrival of funds, students may opt to have their funds applied to the next available course with written approval of ITC.

23.5 Refunded tuition fees will only be reimbursed to the sponsoring party and cannot be forwarded or redeemed by any other party.

23.6 Withdrawn students or sponsors who submit a late tuition fee payment will be charged a processing fee of € 150 for reimbursement.

23.7 Students who were not granted a student visa to enter the Netherlands, can be fully reimbursed if written official documentation is provided of such visa denial.

Article 24. Tuition Fees and Additional Student Costs

24.1 The levels of tuition fees and additional student costs are determined per academic year and cover the entire duration of the degree program or certificate.

24.2 The tuition fees and the additional student costs are made known to candidates in the brochures and on the ITC website.

24.3 The stipulated tuition fee includes study material provided by ITC and activities arising from the course, unless otherwise stated.

24.4 The candidate is expected to pay prior to the start of the course, and within the guidelines of the tuition and additional student cost description as stated on the ITC website. When making payment, the period necessary for the possible arrangement of a residence permit and for sending course material, or for other commitments for which proof of payment of the tuition fee is a requirement, should be taken into account.

24.5 Candidates enrolled in courses 9 months or longer in duration can opt to pay in two (2) installment periods for the degree and diploma courses by requesting this at the time of admission.

24.6 After admittance, the candidate receives an invoice stating the tuition fee and the additional student costs to be paid. In the case of an agreement with a sponsor, the invoice is sent to the sponsor.

24.7 The candidate or, if applicable, the sponsor is responsible for settling the tuition fee and the additional student costs in full and for the continuation of any agreed payment installments.

24.8 If desired by the candidate or the sponsor, ITC handles the payment of a monthly allowance to the student. This monthly allowance must be received by ITC for the entire duration of the course before the start of the course, unless a payment plan has been arranged. The payment plan must be confirmed by ITC in writing.

24.9 Some ITC courses include an element of fieldwork or a study excursion. In the event of cancellation of planned fieldwork or study excursion ITC has no obligation to substitute other fieldwork or study excursion. If a course does not include fieldwork or study excursions then a candidate has no right to claim a refund of tuition.

24.10 Not included in the tuition (table 1.1.) are additional expenses which may include, but are not limited to the residence permit and visa expenses, insurance, and room and board.

24.11 Admitted candidates are required by law to hold full medical insurance. ITC arranges a comprehensive insurance cover in advance of arrival. Participants (generally from the European Union countries) holding their own medical insurance are obliged to provide coverage information and are advised to add additional coverage through ITC when the coverage of their insurance is dubious.

Table 1.1. Tuition Costs

* If you reside in, and are a national of a country listed on the OECD approved List of Recipients of Official Development Assistance you pay the lower tuition fee.

Article 25. Force majeure and liability

25.1 ITC strives to carry out the courses to the best of its understanding and ability.

25.2 If, as a result of force majeure, ITC must deviate from the course data and location stated, ITC is not liable for any resulting damage. The term “force majeure” is taken to include any unforeseen circumstances beyond ITC’s control that compels it to deviate from the course data stated.

25.3 Any liability of ITC for damage, for whatever reason, to a student or third party that has occurred in connection with the course, including damage through theft or loss and possible consequential loss or product damage, is limited to the amount that, in the case in question, has been paid by the person concerned in tuition fee and will never amount to more than the amount that ITC’s liability insurer will pay out in the case in question.

25.4 Compensation can be claimed from anyone who makes unlawful use of course resources.

Article 26. Regulation on complaints and disputes

26.1 Complaints in regards to the Admissions and Enrollment Process can be addressed by sending notice thereof to the Bureau of Education and Research Support (ITC-BOOZ) via booz-itc@utwente.nl.

26.2 The academic appeals process is stated in the ITC Assessment Regulations. The Course Director should be advised of complaints and disputes within a month of the complaint arising, and certainly before the official ending of the course.

Article 27. Final provisions

27.1 This admission and enrollment policy applies to all courses that are offered by ITC and are published on the ITC website.

27.2 Dutch law applies to all agreements and disputes between candidate or client and ITC.

27.3 This policy is effective 1 September 2016.