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Admission & enrollment policy 2019-2020

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The ITC Admission and Enrollment Regulations 2019  apply to the accredited Post-initial Master’s programme Geo-information Science and Earth Observation (M-GEO) and to credit and non-credit bearing courses that are offered by ITC that are considered not funded (according to the WHW). For programmes offered at ITC that are to be considered funded (according to the WHW), chapter 2 of the main University of Twente Enrolment Regulation 2019-2020 apply.
The Admission and Enrolment Regulations are subject to change on a yearly base in the sole discretion of ITC. Most recent Admission and Enrollment Regulations can be found at the ITC website.

Once they are admitted by the faculty ITC students will be registered as UT students. Students will have access to the educational facilities of the UT.

Effective 1 September 2019.

Article 1. General provisions

1.1 Any deviation from these Regulations must be stated in writing.

1.2 Within these terms the following definitions apply:

Article 2. Tuition Fees and Additional Student Costs

2.1 The levels of tuition fees are determined each academic year and cover the entire enrolment period of the degree Programme or course.

2.2 The tuition fees are made known to candidates in the brochures and on the ITC website.

2.3 The candidate is expected to pay the tuition fee and additional student costs prior to the start of the course, and following the guidelines as stated on the ITC website. Candidates enrolled in a programme or courses of 9 months or longer can opt to pay the tuition fee in two (2) installment periods by requesting this at the time of admission. Living allowance must be paid in compliance with the rules of the Immigration and Naturalization Service of the Ministry of Security and Justice. When making payment, the period necessary for the possible arrangement of a residence permit, or for other commitments for which proof of payment of the tuition fee is a requirement, should be taken into account.

2.4 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.

2.5 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.

2.6 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.

2.7 The stipulated tuition fee includes the participation in the courses and exams and the use of required study material and software. Study books (except the Core Book in M-GEO and PGD) and other material and activities arising from the course are for a student’s own account.

2.8 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. If applicable execution of fieldwork must be in compliance with the Rules and Regulations of the student’s sponsor.

2.9 Enrolled 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.

2.10  Please visit: https://www.itc.nl/fees-and-costs for the most current tuition costs.

Article 3. Admission

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

3.2 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.

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

3.4 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.

3.5 Upon confirmation of required payment/financial sponsorship, accepted candidates will receive a Letter of Admission, general arrival information and housing forms.

3.6 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.

3.7 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.

3.8 It is the applicants’ responsibility to ensure completeness and timely submission of the application materials. Recommended deadline to ensure full admission is seven weeks prior to the start of a course shorter than 90 days and for programmes or courses longer than 90 days the recommended deadline is two and a half months prior to the start.

3.9 Enrollment is for the entire duration of the Programme and applies only to the Programme stated on the application.

3.10 Enrollment ends at the end of the admitted period or upon premature termination.

Article 4. Residential Living

4.1 The Accredited Post-initial M Geo-information Science and Earth Observation (M-GEO) and the credit bearing courses are offered in combination with residential life.

4.2 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.

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

4.3 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.

4.4 Housing information, including student rates can be found on the ITC website at https://www.itc.nl/iih

Article 5. Admission for a Joint Educational Programme (JEP)

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

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

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

Article 6. Proof of Admission and Enrollment

6.1 The admission letter 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.

6.2 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.

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

Article 7. Cancellation of a Programme or Course & Termination of enrolment

7.1 Cancellation of a programme or course.
If there are insufficient enrolled candidates, ITC is entitled to call off the programme or course. The placed candidate receives written notification to this effect at least three months prior to the start of the M-GEO or the Postgraduate Diploma (PGD) programme and two weeks before the start of all other courses. Any payment already made to ITC for tuition fee and redeemable student costs is refunded or reserved for the next available and same course in the following academic year. Participation in a similar ITC course can be arranged in consultation.

7.2 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 7.1.

7.3 Termination of enrolment

  1. Based on a written request from student for early termination of enrolment at ITC, the enrolment will be terminated on the first day of the following month.
    1. Upon early termination of enrolment in Accredited Post-initial Master’s programme Geo-information Science and Earth Observation (M-GEO) or the Postgraduate Diploma (PGD) Course of the M-GEO , the student or sponsor is entitled to a refund of one twelfth part  of the paid tuition fee per year, for each full month, that was paid for and that is remaining until the end of the course. If enrolment for a programme that started in September is terminated per July or August, the student will not be entitled to a refund for these months. Refunds will be made by ITC to the party that made the payment.
  2. Upon early termination of enrolment for a course other than the Postgraduate Diploma (PGD) Course of the M-GEO:
    1. Cancellations done before two months of the start of the Programme will be fully refunded.
    2. Cancellation of enrolment at within two months before the start of the Programme will be refunded for 85%.
    3. Cancellation of enrolment after the start of the Programme, entitles the student or the sponsor to a pro-rata refund of the paid tuition fee for each remaining full month minus two.
    4. Refunds will be made by ITC to the party that made the payment.
  3. Tuition fee paid by sponsor is transferrable to enrolment of another candidate, before the start of the course and with the written consent of ITC.

    7.4  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.  

    7.5 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 8. Force majeure and liability

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

    8.2 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.

    8.3 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.

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

    Article 9. Regulation on complaints and disputes

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

    9.2 The academic appeals process is stated in the Education and Examination Regulations (EER) for the academic year 2019-2020. The Programme Manager should be advised of complaints and disputes within a month of the complaint arising, and certainly before the official ending of the course.

    Article 10. Final provisions

    10.1 These Admission and Enrollment Regulations apply to all courses that are offered by ITC that are considered not funded (according to the WHW) and are published on the ITC website.

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

    10.3 these regulations is effective 1 September 2019.

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