The ITC Admissions and Enrollment Policy applies to those courses that are offered by ITC that are considered not funded (according to the ACT). For courses offered at ITC that are to be considered funded (according to the Act), we refer to Chapter 2 of this regulation. (This applies to the Master Spatial Engineering).

The Admissions and Enrolment Procedure is subject to change on a yearly base in the sole discretion of ITC. Most recent Admissions and Enrollment procedure can be found at: www.itc.nl/Pub/study/Money-matters/Admissions-and-enrollment-policy.

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

Please note that for the purposes of this guide we have inserted the tuition tables for the study year 2018-2019.

Admissions and Enrollment Policy

Effective 1 September 2018.

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 programmes and courses conducted, with the purpose of obtaining a graduate degree or diploma.
  • Short-term course: all courses conducted by ITC, with the purpose of obtaining a certificate.
  • Applicant: s/he who has applied with ITC for a programme or 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 programme or 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.
  • 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 Regulations: the Education and Examination Regulations of ITC (PhD protocol, assessment regulations for MSc, Postgraduate, Diploma,) and Rules and Regulations of the Faculty ITC Examination Board, 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 Application for Admission with required supporting documentation. Supporting documents consist of the 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 proforma invoice are needed.

19.3 Non-admitted candidates receive a 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 or upon premature termination. Students are able to apply for an extension only in extenuating circumstances or for serving on advisory boards such as the Universiteitsraad (University Council), the Faculteitsraad (Faculty Council) or Opleidingscommissie (Program Board) and if applicable in compliance with the rules and regulations as formulated by their sponsor.

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 with a duration of 12 months or longer. 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 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 are 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 and 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 & Termination of enrolment

23.1 Cancellation of a course.

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 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.

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       Termination of enrolment

a.) Based on a written request from student for termination of enrolment at ITC, the enrolment will be terminated on the first day of the following month.

b.) Upon termination of enrolment in a long term course, 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 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.

c.) Upon termination of enrolment of a Short-term course:

  • Cancellations done before two month of the start of the program will be fully refunded.
  • Cancellation of enrolment at within two months before the formal start of the program will be refunded for 85%.
  • Cancellation of enrolment after the start of the program, entitles the student or the sponsor to a pro-rata refund of the paid tuition fee for each remaining full month minus two.
  • Refunds will be made by ITC to the party that made the payment.

d.) 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.

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 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 are determined per academic year and cover the entire duration of the degree program or certificate.

24.2 The tuition fees 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 the tuition fee in two (2) instalment periods for the degree and diploma courses 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.

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 instalments.

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

24.10 Not included in the tuition 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.

24.12  Please visit: www.itc.nl/Fees-and-costs#2018-2019 for the most current tuition Costs.

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 education-itc@utwente.nl.

26.2 The academic appeals process is stated in the ITC 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 (except Master Spatial Engineering- in Application) 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 2018.