Study regulations

On the basis of point 8 of paragraph 1 of Article 197 of the Statute of the UL (Official Gazette of the Republic of Slovenia, No. 4/2017), the Senate of the University of Ljubljana, at its 39^th meeting, on 27 June 2017, adopted the following 

Study Regulations of the University of Ljubljana
 

1 GENERAL PROVISIONS 

Article 1

1. The study regulations of the University of Ljubljana (hereinafter: the Rules) is a set of rules that regulates the verification and assessment of students’ knowledge, skills and competences acquired through the performance of the obligations specified in study programmes for acquiring education at the 1^st and 2^nd levels of study and in the study programmes for further training (hereinafter: obligations) at the University of Ljubljana (hereinafter: UL). 
2. These provisions apply to all individual persons who perform UL obligations in the study programmes referred to in the first paragraph, regardless of their status (hereinafter: student). 
3. A Member of the UL (hereinafter: Member) may regulate the specificities of the examination and assessment procedures in detail in its own rules, which shall comply with the provisions of the Statute of the UL and with this Rules. 

Article 2 

1. In these Rules the expressions used are written in the male gender grammatical form and are to be considered as neutrally applicable for both men and women. 
2. In these Rules the term study unit shall apply to all subjects, practical training, the diploma examination, final work and the defence of final work, seminar work and other forms of work containing study objectives and obligations that are defined in the accredited study programme with a teaching plan. 
3. In these Rules the term exam is used for final examination and assessment of knowledge from a study unit or for final examination of knowledge in the study programme. Completion of obligations in study units is also possible with a combination of different forms of ongoing work, that is, without an exam, as defined in the curriculum. 
4. On-the-spot forms of assessment of knowledge shall be defined in more detail in the curriculum, including their implementation according to the rules of the Member. The forms of on-line verification and assessment are, for example, colloquia, tests, field projects, study performance, etc. 
5. In these Rules the term Student Office refers to the professional service of a Member in charge of keeping records of students and procedures. 

2 EXAMINATION AND ASSESSMENT 

Article 3 

1. Achievements, determined as expected study outcomes in the curriculum of individual study units of the study programme and determined by the study programme are examined and evaluated. 
2. Other study obligations (such as exercises, project or seminar work, colloquia, tests, performances, presentations of artistic and other works, etc.) may constitute prerequisites for taking the exam or contributing to a common assessment of each study unit, if so determined by the curriculum. 
3. A negative assessment of the exam does not annul the results of regular forms of examination and assessment of knowledge and other obligations that have been successfully completed in the current or previous two years of study when they constitute a condition for entering the examination. 
4. The achievement of an individual student at the final examination and assessment for a particular study unit is assessed by an evaluation defined in the UL Statute. The credit points that the student acquires with the obligation fulfilled is determined for each individual unit based on the estimated student load with credit points according to the ECTS system. By final examination and assessment, the student obtains assessment and credit points for each study unit of the study programme and thus provides feedback on the level of achieved study outcomes of the study unit. 
5. Final examinations and assessments are carried out by a higher education teacher, holder or performer of this study unit, or by another higher education teacher who is habilitated for a scientific field (discipline), which includes the contents of the study unit, or by a visiting teacher included in the implementation of the study programme (hereinafter: examiner). 
6. A higher education teacher or higher education assistant who is habilitated for the relevant field and participates in the implementation of the study unit shall carry out on-the-spot examination and assessment. 

3 EXAM DATES AND INFORMATION FOR STUDENTS

Article 4

1. Exams are taken at exam dates. Examination deadlines can be regular and extraordinary. 
2. Regular exams shall be set by the Members in the time of the examination periods determined by the study calendar. Examination periods are winter, spring and autumn. Members publish regular examination deadlines at the beginning of the academic year. 
3. Examination deadlines for each study unit must be arranged so that at least three examination deadlines are completed at the end of the contact forms of the study process at this study unit by the deadline for enrolment in the next year. Exam dates must be allocated so that only one exam period is required for the obligatory study units of the year that are conducted in the current semester on the same day and, if the conditions permit, two consecutive deadlines of the same study unit are at least ten days apart. 
4. If, depending on the nature of the study unit, the examination can only be performed once or twice in the academic year, or if the examination is related to extraordinary material costs or is related to the participation of third parties, the curriculum may stipulate that the examination is conducted only once or twice in the academic year.

Article 5

Extraordinary examination deadlines are deadlines set outside the regular examination period. A Member can determine these deadlines for all students or for certain groups of students. The Member must announce the extraordinary examination deadline at least 14 days before the deadline for the exam.

Article 6

1. A student may take an exam outside the set examination periods if justified reasons are given (students with special status, going to study or professional practice abroad, longer hospitalisation during the examination period, childbirth, active participation in top professional, cultural or sporting events, etc.) and if so provided by the staff and spatial conditions of the Member. 
2. Examination outside the set examination deadline shall be approved by the competent authority on the basis of a student's written request and the supporting documents, unless the Member determines otherwise by its rules. 

Article 7 

1. No later than before the beginning of the academic year, a Member shall ensure that curricula of study units are accessible to students and, at the latest by the beginning of enrolment, information on the framework contents of optional subjects are accessible.
2. The lecturer or tutor of the study unit shall be obliged to inform the students every academic year prior to the beginning of its implementation or at the latest at the introductory lecture with:
   
   - content, objectives and plan of the implementation of the study unit,
   - predicted study outcomes (knowledge, understanding, skills, etc.),
   - basic study resources,
   - study obligations,
   - conditions for individual examination of knowledge,
   - forms and methods of examining and assessing knowledge,
   - evaluation criteria and percentage that individual components of the examination and assessment of knowledge contribute to the final assessment,
   - other important information for completing study obligations (deadlines for fulfilling individual obligations, etc.).
    
3. The holder or the performer and other participants in the implementation of a study unit may not impose or require additional study obligations for students not envisaged in an accredited study programme. 

Article 8 

For study units that are not being implemented in the current academic year, the following examination deadlines shall be determined:

• three examination deadlines in the first academic year after termination,
• at least one examination deadline in the second academic year after termination,
• at least one examination deadline upon a written request of at least one student in the third and following academic years after termination. 

4 FORMS AND METHODS OF ASSESSMENT OF PERFORMED OBLIGATIONS 

Article 9 

1. A student may apply for the exam no later than 5 days before the examination deadline. 
2. A Member shall determine the method of applying for an examination through a system of study informatics. 
3. The student is responsible for the correct and complete registration for the exam. 
4. A student may take an exam if he has applied for it on time. 

Article 10 

1. A student may withdraw from the exam no later than noon the day before the exam, in accordance with the procedure laid down by the Member. 
2. A student who has failed to enter the examination on the day determined for him without any justifiable reason, shall be deemed to have been examined. 
3. If the student was absent from the examination for a justifiable reason, and within 3 working days of the examination or immediately after the expiration of the justifiable reason he has submitted the appropriate evidence, he is deemed to have been released from the exam in due time. The Member shall determine the competent authority and the decision-making process with regard to the justification of the reason. 

Article 11 

The exam is generally individual, but it can also be grouped when several students participate in it at the same time (for example, the production of the same product, participation in the same project), and the criteria for determining the contribution to the overall assessment of each member of the group who participates in a group examination must be set in the study plan.
 

Article 12                         

1. A student can apply for an exam from a particular study unit when he has fulfilled the obligations that the curriculum prescribes as a condition for entering the exam for this study unit. 
2. A student may take exams of the year’s study units on the basis of enrolment in this same year of the study programme, on the basis of an exchange contract or on the basis of a decision by the competent authority of the Member. 
3. A student may take exams from higher level education classes if he has completed all obligations from the years prior to the year in which he is currently enrolled and after approval by the competent authority of the Member. 
4. The examiner must check the presence and identity of the applicants. A student must have an ID at the exam. If the identity cannot be verified, the student must not enter the exam. 
5. A withdrawal from taking a written examination shall be deemed an unsuccessful examination.

Article 13

1. The costs of conducting exams shall be paid by students in accordance with the UL Statute and the rules governing contributions and evaluated costs at the UL.. 
2. The amount of costs is determined by the UL pricelist.

Article 14

1. Exams are assessed by an individual examiner or examination committee. 
2. The examination shall be conducted before committee when this is determined by the UL Statute or the rules of the Member.

Article 15 

1. The exam is carried out and evaluated by an individual examiner or examination committee. 
2. A student cannot independently choose who will evaluate his knowledge, but such a request may be decided by the competent authority of a Member. 

Article 16 

1. The exam can be oral or written or both oral and written. 
2. The examination may be conducted using modern information and communication technology, including remotely, provided that conditions are provided to prevent violation of the examination order. 

Article 17 

1. The oral examination shall be carried out in the form of a personal interview between the examiner and the student. 
2. The oral exam is public.  
3. The examiner shall announce the assessment of the oral examination immediately after the examination has been completed.

Article 18 

1. The examiner shall be responsible for the correct execution of the oral examination. 
2. An individual student shall take an oral examination of no more than two school hours. The oral examination can be conducted individually or with a group of students.

Article 19

1. A written examination shall be carried out in the form of a written product. It can take up to four school hours. 
2. Students who have passed the written examination must be informed of the exam grades no later than the seventh working day after passing the exam, subject to the rules on the protection of personal data.
3. In accordance with the UL Statute, the student has the right to inspect his corrected and assessed written exam and the right to explanation of the assessment of the answers to individual questions.

Article 20 

1. The examiner shall be responsible for the proper execution of the written examination. 
2. If the holder of the study unit cannot attend the written examination, he is obliged to ensure the presence of another higher education teacher or higher education assistant. 
3. The examiner is obliged to acquaint the present students with the permitted aids allowed for the exam prior to the beginning of the examination. 
4. During the course of the written examination, the student shall not be allowed to leave the premises without the approval of the examiner at the place where he conducts the written examination.

Article 21

If the examination is carried out as a combination of different forms of examination and assessment of knowledge (for example, both written and oral), the examination must be completed no later than two weeks after the examination deadline.

Article 22

1. The examiner must notify the Student Office about the exam evaluation no later than 5 working days from the announcement of the results. 
2. The day on which the passing grade is entered in the official record shall be considered as the date of the passed obligations. 

Article 23 

1. A student who fails to pass the exam can repeat the exam in accordance with the provisions of the Statute of the UL. 
2. The repetition of the exam may be carried out in the same examining period if the exam and registration to examination allow for this. 
3. If the student repeats the year, the examination of each study unit of this year is considered to be the first time after entering the exam for the first time after re-enrolment. 

Article 24 

A student who fails to complete the examination in accordance with the UL Statute cannot complete the study in this study programme, but may perform other study obligations according to the programme in which he is enrolled until the end of the current academic year. In subsequent years the student cannot re-enrol in the same year of this programme, nor can he advance in this programme to the higher year.

Article 25 

1. The committee examination may be written or oral or both written and oral, as agreed in the study plan, and shall be carried out in accordance with the provisions of the Statute of the UL. 
2. The competent body of the Member shall appoint an examination committee. Examination committee members are higher education teachers with valid habilitation at the UL or visiting teachers involved in the implementation of the study programme. At least one member of the examination committee must be a higher education teacher habilitated for an area of the study unit.

5 OBJECTION TO ASSESS

Article 26 

1. A student may, for reasons set out in the UL Statute, require a re-evaluation of the written examination, and in the case of the oral examination, he may be further questioned. 
2. The procedure for considering the requirement referred to in the first paragraph of this Article shall be kept in accordance with the provisions of the Statute of the UL. 

Article 27 

1. If external factors interfere with the performance of the examination, an extraordinary examination deadline may be submitted by the competent authority on the proposal of the students or the examiner, as well as for all students who have taken the examination in these conditions, even within a shorter time than specified in Article 5 of these Rules. 
2. A student's achievement in the re-examination referred to in the preceding paragraph shall replace the previous grade. In this case, the exam is not considered as a repetition.

6 GRADE IMPROVEMENT

Article 28 

1. A student who has successfully passed the exam at a particular study unit but who wishes to achieve a better grade may repeat the exam once before completing the course. The Member determines the number of study units for which a student can improve grades and the period during which he can improve them. 
2. In case of repeating the exam for the reason referred to in the preceding paragraph, a higher grade is valid, and the records of both examinations are entered in the register. 
3. A student does not have the opportunity to correct a positive grade for an exam that he already took twice or more.

7 RECOGNITION OF OBLIGATIONS PASSED AT OTHER INSTITUTIONS 

Article 29 

1. In accordance with the Statute of the UL and applicable study programmes, the competent authority may recognise the student's study obligations beyond the study programme to which he is enrolled.
2. Individual obligations undertaken in the context of mobility based on the learning agreement or other contract shall be recognised as agreed in the contract immediately after the mobility has been carried out, on the basis of a certificate of obligations made at another institution, without student's special application or without the recognition procedure, except in cases where a breach of contract has been established.
3. In the event that the student did not pass a particular obligation based on a contractual agreement or written agreement, the recognition procedure begins with the written application of the student who is submitting it to the Member. A student may not be admitted to an alternative study obligation outside his enrolled programme course which he has already failed.
4. Individual recognised obligations shall be recorded in the student's record of obligations performed in the name of the obligation in the original, English or Slovene language with acknowledgement of recognized credits and a recognized grade. When a rating cannot be determined, instead of assessing it in the record, it is misled that the obligation is recognized.
5. The liabilities thus recognised are counted against the sum of the credits needed to qualify for first or second degree education. 

8 PROGRESSION ACCORDING TO THE STUDY PROGRAMME

Article 30

A student progresses according to the study programme in accordance with the Statute of the UL and the study programme.
 

Article 31 

A student can complete prescribed study obligations and exams of the year in which he is enrolled, as well as missing study obligations and exams from previous years. In accordance with the third paragraph of Article 12 of these Rules, the student can also perform obligations from higher education classes.

9 EVALUATION AND EXAMINATION FOR COMPLETION OF THE STUDY

Article 32

1. A student completes the study programme after successfully completing all study obligations specified in the study programme in which he is enrolled. 
2. The date of completion of the study programme shall be the day on which the assessment of the last completed commitment is entered in the official record.

Article 33 

1. When a final work is envisaged in the study programme for the completion of studies, the student may propose the topic of the final work in agreement with the envisaged mentor or choose from the list of the published framework topics of the final papers.
    
2. The Member shall determine via its rules:
   - the procedure for taking over the topic of the final paper,
   - the procedure for changing the mentor or changing the theme,
   - deadlines and procedures for the writing, handing in and defence of the finished work,
   - obligations of the mentor,
   - limitation of the number of mentorships taken by a tutor in one academic year, this number not being more than 20,
   - any other speciality regarding the final papers.
    
3. The mentor of the final paper is a higher education teacher or a scientific worker. The co-mentor is a higher education teacher, a scientific worker, a college student or an expert in the field of the final paper who has at least the same level of education as a graduate of this study programme. Only higher education teachers can participate in the evaluation of the final paper. 

Article 34 

1. After completing the study programme, the student receives a certificate of completion of studies. The certificate is issued in the Slovenian language and may be additionally issued the certificate in the English language and is valid until the issue of the formal diploma paper. 
2. The diploma with a supplement to the diploma in Slovenian and English languages shall be issued in accordance with the Rules on the Issue of Diplomas and in accordance with the Rules on the Diploma Supplement. 

10 PARALLEL STUDY 

Article 35 

1. For parallel studies, the student shall be registered in accordance with the provisions of the Statute of the UL. 
2. A student of a first degree or a master's degree study who wishes to enrol in parallel study must submit a certificate of enrolment in the year of the first study programme no later than the parallel enrolment in the second study programme. The student can be enrolled in parallel in the second study programme at the latest when enrolling in the last year of the first study programme. 
3. A student of the second level may be enrolled in parallel study without restriction. 

11 BREACH OF STUDY REGULATIONS 

Article 36 

Violations of the study regulations are dealt with in accordance with the rules governing the disciplinary responsibility of UL students.

12 MANAGEMENT OF EXAMINATION REPORTS 

Article 37 

1. Members shall keep records of examinations carried out in accordance with the provisions of the Higher Education Act. 
2. A student's examinations for each study unit shall be kept 30 days after the publication of the grade if the student does not object to the examination, otherwise until the end of the assessment procedure. 

13 TRANSITIONAL AND FINAL PROVISIONS 

Article 38 

1. These Rules shall enter into force upon their adoption at the UL Senate and after the entry into force of the amendments to Articles 114, 115 and 120 of the Statute of the UL (Official Gazette of the Republic of Slovenia, No. 4/2017). 
2. The Rules shall apply from 1 October 2017. 
3. Members shall, pending the adoption of their rules of procedure for the purposes set out in these Rules, apply the provisions of the current Rules, insofar as they do not contravene the Statute of the UL or these Rules. 

Reference No.: 014-2/2017
Date: 27 June 2017

Prof. Dr. Ivan Svetlik,
Rector