Participationof Students in University and Departmental Bodies

Students have the right to participate in various university bodies. This chapter outlines the relevant bodies and their competencies.

6.1 Student participation

The TU/e has three participatory bodies in which students and staff can consult each other: the University Council (UR) at central level, and the Department Council (FR) at department level, and from September 1, 2017, on the program committee (OC) at study program level.

Students can vote for and be elected to the UR and FR: they have both the active right to vote and the passive right to be elected. The elections for the UR and FR are held in accordance with the TU/e Electoral Regulations, which specify the procedures for nominating candidates, voting, and determining the election results. The term of office for students in both the UR and the FR is one year. How the OC is composed and what the term of office is for students in the OC is arranged in the Department Regulations for the time being.

In addition, students have a say in:

  • the Student Advisory Body (SAO): one student representative per program (based on the Bachelor’s programs) plus a number (currently limited to four) of international students from various programs;
  • the Master’s Programs Monitoring Group
  • the Department Board: one student with an advisory vote;
  • the Advisory Committee for Bachelor’s programs (ACB);
  • TU/e PhD-PDEng Council: one PhD supplemented by one PDEng student per department;
  • the Bachelor College Monitoring Group.

            The TU/e’s governing structure is explained below, to ensure that the position of the abovementioned bodies in this structure is clear; also, the composition and tasks of those bodies will be further elaborated.

            6.2 Governance structure of TU/e

            6.2.1 Institute level

            There is one governing body at the top level, the CvB, and a supervisory body, the Supervisory Board. The UR is a representative body. The tasks and authorizations of these bodies are described in the WHW and in the TU/e Administration and Management Regulations.

            Supervisory Board

            The Supervisory Board is a supervisory body, consisting of three to five members appointed by the Minister. One of the members is nominated by the UR. The UR must nominate at least two names. This board monitors the CvB in general outline and is responsible for appointing members of the CvB. The Supervisory Board holds consultations with the UR at least twice a year. 

            Executive Board (CvB)

            The CvB is the governing body at institute level. It is responsible for the strategic policy and daily management of the institute as a whole, and is accountable for this responsibility. The CvB is accountable to the Supervisory Board, which monitors its activities in general outline. The CvB consists of three members, including the Rector Magnificus, who are appointed, suspended and dismissed by the Supervisory Board. Before appointing or dismissing a CvB member, the Supervisory Board will consult with the UR in confidence. The CvB established the Administration and Management Regulations to regulate the administration, management and organization of the university, as well as the institute plan and the budget.

            The TU/e secretary supports the CvB, but is not a member.

            Dean of the Bachelor College

            The Dean of the Bachelor College (Dean BC) coordinates the Bachelor’s programs within the Bachelor College on behalf of the CvB. His main tasks are: 

            • development and implementation of the institute's policy and administrative guidelines in relation to the Bachelor’s programs; 
            • quality assurance in relation to the Bachelor’s programs; and 
            • innovation and strengthening of the Bachelor’s programs. 

            More detailed rules regarding the TU/e Bachelor College and the Dean BC are specified in the TU/e Bachelor College Regulations. 

            The Dean BC is appointed by the CvB for a period of four years. 

            Dean of the Graduate School

            The Dean of the Graduate School (Dean GS) coordinates the Master’s and designer programs as well as PhD programs within the Graduate School on behalf of the CvB. His main tasks are:

            • development and implementation of the institute’s policy and administrative guidelines in relation to the graduate programs; 
            • quality assurance in relation to the graduate programs; and 
            • innovation and strengthening of the graduate programs. 

            Further regulations relating to the TU/e Graduate School and the Dean GS are stipulated in the Graduate School Regulations. The Dean GS is appointed by the CvB for a period of four years. 

            University Consultative Council

            The University Consultative Council (Bestuurlijk Overleg) is established by the CvB and not based on law, for consultation between the CvB and the departmental deans, the Dean BC and the Dean BS. The University Consultative Council convenes on a regular basis, enabling the CvB to consult with the deans on the institute’s policy on education and science and related issues.  

            University Council (UR)

            The UR consists of nine students and nine staff members. 

            The law specifies the general competencies of the UR. Generally, the UR has the right of approval, the right to give advice, the right to initiate and the right to request information. 

            The UR has, for example, the right of approval concerning:

            • the student statute;
            • the Administration and Management Regulations;
            • the institute plan;
            • the TU/e Students’ financial support regulations (profileringsfonds).

            Full details on the UR’s right of approval can be found in the TU/e Administration and Management Regulations, which specify the cases in which the CvB needs prior permission from the UR. The WHW and the TU/e University Council Regulations specify the subjects on which the UR must give advice. In any event, the CvB must submit to the UR for advice every intended decision on matters relating to the continued existence of and orderly daily routine within the university. This also applies to the budget.

            The staff section has the right of approval regarding a number of staff matters. The student section has the right to give advice on these matters.

            Program Director Council (OO)

            The Program Director Council (Overleg Opleidingsdirecteuren, OO) is a consultative body consisting of the directors of the Bachelor’s programs, the STU director, the Dean BC and the Rector Magnificus. The OO has monthly meetings about education policy affairs and education management matters, under the chairmanship of the Rector Magnificus.

            The OO advises the CvB, on request or on its own initiative, about educational matters relating to the Bachelor’s programs. 

            Advisory Committee on Bachelor’s Education (ACB)

            The Advisory Committee on Bachelor’s Education ensures optimum cooperation between the departmental Study Program Committees, resulting in a coherent policy on Bachelor’s education. The duties of the advisory committee are specified in the TU/e Bachelor College Regulations. The advisory committee consists of one member of the academic staff and one student member of the Study Program Committee of each Bachelor’s program. It meets once every semester.

            Student Advisory Body (SAO)

            The SAO is a committee set up by the CvB that has two functions, namely:

            • giving advice, on request or on its own initiative, to the CvB regarding education and student policies;

            • conducting consultations between students and the CvB.

            The SAO is chaired by the Rector Magnificus. The STU Director and the Dean BC are the vice and second vice-chairs, respectively. 

            Bachelor College Monitoring Group 

            The BC Monitoring Group consists of the education officer of the study associations and the meetings are chaired by the Dean BC.  The secretary is Gerard van de Watering (policy officer for BC whose portfolio includes quality assurance for BC). The Monitoring Group meets twice every quartile and during the meetings the feedback collected on education and all aspects of the BC are discussed by the officers. The feedback is collected by the officers through the propaedeutical advisory council for education, study component monitoring group, or student advisory council for education. The feedback is an integral part of the quality assurance of BC. The feedback is used to improve the setup, organization, and education of the BC. Where applicable the feedback is shared directly with the stakeholders in question.

            Graduate School Consultative Meeting (OGS) 

            The Graduate School Consultative Meeting (Overleg Graduate School, OGS) is a consultative body consisting of the directors of the graduate programs at the TU/e (including the directors of the Master’s, PDEng and PhD programs), the STU director and the Dean GS. The OGS is chaired by the Dean GS and meets every month to discuss education policy and management matters.

            It offers advice, on request or on its own initiative, to the CvB regarding post-Bachelor’s education.

            Master’s Programs Monitoring Group

            The Master’s Programs Monitoring Group is an informal consultative body that meets periodically for consultation with the Dean GS. The group consists of Master’s students from various programs. 

            TU/e PhD-PDeng Council

            The TU/e PhD-PDeng Council is an informal consultative body consisting of PDEng and PhD students. The PPC gives advice, on request or of its own initiative, to the Rector and the Dean Graduate School in the field of training trajectories (education) of PDEng and PhD students. The meetings are chaired by the Rector or if absent by the Dean GS.

            Advisory Committee on Bachelor’s Program Examinations/Advisory Committee on Master’s Program Examinations (AEB/AEM)

            The Advisory Committee on Bachelor’s Program Examinations and the Advisory Committee on Master’s Program Examinations have been merged and are tasked with ensuring close cooperation between the departmental Examination Committees to assure the quality of the Bachelor’s/Master’s degree certificates. The duties of the advisory committee are set out in the TU/e Bachelor College Regulations/ TU/e Graduate School Regulations. The Advisory Committee on Bachelor’s Program Examinations/Advisory Committee on Master’s Program Examinations consists of the chair of the Examination Committee of each program and meetings are chaired by one of the Examination Committee chairs. The advisory committee convenes approximately eight times per year.

            Doctorate Board

            The Doctorate Board was set up for decisions regarding doctorates. The board consults with the CvB about granting honorary doctorates. Its members are all the deans, under the leadership of the Rector Magnificus.

            Organizational chart

            6.2.2 Departmental level

            At departmental level, there is one governing body: the Department Board (FB). The Department Council (FR) is a representative body within the department.

            Department Board

            The FB is the governing body at departmental level. Its three or four members, including the dean, are assigned by the CvB. A student attends meetings of the board, and has an advisory vote.The advisory student member of the Department Board is appointed as follows. The FB invites the student members of the FR to submit a recommendation for the position of advisory student. This nomination shall contain the names of one or more students who are not members of the FR. The student advisory member is appointed by the CvB on the recommendation of the FB, normally for a period of one year.

            The FB is ultimately responsible for the content and design of the education and research. 

            The implementation of education and research is coordinated by the program directors and research school directors. They are directly responsible for the implementation of the education and research programs and for spending the budgets for the programs. They are directly accountable to the FB. The academic staff, with possible exceptions, are assigned to certain groups or sections by the FB. 

            The FB is accountable to and offers information on request to the CvB and, with regard to Bachelor’s and graduate education, to the Dean BC and Dean GS respectively, acting on the CvB’s behalf. 

            Department Council (FR)

            The FR is the representative body at departmental level. It consists of five students and five staff members. It has approximately the same competencies as the UR, with the focus on matters that concern the departments. The FR also has the right of approval and the right to give advice. It also has the right to initiate and the right to request information. In addition to the WHW and the Administration and Management Regulations, the tasks and competencies of the UR are also laid down in the departmental regulations.

            The most important rights of approval of the UR are:

            • establishing or changing the departmental regulations;
            • establishing or changing the OER (with the exception of matters prescribed by the CvB as instructions and matters that, under law, are the responsibility of the Department Board).

            In addition, the FR has the right of advice regarding affairs that are of especial concern to the department.

            6.2.3 Program level

            Program director

            The administrative responsibility for education at the program level lies with the program director. A distinction is made between Bachelor's programs (Bachelor's Program Director) and Master's, PDEng and PhD programs (Graduate Program Director).

            Program committee

            For every program or group of programs at the department, a program committee must be set up. Half the program committee consists of students who are enrolled in the program in question, and the other half consists of staff members. As of September 1, 2017, the program committee will be a participatory body. The composition and method of appointing members are specified in the department regulations.The study program committee’s tasks are:

            • to give advice on establishing and changing the OER;
            • to evaluate the implementation of the OER annually;
            • if requested, or on its own initiative, to advise the program director and the Department Board on all matters the education provided by the program in question.

            Further information on the university administration
            Legislation and regulations:  

            For more information:      

            • general: Legal Affairs, phone no. +31 (0)40 - 247 2211
            • regarding elections: Central Voting Bureau, phone no. +31 (0)40 -  247 25 54
            • regarding the UR: UR secretary, phone no. +31 (0)40 - 247 25 54
            • regarding the FR: departmental secretariat, see education guide 
            • regarding the OC: department secretariat; see educationguide.tue.nl
            • regarding the Advisory Committees on Bachelor’s Education: drs. J. van de Ven
            • Advisory Committee on Bachelor's Program Examinations / Advisory Committee on Master's Program Examinations: drs. H.M. Peters