Administrative grant

 Administrative grant

All full-time TU/e students who are or were entitled to a student grant or loan are eligible for an administrative grant, provided the conditions for the administrative grant are met.

In other words, performance-linked grant students can receive the grant. In addition, students who follow a fast-track program (a pre-Master's program followed by a Master's program), students who directly enroll in the Master's program, and students who are no longer entitled to financial assistance from the Dienst Uitvoering Onderwijs (DUO, organization for student grants and loans) are also eligible.

International students, who are not entitled to student grants and loans, may also be eligible for an administrative grant.

The following text outlines the Student Financial Support (Profileringsfonds) Regulations 2018-2019, which can be found in the education guide under Official Rules and Regulations.

Conditions

To be eligible for an administrative grant, you must meet the following minimum conditions:

• You will be performing an administrative function in the academic year of 2018-2019 in an organization that is part of a federation of student associations  (see appendix 2 of the Student Financial Support (Profileringsfonds) Regulations 2018-2019).

• You will not receive any payment for performing the administrative function, either from the association in question or any other organization.

• You are enrolled at TU/e as a full-time student and are actually studying.

• You have not yet been awarded a degree and are required to pay statutory tuition fees.

• You are or would have been entitled to a student grant or loan (or you are an international student and are therefore not eligible for a student grant or loan).

• You received your first-year diploma at TU/e before starting your administrative duties. (This condition does not apply to students in a fast-track program or students who enroll directly in a Master's program).

• You have already obtained at least 75% of the nominally obtainable number of study credits applicable to you when you start performing your administrative function. If you are unable to meet the 75% requirement because you were awarded a graduation allowance or an extension of the performance-linked grant by DUO because of exceptional circumstances, you should make an appointment with an STU student counselor before applying for an administrative grant.

• If you enrolled directly in the Master's program or are currently in a fast-track program, you have obtained at least 20 ECTS before you start performing your administrative function. In addition, the above-mentioned 75% requirement also applies.

Academic progress requirement

An academic progress requirement will apply during the period in which you perform the administrative function.

If you enrolled in an old-style Bachelor's program or a Master's program before 1 September 2012, you are required to obtain at least 12 credits during a 12-month period of administrative duties.

If you enrolled in the new-style Bachelor's program in the Bachelor College on or after 1 September 2012, you are required to obtain at least 15 credits during a 12-month period of administrative duties.

Academic progress requirement

An academic progress requirement will apply during the period in which you perform the administrative function.

If you enrolled in an old-style Bachelor's program or a Master's program before 1 September 2012, you are required to obtain at least 12 credits during a 12-month period of administrative duties.

If you enrolled in the new-style Bachelor's program in the Bachelor College on or after 1 September 2012, you are required to obtain at least 15 credits during a 12-month period of administrative duties.

Exceptions

There is no academic progress requirement for a student who has studied at the nominal rate and no longer needs to obtain any credits on 1 September in order to be eligible for a Bachelor’s or Master's degree, provided the student subsequently enrolls in a Master's program. Students who re-enroll in a Bachelor's program are not eligible for an administrative grant.

A student who must obtain 12 credits or less (or 15 credits or less for a Bachelor College student) to be eligible for a Bachelor’s or Master's degree is required to obtain the rest of the obtainable credits. 

Pro rata academic progress requirement

In certain situations, you must consult with your student counselor to determine a pro rata academic progress requirement before you start performing your administrative duties:

•If the period of duties is shorter than 12 months

•If you are not a nominal student and may obtain less than 12 credits (for example, no outstanding courses but only projects or a free minor)

If you apply for an administrative grant but fail to fully satisfy the academic progress requirement after the end of the academic year in which you hold the administrative function, the financial allowance will be paid pro rata.

 Recognized months

The number of allocated months is assessed individually.

A minimum period of 1 month and a maximum period of 9 months apply per academic year.

Students who perform more than one administrative function over a period longer than one academic year can be awarded an administrative grant for a maximum of 14 recognized months over the total period of their enrollment at TU/e.

Federations and associations

The various associations are clustered in a number of federations. There are six federations: ESSF, FSE, Compositum, Scala, a federation of miscellaneous associations (restkoepel), and an ideological/faith-based federation.

Basically, ESSF represents the sports associations, FSE the study program-related associations, Compositum the student social clubs and Scala the cultural associations. The federation of miscellaneous associations (restkoepel) is composed of those that are not represented by any of the other federations. The ideological/faith-based federation includes associations that, for instance, focus on a certain religious conviction.

Appendix 2 of the Student Financial Support (Profileringsfonds) Regulations states which associations in the above-mentioned federations are eligible for administrative grants.

The role of federations in administrative grants

The amount available each year for administrative grants is expressed in a number of administrative grant months.

A certain number of months are available to each federation. The federations distribute these months among their associations after consulting with these associations.

The federations then notify ESA of the distribution of the months so that ESA can take this into account when individual applications for an administrative grant are submitted.

Amount of financial support

One recognized month is equal to € 419,65 (2018-2019 academic year) for students entitled to an administrative grant. This amount can be supplemented with 69% of a supplementary grant to which the student may be entitled. The amount is the same for international students.

Fiscal aspects

The tax authorities no longer regard the administrative grant as taxable income, provided you do not enter study costs as a tax-deductible item. Furthermore, your parents are not allowed to enter the costs of supporting you as a tax-deductible extraordinary item.

Application procedure

You can apply for an administrative grant via Osiris. You will be sent an invitation by the student counselor during the month of May 2019, once the student association federations have issued the names of students eligible for an administrative grant.

After you have submitted a complete application via Osiris, we will check whether you meet the requirements for an administrative grant. We will also check that your association does not exceed the total number of months that are available to the association.

Allocation and payment

If you already meet the academic progress requirement in July that applies during the period of your administrative duties, and you also meet the other conditions, the administrative grant will be paid in full in July/August. You will then receive an email confirming the award of financial support. If it is clear that you do not meet the other conditions (75% requirement, first year diploma), you will receive a provisional decision rejecting your application.

If, at that time, you have not yet satisfied the academic progress requirement for the administrative function year but have met the other requirements, a reassessment will take place in September to establish whether you have obtained sufficient credits by then. You will then receive either a notification of award or a provisional decision rejecting your application by email. If applicable, payment will take place in October.

Objection

If you do not agree with the student counselor´s provisional decision to reject your application, you will have two weeks to respond.   After that, a decision will be taken. If you do not respond, the provisional decision will become final after two weeks. If you do not agree with this decision, you can lodge an objection with the Executive Board within six weeks of notification of the decision. You can submit your objection using the digital complaints form on the website:

https://educationguide.tue.nl/organization/official-rules-and-regulations/complaints-and-disputes/

BCA statement

If you are awarded an administrative grant, you will also automatically receive a BCA statement from TU/e.

This Extra-curricular Activities (Dutch: BCA) statement specifies the function you performed and the period in which you performed it. With this statement, you can prove that you performed the function and that TU/e has recognized this function by awarding an administrative grant.

If you do not meet the conditions for an administrative grant, you will not receive a BCA statement. In that case, you can request a similar statement from the board of your association, which will also allow you to demonstrate that you performed the administrative function.