Section 1 Student Rights and Duties
Article 53 United Business Institutes Commitment
In accordance with the mission and educational approach of UBI, the institution is committed to providing a high-quality and professional business education, to ensure that students are well-prepared for their future. To this end, UBI will strive to provide a safe and conducive educational environment, responsible staff, and adequate services.
UBI will ensure that all students have equal opportunities to participate in the learning process, and all evaluations will be conducted in a rigorous and objective manner.
Article 54 Student Commitment
UBI students are committed to participate in the programme in an active and responsible manner, and collectively contribute to a secure and stimulating learning environment. When in doubt about particular aspects of the programme, UBI students should seek the advice of their tutors, module instructors and other relevant UBI staff.
Article 55 Equal Treatment
UBI students are entitled to equal treatment.
Students with a disability may receive reasonable education or examination accommodations upon request, following the application procedure established in Article 23. The education and examination accommodations for such students are determined individually.
In general, reasonable accommodations are determined in consideration of the following:
The necessity of the adjustment in the context of equal opportunities for all students;
The necessity of the adjustment for the student to attain the learning outcomes of theprogramme;
The capacity of UBI, in both physical and human resources, to provide theaccommodation.
Article 56 Access to Personal Records
Individual students have the right to access documents regarding decisions about him/her or documents upon which a decision about him/her is based. Such access is only limited to information regarding the individual student, and the student does not have the right to view data relating to other people.Students who wish to make an application to review such documents need to submit an application to the Programme Director no later than a month after the start of the next academic year. UBI will grant access within a reasonable period of time, depending on the type and quantity of information requested. UBI reserves the right to charge an administrative fee for the copies of documents requested.Copies of examination documents can only be provided to students following the discussion and feedback process established in Article 35. Each copy must be treated as confidential and can only be used in the personal context of a student’s educational career.
Article 57 Specific Rights and Duties
Upon successful enrolment in the programme, UBI students are entitled to:
Participation in all educational activities relevant to the programme;
Access to relevant study materials within the programme;
Use of the library and its accompanying resources, including the electronic resources;
Use of the digital learning platform(s) that the programme utilises;
Use of student lounge with printing and photocopying services;
Academic support provided by tutors;
A secure and conducive studying and learning environment.
UBI students are to note that the official mode of communication, unless otherwise informed by a UBI staff, between UBI and students is the official UBI email address that the school allocates to each student. In some modules, instructors may also communicate information to students via the Learning Management System. It is the responsibility of students to check their allocated email and the digital learning platform regularly for information and announcements related to their programme.
Throughout the duration of the programme, students are not allowed to make audio or video recordings of any teaching activities, unless prior permission has been given by the module instructor. Permitted recordings can only be used for educational purposes in the academic year concerned. Commercial use of any recordings, and recordings of any examinations, are strictly forbidden. In addition, the recordings cannot be used as evidence in an administrative or legal procedure and shall be destroyed upon first request.
Students cannot oppose to the recording of audio or video recordings of UBI educational activities, for the purpose(s) of simultaneous transmission and / or use on learning platforms, posters, info brochures (on both physical and digital modes). However, students can request not to be individually recognisable.
Students are not allowed to reproduce and disseminate learning materials provided by UBI in the context of their study programme, upon payment or free of charge, so that they or others can gain commercial benefit from it. In addition, students are not allowed to copy or use examination material provided by UBI in the context of their study programme for purposes other than personal use.
Article 58 Copyright with regard to Research Papers / Capstone Papers
Students grant UBI unconditional permission to make partial or full use of each research / capstone paper written by the student in the context of the programme for teaching and scientific research purposes. This means that UBI can, among other measures, archive the work and make it available for consultation in the library as well as make it available on the internet for interested parties.
UBI may use the paper for marketing purposes if the student has given his/her written permission to do so.
If a student’s paper was created with the involvement of an external partner who has requested confidentiality of the paper, the student must request for an embargo. Embargoed papers will not be used for any of the stated purposes in this article without the consent of the external party involved.
All students are responsible for respecting the intellectual rights of UBI and third parties in every paper created in the context of the study programme.
Section 2 Disciplinary Regulations
Article 59 Principles
UBI students are expected to behave, both within and beyond the school premises, in a way that shows respect for other people, and in accordance with the laws of the community. They are not to commit acts that are incompatible with the mission of UBI.
The following is a general list of behavioural obligations that all UBI students must abide by:
Contribute to a safe and secure learning environment in UBI;
Respect the privacy, rights and intellectual rights of others;
Respect the property of others and refrain from any behaviour that might causedamage to UBI’s facilities and infrastructure;
Refrain from discriminatory, aggressive or violent behaviour towards others. Thisincludes communication on online platforms;
ConsumptionandpossessionofdrugsoralcoholonUBIpremisesisstrictlyprohibited.No smoking is allowed within UBI.
Disciplinary sanctions may be taken against any student who violates the above regulations.
Article 60 Urgent Disciplinary Measures
UBI staff members have the authority to take all measures necessary, in all circumstances and with immediate effect, to maintain order and ensure the security of staff and students are not compromised. This may include temporarily denying students access to certain rooms or the use of certain facilities.
Article 61 Sanctions
Based on the disciplinary infringement, the Special Cases Committee can impose one of the following sanctions:
Warning – this sanction can only be imposed once for a similar fact. A subsequent sanction will automatically be more severe;
Denial of the right to attend educational activities or access certain facilities or services;
A refusal, as a disciplinary measure, of a permission to enrol;
Expulsion from UBI;
Every disciplinary sanction is substantiated and communicated in writing.
Article 62 Initiating the Disciplinary Procedure
A student against whom a disciplinary measure is considered, is entitled to:
A notification by the Special Cases Committee of the nature of the measure considered and the grounds of consideration;
Access to the case file;
A period of 5 calendar days following the notification to prepare a spoken and writtendefence.
At any stage of the procedure, the student may be assisted by a person of his/her choice.
Article 63 Disciplinary Committee and Proceedings
During the disciplinary meeting convened by the Special Cases Committee, the case will be explained and reviewed. The student will have the opportunity to respond.
The ombudsperson is kept informed of all proceedings through the minutes of discussion and may also be requested by the student involved to be present at the disciplinary conference.
A decision regarding the disciplinary sanction will be confirmed by Special Cases Committee and communicated to the student in writing within 20 calendar days from the initial notification to the student.
Article 64 Disciplinary Appeal
Students can lodge a substantiated and written appeal to the Appeals Panel (see Article 48) within a period of 7 calendar days following the notification of the confirmed disciplinary sanction.
The appeal does not suspend the penalty imposed.
The appeal procedure will lead to one of the following:
A substantiated rejection of the appeal;
A new decision made by the panel.
The panel may hear the student at his/her request as part of the disciplinary appeal proceedings, and will communicate the final outcome to the student within 30 calendar days from the receipt of the appeal.
Section 3 Internship Regulations
Article 65 Internship Schedule and Hours
The 15 ECTS internship module takes place within the second semester of Year Three. Students have the option of starting the internship in mid-January (just before the start of Spring semester), or latest the first week of February. All internships must be completed by the end of May.
Students have some flexibility in structuring a regular and suitable work schedule with their internship company within this 20-week window. However, they should not work more than 20 hours a week, in order to fulfil the other academic commitments of the semester and in accordance with the Belgian legislation.
In total, the internship should span approximately 300 to 320 work hours. Time spent on Capstone research work during the internship is not considered part of this work hours guidelines.
Article 66 General Guidelines
Prior to the internship, all students must attend 2 ‘internship orientation’ workshops (which span a total of approximately 6 contact hours) in the semester preceding the internship. The workshops cover essential elements of the internship application, reinforce UBI’s professional expectations of student-interns, and brief students on all assessment components of the internship.
Students are advised to first consider the internship options sourced by the Alumni, Internship and Career Office. If students are unable to select from this list due to the desire pursue a particular business role, they may source for their own internships. Whichever the option, onus is on the student in pursuing the internship actively and professionally, which would include the timely submission of CVs, following up with interviews, etc.
If students elect to source for their own internship, the following guidelines apply in the selection of suitable internship companies:
The internship can be local or international;
Students will not be allowed to work in a family business and their internship mentorcannot be a relative or a friend;
The working language of the shortlisted internship company must be English or thelanguage elective that the student selected in the bachelor’s programme. For the latter, the student must ensure that their internship mentor is able to communicate in English in order to facilitate UBI’s correspondence with the company. In such cases, students should note that all assessments will still need to be submitted in English;
All companies and positions sourced by students need to be approved by the Alumni, Internship and Career Office before the application can be confirmed.All students must adhere to the application procedure and timeline provided in the Internship Module Guidelines.