Compensation for board activities

Compensation for board activities UU

If you are joining the board or committee of a recognised student organisation at Utrecht University and you would like to receive compensation for board activities, you can find more information here.

What is the purpose of compensation for board activities?

Compensation for board activities is intended, according to the law, as compensation for potential study delay of individual board members. If you are proposing to award a student board member the maximum grant of €4250, you are essentially stating that the person in question is expected to fall behind in their studies by a whole year. They will then be able to meet (in whole or in part) the expenses they incur as a result of falling behind. UU and HU do not check whether student board members actually use the money for costs resulting from their study delay. Student board members are themselves responsible for this.

Therefore, one board member should not receive all the money to distribute among their fellow members. We advise against this, as it results in endless arguments every year. Once again, this is the responsibility of each individual student board member.

How do you apply for compensation for board activities?

Basically, the procedure is this:

  • Step 1: The board of a student organisation determines who may apply for compensation. The board then awaits step 2.
  • Step 2: In mid-August, UU sends an email to every student organisation listed on the Appendix. The email contains an Excel file. This is needed for step 3.
  • Step 3: The board completes the Excel file, separately for UU and for HU, stating which students may receive compensation and for which position. The board also states the level of compensation for each position. Boards are advised to nominate only those students who meet the conditions (otherwise the money will be lost). The board returns the Excel file to UU.
  • Step 4: UU receives the Excel file and sends an invitation by email to the individual UU board members who have been nominated to apply for an individual grant via OSIRIS-ZAAK. If a board member may apply for compensation for board activities of €4250, they can state in OSIRIS-ZAAK whether they wish to make use of the tuition free board year (Collegegeldvrij besturen).
  • Step 5: Each individual board member makes the necessary arrangements for being able to receive the grant themselves (such as enrolment/re-enrolment, graduation postponement, etc.).
  • Step 6: The Executive Board issues a formal decision on whether or not to award the grant.

Read the detailed step-by-step plan for an explanation of the above procedure. (in Dutch)

When are you eligible for compensation for board activities?

Rule number 1 is that your student organisation must be eligible for compensation for board activities. The Appendix (find here) contains an overview of eligible organisations.
Rule number 2 is that only students who meet the conditions of the Compensation for board activities grants scheme (Regeling Bestuursbeurzen) are eligible for compensation for board activities. Article 4 paragraph 1 lists the conditions that each individual board member should meet, in principle.

PLEASE NOTE! If it emerges before or during verification that a prospective board member does not meet the conditions, compensation for board activities will not be granted, or will be revoked, as the case may be. Compensation for board activities may not be reallocated. It is also the case that if a board member steps down prematurely, this compensation for board activities will not be reallocated unless, in the opinion of the university, the circumstances were demonstrably beyond the board’s control. This grant is then lost. 

Special rules and facilities: tuition free board year

Tuition-free board year is a special facility that is included in the law. Only students who receive a grant of €4250 can make use of this special facility. There are two variants:

OLD style: you are not registered at UU.
NEW style: you are registered at UU, but you do not pay tuition fees.

Read more information about tuition-free governance here. There are also disadvantages to this special facility.

Special rules and facilities: postponement of graduation

Postponement of graduation is a special facility of the UU. Can you graduate, but do you want to postpone this to receive a board grant? Then you can request the Examination Board of your study program to postpone graduation on the basis of a board position for which you can receive a board grant of at least € 425. But watch out:

  • Check carefully whether you continue to comply with article 4 paragraph 1 under c of the Administrative Grants Regulations that you are registered for an extra year for your bachelor’s or master’s degree.
  • You may graduate in your board year, but you must then remain registered for the rest of your board year and pay the tuition fees yourself to keep your grant.

There is one exception to this: if you are going to board without tuition fees, you are NOT allowed to graduate during your board year. So also not on August 31, 2023. What is possible?

  • You must request a postponement of graduation up to and including September 2023;
  • You cannot formally graduate until September 2023. This can cause problems with your registration for a master as of September 1, 2023!
  • Check with the admissions committee of your master whether this is allowed.
  • In addition, in order to graduate for the bachelor’s degree, you must re-register for that bachelor’s degree in 2023-2024 and pay tuition fees up to and including the month in which you graduate. As soon as you have graduated you can deregister for that bachelor.
  • Have you postponed your master’s degree? Then you have to re-register in September 2023, pay tuition fees again (yourself) and then you can only graduate.
  • More information about postponing graduation can be found on the UU website.

Special rules and facilities: flexible study

Flexible study makes it possible to take fewer courses during the academic year and to pay only for those courses (plus a 15% surcharge for administration costs). In the 2022-2023 academic year, it is also possible to study flexible hours at various bachelor’s and master’s programmes.

Would you like to know at which study programs you can study flexible hours and how this works?

Check here for the bachelor’s programmes and check here for the master’s programmes.

Need more information?

 

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