Transcript of Records

When do I get my exam results?

After each examination period your transcript of records is available on Oasis.

This is at the earliest after the end of the examination period en at the latest on the following data:

Academic year 2019-2020:

  • Thursday July 2nd 2020 after the second-term examination period, except for Specific Teacher Programme and the abbreviated traject educational master programme: at the latest on Friday July 3rd 2020
    Update 15/6/2020 corona measures: exam results will be available in the week of 6 July 2020, see Adapted academic calendar. You can find the exact date on the website of your faculty.
  • Saturday September 12th 2020 after the resit examination period

Academic year 2020-2021:

  1. Friday 5 February 2021 after the first-term examination period (in case of deliberation at the latest on Saturday 13 February 2021)
  2. Thursday 1 July 2021 after the second-term examination period, except for Specific Teacher Programme and the abbreviated traject educational master programme: at the latest on Friday 2 July 2021
  3. Saturday 18 September 2021 after the resit examination period

How do I download my transcript of records?

  1. Go to https://oasis.ugent.be and log in with your UGent code and password (same as for UGent-mail and Minerva).
  2. Click on 'curriculum' in the left menu (with between parentheses the 2-letter code of your faculty). Now you see your enrolments for each programme in that faculty.
  3. Click on the square of the programme wherefore you want your transcript of records.
    A check mark appears in the square and you see the button 'Download Transcript of Records'.
  4. Click on 'Download Transcript of Records'. You see your transcript of records in pdf format.
  5. You can or save your transcript of records or print it.

Codes and comments on the transcript of records

Codes

Besides your score ('local grade') there is also a code on your transcript of records that indicates if you achieved whether or not a credit certificate or if you were tolerated plus the concerning academic year. In this code you can also see if it is about the first or resit exam period.

  • C = Credit certificate awarded (for example C141 means that in academic year 2014-2015 a credit certificate was awarded at the first exam period)
  • G = Tolerated fail, no credit certificate awarded.
    This means that your score was less than 10/20, but this fail was tolerated and that you succeed for the deliberation packet. You do not have a resit exam for course units with a G code, but you will not get a credit certificate and you will not get back learning account.
    You are allowed to do a resit exam in August/September if you want to achieve a credit certificate.
    Contact your Faculty Student Administration if you want to do so.
  • PASS = Pass (no score on 20)
  • FAIL = Fail
  • ZIEK = Absent because of illness
  • AFWE = Absent
  • BDRG = Fraud
  • ONBK = Local grade unknown
  • VRST = Exemption
  • STOP = Terminated enrolment

Percentile

Under 'Percentile' A(B)C you can see the fraction of passed students achieving a grade in relation to your score.

  • A: strictly lower than yours
  • B: equal to yours
  • C: strictly higher than yours

For more information on how your results relate to your fellow students please refer to https://oasis.ugent.be and click on 'My courses' in the left menu.

Study Progress Monitoring

Your transcript of records also mentions study progress monitoring.

To obtain further information on your results or your study progress you may either contact the lecturers or their assistants for feedback or visit your faculty's Monitoring Service.

Decision of the Examination Board

If the Examination Board made a decision about if you have passed a specific study programme, whether the degree or certificate may be awarded and if you are granted a grade of merit, is also visible on your transcript of record.

Calculation of total scores

The total score of a completed deliberation set consists of the weighted average of the local grades, in addition to which the ECTS credits are use as weights.

Grade of merit

The grade of merit for a study programme is expressed as follows:

  • Cum fructu (at least 500 out of 1000)
  • Cum laude (at least 675 out of 1000)
  • Magna cum laude (at least 750 out of 1000)
  • Summa cum laude (at least 825 out of 1000)

The calculation method of the grade of merit is defined by the Faculty Board (in Dutch).

Questions and Feedback?

Update 4/6/2020 corona measures: online feedback is provided on 7 July and 14 August 2020, see Custom Academic Calendar

Feedback: the lecturers or their assistants.

Study Progress: faculty's Monitoring Service (in Dutch).

If you have a doubt about examination decisions, please go to the feedback sessions (information in Dutch).

You may file an appeal against the decision by the Examination Board with the Institutional Appeals Committee, as specified in article 100 of the Education and Examination Code.
For exam decisions, the appeal needs to be filed within the peremptory time limit of 7 calendar days, starting on the calendar day after the examination results announcement.
Also sent an e-mail with your complaint to ombuds@ugent.be

Copy Right

As a student you are entitled to receiving a copy of your exam paper(s) after having participated in the feedback session or perusal.

Ghent University will not carry out student copy right (claims) for exam questions that fall within copyright protection. This is the case for exams containing a demonstrable intellectual contribution in addition to the learning materials students have received, e.g. multiple choice exams and/or exams containing elaborate case studies.
In such instances you are always entitled to a copy of your answer sheets.

Procedure

If you wish to receive a copy of your exam paper(s), you have to submit a request within 7 calendar days after the feedback moment.

  1. Your request must be made using the application form via your personal Ghent University account. This application form is addressed to the lecturer-in-charge of the course unit in question.
  2. The burden of proof for timely application lies with you. This means that in cause of doubt, you will be asked to prove that you submitted your application in time.
  3. The lecturer-in-charge or a mandated staff member will let you know when the exam copy you requested can be collected. Your copy must be made available within a reasonable period of time (max. 20 days). From that moment onwards, you have another 20 days to collect your requested copy.
  4. When collecting your requested exam copy, you must bring a printed and signed copy of your application form. The exam copy will only be given when the signed application form is handed over. Delivery of an exam copy is free of charge;
  5. As stipulated by the Higher Education Codex, any requested exam copy must be treated individually and confidentially and may only be used as part of your learning process. Misuse (e.g. circulating the copy) may be subject to sanctions. This is explicitly mentioned in the application form.

Contact

Faculty Student Administration