Procedure for paying board grants

1. INTRODUCTION
Students who are active as class representatives, members of the course committee (CC) or
members of the central council of representatives (CCR) are eligible for a board grant. There
is a fixed number of months of board grant for each position.
This is set out in 10.19 Profileringsfonds HKU and 10.19a Reglement Vergoeding Studenten
Medezeggenschapsraden (Regulations for Student Councils of Representatives Allowances).
The amount of the grant is € 330 per month (rate for 2022). The Executive Board Office is
responsible for paying the board grants.

Figure 1
Position Number of months’ board grant per study year
Chair or vice-chair of CCR 12
Chair of CCR committee 8
Member of CCR 6
Chair or vice-chair of CC 3
Member of CC 2
Class representative 1

The policy set by the Executive Board Office is that a student is only paid a board grant if
he/she has been a class representative, member of the CC or member of the CCR for a
whole year. There is one exception: if at the start of the academic year the school director
indicates that 2 students share the position of class representative, then these students each
receive half a month’s board grant. This also applies to student members of the CC, who
each receive one month’s board grant.

It is also possible that a student holds 2 positions, e.g. as a class representative and a
member of the CC. If this student has been active in both positions throughout the academic
year, then he or she will receive a total of 3 months’ board grant.

Hours of work for students

Members of the CCR, members of the course committees and class representatives spend
working hours on their tasks. The following norms apply to this:

CCR:
• member 0.15 FTE (an average of 6 hours per week)
• chair and vice-chair 0.3 FTE and 0.2 FTE (an average of 12 hours per week)
Course committees:
• member 0.05 FTE (an average of 2 hours per week)
• chair and vice-chair 0.075 FTE (an average of 3 hours per week)
Class representative:
• an average of 1 hour per week
2. STEP 1 – REQUEST FOR DETAILS

2.1 Request for details at the start of the new academic year
Certain details must be provided.
- First name
- Surname prefix
- Surname
- E-mail address
- School
- Course/pathway
- Study year (year 1, year 2, year 3, year 4)
- Position (as in figure 1)

Class representatives
The details of the class representatives are requested by the Executive Board Office assistant
from the directors of the various schools.

Members of the CC
The CC members are appointed by the Executive Board, so the details of all CC members are
requested by the Executive Board Office assistant from the directors of the various schools.

Members of the CCR

The details of the CCR student members are requested by the Executive Board Office
assistant from the Institute Secretary of the CCR via cmr@hku.nl.

Other students
It may occur that other students are also eligible for a board grant. Which positions are
concerned must always be checked by the Executive Board Office assistant with the
Executive Board secretary.

2.2 Number of months’ board grant

The number of months’ board grant is set out in 10.19 Profileringsfonds HKU en 10.19a
Reglement Vergoeding Studenten Medezeggenschapsraden (Regulations for Student
Councils of Representatives Allowances).

Amount of the board grant

The amount of the board grant in 2022-2023 is € 330 per month. The Executive Board Office
assistant always checks this amount with Tirtsa Huiskamp, from the ASA department.

2.3 Validation of the details

The Executive Board Office assistant lists the details of all students who may be eligible for a
board grant. The list must then be validated by the Executive Board.
3. STEP 2 – DETERMINING THE GROUNDS FOR PAYMENT
This step determines whether the student receives the board grant on the basis of the
Profileringsfonds or the Reglement Vergoeding Studenten Medezeggenschapsraden. HKU
aims to pay as many grants as possible on the basis of the Profileringsfonds, which is why it
is necessary to do a careful check.

3.1 Tuition fees

The Executive Board Office assistant requests the ASA department (Jolanda van der Feest) to
first check whether a student pays the statutory tuition fees or the institutional tuition fees.

3.2 Requesting the student’s details

Students must also provide certain details, as in order to receive a grant from the
Profileringsfonds, they must be able to prove that they meet the Dutch student finance
requirements. And in order to pay the board grant, HKU must have the student’s IBAN
number (bank account number).

Students taking a part-time course at HKU (part-time Teacher of Art, Master of Education in
Arts) do not meet the Dutch student finance requirements, so do not have to provide proof.
All they have to do is send an e-mail stating their IBAN number. The same applies to
students who pay institutional tuition fees.

All other students (i.e. those in full-time education and paying the statutory tuition fees)
must give their IBAN number as well as sending a ‘Message’ from DUO as proof that they are
receiving student finance.

3.3. Checking DUO messages

The DUO messages that students have to send to the Executive Board Office assistant must
be checked by the Executive Board Office assistant. Students meet the Dutch student
finance requirements if they are entitled to the basic grant and/or the supplementary grant
for at least one month between September 2022 and August 2023.

Examples of DUO messages from previous years:

Decision about student finance for 2021

Granted

SUPPLEMENTARY GRANT
Period Amount per month Form
January - December 2021 € 23.00 ‘prestatiebeurs’

LOAN
Period Amount per month Form
January - December 2021 € 500.00 loan

STUDENT TRAVEL PRODUCT

Period Subscription/Amount per month Form
January - December 2021 weekend travel ‘prestatiebeurs’
Decision about student finance for 2022

Granted

SUPPLEMENTARY GRANT
Period Amount per month Form
January - December 2022 € 0.00 ‘prestatiebeurs’

LOAN
Period Amount per month Form
January - December 2022 € 500.00 loan

STUDENT TRAVEL PRODUCT

Period Subscription/Amount per month Form
January - December 2022 weekend travel ‘prestatiebeurs’

4. STEP 3 – THE ACTUAL PAYMENT

As soon as steps 1 and 2 have been completed, the grants can be paid out.

4.1 Check on class representatives, CC student members and attendance of CCR student
members
In preparation for payment, the Executive Board Office assistant must check on certain
matters:
• the school director must be asked whether the CC student members and the class
representatives are still active.
• the secretary and chair of the CCR must be asked whether all the CCR student
members are entitled to the full grant. If students are not entitled to the full grant,
then they are informed of this by the Institute Secretary and the chair of the CCR.

4.2 Details for the Finance department

The Finance department (Petra Kool) is responsible for paying the board grants. In order to
do so, she needs the following details:
- First name
- Surname prefix
- Surname
- Total amount
- Student number
- IBAN number
- Profileringsfonds or Reglement

These details are provided by the Executive Board Office assistant.

4.3 Check by the Finance department

The Finance department checks the details on several points.
- is the combination of name and student number correct?
- Is the IBAN number correct?
If something is incorrect, the Finance department contacts the Executive Board Office
assistant. The IBAN number is checked against the one that has already been entered in
Exact, as this number is also used for paying the tuition fees.

A check is also done on whether the student still has any debt to HKU, e.g. if the payment of
tuition fees is in arrears. If so, any outstanding debt is deducted from the payment of the
board grant (in accordance with the regulations). In that case, the assistant of the Finance
Department will notify the student.

Finally, the Finance Department enters a list of all the board grants in Exact. This list must be
validated by the Director of ASA, following which the payment can be made.

5. TIMELINE
The aim is for the student to receive the board grant before the summer holiday.