Regulations on UPV/EHU-specific courses

FOREWORD

The Public General Act on Universities [Ley Orgánica de Universidades] permits universities, in the course of the autonomy conferred upon them, to set up courses leading to university-specific diplomas and degrees, along with continuing education and complementary studies courses, alongside the official courses valid throughout Spain for which the general guidelines are set by the central government.

Under Article 82 of the Articles of Association of the University of the Basque Country (UPV/EHU) approved by a Decree of the Department of Education, Universities and Research dated 15 February 2001, the UPV/EHU is permitted to give university-level courses leading to university-specific qualifications.

The purpose of university-specific qualifications is to provide a flexible, effective way of meeting demand in society for cultural, scientific, artistic and professional studies complementary to the official higher education syllabus. Universities can offer both types of studies, thus helping each one to establish its own distinctive profile.

The development of such courses must be governed by a specific regulation. The experience of recent years is taken into account in assuring that courses are offered with rigour, quality and excellence.

Changes in academic regulations at university level since the said decree was passed mean that the unified regulations now need to be revised and updated.

TITLE I. GENERAL PROVISIONS

Article 1.- Purpose

These regulations are intended to govern university-specific qualifications provided by the UPV/EHU.

Specifically, they establish the types of courses, the requirements for same, the procedures for their approval and the way in which they are organised.

Article 2.- Scope of Application

These regulations apply to studies leading to UPV/EHU-specific qualifications and to continuing education and complementary studies courses set up under the auspices of those qualifications.

Article 3.- ECTS Credit System

The ECTS credit system is used in drawing up the relevant syllabuses. Each ECTS credit is taken as representing 25 hours' work required of students for the acquisition of knowledge, capabilities and skills on the subject in question. Those hours include theoretical and practical classroom hours, the hours of study required to keep up to date with the subject, the hours spent on seminars, course work, work experience and projects and the hours required to prepare and sit examinations and assessment tests.

Article 4.- Purpose of UPV/EHU-Specific Courses

UPV/EHU-specific qualifications, continuing education and complementary studies courses are intended to serve the following purposes:

  1. To offer courses not included in official syllabuses.
  2. To supplement the education of higher-level and graduate qualification holders by offering them the possibility of advancing their professional, scientific, technical and artistic career development.
  3. To meet demands in new areas of research which are potentially applicable in the field of employment, thus establishing cooperation covenants with businesses and other institutions.
  4. To retrain specialists and help them to adapt to new needs and demands on the part of society and businesses.

Article 5.- Types of UPV/EHU-Specific Courses

  1. The UPV/EHU may establish university-specific qualifications by combining courses from officially approved qualifications with internal courses provided that they pursue clearly defined goals in terms of application to employment or scientific interest. In no case will undergraduate or postgraduate degree courses leading to UPV/EHU-specific qualifications be authorised if their contents are largely the same as those of official undergraduate or postgraduate syllabuses. The relevant committee will determine the procedure and the requirements for the recognition of credits from different studies.
  2. In the case of healthcare-related studies, the provisions of the Decree on Specialist Studies [Decreto de Especializaciones] will apply in terms of the ban on awarding qualifications that coincide with those listed in the said decree or that may give rise to confusion with same.
  3. In line with the goals pursued, UPV/EHU-specific courses and qualifications are targeted at the following groups and levels:
    • Undergraduate courses: UPV/EHU-specific undergraduate degree qualifications and specific qualifications linked to official undergraduate degrees.
    • Postgraduate courses: UPV/EHU-specific masters degree qualifications, University Specialist and University Expert qualifications.
    • University Extension Diplomas.
    • Continuing Education & Complementary Studies Courses.

As a general rule, the various UPV/EHU-specific courses are independent one from another and each of them leads to its own qualification.

However, such studies may be organised in the form of mutually complementary modules, so that a given set of independent courses may at the same time be considered as a single long-duration specific course. In such cases, in order to obtain the long-duration qualification or diploma students may be required to complete additional activities set by the Academic Director. An end-of-masters-course project must be completed for students to obtain a UPV/EHU-specific master's degree qualification.

TITLE II. UNDERGRADUATE-LEVEL SPECIFIC DEGREES, SPECIFIC DEGREES LINKED TO OFFICIAL UNDERGRADUATE DEGREES, SPECIFIC MASTER'S DEGREES, UNIVERSITY SPECIALIST QUALIFICATIONS, UNIVERSITY EXPERT QUALIFICATIONS AND UNIVERSITY EXTENSION DIPLOMAS

CHAPTER I: UNDERGRADUATE-LEVEL UPV/EHU-SPECIFIC DEGREES

Article 6.- Definition & Duration

"University-specific undergraduate degrees" means undergraduate studies not included in the register of official qualifications valid throughout Spanish territory.

Their duration is that required to obtain between 180 and 240 ECTS credits, and they are targeted at persons who meet the requirements for access to the University. They are referred to as "UPV/EHU-specific undergraduate university degree in…".

CHAPTER II: UPV/EHU-SPECIFIC QUALIFICATIONS LINKED TO OFFICIAL UNDERGRADUATE DEGREES

Article 7.- Definition & Duration

These courses are aimed at students on the official degrees to which they are linked. Their duration is that required to obtain between 20 and 60 ECTS credits, and depends on the duration of the undergraduate degree to which they are linked. The awarding of the relevant qualification is conditional upon the awarding of the official degree qualification. They are referred to as "Expert in… linked to the undergraduate degree in…".

CHAPTER III. UPV/EHU-SPECIFIC MASTER'S DEGREES

Article 8.- Definition & Duration

These are postgraduate courses and are therefore targeted at holders of university degrees.

The courses for such qualifications generally entail between 60 and 120 ECTS credits. Their duration must be at least one full academic year. Without prejudice to that minimum duration, the benchmark figure for the design of such courses will be two academic years.

Qualifications with a larger number of credits may be authorised in exceptional cases.

Article 9.- Conditions for Access & Admission to Specific Master's Degrees

UPV/EHU-specific master's degree qualifications are open to:

  • holders of official undergraduate degrees, on the terms set out in Royal Decree 1393/2007 of 29 October establishing the structure of official university courses.
  • holders of UPV/EHU-specific undergraduate degrees involving the same number of credits as an official degree.

Holders of university-specific undergraduate degrees obtained elsewhere may be admitted if it can be demonstrated that they have a level of education equivalent to official undergraduate degrees and if the student in question meets the requirements for access to the University.

Holders of foreign qualifications may access these studies with no need first to obtain official recognition for those qualifications. The authorisation of the Rector will suffice. That authorisation will be granted once qualifications and the relevant additional academic documentation have been checked as set out in the regulations for implementation to be published subsequently.

CHAPTER IV. UNIVERSITY SPECIALIST QUALIFICATIONS

Article 10.- Definition & Duration

Like specific master's degrees, these are postgraduate courses and therefore targeted at holders of university degrees.

They involve between 30 and 59 ECTS credits and their duration is one or two semesters.

Article 11.- Conditions for Access & Admission to Courses for University Specialist Qualifications

Courses leading to University Specialist qualifications are open to:

  • holders of official undergraduate degrees, on the terms set out in Royal Decree 1393/2007 of 29 October establishing the structure of official university courses and holders of any other university qualification that pre-dates the said decree.
  • holders of UPV/EHU-specific undergraduate degrees involving the same number of credits as an official degree.

Holders of university-specific undergraduate degrees obtained elsewhere may be admitted if it can be demonstrated that they have a level of education equivalent to official undergraduate degrees and if the student in question meets the requirements for access to the University.

Holders of foreign qualifications may access these studies with no need first to obtain official recognition for those qualifications. The authorisation of the Postgraduate Studies Committee will suffice. That authorisation will be granted once qualifications and the relevant additional academic documentation have been checked as established.

In exceptional circumstances specialists who do not hold university qualifications but have substantial experience in the relevant field may be admitted to these courses. Such admissions will be authorised by the Postgraduate Studies Committee at the proposal of the Academic Director for the qualification in question. The number of students admitted in this way may not exceed two or 5% of the total number of students enrolled. Over and above this percentage, the Postgraduate Studies Committee may, in view of the specific characteristics of each qualification and should its head so request, expressly authorise the admission of specialists who possess substantial career experience in the field of the relevant course.

The specialists without university qualifications referred to in the foregoing paragraph must meet the legal requirements for studying at the University.

However, when a university-specific specialist qualification forms part of a master's degree the requirements for admission and for subsequently obtaining the relevant qualification will be those set for the master's degree.

CHAPTER V. UNIVERSITY EXPERT QUALIFICATIONS

Article 12.- Definition & Duration

Courses for specialisation, upgrading and/or updating of expertise.

They involve between 15 and 29 ECTS credits and their duration is one semester.

Article 13.- Conditions for Access & Admission to University Expert Qualifications

University Expert courses are open to:

  • holders of official undergraduate degrees, on the terms set out in Royal Decree 1393/2007 of 29 October establishing the structure of official university courses and holders of any other university qualification that pre-dates the said decree.
  • holders of UPV/EHU-specific undergraduate degrees involving the same number of credits as an official degree.

Holders of university-specific undergraduate degrees obtained elsewhere may be admitted if it can be demonstrated that they have a level of education equivalent to official undergraduate degrees and if the student in question meets the requirements for access to the University.

Holders of foreign qualifications may access these studies with no need first to obtain official recognition for those qualifications. The authorisation of the Postgraduate Studies Committee will suffice. That authorisation will be granted once qualifications and the relevant additional academic documentation have been checked as established.

In exceptional circumstances specialists who do not hold university qualifications but have substantial experience in the relevant field may be admitted to these courses. Such admissions will be authorised by the Postgraduate Studies Committee at the proposal of the Academic Director for the qualification in question. The number of students admitted in this way may not exceed 20% of the total number of students enrolled. Over and above this percentage, the Postgraduate Studies Committee may, in view of the specific characteristics of each qualification and should its head so request, expressly authorise the admission of specialists who possess substantial career experience in the field of the relevant course.

The specialists without university qualifications referred to in the foregoing paragraph must meet the legal requirements for studying at the University.

However, when a university-specific expert qualification forms part of a master's degree or a university specialist qualification the requirements for admission and for subsequently obtaining the relevant masters degree or specialist qualification will be those set for each individual case.

CHAPTER VI. UNIVERSITY EXTENSION DIPLOMAS

Article 14.- Definition & Duration

Courses for extension, specialisation, upgrading and/or updating of expertise.

They comprise between 30 and 60 ECTS credits.

Article 15.- Conditions for Access & Admission to University Extension Diplomas

The requirements for admission to courses leading to university extension diplomas will be those set out in the legislation in force on access to the University.

In exceptional cases such courses may be open to persons who can provide documentary proof of substantial experience in the field of activity covered.

When courses are given under a covenant or are commissioned from the university by a public institution of authority, the requirements set out in the relevant covenant or regulations, as the case may be, will apply.

CHAPTER VII. PROPOSALS FOR UPV/EHU-SPECIFIC COURSES: UNDERGRADUATE-LEVEL SPECIFIC DEGREES, SPECIFIC QUALIFICATIONS LINKED TO OFFICIAL UNDERGRADUATE DEGREES, SPECIFIC MASTER'S DEGREES, UNIVERSITY SPECIALIST QUALIFICATIONS, UNIVERSITY EXPERT QUALIFICATIONS AND UNIVERSITY EXTENSION DIPLOMAS

Article 16.- Proponents

The Rector, teaching centres (internal and attached), university departments and institutes (internal, mixed and attached) may put proposals to the Governing Council within the period established for the approval of courses leading to university-specific qualifications.

Article 17.- Organisation of UPV/EHU-specific Courses

  1. The tasks of organising and acting as academic director for a UPV/EHU-specific qualification may fall to a centre, to one or more departments or to an institute of the UPV/EHU. If a proposal affects more than one knowledge area or involves teaching staff from different departments, any of them may act as its Academic Director. If the proposal originates with the Rector or with a foundation, the agreement of a centre, a department or an institute must be obtained.
  2. For proposals that envisage the possibility of organising courses leading to university-specific qualifications jointly with other universities and/or teaching organisations, the provisions of these regulations will apply unless there is a specific covenant between the UPV/EHU and the relevant party. In the latter case, the provisions of the relevant covenant will apply. Such covenants must include the minimum compulsory requirements set by the relevant committee of the UPV/EHU. Covenants must be processed and approved together with the proposal for the provision of the university-specific qualification in question and subsequently signed by the parties thereto.
  3. For proposals for specific qualifications put forward by centres and institutes attached to the UPV/EHU, the provisions of the relevant attachment or founding agreements will apply, along with the provisions of the covenants to be entered into between the UPV/EHU and the relevant organisations for purposes of setting the conditions for the provision and management of courses. Such covenants must be processed and approved together with the proposal for the provision of the university-specific qualification in question and must be informed by the university areas affected and, in any event, by the Administrative Management Department of the UPV/EHU.
    They must contain at least the following information: conditions for the provision of teaching; name of the body responsible for organising courses and the body responsible for financial management; name of the person acting as Academic Director; and financial points including, specifically, financial rights corresponding to the UPV/EHU.
    In any points not covered by such covenants, the provisions of these regulations will apply

Article 18.- Content of Proposals

  1. Name of the qualification, which may not coincide with the name of any other course approved by the Governing Council or be conducive to confusion with official qualifications.
  2. Name of the designated Academic Director, who must be a UP//EHU teaching or research staff member with an indefinite link to the University and a member of the body responsible for organising and managing the qualification. Directors of UPV/EHU-specific master's courses must hold a Ph.D.
  3. For inter-university specific titles an academic director from each university may be appointed.
  4. Teaching guidelines, setting the number, content and duration of courses and seminars and whether they are compulsory or optional, theoretical or practical; establishing a course programme with the number of classroom hours in each academic year, start and end dates, locations, work experience required, the assessment system envisaged and, if relevant, the number of credits that may be recognised for research work and technical applications, with appropriate specifications.
  5. The modules, if any, that make up the structure of the programme, indicating whether successful completion entails the awarding of a qualification and if so the name thereof.
  6. The total number of credits that students are required to take in order to obtain the qualification and to complete each module, if relevant.
  7. The time limit for completing all the modules required to earn the final qualification.
  8. Maximum and minimum numbers of students. The minimum number of students set may not be below the following:
    • 20 for undergraduate-level UPV/EHU-specific qualifications.
    • 10 for UPV/EHU-specific qualifications linked to official undergraduate degrees.
    • 10 for postgraduate-level UPV/EHU-specific qualifications.
    • 10 for UPV/EHU-specific university extension qualifications.
  9. For UPV/EHU-specific undergraduate-level, postgraduate-level and university extension qualifications taught entirely in Basque the minimum numbers will be 10 and 5 students, respectively.
  10. In exceptional cases, well grounded proposals with lower student numbers may be admitted for study and approval by the relevant committee.
  11. Admission requirements, taking into account the general requirements set in these regulations.
  12. List of teaching staff, indicating the number of hours to be taught. For UPV/EHU teaching staff to be included on the list, their permission must be obtained. CVs of all teaching staff must be attached, in the form established.
  13. A proposal from an academic committee chaired by the Academic Director (or by one of the academic directors if there is more than one) and made up of two teachers on the qualification proposed, one of whom must be an employee of the UPV/EHU.
  14. Material resources and personnel available at the relevant centre, department or institute to cover the needs arising from the new course. The proposal must have the agreement of the centre management for the use of premises only.
  15. Full cost estimate, including an estimate of overall revenues and expenditures.
    • The estimate for revenue must be detailed as follows:
      • Estimation of revenues from enrolment fees & amounts of such fees.
      • Aids or subsidies from public and/or private organisations.
      • Other revenues envisaged.
    • The estimate for expenditure must be detailed as follows:
      • Remuneration of teaching staff from the UPV/EHU.
      • Remuneration envisaged for external lecturers and speakers.
      • Withholdings for general expenses.
      • Other general expenses.
  16. The proposal must be itemised for each module on which students may enrol separately.

Article 19.- Assessment & Accreditation of Qualifications

  1. Each proposal for the provision of a specific qualification will be assessed internally and externally. The external assessment will be conducted by UNIBASQ, in accordance with Art. 80 c) of Act 3/2004 of 25 February (the Basque University System Act), which establishes that the remit of UNIBASQ includes the assessment and accreditation of the standards of courses leading to university-specific qualifications, or by any other accredited assessment agency.
  2. For a specific qualification to be approved both the internal and external assessment reports must be positive.
  3. All university-specific qualifications are assessed at the time when they are initially proposed, and reassessed every five years.

Article 20.- Approval of Courses Offered

  1. In view of the report issued by the relevant committee, the Governing Council will approve the courses offered which lead to UPV/EHU-specific qualifications and must publish its approval by June each year.
  2. The courses offered will be those for the new proposals approved and subsequent editions of qualifications for which new editions are proposed by the deadline set.
  3. In all cases, proponents must provide cost estimates as appropriate and must indicate any variation on the initial project in view of subsequent provisions. The approval of the body acting as Academic Director must also be obtained.
  4. If the form in which course is given is changed, if two potential editions elapse without the course being given and if substantial changes are made in the course content, a new proposal must be submitted.
  5. Any modification of a proposal after its approval must be authorised expressly by the relevant committee. Modifications in the syllabus must be reported and authorised before enrolment takes place.

CHAPTER VIII. ORGANISATION OF UPV/EHU-SPECIFIC COURSES

Article 21.- Teaching Hours

  1. At least 30% of the credits on the syllabus for courses leading to a UPV/EHU-specific qualification must be taught by lecturers from the UPV/EHU, provided that the criteria and principles governing potential incompatibilities are observed. In exceptional cases the Academic Director may forward a duly grounded proposal to the relevant Committee requesting that a reduction in that figure be studied and approved.
  2. UPV/EHU teaching and research staff may devote up to the time equivalent to10 credits per academic year to specific qualifications as a whole.
  3. Managerial tasks must be assessed in the proposal in terms of credits and the above maximum must be applied to the sum total of classroom and managerial credit hours. Managerial tasks will be allocated a minimum of three credits.
  4. UPV/EHU and external teaching & research staff who teach on or handle managerial tasks for these courses may not enrol on same.

Article 22.- Academic Director

  1. The designated Academic Director must be a UP//EHU teaching or research staff member with an indefinite link to the University and a member of the body responsible for organising and managing the qualification. Staff members may not act as directors of more than one specific qualification at undergraduate or postgraduate level unless the structure is modular, in which case the same person may act as director for all the modules and the final qualification.
  2. Directors of UPV/EHU-specific master's courses must hold a Ph.D.
  3. The Academic Director has the following functions and reports to the Academic Committee for the relevant qualification:
    • To present the proposal for the provision of the course.
    • To draw up the final report.
    • To bring before the relevant committee any issues concerned with the relevant course.
    • To certify the hours taught by the staff teaching on the course, with the approval of the relevant departmental management.
    • To manage the budget allocation as provided for in these regulations.
    • To take charge of the programme of work experience for students, if any.
    • To handle all other tasks required for the successful development and operation of the course.

Article 23.- Academic Committee

The Academic Committee has the following remit:

  1. To set the criteria for the selection of students.
  2. To select and admit students and rule on any appeals concerning admission. In all cases, admission is conditional on the completion of the relevant enrolment process at the appropriate administrative unit of the UPV/EHU.
  3. To allocate grants.
  4. To carry out final and overall student assessments.
  5. To appoint the person responsible for work experience, if relevant.
  6. To handle all other tasks of an academic nature.

Article 24.- Remuneration of Teaching Staff

  1. The remuneration received by UPV/EHU teaching and research staff must be within the limits set in Article 5 of Royal Decree 1930/84, as amended by Real Decree 1450/89.
  2. In calculating the limits referred to in the foregoing paragraphs, the annual remuneration received for teaching on undergraduate and postgraduate-level specific degrees, continuing education and complementary studies courses must be added to any other remuneration during the same financial year from contracts covered by Article 83 of Public General Act [Ley Orgánica] 6/2001 (the Universities Act). The maximum amounts will be as set in the budgetary regulations of the University for each financial year.
  3. Teachers on these courses may receive income payable from undergraduate and postgraduate specific qualifications, continuing education and complementary studies courses in regard to credits that exceed their total effective teaching hours actually given on official courses. Without prejudice to the foregoing, the amounts receivable by teaching staff on UPV/EHU-specific courses (UPV/EHU-specific qualifications and complementary studies courses) whose agreed teaching hours are not covered will be reduced by one third until their contractual or regulatory teaching workload is completed. Once that workload is covered, they will receive the corresponding remuneration.
  4. Teaching staff from the University on UPV/EHU-specific qualifications and complementary studies courses that form part of the syllabus for an official master's degree, as indicated in these regulations, will in no case receive any specific remuneration given that the hours involved form part of their allocated teaching workload.

Article 25.- Clerical & Service Staff

  1. Management tasks will be handled by the clerical and service staff of the body charged with organising and managing the qualification, or by the UPV/EHU-specific Qualifications Unit insofar as its development so permits.
  2. Personnel may be hired via the Administrative Management Department of the University, which will handle their selection and the drawing up of the relevant contracts. Hiring costs will be met from the funding endowments for the relevant UPV/EHU-specific qualifications.

CHAPTER IX. FUNDING & FINANCIAL MANAGEMENT

Article 26.- Funding

The courses covered by these regulations must always be self-financed and course proposals must balance revenues and expenditures.

Article 27.- Financial Management

Financial management is subject to the current general regulations of the UPV/EHU and the provisions of the following articles.

Article 28.- Opening & Closing of Organic Management Units

  1. For financial management purposes, a separate Organic Management Unit must be set up in accordance with general regulations for each edition of each UPV/EHU-specific qualification.
  2. Organic units must be opened via the UPV/EHU-specific Qualifications Unit once it is confirmed that the course is to take place, and will be answerable to the body responsible for managing the course.
  3. The first signatory of the organic unit will be the Academic Director for the qualification, and the second will be the head of the body under whose academic directorship the UPV/EHU-specific qualification course takes place. If there is more than one proposing body the director, the dean of the centre or the head of the department to which the Academic Director belongs will chair the Academic Committee. Should the same person hold both posts, the second signature will be that of the secretary of the centre, department or institute charged with organising and managing the course.
  4. At the end of each edition of the UPV/EHU-specific qualification, the organic unit will remain open for a year to settle all the expenses from that edition, or to serve the purposes provided for in Article 31. After that time the organic unit will be closed down and any remaining funds will be transferred to the general account of the university.

Article 29.- Revenues from Enrolment Fees

  1. Revenues from enrolment fees are paid into the account set up for that purpose, and must be used directly to finance the expenditures arising from the relevant activities, as per the cost estimate submitted.
  2. Once the enrolment process is completed, the UPV/EHU-specific Qualifications Unit will handle the relevant settlements via the Accounting Service. Should any refunds need to be made after revenues have been recorded in accounts, they will be handled directly by the persons responsible for the relevant specific qualification and charged to the budget allocation for same.

Article 30.- Revenues from Subsidies

  1. Revenues from subsidies will be paid into the organic unit for the UPV/EHU-specific qualification when the University receives them. However, prepayments may be made on request from the Academic Director if there is good reason to do so.
  2. If the subsidy is ultimately not received, the amount credited will be discounted from the credit to which the subsidy is allocated or, by default, from the credit provided from enrolment fees.

Article 31.- Surpluses

Any surpluses may be used to cover potential deficits in the following edition of a qualification due to shortfalls in the expected revenues from enrolment fees envisaged in the cost estimate.

Article 32.- Publicly Set Fees

The fees for these courses and the fees for the issue of certificates, identity cards and applications for the issue of final qualification certificates will be set by the Social Council, at the proposal of the Postgraduate Studies Committee.

Article 33.- Management of Expenditure

Expenses arising from the provision of undergraduate and postgraduate-level specific qualifications must be covered in full by the revenues from enrolment fees, subsidies and surpluses from previous editions, if any. They must be managed as per the general regulations of the University, taking the following points into account:

In UPV/EHU-specific qualifications 12% of the total revenue from enrolment fees will be withheld (10% to cover general expenses incurred by the University and the remaining 2% allocated to the UPV/EHU-specific Qualifications Unit). In UPV/EHU-specific qualifications that have funding from sources other than enrolment fees this withholding must be no lower than €4.80 per credit per student. The withholding will be made directly by Central Services. On inter-university qualifications the percentage withheld will be that set in the cooperation agreement entered into.

Payments to UPV/EHU staff resulting from their cooperation in teaching and managing courses will be made via their salaries, in line with the specific regulations in force.

Payments to non-UPV/EHU personnel will be subject to withholdings on account of personal income tax at the rate applicable at the relevant time.

All materials subject to inventory acquired with funding allocated specifically to UPV/EHU-specific qualifications and complementary studies will be the property of the UPV/EHU.

CHAPTER X. COVENANTS

The provisions of this chapter are considered as specific regulations as per Article 25 f) of the current Operating Regulations of the Governing Council of 24 April 2009 (published in the Official Gazette of the Basque Country on 26 May).

Article 34.- Types of Covenant

Apart from the covenants referred to herein, covenants for students' work experience, funding, the use of premises and such other purposes as may be deemed convenient may also be entered into.

Article 35.- Approval of Covenants

  1. The power to approve the signing of covenants is delegated to the relevant committee, provided that they meet the requirements set out in the standard-form documents drawn up for this purpose, and without prejudice to the provisions of the following paragraph.
  2. When covenants meet the requirements of the standard-form document approved by the Governing Council of the UPV/EHU, they may be signed directly, though the relevant committee must be notified prior to their entry into force. When covenants do not meet those requirements, the general procedure for the approval of covenants set up by the Governing Council must be followed.
  3. When covenants are processed together with proposals for the provision of a postgraduate qualification, they must be submitted to the Governing Council for joint approval.
  4. The UPV/EHU-specific Qualifications Unit will obtain the reports required for the processing of covenants.

Article 36.- Signing of Covenants

  1. Covenants that meet the requirements of the standard-form document approved by the Governing Council of the UPV/EHU will be signed by the representative of the body or university structure that proposes the course, as established in these regulations, without prejudice to the possibility that the involvement of other, higher university authorities in the signing may be advisable for reasons of convenience or opportunity. In exceptional cases, the relevant committee may authorise the lecturer responsible for the qualification to sign a covenant. The relevant committee must be informed accordingly before the covenant comes into force and, if relevant, before student work experience begins.
  2. As many copies of the covenant must be signed as there are parties to same. Two copies must be given to the signing parties. The copy for the UPV/EHU will be processed as per the relevant regulations.

Article 37.- Information for the Governing Council

Once per semester, the relevant Vice-Rector will inform the Governing Council concerning covenants subject to the standard-form document drawn up by same.

CHAPTER XI. PRELIMINARY REGISTRATION & ENROLMENT

Article 38.- Preliminary Registration, Acceptance & Confirmation

  1. Applicants must meet the general requirements set out in these regulations. Applications for admission may be made online or handed in at the secretary's office of the department, institute or centre at which the course is to be taught before the general deadline set, once any fees set for preliminary registration have been paid.
  2. Once the preliminary registration period is over, the Academic Committee for the qualification will select and admit applicants.
  3. Applicants admitted as students must confirm their registration for the qualification.
  4. If the qualification is modular in structure and applicants apply to study one or more modules, the admission document must specify the modules on which they are admitted and, as relevant, the qualifications or diplomas to which they lead.

Article 39.- Enrolment

  1. After confirming their applications, students may register formally online within the periods set for each qualification.
  2. The documentation to be provided during the enrolment process as per procedural regulations must be submitted to the UPV/EHU-specific Qualifications Unit for review.
  3. Enrolment will be considered as provisional until it has been checked that the requirements set out in the applicable regulations have been met. If the UPV/EHU-specific Qualifications Unit does not issue a resolution or a notification to the contrary within three months as from the date of submittal of the enrolment application, the application will be taken as accepted and firm for all intents and purposes.

If it is found that the enrollee has not met all the requirements set, he/she will be given ten days in which to make good the shortcomings detected.

Article 40.- Fees & Forms of Payment

  1. The amount of any preliminary registration fee will be discounted from the enrolment fee. If enrolment is not completed, preliminary registration fees will only be refunded if they are for a course that does not ultimately take place.
  2. The publicly set fees may only be waived and/or reduced on instruction from the Social Council. Each individual may benefit from only one exemption per UPV/EHU-specific qualification.
  3. If the course is designed to last more than one academic year, a separate fee applies for each year and the amount payable corresponds to the credits obtainable in the relevant year.
  4. In modular programmes students may enrol separately on each module if this is envisaged in the proposal.
  5. Enrolment fees may be paid in two instalments of 50% each. The dates for those payments will be as per the procedural regulations in force.

Article 41.- Cancellation of Enrolment

  1. Should enrollees who fail to meet all the requirements also fail to make good the shortcomings within the period given for that purpose, their provisional enrolment will be cancelled.
  2. Enrolment will also be cancelled if the publicly set fees are not paid within the periods set.
  3. Enrolment may also be cancelled at the request of the applicant, though in such cases any amounts already paid will be refunded only if classes for the course have not yet begun.

Cancellations of enrolment will be announced via a grounded resolution, against which an appeal may be filed with the Rector of the UPV/EHU or any authority to which he/she may delegate this function.

Article 42.- Insurance

Students on UPV/EHU-specific qualifications must pay the fixed enrolment fees set as per the order of the Department of Education setting the fees for public higher education services at the University of the Basque Country in each academic year. Those fees cover university student cards and insurance.

CHAPTER XII. RECOGNITION OF CREDITS & ASSESSMENT

Article 43.- Recognition of Credits

  1. Decisions on the recognition of subjects or topics on syllabuses leading to UPV/EHU-specific postgraduate, or undergraduate qualifications as a result of other prior studies will be made via a ruling of the Academic Committee for the specific qualification in question, in line with the rules set by the relevant committee.
    Students who take the modules for a qualification separately may in due time request their recognition for the purposes of completing the requirements for a qualification or for the obtaining of the relevant qualification.
  2. An appeal against the rulings of the Academic Committee may be filed with the relevant committee of the UPV/EHU within one month as from the day following the date on which the notification is received.
  3. In any event, students who have credits recognised must pay the fees set by the Social Council of the University at the proposal of the Administrative Management Department.

Article 44.- Assessment

  1. To obtain a UPV/EHU-specific qualification, students must successfully complete the studies and academic activities for that qualification, as determined via the relevant assessment process. In no case will mere attendance be grounds for the awarding of a qualification.
  2. The assessment criteria applicable must be set out in the proposal for the course. The grades awarded will be PASS, FAIL or DID NOT SIT, and will cover all the credits allocated. Partial passing grades will not be awarded. A single examination session will be held for the obtaining of the minimum number of credits set for each qualification, and dispensations may be granted only with the express authorisation of the relevant committee.
  3. Up to 20% of students may be awarded a "mention for excellence", which will appear on their qualification certificates.
  4. On modular courses credits obtained in interim qualifications will be consolidated for the purpose of obtaining higher qualifications.
  5. On courses that last more than one year a final assessment for each academic year may take place. Students who pass that assessment consolidate their passing grades, and the relevant credits may be recognised for purposes of securing the qualification in subsequent editions.
  6. The procedure for reviewing grades will be as set out in any supplementary regulations approved by the Graduate and Postgraduate Studies Committees.

CHAPTER XIII. ISSUING OF FINAL QUALIFICATION CERTIFICATES & OTHER CERTIFICATES

Article 45.- Issuing of Final Qualification Certificates

UPV/EHU-specific qualifications are awarded by the Rector in a standardised format, and entered in the University Register of UPV/EHU-Specific Qualifications. The requirements for identification, safeguarding, certification and public status are similar to those for the University Register of Official Qualifications.

For the issue by the UPV/EHU of final qualification certificates and other certificates, the fees set by the Social Council for each academic year must have been paid.

When qualifications are obtained thanks to recognition of other qualifications and independent modules, this must be duly indicated on the reverse side of the certificate.

Article 46.- Requesting of Final Qualification Certificates

The issuing of final qualification certificates may be requested online or by submitting the relevant form at the UPV/EHU-specific Qualifications Unit or at the offices indicated by the Vice Rector of each campus. The procedure for issuing final qualification certificates will be set by the relevant committee.

If enrolment is by modules, final qualification certificates for all modules must be requested in order for the final qualification certificate to be issued.

If enrolment is for the full qualification, there is no need to apply for and pay for the certificates for each module.

Article 47.- Certificates of Attendance

Students who fail to obtain an overall PASS grade may request a certificate of attendance. Such certificates will be signed by the Academic Committee, which will also set the conditions for their issuing.

Article 48.- Academic Certificates

As well as the certificates mentioned above, students who obtain an overall PASS grade on a UPV/EHU-specific qualification may request an academic certificate to that effect from the UPV/EHU-specific Qualifications Unit. Such certificates may be requested online or by submitting the application form to the UPV/EHU-specific Qualifications Unit.

CHAPTER XIV. FINAL REPORT

Article 49.- Presentation & Content

  1. At the end of each academic year, course proponents and/or organisers must submit a final report, including a financial report. The submittal of this final report is a prerequisite for the provision of any further editions of the relevant course.
  2. The financial report must show how closely costs match the cost estimate and what the final financial situation is, and must indicate the following:
    • Variations on the initial cost estimate.
    • Final settlement of the funding allocation.
    • Inventory of assets.
    • Detailed report on management of financial resources.
  3. The report must also indicate the following academic data: the calendar of classes for the course, the degree to which the course expectations were met, the number of students (broken down by gender), the results of surveys, the type of assessment applied and, if relevant, the conditions for the issuing of attendance certificates.

 

TITLE III. CONTINUING EDUCATION & COMPLEMENTARY STUDIES COURSES

Article 50.- Definition & Duration

Complementary studies courses are refresher, specialisation, retraining and knowledge extension courses for the continuing education of students.

The duration of university-level complementary studies courses and on demand training for companies or other external organisations may be no more than that required to earn 20 ECTS credits, and the requirements for admission must be set out in the relevant course proposal.

The modules or subjects that make up the syllabus for a UPV/EHU-specific qualification or an official master's course may be offered in the form of continuing education if they involve fewer than 20 credits. They will be organised and taught as subsequently established.

Article 51.- Requirements for Access & Admission

The requirements for access and admission must be set out in the course proposal.

CHAPTER I. PROPOSALS FOR THE PROVISION OF CONTINUING EDUCATION & COMPLEMENTARY STUDIES COURSES

Article 52.- Proponents

The Rector, the Vice Rector for the subject area, teaching centres (internal and attached), departments and university institutes (internal, mixed and attached) may put forward proposals for continuing education and complementary studies courses. Such proposals must be submitted to the relevant committee.

For continuing education and complementary studies course proposals put forward by centres and institutes attached to the UPV/EHU, the provisions of the relevant attachment or founding agreements will apply, along with the provisions of the covenants entered into between the UPV/EHU and the relevant organisations for purposes of setting the conditions for the provision and management of courses. Such covenants must be processed and approved together by the relevant committee and must be informed by the university areas affected and, in any event, by the Administrative Management Department of the UPV/EHU.

They must contain at least the following information: conditions for the provision of teaching; name of the body responsible for organising courses and the person responsible for financial management; name of the person responsible for the course; and financial points including, specifically, financial rights corresponding to the UPV/EHU.

In any points not covered by such covenants, the provisions of these regulations will apply.

Article 53.- Content of Proposals

  1. Designation of the person responsible for the course, who must be an employee of the UPV/EHU.
  2. Teaching guidelines, setting the number, content and duration of courses and seminars and whether they are compulsory or optional, theoretical or practical; establishing a course programme with the number of classroom hours, start and end dates, locations, work experience required and the assessment system envisaged.
  3. The minimum number of students is 5, except for modules on syllabuses for UPV/EHU-specific qualifications and official master's courses, where the minimum must be set in the relevant proposal.
  4. List of teaching staff, indicating the number of hours to be taught.
  5. Material resources and personnel available at organisational unit to cover the needs arising from the new course. The proposal must cover the relevant agreement for the use of premises.
  6. Full cost estimate including an estimate of overall revenues and expenditures.
    • The estimate for revenue must be detailed as follows:
      • Estimated revenues from enrolment fees & amounts of such fees.
      • Aids or subsidies from public and/or private organisations.
      • Other revenues envisaged.
    • The estimate for expenditure must be detailed as follows:
      • Remuneration of teaching staff from the UPV/EHU.
      • Remuneration envisaged for external lecturers and speakers.
      • Withholdings for general expenses.
      • Other general expenses.

Article 54.- Approval of Proposals

  1. Continuing education and complementary studies course proposals must be approved by the relevant committee. For repeated courses the final reports on previous editions will be taken into account. Courses are approved and enrolment fees set by the Social Council of the University, and the procedure is laid down by that Council must be followed.
  2. Any modification of a proposal after its approval must be authorised expressly by the relevant committee.

CHAPTER II: ORGANISATION OF COURSES

Article 55.- Academic Head

  1. Designation of the Academic Head of the course, who must be an employee of the UPV/EHU. For complementary studies courses provided jointly with another organisation, two academic heads may be appointed, provided that one is an employee of the UPV/EHU.
  2. The remit of the Academic Head is as follows:
    • To present the proposal for the provision of the course.
    • To draw up the final report.
    • To bring before the relevant committee any issues concerned with the relevant course.
    • To certify the hours given by the staff who teach on such courses.
    • To certify any issues concerned with the relevant courses.
    • To manage the budget allocation as provided for in these regulations.
    • To take charge of the programme of work experience for students, if any.
    • To handle all other tasks required for the successful development and operation of the course.
  3. The limits of his/her responsibility as Academic Head are as follows:
    • 10 hours on courses leading to fewer than 10 ECTS credits.
    • 20 hours on courses leading to between 10 and 20 ECTS credits.

Article 56.- Management Bodies

Financial and clerical management of complementary courses will be handled by the centre, department, institute or Vice Rector's office to which the Academic Head is attached.

Article 57.- Teaching Hours

  1. UPV/EHU teaching and research staff may devote up to the time equivalent to 10 credits per academic year to specific qualifications as a whole.
  2. UPV/EHU and outside teaching & research staff who teach on or handle managerial tasks for these courses may not enrol on same.

Article 58.- Remuneration of Teaching Staff

  1. The remuneration received by UPV/EHU teaching and research staff must be within the limits set in Article 5 of Royal Decree 1930/84, as amended by Real Decree 1450/89.
  2. In calculating the limits referred to in the foregoing paragraphs, the annual remuneration received for teaching on undergraduate and postgraduate-level specific degrees, continuing education and complementary studies courses must be added to any other remuneration during the same financial year from contracts covered by Article 83 of Public General Act [Ley Orgánica] 6/2001 (the Universities Act). The maximum amounts will be as set in the budgetary regulations of the University for each financial year.
  3. Teachers on these courses may receive income payable from undergraduate and postgraduate specific qualifications, continuing education and complementary studies courses in regard to credits that exceed their total effective teaching hours actually given on official courses. Without prejudice to the foregoing, the amounts receivable by teaching staff on UPV/EHU-specific courses (UPV/EHU-specific qualifications and complementary studies courses) whose agreed teaching hours are not covered will be reduced by one third until their contractual or regulatory teaching workload is completed. Once that workload is covered, they will receive the corresponding remuneration.
  4. Teaching staff from the University on UPV/EHU-specific qualifications and complementary studies courses that form part of the syllabus for an official master's degree, as indicated in these regulations, will in no case receive any specific remuneration given that the hours involved form part of their allocated teaching workload.

Article 59.- Clerical & Service Staff

  1. Administrative tasks will be carried out by clerical and services personnel employed by the UPV/EHU.
  2. Personnel may be hired via the Administrative Management Department of the University, which will handle their selection and the drawing up of the relevant contracts. Hiring costs will be charged to the budget allocation for the complementary studies course.

CHAPTER III. FUNDING & FINANCIAL MANAGEMENT

Article 60.- Funding

The complementary studies courses covered by these regulations must always be self-financed and course proposals must balance revenues and expenditures.

Article 61.- Financial Management

Financial management is subject to the current general regulations of the UPV/EHU and the provisions of the following articles.

Article 62.- Opening & Closing of Organic Management Units

  1. For financial management tasks, each complementary studies course must have an organic management unit as set out in the general regulations. If two editions of the course is held within the same calendar year, the same organic unit can handle both.
  2. The UPV/EHU-Specific Qualifications Unit will notify the Accounting Service when approval is given for the holding of the course, but it is the Academic Head who must request the opening of an organic management unit.
  3. The first signatory for the organic unit will be the Academic Head for the course and the second signatory must be an employee of the UPV/EHU designated by the proponent.
  4. For continuing education and complementary studies courses which comprise modules or subjects within specific for official qualifications, the organic management unit used will be that of the relevant UPV/EHU-specific qualification or official master's qualification.
  5. At the end of each edition of the complementary studies course, the organic unit will remain open for a year to settle all the expenses from that edition, or to serve the purposes provided for in Article 65. After that time the organic unit will be closed down and any remaining funds will be transferred to the general account of the university.

Article 63.- Revenues from Enrolment Fees

Revenues from enrolment fees are paid into the account set up for that purpose, and must be used directly to finance the expenditures arising from the relevant activities, as per the cost estimate submitted.

Article 64.- Revenues from Subsidies

If any subsidies are available for the course, the task of applying for, managing and justifying use of same will fall to the proponent and the Academic Head of the course.

Article 65.- Surpluses

Any surpluses may be used to cover potential deficits in the following edition of a qualification due to shortfalls in the expected revenues from enrolment fees envisaged in the cost estimate.

Article 66.- Publicly Set Fees

The fees for these courses and the fees for the issue of certificates will be set by the Social Council, at the proposal of the relevant committee.

Article 67.- Management of Expenditure

Expenses arising from the provision of complementary studies courses must be covered in full by the revenues from enrolment fees, subsidies and surpluses from previous editions, if any. They must be managed as per the general regulations of the University, taking the following points into account:

In complementary studies courses 12% of the total revenue from enrolment fees will be withheld (10% to cover general expenses incurred by the University and the remaining 2% allocated to the UPV/EHU-specific Qualifications Unit). In the case of experience learning centres the withholding will be 10%.

  • Payments to UPV/EHU staff resulting from their cooperation in teaching and managing courses will be made via their salaries, in line with the specific regulations in force.
  • Payments to non-UPV/EHU personnel will be subject to withholdings on account of personal income tax at the rate applicable at the relevant time.
  • All materials subject to inventory acquired with funding allocated to complementary studies will be the property of the UPV/EHU.
  • On complementary studies courses which are modules within official master's qualifications, revenues may be used to cover expenses arising from the provision of the master's degree, in line with the regulations on the management of master's degrees.

CHAPTER IV. COVENANTS

Article 68.- Types of Covenant

Apart from the covenants referred to herein, covenants for students' work experience, funding, the use of premises and such other purposes as may be deemed convenient may also be entered into.

Article 69.- Approval of Covenants

  1. If they match the standard-form documents set out for these purposes, covenants may be signed directly by the Academic Head of the qualification in question, who must report back to the relevant committee prior to their entry into force.
  2. If they do not match the standard-form documents they must be approved by the relevant committee and signed by the Vice Rector responsible or by the Academic Head for the qualification if he/she is authorised to do so by the said committee.
  3. When covenants are processed together with proposals for complementary courses, they must be submitted in all cases to the relevant committee for study and approval, and must be signed by the relevant Vice Rector.

CHAPTER V. PRELIMINARY REGISTRATION & ENROLMENT

Article 70.- Preliminary Registration & Enrolment

Arrangements for preliminary registration and enrolment on complementary studies courses will be as set out by the proponent of the relevant course.

Article 71.- Fees & Forms of Payment

  1. The publicly set fees may only be waived and/or reduced on instruction from the body authorised to do so.
  2. The proponent may ask the relevant committee to authorise the payment by instalments of enrolment fees.

Article 72.- Admission & Cancellation of Enrolment

  1. The decision on which applicants are admitted to complementary studies courses lies with the proponent and with the Academic Head of the course in question.
  2. Enrolment will be cancelled if the publicly set fees are not paid within the periods set. Enrolment may also be cancelled at the request of the applicant, in which cases any amounts already paid will be refunded only if classes for the course have not yet begun.

Article 73.- Insurance

Together with their enrolment fees, all students enrolled at the UPV/EHU pay a fixed amount for "enrolment expenses", which amount includes insurance cover. The said amount is paid once only, regardless of whether students are enrolled on more than one UPV/EHU qualification and on whether they are enrolled on official, UPV/EHU-specific or complementary studies courses.

The amount payable by other students who enrol on a complementary studies course will be set by the relevant body.

CHAPTER VI. ASSESSMENT

Article 74.- Assessment

On complementary studies and continuing education courses, the Academic Head must provide a list of students, indicating whether certificates are to be for attendance or successful completion for those who pass any assessment process envisaged. The said list must be certified by the Academic Head of the course.

CHAPTER VII. ISSUING OF CERTIFICATES

Article 75.- Certificates of Attendance & Successful Completion

Regular attendance at complementary studies courses and seminars at the University entitles students to receive an "attendance certificate", or a "successful completion certificate" if they successfully complete courses that include an assessment process.

Article 76.- Issuing of Certificates

The attendance and/or successful completion certificates referred to above will be issued by the corresponding Vice Rector. They may also be issued jointly together with other participating institutions and organisations, and will be registered at the UPV/EHU-specific Qualifications Unit.

Before the UPV/EHU issues these certificates, the fees set by the Social Council for each academic year must be paid.

CHAPTER VIII. FINAL REPORT

Article 77.- Presentation & Content

  1. As from the end of each course, the Academic Head will have one month in which to submit the relevant final report, including a financial report. The submittal of this final report is a prerequisite for the provision of any further editions of the relevant course.
  2. The financial report must show how closely costs match the cost estimate and what the final financial situation is, and must indicate the following:
    • Variations on the initial cost estimate.
    • Final settlement of the funding allocation.
    • Inventory of assets.
    • Detailed report on management of financial resources.
  3. The report must also indicate the following academic data: the calendar of classes for the course, the degree to which the course expectations were met, the number of students (broken down by gender), the results of surveys, the type of assessment applied and, if relevant, the conditions for the issuing of attendance certificates.

ADDITIONAL PROVISION ONE: The relevant committee of the UPV/EHU is empowered to draw up supplementary rules for the implementation of these regulations.

ADDITIONAL PROVISION TWO: The Vice Rector concerned is empowered to approve the standard-form documents on covenants referred to herein, in the light of a report from the relevant committee.

TRANSITORY PROVISION: The qualifications offered in academic year 2018-2019 may incorporate the names contained in these regulations, and any improvements on previous regulations, on the authorisation of the relevant committee.

DEROGATION PROVISION: All previous circulars, provisions and resolutions contrary to the provisions of these regulations are hereby repealed.

FINAL PROVISION ONE: On any points not covered by these regulations or such further regulations as may be drawn up, the provisions of current legislation will apply.

FINAL PROVISION TWO: These regulations will apply as from the day following the date of their publication in the Official Gazette of the Basque Country.