ReFlex

ReFlex stands for reasonable flexibility. It involves making necessary adjustments to the teaching and examination regulations, to assure an equal chance during evaluations. More time to take an exam, tolerance for spelling mistakes and tolerance for missing classes are just a few examples of accommodations that can be granted under a ReFlex status.

Before accommodations are granted, we evaluate the reasonability of the requested accommodations within the specific situation of the students’ status and the needs of the student in question. Flexibility accommodations are considered reasonable when they meet the following three criteria: feasibility to the student in question, justifiable to fellow students, and acceptability to the professor.

2022_Studiebegeleiding_Docent en student met laptop_Tutor_S_765907471

Who can request the ReFlex status?

An inclusive approach towards higher education is an important value at VUB. Everyone should be able to develop their full potential according to their own talents. The following students are advised to apply for a ReFlex status:

Students with a disability

A disability can create specific challenges when attending classes, taking exams and during studying. This group includes students with a chronic illness, a functional disability, a visual impairment, a learning disability (dyslexia or dyscalculia), autism, ADHD, etc.

Student entrepreneurs

Students that have started their own business, or plan to do so during the course of their studies, may contact start@vub.be first to find out what support is available in their specific circumstances. If your business is sufficiently well-established, you may be able to claim ReFlex status.

Working students

Working students are students who combine a full- or part-time job with a course of study (specifically for work students). Only students who are enrolled as working students are eligible for this Reflex status.

Student representatives

This group includes students who hold a position as a student representative at VUB.

Other situations

Other students in exceptional situations, for example pregnant students, may also be eligible for the ReFlex status. If you have questions about your own exceptional situation and your eligibility for the ReFlex status, you contact the our team for more information.

No ReFlex: Student athletes
 

Are you combining your studies with elite sports? Then you need not follow the procedure below, but contact the Top Sports and Study department. Together you can make clear arrangements which will allow you to combine your education with your career as a top sports professional.

Topsports and Study

Applying for a ReFlex status

Requesting the ReFlex status and specific accommodations is only possible after you've been enrolled, and within the foreseen deadlines (below). If you have any questions before this time, you can come by one of our Info Days or contact us via e-mail.

It's important to request ReFlex status on time. That way you're sure to get everything arranged before classes and exams start. The deadlines for academic year 2022-2023 are:

  • 1st semester: 1 September - 30 October
  • 2nd semester: 1 February - 30 March
  • 2nd session: 15 June - 30 June

There are separate deadlines for requesting specific accommodations for a course (see below).

You will find a summary of all the documents needed to apply for a ReFlex status lower on this page.

Send in your attestation

You can only access this form with a VUB account, within the application period. Your request will be processed by our ReFlex team, and checked on validity. We will inform you of the further steps in the process via your VUB e-mail, so make sure to follow up on your mailbox.

Acute situations

The ReFlex status is meant to provide students with equal opportunities in higher education by offering adjustments during their education and exams. When students have to deal with acute or exceptional situations (e.g. getting sick before an exam) this is not covered by the ReFlex status, but treated as force majeure.

Exceptions to the deadline(s)

Only in exceptional circumstances, or in circumstances that take place after the deadline, a ReFlex status can still be granted after the deadline. Please contact the ReFlex team via reflex@vub.beThey will decide according to the criteria of feasibility, defensibility and acceptability which applications can still be admitted.

Necessary documents

Overview necessary documents
 

Here you can find an overview of attestations and documents you need to apply for a ReFlex status, and a list of requirements. Students with a disability can print off these attestation documentation, fill it in manually and bring it to their personal appointment on campus.

Working students
  • To provide: A certificate from your employer (provided by your employer)
  • Condition: Be enrolled as a working student.

 

Student representatives
  • To provide: Proof of authorisation as respresentative at the VUB
     
Student entrepreneurs
  • Make sure to register as a student entrepreneur. Afterwards you can request a ReFlex status.
  • Students with an existing business provide: Description of your business, business number, recent annual accounts and if available: a certificate of business management.
  • Students wishing to start a business provide: Description of your business, business plan for the next 12 months and if available: a certificate of business management.
Disability
  • To provide: An independent proof of your personal and exceptional situation (e.g. pregnancy certificate, declaration as caregiver, etc.).
     
Disability
  • Check the overview in the next tab!

Necessary documents

I don't have a certificate/result of my testing yet, can I already apply for my status?

A valid attestation is necessary to for the status. In some exceptional circumstances a temporary status might be granted, awaiting the final diagnosis.

Applying for specific accommodations

Requesting the status is not the same as requesting specific accommodations. We want it to be clear to both students and faculty which accommodations need to be provided. Therefore, every ReFlex student must request their accommodations by the deadline and do so using the appropriate online form. Please note that you can only apply for education and examination accommodations once your ReFlex status is in order. 

Request it every semester

The staff of Study Guidance will always discuss your requests with your professors. The ReFlex Team takes on a mediating role between students and the teaching staff, but the final decision on the feasibility of the requested accommodations remains with the teaching staff. You will always be informed of the status of your applications through your VUB e-mail, so make sure to follow up on these, as arranging your accommodations is your own responsibility.

Which accommodations can I request?

Don't know which education accommodations you can apply for? Then please check your ReFlex status. All the measures for which you are eligible are listed there. We cannot process any measures that are not mentioned.

Deadlines

Students who submit an application after this deadline cannot use their flexible measures anymore. Only in very exceptional circumstances and with proof of these circumstances (e.g. Hospitalization in the days before the deadline), the deadline can be reviewed. Please contact the ReFlex team for this at reflex@vub.be. When requesting an exception to the deadline, they will also always decide according to the criteria of feasibility, justifiability and acceptability what is possible.

Education accommodations

Would you like to use your educational measures in your classes, group work, papers, labs and labs, field trips, undergraduate and graduate thesis?
Fill out this online form

  • 1st semester: from start semester til 1 December
  • 2nd semester: from start semester til 1 May
     

Your request may take 10 business days to process. Please take this processing time into account when submitting your application.

Accommodations for evaluations and tests outside the examination period

For evaluations or tests outside of the exam period (January , June and 2nd session), you can also request your assigned exam accommodations.
Fill out this online form

Deadline

for these exam measures is at the latest 10 working days before the exam moment of your midterm evaluation.

Application after this deadline? Then you cannot use your flexible measures.

Accommodations for every examination period
 

For each exam period (January, June and 2nd session), you can request your exam measures.
Fill out this online form

Deadlines
  • January exam period applications: 1 November- 1 December
  • June exam period applications: 1 April - 1 May
  • Second session applications: end of deliberations - 15 July
  • All evaluations or tests that fall outside the January, June or second session exam periods: apply at least 2 weeks before the exam via this form.
  • April exam period - Business administration: 15 March (use this online form).
     

Students who submit an application after this deadline cannot use their flexible measures anymore. 

Confidentiality

Your Reflex file will be followed up by our Study Guidance staff and will be treated strictly confidential. When requesting your student facilities, we will never share the reason for your request with the concerned teacher. Information will only be shared with others with your permission.

Applying for a ReFlex status on an inter-university programme?

If you're on an inter-university programme, acknowledgement and/or the granting of facilities in the framework of a disability proceeds as follows:

  • Registration and attestation of your disability is done at your main institution. This is the institution where you have your main enrollment. You do not have to go through the recognition procedure again at the other partner institutions.
     
  • The accommodations and arrangements might vary between the different institutions. Therefore, after your recognition at the main institution, contact the other institutions you are enrolled at to arrange your facilities. You should do this at the latest by October 30 in the first semester and by March 30 in the second semester. Also keep in mind the specific deadlines of each partner institution.

  • When contacting the partner institution, it is best to also immediately send the information about your disability and the accommodations granted to the main institution (e.g. your certificate of educational and examination facilities and the certificates about your disability). This way, the contact person at the partner institution can help you more quickly. He or she will inform you of the next steps at this institution. 
     
The contact details of each institution are:

Contact

Questions about the ReFlex status or your options to request specific accommodations?

reflex@vub.be