ReFlex
ReFlex stands for Reasonable Flexibility. This status provides various accommodations in teaching and examination regulations to give you, as a student, equal opportunities in higher education. Some examples of these accommodations include:
- Choosing your own seat in the exam room
- Allowance for absences from class
- Tolerance for spelling mistakes
The goal of the ReFlex status is to make education at VUB accessible and inclusive through preventive accommodations. If you encounter an unexpected situation that prevents you from participating in exams or educational activities, this is considered force majeure, not ReFlex. ReFlex is specifically intended for predictable and structural adjustments.
Only students with a valid ReFlex status can utilize accommodations. Consideration is always given to the reasonableness of the requested accommodations within a specific status and your specific need as a student. Accommodations are considered 'reasonable' if they meet the following 3 criteria : feasibility to the student in question, whether it's justifiable to fellow students and acceptability to the teaching team.
Students with a ReFlex status may also be eligible for a reduced study load during their first year of study. This option provides you with the flexibility to complete your studies at your own pace and create a manageable study path right from the start.
Inclusive education
The Vrije Universiteit Brussel (VUB) is committed to making higher education accessible to everyone. We believe that every student should have the opportunity to reach their full potential, according to their own talents. Therefore we have implemented an inclusive education policy. This policy ensures that some of the most requested exam accommodations are applied by default to all students, regardless of whether you have a ReFlex status or not.
- Sufficient time will be provided for every student during an exam
- Every student is allowed to use scrap paper during an exam
- Each student may use non-electronic earbuds during an exam
- Any student may make designations on the question sheet of an exam
- Any student may take (prescribed) medication during an exam
- Each exam will be provided in an inclusive format that enhances the readability and accessibility of an exam. That is, exams will be prepared in a suitably large, sans serif font.
These frequently requested exam accommodations are no longer granted through the ReFlex status, as they now apply to every student at VUB by default. Any other specific accommodations you may need within your ReFlex status can still be discussed and implemented.
Who can request the ReFlex status?
All VUB students, as well as students in interuniversity programs or guest students, can apply for a ReFlex status if they believe they qualify. PhD students should contact the Doctoral School to explore which options are available to them.
Students with a (learning) disability
A (learning) disability can present specific challenges when attending classes, taking exams, and studying. This group includes students with a chronic illness, a motor, auditory, or visual impairment, a learning disorder such as dyslexia or dyscalculia, an autism spectrum disorder (ASD), an attention deficit disorder (AD(H)D), and so on.
Student representatives
This group includes students with a mandate as student representative within VUB.
Other circumstances
Students in other special situations, such as pregnant students or those providing caregiving, may also be eligible for a ReFlex status. If you have questions about your own exceptional circumstances during your studies and the ReFlex status, please be sure to contact the ReFlex Team to discuss your eligibility.
No ReFlex: Student athletes
Are you combining your studies with elite sports? Then you do not fall under the ReFlex status but should contact the Topsport & Studie department. Together, you can make clear arrangements to optimize your education in line with your top sports career.
Topsports and Study
No ReFlex: Force majeure
A ReFlex status is intended for pre-emptive accommodations for education and exams, not for acute situations. Situations such as falling ill during your exams or a death in your close circle preventing you from participating in a practical session fall under force majeure.
Force majeure
No ReFlex: Working students / Entrepreneurs / Artists
Students who are working students, student entrepreneurs, or artists do not fall under the ReFlex status. However, they can apply for a working student status upon enrollment or by completing the "Working and Studying" form.
Working student status
Applying for a ReFlex status
To apply for a ReFlex status, you must first be enrolled at VUB and submit your application within the designated application periods. It is important to apply on time so that your application can be processed before classes and exams begin.
Application periods
- 1st semester: 1 September - 30 October
- 2nd semester: 1 February - 30 March
- 2nd session: 15 June - 30 June
These are the deadlines for applying for your ReFlex status. After you apply for the status, separate deadlines are set for applying for implementing specific accommodations for a course.
Exceptions to the deadline(s)
Only in some exceptional circumstances, or in certain exceptional 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.be. They will decide according to the criteria of feasibility, defensibility and acceptability which applications can still be admitted.
You can only fill out the form for applying for a ReFlex status within the designated application periods, and you must be logged in with your VUB account. Your application will be processed by the ReFlex team, which will check the validity of your certificates. You will be informed of the next steps in the process via your VUB email address, so make sure to keep a close eye on your mailbox!
Required documents
Overview required documents
Here you will find an overview of the certificates and/or documents needed to apply for your ReFlex status and the conditions they must meet. Students with a (learning) disability can make use of the provided certification bundle.
Disability
Students with a learning disorder (dyslexia/dyscalculia), motor function impairment, auditory function impairment, visual function impairment, chronic illness, autism, AD(H)D, tic disorder, coordination development disorder, developmental stuttering, developmental dysphasia, psychiatric function impairment or any other function impairment shall submit an attestation that meets one of the following criteria:
- Completed and signed VLOR document for attesttion for students with a disability
- Signed motivated examination report (only for learning disabilities, ASD, AD(H)D, tic disorder, coordination development disorder, developmental stuttering)
- Proof of registration with the VAPH (Flemish Agency for Persons with Disabilities)
- Certificate of recognition of disability from the DG for Persons with a Disability (Directorate-General for Persons with a Disability)
Student representatives
- To submit: Proof of a mandate as a student representative within VUB.
Other situations
- To submit: An independent proof of your personal and exceptional situation (e.g. gynecologist’s certificate for pregnancy, caregivers declaration, etc.).
Interuniversity Students & Guest Students
- To submit: Proof of recognition of status as a student with a disability from the main institution.
- The registration and certification of your disability must be done through the institution where your main enrollment is. After receiving recognition at the main institution, immediately contact the other institutions where you are taking courses to arrange your accommodations. Keep in mind the specific deadlines for applying for status at each partner institution.
- Students taking courses at ULB must also follow ULB's procedures to implement their accommodations there.
Necessary documents
As an adult, where can I get tested for a developmental disorder?
Options for diagnosis in adults are more limited compared to those for children. Discuss your concerns with your general practitioner and ask for a referral to a local specialist. Be aware of long waiting times and limited options for testing in other languages.
I do not yet have a certificate/result of my testing, can I still apply for the status?
A valid certificate is necessary for granting the status. If you do not yet have your final result but have a certificate indicating the suspicion of a diagnosis while waiting for your final result, this may, in some exceptional circumstances, lead to a temporary status. Please also submit this certificate through the application form.
Difference between status and accommodations
To implement accommodations for exams and classes, you first need a valid ReFlex status. Only once this status is granted can you apply for the accommodations assigned to it.
A ReFlex status is granted based on your personal situation. Being recognized as a student with a ReFlex status is the first step. Only after this is complete will specific accommodations be linked to your status. These accommodations will vary depending on your status and needs, and are always assessed based on feasibility for the student, justifiability to fellow students, and acceptability to the teaching team.
Some statuses are valid throughout your entire time at VUB, while others are temporary and need to be renewed after a certain period. You will be informed of the validity period of your status once your status application is accepted.
If your ReFlex status is valid, active, and specific accommodations have been linked to it, you can implement these accommodations for your courses, including both education (such as practicals and lessons) and exams. Only the accommodations assigned to your status can be applied.
Applying for specific accommodations
Once your ReFlex status is granted, you have the right to utilize the accommodations associated with your status for educational activities and exams. This means there is a difference between obtaining your status and actually making use of the granted accommodations.
Request it every semester
At the beginning of each semester and during each exam period, you must reapply for accommodations through a form available on the CANVAS course: ‘Reasonable Flexibility – ReFlex'. You will be kept informed of the status of your application via your VUB email. Read these emails carefully: as a student, you are responsible for correctly following up on the decisions and practical arrangements regarding your accommodations.
Which accommodations can I request?
Don't know which education accommodations you can apply for? Then please check your ReFlex status. All the accommodations for which you are eligible are listed there. We cannot process any accommodations that are not mentioned.
Deadlines
Pay close attention to the deadlines for each implementation period, as your implementation requests for accommodations are only processed within these periods. It is not possible to implement accommodations after the deadline. Students who miss the deadline cannot use flexible accommodations for that semester. Only in very exceptional circumstances, and with proof of these circumstances (such as a hospital stay just before the deadline), can this decision be reviewed. For such cases, contact the ReFlex team at reflex@vub.be. The ReFlex team will assess requests for exceptions to the deadline based on the criteria of feasibility, defensibility, and acceptability.
For more information on how to implement your accommodations, you can consult the CANVAS course: ‘Reasonable Flexibility – ReFlex’ after your status has been granted. Below is a brief overview of the procedures for implementing accommodations.
Educational accommodations
Would you like to use your educational accommodations in your classes, group work, papers, labs and labs, field trips, undergraduate and graduate thesis?
Fill out the online form in the CANVAS course
- 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.
Exam accommodations
Accommodations for every examination period
For each exam period (January, June and 2nd session), you can request your exam accommodations.
Fill out the online form in the CANVAS course
- For the January exam period applications: apply between 1 November- 1 December
- For the June exam period applications: apply between 1 April - 1 May
- For the second session applications: apply from the end of deliberations - 15 July
For evaluations and tests outside the examination period
Exam accommodations can be implemented for both evaluations or tests outside the regular exam periods, as well as for exams during the regular exam periods (January, June, and second session)
Fill out the online form in the CANVAS course
Deadline to request these exam accommodations is at the latest 14 calendar days before the exam moment of your midterm evaluation.
April exam period
Only for Management and Bedrijfskunde
Fill out the online form in the CANVAS course
Apply from 1 to 15 March
Request to move an exam
Do you want to request to move an exam? Keep in mind that this is only possible within the rules mentioned in your Reflex status.
Fill out the online form in the CANVAS course
Ask to move an exam without ReFlex status? That's only possible in specific situations.
Check your faculty's options here
Confidentiality
Your ReFlex file is treated confidentially by the Study Guidance Team. When requesting reasonable accommodations, the reason for the request is not shared with the teaching team of the relevant course. Only with your consent can more information about your situation be shared.
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. They will inform you of the next steps at this institution.
The contact details of each institution are:
- At UGent: Contacts at Ghent University
- At VUB: reflex@vub.be
- At UHasselt: faciliteiten@uhasselt.be
- At KULeuven: functiebeperking@kuleuven.be functiebeperking@kuleuven.be
- At UAntwerp: BijzondereFaciliteiten@uantwerpen.be
Contact
Questions about the ReFlex status or implementing accommodations during your studies?
reflex@vub.be
- Are you a prospective VUB student? Then be sure to come to one of the open days! There is always someone available to provide more details about the ReFlex status.
- Already a student at VUB? Make sure to check our CANVAS course 'Redelijke flexibiliteit' for more info.
- Looking for help and support with your studies? Check out the services from Study Guidance.