Frequently Asked Questions
Answers to questions often addressed by students to the Student Affairs Office.
The Academic Affairs Committee
Members of the committee meet on a monthly basis, according to the sessions calendar.
Deadline for Applications: October 19, 2023
Session date: October 24, 2023
Deadline for Applications: November 23, 2023
Session date: November 28, 2023
Deadline for Applications: December 14, 2023
Session date: December 19, 2023
Deadline for Applications: January 25, 2024
Session date: January 30, 2024
Deadline for Applications: February 29, 2024
Session date: March 5, 2024
Deadline for Applications: March 21, 2024
Session date: March 26 2024
Deadline for Applications: April 11, 2024
Session date: April 16, 2024
Deadline for Applications: May 23, 2024
Session date: May 28, 2024
Deadline for Applications: June 20, 2024
Session date: June 26, 2024
Deadline for Applications: August 22, 2024
Session date: August 27, 2024
Deadline for Applications: September 15, 2024
Session date: September 17, 2024
Entry and submission of student applications and other attached documents is conducted exclusively online, through the ŠIS web portal (tab “Vloge za KŠZ”), which allows students to track the different stages of the application-admission procedure and view the committee’s final decision on their application.
The Academic Affairs Committee only accepts applications that are submitted over ŠIS. If the submitted application is incomplete, the student will be notified and required to correct it. Applications submitted after the submission deadline will be reviewed at the committee’s next session.
Enrolment
Single-Cycle Master Study Programme ARCHITECTURE (EMŠA)
First-Cycle University Study Programme URBANISM (UŠU)
Application deadlines are determined by the calls for enrolment into study programmes and by the UL FA study calendar.
APPLICATION FORM ACCESSIBILITY
The application forms are made available to students who have completed obligations for enrolment in a higher year, and can be accessed through ŠIS (“VPIS – Vpisni list”).
If the application form has not been made available within two days of the student meeting enrolment criteria, contact vpisni.list@fa.uni-lj.si
Before submitting an application, students should go over one it more time to make any necessary corrections.
APPLICATION FEE
The invoice for the application fee is sent to the student’s university e-mail address. Past invoices can be accessed and viewed on ŠIS under “PODATKI / Moje finance”.
REQUIRED DOCUMENTS
Required documentation, which must be submitted in a .pdf or .jpg format, and attached to the application:
- proof of payment of the application fee (full-time and part-time students),
- proof of payment of tuition fees (part-time students and full-time students obligated to pay for studies),
- a Special Agreement on Education (Slovenian: pogodba o izobraževanju; part-time students, as well as full-time students obligated to pay for studies).
Students who wish to make changes to already submitted documentation must contact the Student Affairs Office. The inadequate or incorrect documentation will be removed, and the application will be reopened for a new submission.
CERTIFICATE OF ENROLMENT
Students will be informed over e-mail when the Student Affairs Office finishes the admission procedure. The Certificate of Enrolment for the following academic year can then be accessed and printed through ŠIS (RAZNO -> Potrdilo o vpisu).
TRANSCRIPT OF RECORDS
Students can also use ŠIS to access and print out their Transcript of Records (“Razno – Potrdilo o opravljenih izpitih”).
STUDENT ID CARD
Students send their Student ID Card to the following address:
FAKULTETA ZA ARHITEKTURO
REFERAT ZA ŠTUDENTSKE ZADEVE
»ZA VPIS«
Zoisova 12
1000 Ljubljana
Alternatively, they can drop their card in an envelope into the mailbox outside the Student Affairs Office. The card is then mailed back with a sticker for the current academic year.
In exceptional cases, students may progress to a higher year even if they have not fulfilled all the obligations required by their study programme. For this, however, they must provide a justifiable reason:
- extreme familial and social circumstances (a certificate from the Social Work Centre);
- long-term illness (medical certificate from a specialist clinic that specifies the time of absence) or a special needs student with special status (based on a decision of the UL FA Academic Affairs Committee); COVID-related reasons are only applicable if the student can present a medical certificate indicating a severe form of the illness or severe long-term consequences, i.e. long COVID;
- parenthood (a copy of the birth certificate);
- top athlete status (certificate of the attained status – Olympic, international, perspective, national, youth sports);
- active participation (including a certificate of participation is mandatory): at top sports, cultural and professional events, or in a university body;
Student work in and of itself is not considered as active participation at top professional events.
Decisions in the abovementioned cases are made by the UL FA Academic Affairs Committee, and are based on the student’s application. The application and all attachments are submitted over ŠIS.
Deadlines for applications / appeals are published on the UL FA study calendar for the current academic year, as well as on the Academic Affairs Committee’s subpage.
The final, 12th session of the Academic Affairs Committee in the 2022/23 academic year will be held on Wednesday, September 14, 2022.
The deadline for applications is September 12, 2022
Students repeating a year keep their student status. Every student can repeat a year once during their programme.
On the other hand, a student is considered as interrupting or “pausing” their studies if they have not completed their obligations for progression to a higher year or for re-enrolment. During an interruption in studies, students may continue completing the missing obligations; however, they must pay the related fees according to the current UL price list.
Enrolment applications for the first year of EMŠA and UŠU take place in the first week of August, and applications for higher years from mid-August until the end of September.
Enrolment applications for the first year of MŠU take place in mid-August, and applications for higher years from mid-August until the end of September.
DRŠA applications also take place during the second half of September.
Those interrupting their studies do not enrol.
We inform students of the Single-Cycle Master Study Programme Architecture that with the 2022/23 academic year, UL FA will begin gradually implementing changes to Year 1 of the EMŠA study programme.
Students progressing to a higher year under normal circumstances will be able to complete their studies according to the enrolled study programme.
The changes to the EMŠA programme will be implemented gradually and according to the following timeline:
Academic year 2022/23: the updated EMŠA will come into effect in Year 1 for new students and those who have not progressed to a higher year (students repeating a year or those without status).
Academic year 2023/24: the updated EMŠA will be in effect in Years 1 and 2 for new students and those who have not progressed to a higher year (students repeating a year or those without status).
Academic year 2024/25: the updated EMŠA will be in effect in Years 1, 2 and 3 for new students and those who have not progressed to a higher year (students repeating a year or those without status).
Academic year 2025/26: the updated EMŠA will be in effect in Years 1, 2, 3 and 4 for new students and those who have not progressed to a higher year (students repeating a year or those without status).
Academic year 2026/27: the updated EMŠA will be in effect in Years 1, 2, 3, 4 and 5.
Students who will enrol in an ADDITIONAL year in the 2026/27 academic year according to the old programme (and then possibly extend their status in the 2027/28 academic year for legitimate reasons) will be able to complete their studies as per the enrolled study programme.
They will also be able to complete their studies according to the enrolled EMŠA programme should they lose their student status after the additional year (an interruption in studies must not, however, exceed two years).
In the event of a study programme interruption exceeding 2 years, the student will have to submit an application for a continuation of studies following interruption to the Academic Affairs Committee, which will establish the conditions for completing the studies.
Transferring to the modified study programme will proceed as indicated by the comparative table of recognition for completed courses, which will be approved by the UL FA Senate.
The Student Affairs Office is ready to answer all potential questions regarding the timeline of changes to the EMŠA programme. The office can also provide additional information regarding the recognition process of already completed subjects, for students transferring to the new EMŠA programme.
The UL ID digital identity, i.e. username and password, can be obtained on the ID portal. You must enter your personal information, i.e. your first and last name, date of birth, enrolment number, and your faculty. To activate your identity, you must also enter the password twice.
When typing out your name and last name, be careful to spell them exactly as you did on your application form, as this is how they appear in records of the Faculty of Architecture. Under the “faculty” field, select the academy or faculty you are enrolling into, or are already enrolled in. New students will find the necessary personal information on a collection invitation, which was sent alongside their enrolment invitation. They must enter this information, unchanged, in the appropriate fields.
The username will appear as such:
ab1234(5)@student.uni-lj.si
When entering your username, be careful not to add any unnecessary symbols, such as spaces or full stops, especially since these can easily be copied and pasted by mistake.
You can fill out the form given on the ID portal – Help and Support, to report errors and issues found while using university IT services. The information will be forwarded to the University IT service desk, who will address your issue in a timely manner.
To resolve your issues efficiently, the service desk will require as much information as you can provide and a detailed description of the problem. Please, fill out all required fields.
Withdrawal
Students fill out and sign an Application for Withdrawal and send it to the Student Affairs Office, to the person responsible for administrative matters of their study programme.
- Andreja Anžin: EMŠA
- Danijela Šinkovec: UŠU and MŠU
- Katja Knez: DRŠA
On the application, the UL FA Library confirms that the student has settled all obligations to the library. Prior to submission, the student must confirm on ŠIS that they have settled all financial obligations to the faculty.
Exams
Registrations for exams are submitted over ŠIS at least 5 days prior to the announced exam date.
Students can withdraw from an exam up until one day before the announced exam date, until 12:00.
If the student does not withdraw in time, the examiner marks them as “did not attend” on the application form. The student then loses one exam period, i.e. one of the resits they are entitled to.
If, however, the student could not attend the exam due to a justifiable reason, and has forwarded the necessary documentation (proof of justifiable reason) to the Student Affairs Office within 3 days, they will be considered as having withdrawn successfully.
Students who fail or miss an exam are allowed to retake it three times at the first and second cycle, and once at the third cycle.
If a student is repeating a year, this counter resets, meaning they are considered as attending an exam for the first time after they have re-enroled.
The Academic Affairs Committee may allow a student a fifth attempt at an exam, basing this decision on the student’s submitted appeal. Similarly, the committee also decides on granting doctoral students a third attempt at an exam. Appeals may also be submitted and reviewed for a second and third committee exam.
An application for a committee exam must be submitted at least 14 days before the announced exam date.
The grade received at a committee exam is final. All fees related to the fourth and fifth exam attempts (and third attempt at the third cycle) are determined according to the current UL price list.
Students who already completed an exam and wish to improve the received grade may re-take the exam once per programme. Only the higher grade is indexed. Students cannot raise a grade for an exam they have failed more than twice.
As stated by the UL Statutes, students who fail an exam with their final attempt cannot complete the given study programme. They are, however, still allowed to complete their remaining study obligations until the end of the given academic year. For all following academic years, the student cannot re-enrol in the study programme, nor can they progress to a higher year.
Students who have completed exams at another faculty may submit an application for recognition of these exams over ŠIS, attaching the curricula of the subjects in question.
Such applications are considered by the Academic Affairs Committee during their regular monthly sessions.
Miscellaneous
Information on international exchanges is published on our subpage on international exchanges.
The coordinator for Erasmus is doc. dr. Matevž Juvančič (matevz.juvancic@fa.uni-lj.si, +386 1 2000 715).
matevz.juvancic@fa.uni-lj.si
T: +386 1 2000 715
F: +386 1 425 74 14
In such cases, students file a signed application to the Student Affairs Office, to Danijela Šinkovec. If your name has been changed, then a form of current ID must also be presented.
For all information pertaining to the process of obtaining special status and implementing related adjustments, students may contact the head of the Student Affairs Office, Mojca Rozman.
By claiming the status of a student with special needs or special status, students receive support and various adjustments with regards to their obligations, since they encounter additional activities or obstacles that affect their integration in the study process and their fulfillment of study obligations.
Following a preliminary counselling session, students visit their ŠIS and fill out the application to obtain the status of a student with special needs or special status, attaching all necessary documentation and proof.
After they have carefully reviewed the application, the tutor forwards their opinion to the Academic Affairs Committee, who make the final decision at their next session.
More detailed information can be found on our page on students with special status.
Psychosocial Counselling Center
Psihosocialna svetovalnica (the Psychosocial Counselling Centre) offers help to students who face difficulties and unpleasantries during their studies or their everyday life, or who want to “work through” their daily reflections in an unencumbered and calm way with a professional. Complete anonymity is guaranteed.
It is operates at four locations ...more
Confidential Advisors
Student Ombudsman’s office
Resources for support and help
Helplines
Helpful websites