FAQ

Frequently Asked Questions

FAQ

General

When is The HOPweek?

The HOPweek will take place from Monday, August 20 until Friday, August 24, 2018.

Who can participate in The HOP?

The HOP is for everyone who will start their bachelors or masters at Leiden University in The Hague in September 2018. The week is both for Dutch and international students.

I am not 18, can I still participate?

Yes! The HOPweek is for everyone who will start their studies at Leiden University in The Hague in September 2018.

I am going to study at Leiden University in The Hague. Should I participate in The HOP or OWL?

We recommend that you participate in The HOP because this week is organized for you to get to know The Hague and its student life. Orientation Week Leiden is for all international students (bachelor and master) but focuses more on Leiden than on The Hague.

What is the difference between The HOP, EL CID, and OWL?

The HOP is for all students starting at Leiden University in The Hague. Both Dutch and international students are welcome. EL CID focuses on all students of Leiden University in Leiden. OWL is for all international students (bachelor and master), but focuses more on Leiden than on The Hague.

I do not speak Dutch. Is that a problem?

No, not at all! We will make sure that you are in a group with other international students and that your guides have a sufficient level of English. All the events and activities organized will be in English.

Registration

When does the registration close?

On the 13th of August. If you want to sign up after this date, you have to visit The HOPweek office on the 20th of August. There is no limited amount of students who can participate in The HOPweek.

My personal information in the registration form is not correct. What should I do?

You should email Commissioner Participants Jeanine Noordhuis (participants@hop.leidenuniv.nl). If your application ID is not correct, do not worry about it, but double check whether all the other information is correct.

Can I participate in the week as a master student?

Yes, you are more than welcome to join! We will make sure that you are in a group together with master students, you will have a special activity on Tuesday, called ‘career event’, and you will your Master course studymates during The HOPweek.

How can I cancel my registration?

You can cancel your registration by emailing Commissioner Participants Jeanine Noordhuis: participants@hop.leidenuniv.nl. It is only possible to get a refund if you do this before August 13, 2018. Keep in mind that the process of getting a refund takes a while, so you will not have your money back immediately.

Practical issues

I have a disability. Can I still participate?

Yes, just let us know when you register for the week! We will make sure that you are in a group with guides that know how to deal with your disability. In addition, you can decide for yourself in which activity you participate or not. It is, however, important to let your guides know so that he/she knows where you are. If you have any questions, you can contact Commissioner Jeanine Noordhuis at participants@hop.leidenuniv.nl or (+31)70-8009981.

I have an allergy or diabetes. Can I still participate?

Yes! It is important to let us know when you are registering for the week so that we can take it into account when organizing the meals. We will try as much as we can to accommodate your allergy or diabetes. In the case we are not able to, we will find an appropriate solution. If you have any questions, you can contact Commissioner Jeanine Noordhuis at participants@hop.leidenuniv.nl or (+31)70-8009981.

Can I practice my religion during the week?

Yes, everyone has the freedom to practice his/her religion during the week. It is important, however, to let your guide know in case you cannot participate in certain activities. If you like us to know in advance or if we need to take into account special wishes, you can let us know in your registration for the week or you can contact Commissioner Jeanine Noordhuis at participants@hop.leidenuniv.nl or (+31)70-8009981.

For parents

My son/daughter is younger than 18. Can he/she still participate?

Yes! The HOPweek is for everyone who will start their studies at Leiden University in The Hague in September 2018. We will not serve alcohol to participants under the age of 18.

How can I reach you?

For general questions, you can contact us by email at info@hop.leidenuniv.nl or call (+31)70-8009981. If you have more specific questions, we recommend you to contact the person responsible. The individual email addresses can be found under ‘Contact’.

What is your policy regarding alcohol and drugs?

During the week, we only serve beer and wine. Also, we will not serve alcohol to participants under the age of 18 and we will check all identity cards when serving alcohol. In addition, we will not tolerate any drug use.

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Volunteers

What can I do as a volunteer?

You can choose between becoming a guide or a crew member. As a guide, you will be responsible for your own group of first-year students together with a fellow student. As a crew member, your tasks will be very diverse and your hours will be flexible. You can decide for yourself how many shifts you do and with which activity you help.

When will the registration be open for volunteers?

The registration of volunteers opens on February 28.

When do I have to be available as a volunteer?

As a mentor, we expect you to be available every day during The HOPweek (August 20 – August 24, 2018). As a crew, we expect you to be available during certain activities. In addition, there is a mandatory preparation day for guides and crew members before the start of the week. The exact dates will be announced soon.

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Warm Welcome Service

This year for the first time Leiden University provides a special service to welcome new International Students.
This warm welcome will take place in August. Between the 15th and 17th for students who will be living in The Hague (prior to the HOP week) and between the 22nd and 24th for students who will live in Leiden (prior to the OWL).
When you arrive on these dates, you can join the warm welcome which consists of a reception at the airport Schiphol, and help with practical matters (setting up appointments, bank account, LU card etc).
We recommend you plan your arrival in The Netherlands during these dates. It will help you settle in quickly and support you with all the necessary (practical) arrangements for your stay in The Netherlands. If you arrive later, please know that you will have to arrange these matters yourself. If you have any questions about this warm welcome service check out the WEBSITE – for the last, up-to-date information

NOTE: this is a University service, it is NOT organized by HOP or OWL

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Other

How do I contact you?

For general questions, you can contact us by email via info@hop.leidenuniv.nl or call to (+31)70-8009981. If you have more specific questions, we recommend you to contact the person responsible. The individual email addresses can be found under ‘Contact’.

I have my own company and I want to be a partner of The HOPweek. Is this possible?

Yes! You can find more information under ‘Partners’. You can also contact our Commissioner Partners Gaia Bagnasco at partners@hop.leidenuniv.nl or +31 (0)70-8009980.

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Privacy Statement

The The Hague Orientation Programme (hereafter referred to as the HOP), organiser of the official introduction programme of Leiden University in The Hague, is deemed responsible for the processing of personal data as mentioned in this privacy statement. This privacy statement pertains to participants and all (paid and unpaid) volunteers active during the Leiden University HOPweek.

Contact information:
The Hague Orientation Programme (HOPweek)
Turfmarkt 99,
2511 DP  Den Haag

The Netherlands
Info@HOP.leidenuniv.nl

Personal data which we process
The HOP processes your personal data if you make use of our services and /or if you provide them to us voluntarily. Below you find an overview of the personal data we process:

  • First name and last name
  • Gender
  • Nationality
  • Date of birth
  • Email Address
  • Phone Number
  • Study/Study Phase
  • Emergency contact information
  • Any other information you voluntarily provided us with through correspondence with the HOP organisation pertaining to the HOPweek.

 

Exceptional and/or sensitive data which we process

The HOP organisation processes the following exceptional and/or sensitive data that you might provide us with:

  • Dietary wishes and/or food allergies
  • Any disabilities that might influence participation in the HOPweek programme
  • Shirt size or shoe size (if activities organised by the HOP require these)

 

To which avail and on what basis do we process this personal data
The HOP processes your personal data for the following reasons:

  • To complete your submission and process your registration to participate in the HOPweek programme
  • To be able to inform you of changes in our services or changes to our programme
  • To send you information concerning the HOPweek or partners of the HOP
  • To take your personal preferences into account during the HOPweek
  • To be able to contact you if needed

Pictures and Video

During the HOPweek our mediacrew will be taking photos and videos of every event. By agreeing to this Privacy Statement you grant the HOP the right to use these images that might include your likeness for promotional purposes unless you specifically request in writing that we not use your photo in this manner by sending a request via email to  info@hop.leidenuniv.nl.

How long will we save your personal data?
The HOP saves your personal data no longer than strictly necessary and only to realize goals for which we hold this data indispensable. For the following personal data we maintain a retention period of three years:

  • First name and last name
  • Gender
  • Nationality
  • Date of Birth
  • Email Address
  • Phone Number
  • Study/Study Phase

This data is retained for HOP recruitment purposes, evaluation and statistical use with the purpose to optimize our services

The following information is only used for the duration of the HOPweek with a maximum retention period of one year:

  • Any other information you voluntarily provided us with through correspondence with the HOP organisation pertaining to the HOPweek.

If you have objections against being included in the recruitment activities for future HOPweeks or the use of your data for anything other than the anonymous statistics, you can convey this to the HOP organisation by emailing participants@HOP.leidenuniv.nl

 

Sharing of your personal details with other parties
The HOP will only share your personal data with third parties if it is required to fulfill our services to you or to comply to any legal obligations. We have strict processing agreements with any third party that requires access to your personal data on our behalf, to ensure the same level of safety and privacy in the handling of your personal data. The HOP maintains responsible for the handling of your personal data.

 

View, edit or remove personal data
You have the right to view, edit or remove your personal data. Furthermore, you have the right to revoke your permission of the processing of your personal data or to object to the use of your personal data by the HOP organisation and you have the right to data portability.
If you revoke your permission to the use of your personal data by the HOP, this automatically means you will not be able to participate in the HOPweek.
You can send us a request to send you or another party, specified by you,  the personal data we have of you in a digital file. You can send a request to view, edit or remove your personal data, a request for data portability or a revocation of your permission or objection to the processing of your personal data to participants@HOP.leidenuniv.nl.

 

To confirm that the request for viewing was done by you, we ask that you add a copy of your identification with the request. In this copy of your passport please black out your photo, the MRZ (Machine Readable Zone- the line with numbers at the bottom of your passport), the passport number and your Social Security number. This protects your privacy. We will send a response to your request as soon as possible, within 4 weeks at the latest. The HOP also wishes to inform you that it is possible to lodge a complaint with the National Data Protection Supervisor. You can do so here.

 

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Sustainability

Is the food provided by regional suppliers? 

Yes! All of our food comes from restaurants in the center of The Hague. That way, we can make minimalize the distance that the meals have to travel.

Is the transportation during the week green? 

We encourage the participants to use their bikes or public transportation to arrive at the HOPweek venues.
For the logistics of the week, we only use one van – for the rest, we use a bakfiets (bike with a trailer).

How does the HOPweek minimize its impact on the event’s venues? 
The participants can get free drinks for collecting a certain amount of waste.
Also, we communicated with the people living at the HOP venues to let them know a large amount people would be coming to their neighborhood.

What are the HOP rules with regards to sustainability?
We encourage the participants to limit and separate waste. Additionally, we were seeking minimal waste produced by the organization. That’s why our magazine is completely online so that nothing had to be printed (saving some 30 000 pages). Also, the bags that the participants get are reusable and they can keep using them during their studies and beyond.

What are some other ways of making the week sustainable?

In our registration, the vegetarian option was default – this way, we reduced the amount of meat consumed during the week. In general, the meals come with less packaging than usual.

Also, we teamed up with green organizations in The Hague to provide activities such as the recycling challenge, solar chargers, and other surprises!

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