6/2020. (18.06.) President's Instructions on Transitional Rules Related to the Lifting of The Emergency Situation

18 June 2020

Acting in accordance with my authority granted under Section 31 (2) points a) and j) of the Organisational and Operational Rules of the Liszt Ferenc Academy of Music (hereinafter: Academy), I decided to issue these instructions (hereinafter: Instructions):

SCOPE OF THE INSTRUCTIONS

Section 1

The scope of these Instructions extends to the Senate, the Conference of Heads of Departments, the President's Council, the University Doctoral Boards (EDT, DLA-DT, PhD-DT) and the Senate Committees operating at the Academy, as well as to the Academy and parties that have a legal relationship with the Academy.

PURPOSE OF THE INSTRUCTIONS

Section 2

The purpose of these Instructions is to establish rules applicable to the prevention and elimination of the consequences of a human epidemic causing a mass illness endangering the safety of life and property, following the lifting of the emergency situation declared to protect the health and life of Hungarian citizens. The Instructions refer in particular to the transitional rules related to extraordinary institutional measures taken in the course of an emergency.

TRANSITIONAL RULES PERTAINING TO THE MEETINGS OF THE SENATE, THE CONFERENCE OF HEADS OF DEPARTMENTS, THE President's Council, THE University Doctoral Boards AND THE SENATE COMMITTEES FOR THE TRANSITIONAL PERIOD FOLLOWING THE LIFTING OF THE EMERGENCY

Section 3

(1) In the case of the bodies specified in Section 1, a board meeting requiring personal presence shall not be held until 31 August 2020. The bodies concerned shall exercise their powers and take decisions in matters falling within their competence as set out in these Instructions.

(2) If a personnel question is discussed, the members of the bodies involved in voting on personnel matters may cast their votes in person. A meeting discussing personnel issues will be held and the relevant agenda item shall be discussed via videoconference. The result of the vote shall be announced in writing by sending the minutes of the counting of votes. In accordance with the recommendations on epidemiological situations, a vote in person shall be cast in the following manner: the Academy shall designate a room in building W52 as a polling station where members of the body in question may cast their votes individually at different times within a pre-determined time limit.

(3) Meetings discussing proposals by the senate, the heads of department, the President's Council, the University Doctoral Board, and the committees, shall be held via videoconference, similarly to the discussion of the relevant agenda item and any necessary amendments. Decision-making in the case of the Conference of Heads of Departments, the President's Council and the Doctoral Boards shall be carried out by open voting via videoconference or, if necessary, by electronic voting on Neptun using the UniPoll questionnaire editing system, while in the case of the Senate and the Senate Committee, voting shall take place in accordance with the provisions of the act on tertiary eduction pertaining to electronic voting. Exceptions to these rules are the decisions of the Senate that can be made by a qualified majority, in which cases there is no possibility for the discussions and the decision-making to take place electronically.

(4) If a matter can be decided by the members of the panel by simple judgment or on the basis of written documentation compiled with a preparatory purpose, then, in the case of the Senate and the Senate Committees, the electronic decision may be made without a videoconference following the sending of the written documentation, provided that no member of the body in question or, in the case of the Senate, the representative of the maintaining institution, initiates a discussion of that agenda by videoconference.

(5) Common rules governing electronic voting: a) Decision-making by electronic voting may take place if, during the decision-making process, the identity of the persons participating in the vote can be established in a credible manner. b) At least two hours before the scheduled time of the electronic vote, the agenda and the written documentation supporting the decision shall be sent to the members of the body in question and, in the case of the Senate, to the representative of the maintaining institution. c) The Academy is obliged to allow at least four hours for the vote to take place in such a way that the exact time of the start and the close of the voting is clearly determined in advance. d) If in the case of electronic voting a question arises on the part of a member of the body in question, or in the case of the Senate the representative of the maintaining institution, the written documentation compiled with preparatory purposes shall be supplemented or amended. In the event of the supplementation or amendment of the written documentation, the deadline specified in point b) shall be calculated from the delivery of the supplemented, amended written documentation to the members. e) Electronic votes received after the specified deadline shall be deemed invalid.

(6) For the purpose of complying with the provision set forth in Section 5 (a), the Senate and the Senate Committees shall vote electronically in Neptun, using the UniPoll questionnaire editing system. The Secretary of the body in question or the Senate shall send the invitation to vote to the members of the the body in question by e-mail as well, providing the necessary information and indicating the legal time limit set for exercising their right to vote. Voting rights can be exercised by clearly indicating the vote in the UniPoll system in Neptun. The Secretary of the body in question or the Senate shall register all incoming votes. No later than one working day after the expiry of the time limit for voting, the Secretary of the body in question or of the Senate or the person(s) appointed by the President of the body in question shall determine the decision taken and the voting rate, and shall draw up the minutes of the decision. During the vote, the expressions 'I agree', 'I do not agree' and 'I abstain' are listed below the draft decision. The vote is valid when the appropriate expression is clearly indicated. An electronic vote from which the intention of the voter cannot be clearly established - in particular where the voter has marked several answers or none of them, - or the identity of the voter cannot be established, shall be deemed invalid.

(7) The condition for the validity of electronic decision-making is that in the case of the Senate at least sixty percent of the members of the Senate, and in the case of the Conference of Heads of Departments, the President's Council, the Doctoral Boards and other committees, the number of members required by general rules cast thjeir vote and more than half of the voting members take a unanimous decision.

(8) Minutes must be drawn up of the decision made by videoconference and of the electronic decision-making, and the decisions of the board must be included in a resolution. The chairperson of the board or the person authorised by him/her shall inform members electronically of the decision taken in this manner and the voting rates thereof no later than within two working days after the decision has been made. The resolution shall also be made public in accordance with organisational and operational regulations.

(9) The first ordinary Senate meeting following the expiry of these Instructions shall hold a technical vote to confirm the resolutions of the Senate and the bodies in question adopted during the the emergency and the subsequent transitional period in accordance with these Instructions. If a previously adopted resolution of the Senate is not confirmed during this vote, the agenda item affected by the given resolution shall be placed on the agenda of the next Senate meeting.

DIFFERENT RULES APPLICABLE TO THE 'Academic Regulations for Students' DURING THE TRANSITIONAL PERIOD FOLLOWING THE LIFTING OF THE EMERGENCY

Section 4

(1) During the 2nd semester of the 2019/2020 academic year and the related final examination period, as well as with respect to the general admission procedure for 2020, Volume III of the Organisational and Operational Regulations of the Academy - Student Requirements System (hereinafter: SRS) shall be applicable with the exceptions specified in these Instructions.

I. Academic and Examination Regulations (AER)

(1) In the case of an examination described in Section 47 (2) (c) of the AER, the semester shall be deemed completed if

in the case of a practical main subject examination, a grade is given by the instructor of the subject,
in the case of a theoretical as well as a composition, applied composition, and electronic music media art main subject examination, an oral examintation takes places that consist of - based on the decision of the head of the department responsible for the main subject or the head of the department group appointed by him/her - assignments to be submitted electronically, online tests, as well as an oral examination involving simultaneous electronic video and audio communication (hereinafter jointly: videoconference),
in the case of other examinations, provided that the student's performance can be assessed on the basis of the mid-term performance, a grade is given, otherwise a written test is submitted electronically and an oral examination via videoconference takes place.

(2) In the case of a comprehensive examination described in Section 47 (2) (d) of the AER, a complex comprehensive examination described in point e) of the AER, and a final comprehensive examination described in point h) of the AER, the semester shall be deemed completed if

based on the decision of the head of the department responsible for the given comprehensive examination or the head of the department group appointed by him/her, assignments are submitted electronically, online tests are taken and an oral examination via videoconference takes place.

(3) The final lesson described in Section 64 of the AER shall take place via videoconference.

(4) The diploma examination described in Section 47 (2) (i) of the AER shall be completed by submitting a video recording made by the student outside the Academy building, with the sound and image recording device provided by the student, and the recording unedited with respect to each work / item.

(5) The diploma concert described in Section 57 (2) and (3) of the AER, based on the choice of the (former) student, may take place

a) by submitting a video recording made by the (former) student outside the Academy building, with the sound and image recording device provided by the (former) student, and the recording unedited with respect to each work / item, or
b) by performing the programme of the diploma concert in the building of the Academy.

(6) The diploma concert described in Section (5) (b) may take place without an audience, with the participation of maximum 1 piano accompanist. The piano accompanist can only be a Academy lecturer. The Academy strives to ensure that the piano accompanist participating in the diploma concert is involved in teaching the student's main subject, however, in view of the epidemic situation, the Academy may assign other piano accompanists to the diploma concert, mainly in order to protect the health of elderly or otherwise endangered lecturers.

(7) The Academy shall organise the diploma concert described in Section (5) (b) in such manner that does not require personal contact between the examinee and other persons. A distance of at least 1.5 metres shall be kept between the persons present. The members of the final examination committee shall follow the diploma concert from outside the Academy building via live video broadcast.

(8) In the jazz instrumentation and jazz singing specializations of the bachelor's degree programme for performing arts, the church music master's degree programme, and the chamber music artist specialization programmes, the diploma concert may be performed only in accordance with subsection 5 point (a).

(9) By way of derogation from Section (5), the diploma concert and the presentation of the diploma thesis as described in Section 57 (2) and (3) of the AER in the fields of composition, applied composition and electronic music media art of the bachelor's degree programme in creative arts and musicology, as well as the composition master’s degree programme and related specializations, shall be completed by submitting the sheet music of the diploma compositions electronically.

(10) The provisions of Sections (5) and (9) are not mandatorily applied to students of the composition master's degree programme and the related specializations, and for instrumental and vocal students who - on the basis of excellence - have been granted permission to hold their diploma concerts related to the final examination period of the 2nd semester of the 2019/2020 academic year in the Grand Hall. These students may, at their own discretion, complete their diploma concert as set out in Sections 5 and 9, respectively, or under the usual circumstances following the cessation of the epidemic situation.

(11) By way of derogation from the provisions of Sections (4)-(5), students of the master's degree programme in conducting, the master's degree programme in choral conducting and the choral conductor-teacher specialization in the musical arts programme can complete their diploma concert and diploma examination only after the cessation of the epidemic situation, under the usual circumstances.

(12) In the event that the requirements of the diploma concert and the diploma examination need to be amended due to the provisions set forth in Sections (4)–(5), the amended requirements shall be established by the head of the department or the head of the department group appointed by him/her, with the proviso that the application of the new requirements (i.e. a disproportionately short time available for preparation) should not be detrimental to the student. The new requirements must be such that the student's preparation can take place without meeting another person (i.e. a piano accompanist).

(13) The video recording described in Section (4) and Section (5) (a) must be such that the identity of the student can be established in a credible manner during the entire length of the recording. The Academy is entitled to check the compliance of the video recording with the conditions set forth in these instructions. Beyond these conditions, the technical quality of the recording will not affect the assessment of the student’s performance.

(14) The dissertation and the portfolio described in Sections 57 (2) and (3) of the AER shall be submitted only electronically, with the proviso that the paper-based submission of the dissertation and the portfolio shall take place after the cessation of the epidemic situation.

(15) The opportunity to inspect the dissertation and portfolio as described in Section 61 (10) and Section 63 (3) of the AER shall be provided only electronically.

(16) Defending the dissertation and the portfolio, as described in Section 57 (2) and (3) of the AER, the complex oral examination as well as the complex teacher examination shall be completed via videoconference.

(17) Lecturers and members of the final examination committee shall carry out their non-public discussions aimed at the assessment of examinations, comprehensive examinations, comprehensive final examinations, diploma examinations and final examinations via videoconference.

(18) Section 47 (12) and Section 58 (2) of the AER concerning the public nature of diploma examinations and diploma concerts, and Section 63 (1) concerning the public nature of thesis defense shall not be applied.

II. Admission Regulations (AR)

(1) The entrance examinations described in Section 5 (1) of the AR in the general admission procedure for 2020 shall take place without a personal presence, using the examination methods based on electronic communication as specified in Annex 7 of the SRS, which annex has been amended due to the emergency situation declared as a result of the coronavirus epidemic (hereinafter: Annex 7). Annex 7 contains only the courses that the Academy plans to launch in the 2020/2021 academic year, courses where the professional knowledge and suitability of applicants can be judged via the admission examination based on electronic communication applied as a result of the coronavirus epidemic situation.

(2) The videoconference method of examination referred to in Annex 7 shall be understood to mean the simultaneous video link between one applicant and one lecturer, one applicant and several lecturers, several applicants and one lecturer and several applicants and several lecturers.

(3) The details of the examination methods specified in Annex 7 (communication channels, IT systems, programmes, formal and other requirements related to video recordings) shall be published by the Academy on its website together with the entrance examination requirements. In the event of an unexpected technical reason or a serious reason arising as a result of the epidemic situation, the head of the department responsible for the given examination course may, with the consent of the President, amend the method of examination with respect to all applicants for the given course or, in exceptional and justified cases, to individual applicants (i.e. a confirmed illness occurring at a previously set time, or an unexpected failure of the means and services ensuring electronic communication). Such an amendment must ensure equal opportunities for all the applicants applying for the same training.

(4) Section 5 (15) of the AR on the public nature of entrance examinations shall not be applied.

(5) The members of the admission examination committees shall carry out their non-public discussions and assessments related to the admission examination via videoconference. In cases where the members of an examination committee evaluate the performance of the candidates separately, the evaluation (score) is communicated in writing, electronically to the competent department administrator.

(6) In the course of providing information as described in Section 5 (16) of the AR, the Department of Education and Study shall inform the applicant of the electronic communication channels as well as the IT systems and applications to be used for the entrance examinations. If the necessary technical equipment is not available to the applicant, he / she must indicate this to the Department of Education and Studies. The Academy shall inform the student without delay about possible alternative electronic and / or IT options. If an alternative option is not available for reasons beyond the Academy's control, the Academy is not obliged to provide the opportunity for the entrance examination.

DIFFERENT RULES OF THE 'Academic Regulations for Students' APPLICABLE TO DOCTORAL TRAINING DURING THE TRANSITIONAL PERIOD FOLLOWING THE LIFTING OF THE EMERGENCY SITUATION

Section 5

(1) In the 2nd semester of the 2019/2020 academic year and during the 2020 doctoral admission procedure, the Doctoral Academic of the SRS and the Study and Examination Regulations of Doctoral Training shall apply with the exceptions specified in these instructions.

I. Doctoral Programme Regulations (DPR)

(1) Deadlines pursuant to Section 19 (4) of the DPR on registration for complex examinations, Section 23 (2) on the submission of applications for thesis defense proceedings, and Section 24 (4) on the submission of a doctoral dissertation are dormant during the time of the emergency, meaning that the calculation of deadlines is suspended on the date on which the emergency situation is declared. Once the emergency has been lifted, the calculation of the deadlines will resume. For the comprehensive examination and dissertation submission deadlines specified in the degree procedures initiated by the doctoral candidates of the previous doctoral training system, the suspension of the deadline calculation shall apply as set forth above.

(2) The workshop discussion described in Section 22 of the DPR shall take place by electronic means providing simultaneous video and audio communication (hereinafter: videoconference) or, after the cessation of the epidemic situation, under the usual circumstances. If the workshop discussion is held by videoconference, the draft dissertation must be submitted for the workshop discussion only electronically.

(3) The presentation of the masterpiece described in Section 26 (2) and Section 28 (2) of the DPR may be performed only after the cessation of the epidemic situation, under the usual circumstances.

(4) The complex examination described in Section 22 of the DPR can only be completed in the period set forth in Section III (4) or after the cessation of the epidemic situation, under the usual circumstances.

(5) The defense of a doctoral dissertation in the framework of a public debate as described in Section 28 (6) of the DPR may be performed at the Department of Musicology of the Doctoral School, based on the choice of the PhD Doctoral Board:

a) via videoconference, or
b) after the cessation of the epidemic situation, under the usual circumstances.

(6) The defense of a doctoral dissertation in the framework of a public debate as described in Sections 26 and 28 of the DPR may be performed in the music department of the DS after the cessation of the epidemic situation, under the usual circumstances.

7) The doctoral comprehensive examination to be completed during the degree procedure of the doctoral training of the previous system may take place, based on the choice of the doctoral council of the scientific field:

a) via videoconference, or
b) after the cessation of the epidemic situation, under the usual circumstances.

(8). The videoconference described in Sections (2), (5) and (7) between the candidate and the members of the committee may take place in such manner as to clearly ensure the committee that the answers to the questions asked come from the candidate. The public nature of a debate conducted in this way should also be ensured by announcing the debate in advance, so that anyone has the opportunity to join the debate. Furthermore, the technical possibility for committee members to vote by secret ballot should also be ensured. It is forbidden to make a recording of the videoconference.

III. Academic Regulations for Doctoral Students (ARDS)

(1) The entrance examination described in Section 8 (1) and (2) and Section 9 of the ARDS may be completed by submitting a video recording, assignments to be submitted electronically, an online test and an oral examination conducted via videoconference.

(2) During the organisation of the entrance examinations, the Secretariat of the DS shall inform applicants of the electronic communication channels and the IT systems and applications to be used for the entrance examinations. If the necessary technical equipment is not available to the applicant, he / she must inform the Secretariat of the DS. The Secretariat of the DS shall, without delay, inform the applicant about possible alternative electronic and / or IT options. If an alternative option is not available for reasons beyond the Academy's control, the Academy is not obliged to provide the opportunity for the entrance examination.

(3) The opportunity to inspect the entrance examinations pursuant to Section 11 (2) and (3) of the ARDS shall be provided only by electronic means.

(4) In a deviation from Sections 31 and 36 of the ARDS concerning the schedule of the academic year, the Doctoral School shall organise the complex examinations between 1 and 20 September and the re-take examination period will be held between 21 and 30 September.

(5) The examinations described in Section 36 (3) of the ARDS shall be completed, based on the decision of the lecturers of the given courses / subjects or the leaders of the practicals (seminars), with assignments to be submitted electronically, online tests and an oral examination conducted via videoconference.

(6) If a video recording is submitted, it must be such that the identity of the student or candidate can be established in a credible manner throughout the length of the recording and the recording must be unedited with respect to each work / item. The Academy is entitled to check the compliance of the video recording with the requirements set forth in these instructions. Beyond these requirements, the technical quality of the recording will not affect the assessment of the performance.

(7) The members of the expert committee appointed by the DS shall carry out their non-public discussions and assessments of the doctoral comprehensive examination, the workshop discussion and the thesis defense procedure conducted via videoconference in the framework of videoconferencing.

FINAL PROVISIONS

Section 6

(1) In matters not regulated in these Instructions, the provisions of the latest effective legislation and internal regulations shall apply.

(2) The President's Council and the President of the University Doctoral Board are hereby authorised to make extraordinary decisions, where appropriate, under these Instructions with regard to issues not regulated by these Instructions that arise in connection with the smooth organisation of study and examination requirements, the final examinations and the entrance examinations, which issues require immediate resolution or a resolution within no more than 48 hours and which are primarily of operative nature. The decision may not be contrary to legal provisions or to the equal opportunity of (former) students or applicants.

(3) These Instructions shall enter into force on 18 June 2020 and, with the exception of Section 3, shall remain in force until the conclusion of the 2nd semester of the 2019/2020 academic year and the related examination period, final examination period as well as the 2020 general and doctoral admission procedure. Section 3 of the Instructions is effective until 31 August 2020.

Budapest, 18 June 2020

Dr. Andrea Vigh
President