Vice rector for administrative simplification

We will appoint a vice rector responsible for administrative simplification, process optimisation, and reduction of internal complexity. This vice rector will lead university-wide reforms and serve as a structural link between central administrative services, faculties, and departments. Their tasks will include better aligning processes and systematically translating local needs into workable solutions at the university-wide level. The starting point is to map the KU Leuven organisation as a whole, at all levels, including all major administrative processes. Based on this, we will assess what works well and what does not. What can be improved? What is unnecessary? What requires more staffing? What can be simplified?

The ultimate goal is to work more efficiently and effectively, provide better support, and reduce workload. From this analysis, we will develop a multi-year reform agenda, implemented in phases and based on real work experiences, frequent surveys, and international benchmarks with other universities.

Concrete topics include the simplification of appointment procedures, alignment between KU Loket and other digital tools, automation of approval processes, harmonisation of programme structures, and the reduction of reporting obligations. Digital solutions like Robotic Process Automation, which have reduced workload and error rates at other institutions, will also be explored. The vice rector will form a team of process coordinators and change managers, with funding provided through rectoral policy resources and temporary innovation funds. Close coordination with the General Administrative Services, especially ICTS, will be essential. This team will operate through pilot projects and continuous feedback loops to test, adjust, and implement changes gradually. Interim reports to the Executive Board and Academic Council will ensure transparency.

AI-powered self-service helpdesk

We will develop an AI-powered digital assistant for students and staff, based on natural language processing (NLP). This "KU Leuven Assistant" will respond to simple questions about administrative procedures such as registration, leave requests, deadlines, resits, Erasmus procedures, and certificates. The tool will be multilingual, usable across the university, available 24/7 via the student portal and KU Loket, and provide direct access to accurate information or standard documents. For more complex queries, the assistant will automatically refer users to the appropriate service or create a support ticket. Responses will be drawn from central and faculty-level knowledge bases, and the system will continuously learn from user feedback. The initial phase will focus on HR, ethics committees, expense justifications, and education-related questions, with phased expansion into other areas. This AI chatbot will significantly improve the efficiency of university services, reduce the administrative workload, and enhance the user experience by delivering fast, context-sensitive answers.

Faculties, departments and campuses as organisational cornerstones

KU Leuven recognises the structural role of faculties, departments, and campuses as the university’s fundamental building blocks. This also applies to the leadership roles of deans, department heads, and campus coordinators and their respective boards. Therefore, there is no need for a reform of the university’s core structure.

In line with international insights into good university governance, we will enhance the strategic autonomy of these entities and provide them with sufficient policy space to set their own priorities, within an overarching university framework. We explicitly highlight the strategic role of faculties. For centuries, KU Leuven's faculties have formed the core of university policy. Over time, a structure has evolved in which departments, research units, and campuses also play increasingly context-specific roles. KU Leuven’s structure functions based on uniform and transparent agreements regarding collaboration between faculties, departments, and campuses. Group boards and group vice rectors play a coordinating role in aligning strategies and cooperation within and across academic groups. 

Strengthening internal collaboration and synergies

Each sub-entity must be able to make strategic choices in education, research, and staffing, aligned with its unique mission, scale, and thematic focus. However, this does not rule out that procedures and processes can become more efficient and effective through in-depth collaboration and shared expertise across faculty and departmental boundaries. Identifying such opportunities will also be a key task of the Vice Rector for Administrative Simplification, in close interaction with the relevant entities.

We will promote structural collaboration between faculties, departments, campuses, and administrative services through shared support structures, such as joint ICT services, education coordination, and HR platforms. To improve efficiency, we will establish agreements on shared space usage, project management, and coordination of administrative processes. Particular attention will be paid to processes spanning multiple services, which often cause unnecessary delays. To address this, we will create a transversal process management team chaired by the Vice Rector for Administrative Simplification. This team will identify bottlenecks, streamline task distribution, and establish temporary task forces for complex issues. Digital workflow tools will be used to track processes transparently and automate feedback cycles, with the aim of significantly reducing administrative turnaround times.

Campuses in full development

Our regional campuses are an essential pillar of KU Leuven’s presence throughout Flanders. They not only enhance the university’s societal role but also act as bridges to new student populations, local governments, and innovative research partnerships.

Kulak has shown for 60 years how strong local embedding, academic quality, and regional collaboration can go hand in hand. This model inspires the further development of campuses in other regions.

Within the broader regional structure plan, focused on West (Kortrijk, Bruges, Ghent), East (Antwerp, Sint-Katelijne-Waver, Geel, Diepenbeek), and Brussels, each campus will have the space to develop its own profile within KU Leuven’s strategic framework. This profiling takes into account regional needs and strengths, such as technological specialisation, local labour market opportunities, or societal challenges. We will build further on each campus’s specific strengths and aim for structural support in developing programmes, infrastructure, and collaboration with local stakeholders. We opt for a cross-faculty approach that is not limited to the faculties and disciplines already present on campus. As regional hubs, the campuses also serve as gateways to lifelong learning and strengthen KU Leuven’s visibility as a partner in economic, social, and cultural development across Flanders.