Frequently asked questions KU Loket (2024)

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Frequently asked questions regarding KU Loket administrative portal

Information for: KU Leuven Association staff, KU Leuven staff, KU Leuven students

» 1. What is KU Loket?

The KU Loket is KU Leuven’s administrative portal.
KU Loket is primarily an access point to web applications within the framework of administrative processes. By logging in once, you have access to all applications within the portal.
The KU Loket is personalised to each individual user.
You must log in with your username and central password. Depending on your position(s) within the organisation (employee, student, credit manager, professor, etc.), you will be offered different applications and information.
The KU Loket is accessible via a web browser.
The KU Loket does not require the installation of additional software and is accessible via web browser, wherever you are in the world, and on any PC.
KU Loket doesn’t just provide pages and reports to consult, it also provides ‘self-service applications’ where you can enter data or start processes.
The transactions made available are primarily aimed at the occasional user and can be used without training or with simple instructions.

» 2. How do I start up SAP GUI (Graphical User Interface)?

SAP GUI(Graphical User Interface) must always be started via the KU Loket.

» 3. After entering my username and password, I receive: ‘Permission denied for’

Error message: Server / instance: webwsp.aps.kuleuven.be / par604__98 * Tijdstip: Sun Mar 14 09:51:29 2010 * Fout: -13 - permission denied for

Clear the cache & cookies in your browser and open KU Loket via the following link: https://webwsp.aps.kuleuven.be/irj/portal
Adjust your bookmark in your favourites.

» 4. After opening a folder in the KU Loket menu, the text ‘Loading’ appears and nothing happens.

Your KU Loket session has expired. Restart KU Loket (you can click the ‘refresh’ button of the browser to do this) and log on again with your central KU Leuven account.
Clear the cache & cookies from the web browser.

» 5. I have both a student user name (m-, s-, r-number) and a staff user name (u-number). Which should I use?

Log in for student applications (my student file, my timetable, my study programme, etc.) with your student username (m-, s- or r-number).
Log in for staff applications (my data, my leave, my professional expenses, etc.) and any other functions at KU Leuven (credit manager, professor, department head, etc.) with your staff user name (u-number).

At present it is not yet possible to gain access to ALL applications using a single username (for users with two usernames). Our apologies for this inconvenience.

» 6. How can I change my KU Loket password?

Your password for KU Loket and all other KU Leuven applications are your central password. If you have forgotten your password, you can use the standard ‘forgot password’ options on account.kuleuven.be. If this doesn’t work, please contact the ICTS Service Desk.

» 7. Why doesn’t a specific application in my KU Loket appear?

KU Loket is personalised for you depending on your username and the access rights linked to it, which means that a colleague may have certain applications that you do not have.

» 8. What web browsers/platforms does KU Loket support?

You can check the page browser support at KU Leuven for information regarding which webbrowser are supported for KU Loket.

» 9. I receive a notification saying that accepting cookies is required.

KU Loket applications use cookies (small, temporary files on your PC) to store and pass on data. If your browser does not allow cookies, it is impossible to use the web applications (this even includes logging in to KU Loket).

» 10. I receive a notification saying that I use a pop-up blocker.

Several KU Loket applications use pop-ups (small browser windows) where a selection can be made or information can be displayed. To resolve this issue, add ‘*.kuleuven.be’ to the list of websites for which your pop-up blocker allows pop-ups.

If you work with a Mac computer and use Safari, you should deactivate the pop-up blocker. Go to Safari settings to deactivate the pop-up blocker.

Safari --> Preferences --> Security --> turn off ‘Block pop-up windows’.

» 11. IIn which languages is KU Loket available?

For staff:

KU Loket is available in Dutch with some parts available in English. The My info, My professional expenses and My leave sections are available in English. An English-language manual is provided for some applications (click the UK flag button).

For students:

KU Loket is fully available in two languages (Dutch & English). By default, you will see KU Loket in the language that you indicated as your communication language on initial registration.

You can change your language via the NL & EN buttons at the top right.

» 12. My timetable does not appear when clicking the link in Toledo or KU Loket.

Your timetable is filled in with data from the ISP (Individual Study Programme).
As soon as your ISP has been completed & approved by your ISP manager, the courses will also be known, and your timetable should normally also reflect this.
Students for whom there is not yet an ISP cannot therefore have a timetable.

First ensure that your ISP has been completed & approved.

Please note: When logged in to Toledo you can click through to your timetable. This is the My Timetable application in KU Loket.

» 13. How do I openKU Loket?

You can use the www.kuleuven.be/kuloket link to open KU Loket in one of the supported webbrowsers.