University of the Arts Utrecht (HKU) improves creation and organisation of programme specifications with Docfield

A smarter approach to academic compliance

We’re proud to announce that the HKU University of the Arts Utrecht (HKU) has chosen Docfield to modernise how it creates and manages its Onderwijs- en Examenregelingen (OERs). In the Netherlands, these legally required documents combine key elements that are typically split across a programme specification and a set of academic regulations.These legally mandated documents define the rights and obligations of students and staff, and ensuring their consistency and clarity is crucial for every program offered by the university.
Each year, HKU publishes around 45 program-specific OERs based on a central model document. With growing complexity and a decentralized authoring process, the institution was looking for a smarter way to ensure high-quality, compliant documents without creating unnecessary work for staff.

From scattered editing to structured collaboration

Previously, OER creation involved manual document editing, versioning via email or SharePoint, and an unclear division of responsibilities. By implementing Docfield, HKU is moving to a fully digital, traceable process with reusable templates, role-based access, and clear deadlines all supported by Docfield’s smart editor and integrated approval flows.

Implementation starts in August 2025

The implementation kicks off in September and begins with setting up a robust, central template for the model OER. From there, all individual programs will generate their own versions directly in Docfield, using modular building blocks and predefined rules. The entire lifecycle, from drafting and internal review to publication and future updates, will now be managed in one secure, collaborative environment.
Future phases may also include broader use across policy documents, academic protocols, and more.

A word from HKU

“Docfield brings structure and calm to a complex process. Thanks to the pre-defined templates and version control, we collaborate more effectively and avoid mistakes.”

— Marjolein van Leuken, Education Coordinator, HKU

“With Docfield, we expect to simplify the creation of a high-quality programme regulation and complete it earlier. This benefits not only our organisation, but also the student.”

— Volkert Visser, Director of Education and Student Affairs, HKU

What this means for higher education

HKU joins a growing group of institutions that are transforming the way critical academic documents are managed. The move reflects a larger trend: from scattered Word files and email threads to smart, integrated platforms that improve compliance, save time, and reduce risks. Together with HKU, we are building a future-proof document process that works for both staff and students.

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