How & When to apply

Principle

The status of exchange students strictly applies to persons studying at UCLouvain in the framework of bilateral agreements and admitted upon the basis of an ECTS Learning agreement. The registration of exchange students is free, covers one academic year, and is not renewable.
At the end of the period of study at UCLouvain, no official diploma or certificate whatsoever will be delivered to them, but an ECTS Transcript of records will be issued for the exclusive purpose of transfer to the home university of credits obtained at UCLouvain.

Process

Once your home university has nominated you at the Louvain School of Engineering (EPL) (see the ‘Nomination’ button), you must send in your complete application file within the deadlines (see the ‘Application’ button).

You will not receive an automatic email confirming receipt of your application email.
The EPL international mobility coordinator will reply to your email once she has checked all the documents included in your application file. Be patient.
For information, it takes up to 4 weeks to process each complete and compliant application file. If your proposition of Learning Agreement is refused, it might take longer.

Enrolment

• As soon as your application has been accepted and your file has been processed by the Enrolment Office, you receive an e-mail on your own personal address, which indicates the process to be followed to activate your global account and have then access to your virtual desk and other features offered to registered students.
• Once your virtual office is activated, you receive a new email explaining how to add a photo to your file for the creation of your access and student cards.
• Students who are nationals of countries outside the European Union (except for Iceland, Liechtenstein, Monaco, Norway, Switzerland) and non assimilated, all students who do need a visa will find on their virtual desk the standard form which indicates the start and end dates of the exchange ("Annexe 1") or will receive by mail the certificate of enrolment which will allow them to obtain their student visa (Schengen D).
• If students who are nationals of countries outside the European Union (except for Iceland, Liechtenstein, Monaco, Norway, Switzerland) and non assimilated already have a residence permit in another EU member state, EPL must send to the Immigration Office a file including the completed "Annexe 3" form and 4 other documents, in order to notify them of the students' presence on Belgian territory. To achieve this, students must send to epl-exchange@uclouvain.be the following required documents as soon as possible:
  1. a valid passport.
  2. a residence permit valid for the entire duration of the mobility period and issued as a student by the first Member State on the basis of Directive (EU) 2016/801.
  3. proof of health insurance covering risks in Belgium for the duration of the mobility period.
  4. proof of sufficient means of subsistence for the duration of the mobility period (see https://dofi.ibz.be/en/themes/ressortissants-dun-pays-tiers/etudes/favoris/sufficient-means-subsistence)

Arrival at UCLouvain

Upon arrival at UCLouvain, please attend the EPL Welcome Session organised by the Louvain School of Engineering (EPL).
To get your access card and student card at the EPL International Office, you will be asked to show your European Health Insurance Card (if you are a European student) or your health insurance certificate (if you are a non-European student).