How do I change my enrolment and what are the deadlines ?
There are several ways for students to change their enrolment, each of which has a specific time frame.
Below, the Enrolment Office will explain the procedure to follow, if :
You wish to modify your enrolment?
You wish to make a reorientation during the academic year?
You wish to apply after 30 September?
You wish to withdraw from UCLouvain ?
Modification of enrolment
Up to and including 30 September, any student may, in compliance with the legal conditions of access and financeability, modify his or her registration, change course, add and/or delete a programme.
By way of derogation, this possibility is extended to students enrolled in the first year of the first cycle and is subject to a specific procedure:
- Modification of enrolment until 31/10 included
- Reorientation until 15/02 included.
The steps to be taken by the student concerned by one of the first three cases are described below.
Up to and including 30 September
For whom?
Students already enrolled at UCLouvain who wish to add and/or delete a programme in which they are registered.
How to apply?
The request to modify an enrolment must be made using the modification form, which must be filled in as explicitly as possible.
ATTENTION: Students of non-EU nationality and students of EU nationality who have a non-Belgian access degree must submit a new application online in accordance with the established registration calendar.
Special conditions for certain bachelor's degrees
Access to certain programmes is subject to special conditions:
- Admissions exam: First enrolment in a bachelor’s degree in engineering concentrating on either civil engineering or architectural engineering
- Limited enrolment (KINE, VETE, LOGO, MD, DENT): First enrolment in a bachelor’s degree in physiotherapy and rehabilitation, veterinary medicine, psychology and educational sciences, speech therapy, medicine and dentistry
- Entrance exam: First enrolment in a bachelor’s degree in medicine or dentistry
It is therefore only possible to change your registration for one of these programmes if ALL the entry requirements are met.
From 1 to 31 October inclusive
Who can apply?
Students already enrolled in the first year of a bachelor's degree at a higher education institution of the French Community of Belgium (UCLouvain or other).
Who is eligible?
A distinction must be made according to whether the student is already enrolled at UCLouvain or not:
-
Modification of internal enrolment (student already enrolled at UCLouvain):
A request to modify the enrolment of a student coming from UCLouvain must be submitted via the modification form available on the intranet.
-
Modification of external registration (student not yet registered at UCLouvain):
A request to modify the enrolment of a student coming from an external institution must be submitted via an online application to UCLouvain.
This request must be accompanied by the duly completed modification form, to which must be attached a certificate of regular enrolment with the external institution as well as proof of payment of the 50 euro to this institution.
Special conditions for certain bachelor's degrees
Access to certain programmes is subject to special conditions:
- Admissions exam: First enrolment in a bachelor’s degree in engineering concentrating on either civil engineering or architectural engineering
- Limited enrolment (KINE, VETE, LOGO, MD, DENT): First enrolment in a bachelor’s degree in physiotherapy and rehabilitation, veterinary medicine, psychology and educational sciences, speech therapy, medicine and dentistry
- Entrance exam: First enrolment in a bachelor’s degree in medicine or dentistry
It is therefore only possible to change your registration for one of these programmes if ALL the entry requirements are met.
Additional note
Students not covered by this procedure may apply for late enrolment, provided that their enrolment at the other institution is cancelled and there is no guarantee that their application will be accepted.
Reorientation
Who can apply?
Students already enrolled in the first year of a bachelor's degree at a higher education institution of the French Community of Belgium (UCLouvain or other).
When can I apply?
A request for reorientation can be submitted from 1 November to 15 February inclusive.
How to apply?
A distinction must be made according to whether the student is already enrolled with UCLouvain or not:
Internal reorientation (student already enrolled at UCLouvain):
A request for internal reorientation is similar to a request for programme modification. It must therefore be submitted using the modification form available on the intranet.
External reorientation (students not yet enrolled at UCLouvain):
A request for external reorientation must be submitted using the reorientation form, completed and signed. In addition to this form, a complete new application file must be submitted. This application must include your higher degree, a document from your home institution certifying that you are not in debt to it or proof that you have applied for a study allowance, proof of studies/activities for the previous 5 academic years and, if you are transferring after the January exams, a transcript of marks from your home institution.
Once this has been confirmed, and if you meet the conditions for this reorientation request, UCLouvain will inform the higher education institution you are leaving by sending them a copy of the reorientation form, duly completed and signed.
Special conditions for certain bachelor's degrees
Access to certain programmes is subject to special conditions. It is therefore only possible to reorientate oneself towards one of these programmes if ALL the access conditions are met. Below is a list of the programmes concerned:
- Admissions exam: First enrolment in a bachelor’s degree in engineering concentrating on either civil engineering or architectural engineering
- Limited enrolment (KINE, VETE, LOGO, MD, DENT): First enrolment in a bachelor’s degree in physiotherapy and rehabilitation, veterinary medicine, psychology and educational sciences, speech therapy, medicine and dentistry
- Entrance exam: First enrolment in a bachelor’s degree in medicine or dentistry
Late enrolment
The deadline for submitting an application is 30 September. After this date, it is still possible to submit an application via the late registration procedure.
Who can apply?
This procedure is only open to students who are not enrolled in a higher education institution (University, "Haute École" or "École supérieure de Arts") of the French-speaking Community of Belgium.
When can I apply?
A late application can be submitted up to and including 15 February.
How to apply?
From 1 October to 31 October inclusive:
- For students enrolled the previous year at UCLouvain: the late enrolment request must be submitted via the re-enrolment module accessible via the virtual office (Widget "My studies" - "Re-register at the university").
- For students who were not enrolled at UCLouvain the previous year: this request must be submitted via the online application form.
From 1 November to 15 February inclusive:
A request for late registration may be made to the Vice-Rector for Student Affairs if it is justified by exceptional circumstances and if academic approval has been granted by the host faculty
Special conditions for certain bachelor's degrees
Access to certain programmes is subject to special conditions:
- Admissions exam: First enrolment in a bachelor’s degree in engineering concentrating on either civil engineering or architectural engineering
- Limited enrolment (KINE, VETE, LOGO, MD, DENT): First enrolment in a bachelor’s degree in physiotherapy and rehabilitation, veterinary medicine, psychology and educational sciences, speech therapy, medicine and dentistry
- Entrance exam: First enrolment in a bachelor’s degree in medicine or dentistry
It is therefore only possible to register late for one of these programmes if ALL the entry requirements are met.
How do I withdraw from UCLouvain?
Depending on the time of year, the procedures and implications of withdrawal may vary. The Enrolment Service invites you to take note of the existing situations :
Cancellation of provisional enrolment by the student before 31 October
Any student, who has not yet paid the enrolment fee due, is provisionally registered.
If the student refuses to continue their studies at UCLouvain, he must notify the Enrolment Office in writing by 31 October of the academic year of registration at the latest.
In order to do so, the student must flll this form and send it back to the Enrolment Office by e-mail.
In this case, no enrolment fee is due and the year does not count in the student's higher education career.
UClouvain cancellation of provisional enrolment on 31 October
This provisional enrolment will be automatically canceled by the Enrolment Office if the enrolment fees due are not paid by the student as of 31 October of the academic year of registration.
In this case, no enrolment fee is due and the year does not count in the student's higher education career.
Student cancellation of provisional enrolment before 30 November
Any student who has paid the enrolment fees due is regularly registered.
If the student refuses to continue their studies at UCLouvain, they must notify the Enrolment Office in writing by 30 November of the academic year of registration at the latest.
In order to do so, the student must fill this form and send it back to the Enrolment Office by e-mail.
In this case, only 50€ of the enrolment fees are due and the year does not count in the student's higher education career.
Fees that are not refunded include those related to:
- sport activities;
- Solidarity Card;
- integratio weekend (UCLouvain Mons).
Withdrawal by the student from 1 December onwards
Cancellation requests submitted on or after 1 December of the year of registration will not be considered and enrolment will remain active.
A student can request a withdrawal of studies in order to, for example, register as a job seeker.
In order to do so, the student must fill this form and send it back to the Enrolment Office by e-mail.
Tuition fees must be paid to the university and the year counts in the student’s higher education career.
Fees that are not refunded include those related to:
- sport activities;
- Solidarity Card;
- Welcome week-end (UCLouvain Mons).
Forced deregistration for non-payment by UCLouvain on 1 February
On the absence of the collection of all enrolment fees due on 1 February of the academic year of registration, the Enrolment Office will be obliged to proceed automatically with the deregistration of the regular enrolment taken by the student for the academic year in progress.
The enrolment fees required remain due to the University and the year counts in the student's higher education career.
Fees that are not refunded include those related to:
- sport activities;
- Solidarity Card;
- Welcome week-end (UCLouvain Mons)