Unless otherwise specified in the text, the following measures are effective on all campuses beginning October 15, 2021 and continuing until new arrangements are announced (view summary page here)
General health measures
Measures related to mask-wearing, physical distancing and hygiene are specified on these pages.
Measures in force
General working conditions
Workplace
On the sites of LLN, Mons, Tournai and Charleroi
The return of face-to-face work is in effect.
At UCLouvain, telework is structurally anchored in a collective labor agreement. This agreement foresees, for a person working full time, the possibility to telework up to two days per week, with the agreement of his/her manager. All information is available at: https://intranet.uclouvain.be/fr/myucl/travailler/teletravail.html.
In the context of face-to-face work activities, the general sanitary rules must be respected (see below) and in particular the wearing of masks.
On the Brussels sites (Woluwé and Saint-Gilles)
Telecommuting is highly recommended, unless it is impossible due to the nature of the function performed or if it is necessary to guarantee the continuity of the University's missions.
In the context of face-to-face work activities, the general sanitary rules must be respected (see below) and in particular the wearing of a mask.
General health measures
https://uclouvain.be/fr/decouvrir/mesures-sanitaires-a-l-uclouvain.html
Group activities
Working meetings (including deliberations)
Face-to-face working meetings are permitted, subject to the general health measures (see above).
Learning and evaluation activities (including master thesis defenses, private defenses and public defenses of theses)
- All learning and assessment activities can be carried out face-to-face.
- Where hybrid-flexible mode makes sense and is useful, it can be validated by the relevant programme committee.
- Auditoriums, classrooms and laboratories can be filled to capacity.
- In the auditoriums and classrooms, the wearing of a mask is mandatory for students. The teacher or speaker is exempt from this requirement, provided that a physical distance of at least 3 meters is maintained between him or her and the students, except when moving around the room.
Where the wearing of a mask or other fabric alternative is not possible for medical reasons, a face shield must be used. Persons who, because of a disability certified by a doctor, are unable to wear a mask, cloth alternative or face shield, are exempted from wearing a mask or mask alternative. - Internships take place in accordance with the health rules and regulations applicable to the sector of activity.
- Laboratories are occupied in compliance with the health regulations applicable to the sector of activity.Activities involving practical work are carried out in compliance with the rules applicable to the sector of activity concerned.
- The premises will be ventilated as often as possible, windows are ajar during activities and fully open during breaks.
- Wherever possible, doors should be left open to reduce the use of handles and to ventilate.
- The general health measures must be respected (see above).
Scientific and other professionel events
Scientific and other professional events can be held in person.
On the sites of Louvain-la-Neuve, Mons, Tournai and Charleroi, until 31 October 2021 included
If the event takes place indoors and gathers less than 500 people, the general sanitary measures are applicable, except for the physical distancing, and the horeca activities are allowed. The Covid Safe Ticket cannot be applied.
If the event takes place outdoors with less than 750 people, the general sanitary measures do not apply and catering activities are allowed. The Covid Safe Ticket cannot be applied.
If the event takes place indoors with 500 or more people or if it takes place outdoors with 750 or more people, the Covid Safe Ticket is optional. If the Covid Safe Ticket is applied, the general sanitary measures and the catering rules do not apply. If the Covid Safe Ticket is not applied, the general sanitary measures are applicable and, in case of catering activities, the following measures are applicable:
- Tables are arranged in such a way as to guarantee a distance of at least 1.5 meters between tables, except on the open terrace where the tables are separated by a plexiglass wall or an equivalent alternative with a minimum height of 1.8 meters;
- A maximum of eight people per table is permitted, excluding children up to and including the age of 12; one household may share a table regardless of the size of that household;
- Only seating at the table is permitted;
- Each person must remain seated at his or her own table, except for serving himself or herself at the buffet and except for the playing of coffee and games of chance;
- At least one side of the patio shall be open at all times in its entirety and shall provide adequate ventilation.
Furthermore, if the event is held indoors with 500 or more people or if it is held outdoors with 750 or more people, prior authorization from the competent local authority must be obtained, regardless of whether or not the Covid Safe Ticket is applied. To this end, the organizers will contact the UCLouvain facilitator (facilitateur@uclouvain.be) prior to any organization, who will centralize and transmit the requests to the local authorities on behalf of UCLouvain. The organizers will complete the CERM (COVID Infrastructure Risk Model) that will be requested by the local authorities (https://www.covideventriskmodel.be/).
On the sites of Woluwé and Saint-Gilles from October 15, 2021 and on all the sites from November 1, 2021
If the event takes place indoors with 50 or more people, or if it takes place outdoors with 200 or more people, the Covid Safe Ticket is mandatory. The general sanitary measures and the catering rules do not apply.
If the event takes place indoors with less than 50 people or if it takes place outdoors with less than 200 people, the Covid Safe Ticket is optional. If the Covid Safe Ticket is applied, the general sanitary measures and the catering rules do not apply. If the Covid Safe Ticket is not applied, the general sanitary measures are applicable as well as, in case of catering activities, the following measures:
- Tables are arranged in such a way as to guarantee a distance of at least 1.5 meters between tables, except on the open terrace where the tables are separated by a plexiglass wall or an equivalent alternative with a minimum height of 1.8 meters;
- A maximum of eight people per table is permitted, excluding children up to and including the age of 12; one household may share a table regardless of the size of that household;
- Only seating at the table is permitted;
- Each person must remain seated at his or her own table, except for serving himself or herself at the buffet and except for the playing of coffee and games of chance;
- At least one side of the terrace shall be open at all times and shall provide adequate ventilation.
Practical information regarding the application of the Covid Safe Ticket is available at https://uclouvain.be/en/discover/staff-resources.html.
Remarks
In addition to the Covid measures, all events held on public property require prior authorization from the municipality. In this respect, it is important to respect the deadlines:
- Ottignies-Louvain-la-Neuve: 40 days (https://www.olln.be/fr/ma-ville/services-au-public/fetes-manifestations/organiser-un-evenement)
- Woluwe-Saint-Lambert: 10 to 40 days (https://fr.woluwe1200.be/cellule-evenements-et-fetes)
- Saint-Gilles : 20 to 30 days (https://stgilles.brussels/services/evenements/)
- Tournai : 30 to 90 days (https://www.tournai.be/organiser-un-evenement.html)
- Mons : 30 days (https://www.mons.be/que-faire-a-mons/evenements/organiser-un-evenement/demarches-evenements/organiser-un-evenement)
Information : facilitateur@uclouvain.be
Extracurricular student activities
The activities are organised per the existing protocols (sport, catering, culture, etc.) according to the Region concerned (Walloon Region and Brussels-Capital Region).
https://intranet.uclouvain.be/fr/myucl/cvrc/coronavirus-protocoles.html).
Infrastructure access
Libraries and Learning Centers
100% occupancy is possible. Wearing a mask is mandatory. Access details (including hours) are specified on the libraries and Learning Centers website.
Computer rooms
100% occupancy is possible. Wearing a mask is mandatory.
University restaurants
Details are available on the Restos U website.
MuséeL
Details are available on the MuséeL website.
International
Staff business travel
The following provisions also apply to PhD students, who are, for the purposes of international mobility, considered staff members irrespective of their source of funding.
Business travel is permitted provided that at the time of booking transport and accommodation AND at the time of departure:
- Belgian Foreign Affairs authorises travel abroad for scientific and/or educational purposes (https://diplomatie.belgium.be);
- the countries of destination and transit, if any, authorise the entry into their territory of persons coming from Belgium for the purpose of scientific and/or educational activities (https://diplomatie.belgium.be/fr/Services/voyager_a_letranger/conseils_par_destination).
Travellers should follow the health measures in force in the host country and on return to Belgium (including Covid-19 testing and quarantine provisions), see https://diplomatie.belgium.be/fr.
As a reminder, UCLouvain’s insurance policies do not cover the consequences of an illness abroad. It is therefore important to check the conditions of coverage in the destination country with one’s
mutual insurance agency, health care insurer, hospitalisation insurer, life insurer or any other organisation that would intervene on one’s behalf.
Belgian travellers are strongly advised to register at https://travellersonline.diplomatie.be/ to take advantage of local consular services. It is also advisable to ensure that the mandatory quarantine conditions on return do not interfere with planned professional activities.
Note that the usual procedure for business travel to risk countries (including for reasons other than Covid-19) still applies. Therefore, any travel to an area considered a red zone by the French Ministry of Foreign Affairs (https://www.diplomatie.gouv.fr/fr/conseils-aux-voyageurs/conseils-par-pays-destination/, see the map at the bottom of the “security” tab) requires authorisation from the rector (see: https://intranet.uclouvain.be/fr/myucl/administrations/adfi/voyages-a-l-etranger-0.html).
Student travels as part of an academic activity
Study trips are allowed within and outside Europe, subject to:
verification that mobility is appropriate in view of the health situation in the destination country and the risks involved;
- the agreement of the UCLouvain faculty and the host institution (if applicable);
- and at the time of booking flights and accommodation AND at the time of departure:
- Belgian Foreign Affairs authorises travel abroad for scientific and/or educational purposes (https://diplomatie.belgium.be/fr);
- the countries of destination and transit, if any, authorise the entry into their territory of persons coming from Belgium for the purpose of scientific and/or educational activities (https://diplomatie.belgium.be/fr/Services/voyager_a_letranger/conseils_par_destination).
Attention
Students interested in mobility should contact their faculty to check all the departure conditions.
Note that departure restrictions independent of the Covid-19 health situation may apply (e.g. war risk areas).
When departure is authorised, it is essential to:
- take out travel insurance adapted to global health circumstances;
- register at https://travellersonline.diplomatie.be/ to benefit from local consular services (for Belgian nationals);
- follow the health measures in force in the host country and on return to Belgium (including Covid-19 test and quarantine provisions), see https://diplomatie.belgium.be/fr.
Further information for students: https://intranet.uclouvain.be/fr/myucl/administrations/adri/restrictions-destination-etudiant.html.
Further information for student mobility officers: https://intranet.uclouvain.be/fr/myucl/administrations/adri/restrictions-destination-etudiant.html.
Welcoming persons from abroad
International students and visitors are welcome. Their access to the territory will depend on border control in their country, in transit countries and in Belgium.
They will follow the health measures in force at the University and in Belgium (including possible self-quarantine measures, see https://diplomatie.belgium.be/fr).
It is important to ensure that the inviting party sends institutional information on the measures taken to limit the spread of the virus and the possibilities of access to care in Belgium. We count on the collaboration of everyone to help make this information accessible.
Staff returning from abroad
Staff members returning from abroad are urged to respect the recommendations issued by the Belgian Ministry of Foreign Affairs.
Additional information
When a staff member shows symptoms of Covid-19 and/or is found to be a carrier of the virus, he or she can no longer go to work and shall immediately inform his or her line manager of the absence. If teleworking is not possible, the staff member cannot work and must acquire a medical certificate.
When a student tests positive for Covid-19, he or she must be placed in isolation for a minimum of ten days and inform the university of his or her positive test by completing this form: https://docs.google.com/forms/d/e/1FAIpQLSc618seHpJLS4vg4I4CZpAujX3nj2F_r1ghArCJktGLUP9a-A/viewform.
Individuals who are frail or who have been in close contact with infected individuals are advised to contact their GP to find out what steps to take.
The Radiation Protection and Safety Department (SERP) will oversee correct application of the above provisions. SERP can also provide advice on request and on the spot regarding the implementation of the above measures and the possible use of protective screens (contact: personnel-sante@uclouvain.be).
Contact and additional information:
- General information: www.uclouvain.be/covid
- Exams: www.uclouvain.be/examens
- Bachelor’s and master’s students: aide-sante@uclouvain.be
- PhD students and staff: personnel-sante@uclouvain.be
- Workplace health measures