Obtaining certificates and cards

This card gives you access to UCLouvain libraries and other resources. It is valid for the duration of your course.

How to obtain and activate your access card

Your first access card will be sent by post to your legal address in Belgium or, failing that, to your place of residence in Belgium (with the exception of exchange students). If you do not have a legal address or residence in Belgium, you can collect your card from the Enrolment Office once it has informed you that your card is available.

All the information you need to activate, use and renew your access card is available on the Smartcard website.

Keep it in a safe place: a replacement card costs €20.

If you are both a UCLouvain student and staff member, you will have a special access card issued by the Personnel Department.

This card certifies your enrolment at UCLouvain. You must carry this card when you sit an exam. This card also gives you access to a host of cultural benefits. The student card is renewed each time you enrol or re-enrol.

How to obtain and activate your student card

• Before you pay your tuition fee, you will receive a provisional student card via your virtual office.
• Once your tuition fee has been paid, you will receive your definitive card by post (with the exception of exchange students, who must collect it from the Enrolment Office).

In the event of loss, a new card can be supplied on request by email to the Enrolment Office, up to a limit of twice per academic year.

Within a few days of your enrolment, you will receive an email indicating that you can download official certificates from your virtual office.

Three documents are available to you:

• notice of enrolment, together with a request to pay tuition fee;
• two certificates for public transport: the UCLouvain FASE number is required to acquire a pass for the train or bus service (all requests for a train pass must be completed with this form); these certificates are valid throughout the academic year.
• other certificates upon request.

Other certificates

At your request, the Enrolment Office can issue other certificates to meet specific needs:

• certificate of passing (e.g. an exam, a course);
• university attendance certificate;
• debt settlement certificate;
• certificate detailing the full university curriculum;
• certificate of valuation of period of study (for calculating retirement pension).

All requests of this type should be emailed to the Enrolment Office on the student’s campus. They must include the associated contact form, a copy of both sides of your identity document and your NOMA (to be included in the email subject line).

The faculties and PhD Field Committees (CDD) can issue:

• diplomas and diploma supplements (and any appendices);
• transcripts;
• certificates of enrolment and attendance required for paid educational leave.