Before your arrival

AGRO

Information Covid-19 in Belgium and at UCLouvain

1. Admission and registration of exchange

2. Registration approval

3. Documents to be brought with you

4. Housing

5. International Students' day

 

1. Admission and registration of exchange

A. Once you have been selected by your home Insitution

Admission and registration of exchange students are organized by the Faculty. The Faculty will only accept students from universities with a pre-established exchange agreement.

Once you have been selected by your home Institution your institution will nominate you in our online platform. You will then be invited to upload the following documents in the online platform (at the latest on May 1st (1Q) or November 1st (2Q)):

  • A copy of your passport or ID Card where your nationality appears clearly;

  • Your ECTS Learning Agreement completed and signed by yourself and the academic coordinator of your home institution (importantplease make sure to check the schedules of the courses before to send us your learning agreement see point B.);

  • Your transcript of records of all the previous years of Higher Education;

  • A certificate of your French level (≥ B1) and a certificate of your English level (≥ B1);

  • The student application form duly completed and signed by your institution;

  • The document "regulations-private life" (to be signed);

We ask you to upload the documents at the latest on May 1st (1st semester) or November 1st (2nd semester).

B. Useful documents/links
How to check your schedule?
Here is the link to access the tool: http://horaire.uclouvain.be/direct/index.jsp (User: etudiant Password: student)
(Projet : 2023-2024
Semaine : Choose in the tabs, the week to display
Different searches are possible :
by Etudiants
by Enseignants
by Auditoires
by Cours
Additional informations :
Etudiants = année d'études
A course code marked with -1 (ou -2, -3, ...) means that it is a lecture (ex. : LBIR1150-1)
A course code marked with _Ex1 (ou _Ex2, _Ex3, ...) means that it is an exercise session (ex. : LBIR1110_Ex1)
A course code marked with _Labo1 (ou _Labo2, _Labo3, ...) means it's a lab session. (ex. : LBIR1121_labo1)
You wish to include a year of study and a course together in the planning? Select the year of study and by holding down the "CTRL" key, select the course code. The schedules will overlap)

2. Registration approval

As soon as your file is complete, the International office will forward your file to the Registration Department (Service des inscriptions) which will send you an e-mail to your personal address indicating the procedure to follow to activate your global account and thus have access to your virtual desk and other functionalities offered to registered students.

All the official documents made available to the student will mention his or her status as an exchange student.
The registration certificate can be printed from the virtual desk as well as any other document available to you mentioning your exchange status and the start and end dates of the exchange.

For non-European students who need a visa: the registration certificate available on the virtual desk allows you to obtain a visa. The certificate will mention the start and end dates of the exchange. 
Non-European students will present their visa to the administrative coordinator of the exchange upon arrival.

You will receive an e-mail as well with the procedure to order your access and student card (photograph to upload).

3. Documents to be brought with you

  • Your ID or passport;
  • The document from your university proving that you are an exchange student;
  • The proof of your health insurance;
  • Your Schengen D visa if you need it.

4. Housing

There are several possibilities to find housing in Louvain-la-Neuve.
The best way to participate in student life is to live on the campus itself. Indeed, Louvain-la-Neuve is an unusual pedestrian campus with more than 19 000 students and 20 000 inhabitants.
Due to housing constraints, we strongly advise all the students to reserve their room well in advance through the UCL housing service (Service des Logements -LOGE). Indeed, all the student rooms are assigned on a “first come-first served” basis, so it is in your own interest to send your housing request form as soon as possible!
 
How to book a room in advance with the UCL housing service
It’s an ONLINE procedure via https://uclouvain.be/en/study/accomodation
  1. Click on ‘Louvain-La-Neuve
  2. Click on ‘Exchange student’
  3. Complete ‘online accommodation request’
For the "Housing application" in the field "Provenance" select "exchange student"
 
Contact Housing service : inforlogementlln@uclouvain.be  
 
Do not hesitate to extend your search beyond Louvain-La-Neuve, to Ottignies, Wavre, Brussels for example, if you cannot find accommodation in Louvain-La-Neuve.
Please pay attention to the administrative procedures with private owners to avoid any abuse.
 
Temporary/alternatives accommodation are proposed in our Faculty welcome guide.
 

5. International Students' day

We will welcome the students for the second semester of the academic year 2023-2024 during our International Students' day on February 2nd, 2024 click here. Details will be available soon !