The status of exchange student is strictly reserved for people studying at UCLouvain in the framework of bilateral agreements under an ECTS Learning agreement. The Louvain School of Management is a Faculty of the Université catholique de Louvain (UCLouvain). The registration of exchange students answering to those conditions is free. At the end of the period of study at UCLouvain, no official degree or certificate will be delivered to the students. However, an ECTS Transcript of Records will be issued for the exclusive purpose of credit transfer by the home university of credits obtained at UCLouvain.
What are the 4 steps to apply at the LSM as an exchange student?
- Be nominated at the Louvain School of Management (LSM) by the home coordinator of your university
- Register at the Université catholique de Louvain (UCLouvain)
- Check for an accommodation & get to know the living costs
- Prepare your Learning Agreement
In order to apply to LSM, your university must have a mobility partnership with our university and the LSM. The existence of such an agreement is a mandatory requirement for the mobility and constitutes a guarantee for you to benefit from a high quality academic and administrative support services at UCLouvain. For more information about LSM academic calendar and course choice, click here.
Your home coordinator must nominate you on our Mobility Platform before the deadline. LSM launched the new online nomination platform in March 2020. Be aware the the process has slightly changed compared to what was required before that date.
The nomination deadlines are:
- April 20 for the Fall/1st term (EXTENDED DEADLINE due to COVID-19: May 15)
- October 20 for the Spring/2nd term
Your home coordinator will receive an automatic email when the platform opens in March to fill in a specific nomination form. If your home coordinator has a problem with the platform, they should contact the LSM Incoming Students Coordinator (email@example.com).
After the LSM Incoming Students Coordinator confirms the nomination on the platform, the student will receive an email inviting him/her to complete the next step online.
Additional documents needed: Visa application and/or grants
Chinese students residing in China will be provided with an APS Exemption Letter needed for the Visa application (usually sent directly to the home coordinator).
Before the student's UCLouvain registration is completed and upon specific request, an LSM Acceptance Letter can be provided to enable non-European students to start their Visa application. Be aware that this document is not the official proof of registration. The official document, the UCLouvain proof of registration, will be available to download at the end of July from your virtual desk MyUCL, the UCLouvain student account, directly after UCLouvain registration completion. Non-European students arriving in September will also get the "UCLouvain Authorisation d'inscription" by post (to their home address), another version of the UCLouvain proof of registration. Follow this link to know how to find official documents on MyUCL.
After students have been correctly nominated on the Mobility Platform, they need to complete their online file and UCLouvain's registration (enrollment to the university).
Complete their online file and upload the following documents on the Mobility platform by the application deadline:
- A photocopy of a valid passport or identity card (front and back)
- A copy of the Transcript of Records obtained in all previous years of higher education
In addition to uploading the following documents on the platform, students also need to send these documents by post to the LSM (do not staple the papers together):
- The Admission form completed and signed (issued at the end on the Mobility Online procedure)
- A printed copy of the passport or ID
- The "Doc_reglement_vie_privee_FR" (University regulations and data protection) manually signed (an English version is available only for information; make sure you manually sign the French version)
- The access card document + 1 colour passport-size photo with your name written on the back (official originals ID picture with white background).
The student registration deadlines are:
- May 15 for the Fall/1st term (EXTENDED DEADLINE due to COVID-19: May 31)
- November 15 for the Spring/2nd term
Address to send your documents:
Mr Pierre Spineux - International Affairs Office
UCLouvain, Louvain School of Management
1, Place des Doyens
In order to apply for a Visa, you need the official UCLouvain Proof of Registration, which will be available on the student’s intranet account after UCLouvain registration completion. In the meantime, you can start your application using the official UCLouvain Admission Letter, UCLouvain Authorisation d’inscription, that will be sent by the Registrar Office BY EMAIL (email mentioned in your online application). Chinese students residing in China should also have received (by email directly from their coordinator) their APS Exemption Letter.
Important information for Non-European students:
Visa application should be started AS SOON AS POSSIBLE as it may take up to 60 days to complete the full process.
Note that :
- Students with dual nationality (European & Non-European) will be considered by UCLouvain as European students.
- ASP Student Visa (long term Visa) is compulsory in order to register at UCLouvain and at the City Hall.
- Chinese students coming from China are EXEMPTED from the ASP Certificate by showing the APS Exemption Letter that the LSM sent after their nomination.
- Download your UCLouvain proof of registration needed for your Visa application. Follow this process to find your UCLouvain official documents.
Non-European students arriving in September will also get by post (to the home address) another format of the UCLouvain proof of registration as the one available from the UCLouvain student account will only be available at the end of July.
In case you need to start your Visa application process before your UCLouvain account is activated, you can start it based on the LSM Acceptance Letter that you can specifically request to the LSM Incoming Student Coordinator.
Refer to UCLouvain Enrollment Office page for more information about the UCLouvain Registration procedure.
Some embassies request you to open a local bank account, also called “Deposit Account”. For this purpose, you need to contact Mr. Ait Belaid at firstname.lastname@example.org and Mrs. Geneviève Thomas at email@example.com.
They will give you the bank details where you will have to deposit 642 € per month of stay. As soon as the money is received, they will send you an official document to be sent to the Belgian Embassy. You will be refunded this money before the end of your stay.
Students will get an automatically generated email from the UCLouvain Office of the Registrar with their UCLouvain ID (called “NOMA”) as soon as their account UCLouivain account MyUCL is ready to be activated. All students will receive the email for the activation of their UCLouvain account by end of June, for an exchange during the fall semester, and end of December, for an exchange during the spring semester (if their file has been submitted on time). However, for students coming during the Fall smester, the account will only be accessible as of mid-July. For students coming during the Fall semester who need a document before mid-July (date around which you will be able to access MyUCL), the Office of the Registrar will send you an Admission Letter (Autorisation d'inscription) by email.
You can activate your UCLouvain account using this link (write your “NOMA” in field 2 & your date of birth in the format dd month YYYY in field 3). You will need to activate your account to download the UCLouvain Proof of Registration for your Visa & mobility grant applications. This document is the sole official UCLouvain proof of registration; no need to get the original (students have to download this document themselves). Follow the procedure attached to download it.
Understand how to set up “MyUCL” and get more acquainted with it by watching this tutorial.
Most of the housing managed by the University and private owners are shared apartments. Students have an individual room but share common areas such as kitchen, living room and the sanitary installations (shower and toilets). Usually, each bedroom is equipped with a sink, bed, mattress, chair, table, cupboard and shelf space. The tenants must buy their bedding and cutlery themselves. Most shared apartments have between four and ten tenants.
Studios generally have one living room, including a kitchen area and a shower. Apartments have up to four rooms.
Living in a “kot” : “Kot” originally is a Dutch word meaning “junk room”. Nowadays, it is used in all parts of Belgium for student flats. It consists of single bedrooms with common areas i.e. kitchen, living room, bathroom(s) /shower(s) and toilet(s). A “kot” can be pre-booked in advance through the UCLouvain “Service des Logements” (UCLouvain Housing Service) or through real-estate agencies or private owners. It gives you the possibility to live with Belgian students in a shared apartment. A UCLouvain kot is usually less expensive than other housing solutions (check UCLouvain housing costs). Most of the rooms are on campus or in the neighborhood. Living in a kot means living with other students which helps the integration on campus. The cleaning service comes once a week and cleans all the surfaces of common rooms.
“Kot à projet” (KAP) : In a KAP you will share a common interest with your housemates and work on a project during your exchange period. All KAPs are supervised by the university. Those rooms must also be booked through the Service des Logements (UCLouvain housing service).
Private owners : You can find a list of them on the UCLouvain Housing Service website. If you wish to rent accommodation this way, you will have to contact the owner by phone or e-mail and come to an agreement with him/her directly.
Real Estate Agencies :
Other possibilities :
- Notre Maison
- Foyer Saint Paul
- Youth Hostels (Les Auberges de Jeunesse Belgium)
- Mozaïk Hostel
- Hotels in and around Louvain-la-Neuve (IBIS, Martin's, B-Lodge)
Book your accommodation with the UCLouvain Housing Service :
Please apply online. UCLouvain accommodation is limited and the reservations are made following the ‘first-come, first-served’ principle.
Note that the LSM International Office can only offer a limited support in your search for accommodation. For any question you have about your UCLouvain accommodation, the best is to check the UCLouvain Housing FAQ first and, if needed, contact the UCLouvain Housing Service by email at firstname.lastname@example.org
Make sure you arrive the Friday (day of the LSM International Welcome Day) before September 15th for the first semester, and on February 1st for the second semester. Upon arrival, you will need to sign the accommodation lease and get your keys.
Check the UCLouvain Housing Service opening hours.
When arriving in Belgium, you have the possibility to stay in the Kot Erasmus for a few days (approx. 3 days) in order to take the time to look intensively for a place to live. If you want to get a bed in the Kot Erasmus, you must go on their website to register online: http://koterasmus.be/. They offer temporary dorms to give you the time, when arriving in Belgium, to find your definitive accommodation.
Go to the UCLouvain Housing Service as soon as possible (and every day) upon your arrival. Some UCLouvain apartment buildings are released early in the semester. There are several reasons for this such as students canceling their arrival, finding another place to live or failing exams and/or dropping out.
Help upon arrival : ESN LLN can help you when you arrive in Belgium if you ask for it. If needed, they will accompany you until you find a place to stay. They will not search for you, but they will advise you on how to find a place. They are on Facebook and have a website (www.esnlln.org); but you can also send them an email at email@example.com.
If you wonder what the cost of living in Belgium is, please consult the UCLouvain page detailing a one-year living costs at UCLouvain.
After the nomination and registration period, you are encouraged to think about the courses that you will take at LSM. Students need to fill in a Learning Agreement, a study contract. Here are the 3 steps to fill in this learning agreement.
1) Choose your courses
You can find the LSM list of courses available to exchange students and more information here.
In regards to French language courses, you can follow up to 2 French language courses free of charge by semester (1 general & 1 complementary courses – max. 8 credits) if these are listed on your Learning Agreement. If you want to follow more courses (more credits), there is a tuition fee for additional courses. Be aware that lectures are mandatory and are given at a rhythm of 2 times 2 hours per week all through the semester. All the necessary information about language courses will be given by the ILV (Language Institute) during its Information Session given at the beginning of the semester.
The normal and recommended workload at LSM is 30 ECTS per semester, which represents 6 courses of 5 ECTS each. At LSM, this represents 1 track (3 courses) during the first part of the semester and 1 option (3 courses) during the second part of the semester. More information about tracks and options here.
2) Fill in the learning agreement
Your Learning Agreement must be completed and signed by both you and your home coordinator. Even if your initial proposal (first learning agreement) may change, it is essential that you send us a study programme before your arrival. It is up to you to discuss your course choice with your home academic advisor as your programme needs to fit your home institution requirements.
- It is your responsibility to check that you comply with the courses' prerequisites (available in the course descriptions)
- Attendance is compulsory. It is your responsibility to check that you do not have any overlaps.
3) Submit your learning agreement
- You can upload the Learning Agreement approved by your home University directly on the platform Mobility Online (using the template of your home university if this one exists).
- You can start the procedure via the Mobility Online platform to create your learning agreement and enter your courses (course by course) to issue your learning agreement with our template.
After your arrival in Belgium and during mobility, you will be able to adjust your programme during the first week of the semester using the Annex for changes to the original proposed study programme, the appendix to your Learning Agreement listing your initial courses choice. After the first week of class, no changes of your learning agreement will be accepted.