Welcome international students! Thank you for choosing UCLouvain.
Coming to Belgium and UCLouvain is certainly a challenge this year, but we will keep you as informed as possible in order to ensure your smooth arrival. Additional information concerning your programme will come directly from your faculty. Rest assured that UCLouvain is by your side.
Please note: the paragraphs "Your arrival in Belgium", "Screening and quarantine", "Accommodation", "Municipal Registration", "Mutual Health Insurance" and "Banks" also concern international researchers arriving at the UCLouvain.
Your arrival in Belgium
Effective 1 August 2020, all individuals arriving in or returning to Belgium are required to complete the « Public Health Passenger Locator Form » within the 48 hours prior to their arrival.
Additional regulations apply depending on the country from which you departed. The Belgian government uses a colour code in which countries range from green to red, thus indicating any action you need to take upon arrival in Belgium. Check the updated colour coded list of countries on the Belgian Foreign Affairs website (scroll down to ‘You are returning from…’).
Your arrival at UCLouvain
In order to receive you as efficiently as possible, we need to have some information about your arrival. Please complete this arrival form à l’UCLouvain. Thank you!
As it may be difficult for you to open a bank account quickly, we strongly recommend that you bring cash in euros to cover your initial settling-in costs.
Screening and quarantine
Watch the health team welcome video.
All students and researchers who come to UCLouvain must comply with Belgian rules and regulations. Whatever your situation, it is important to follow travel advice and respect hygiene and distancing rules.
- Case 1 : You are from an EU country or a zone indicated as green. . You are not subject to screening or quarantine.
- Case 2 : You are from an EU country or a zone indicated as orange.. You are asked to undergo screening and quarantine (14 days). This is not an obligation, but a strong recommendation.
- Case 3 : You are from a non-EU country or a red zone. . When you arrive in Belgium (September 2020), you must be screened for COVID-19 and quarantine for 14 days (even if you test negative).
Screening (to be completed as soon as possible after you arrive) takes place as follows:
- Louvain-la-Neuve students: Clinique Saint-Pierre Ottignies, screening centre walk-in service open daily 2 pm to 6 pm.
- Brussels-Woluwe and Brussels-Saint-Gilles (LOCI) students: Cliniques universitaires Saint-Luc, at the screening centre next to the emergency department, by appointment on this site www.qualite-saintluc.be)(french only).
- Mons students: : CHU Ambroise Paré (www.hap.be)
- Tournai students : Hôpital CHWAPI, Rue des Sports
Procedure: To be able to get to the hospital for the COVID test, you need a provisional national registry number and a test prescription (Eform).
If you have completed the Public Health Passenger Locator Form, have a Belgian phone number and have a Belgian national register number (on your residence permit), you will receive an SMS with a 16-character CPC code and the QR code. Take these codes to your screening site (they act as Eform).
If you have not received this SMS (no Belgian number, ...) and / or you do not have a national register number, upon your arrival, please complete the form via this link and we will send you this number and document as soon as possible.
While waiting for the document for the test, the instruction is therefore to respect the 14-day quarantine upon your arrival in Belgium. Do not hesitate to contact the university's health team via the email address firstname.lastname@example.org. Health professionals will provide you with information on the procedures to follow and provide you with the documents required for screening.
During the quarantine period:
- Leaving quarantine is authorised only for the following essential needs and on the conditions of wearing a cloth mask and respecting 1.5 m distancing: urgent medical care, purchasing basic necessities (food and medicine), or urgent legal/financial issues.
- It is forbidden to work or attend class.
- Visiting persons outside your accommodation is not authorised. Avoid contact with other persons. Maintain 1.5 m distancing.
- Avoid using public transport. Take a taxi from the airport.
For students subject to quarantine, university restaurants offer at Louvain-la-Neuve and Brussels Woluwe home meal delivery (three meals, including breakfast, for € 9.80 per day) via its UFresh service.
Most of the procedures related to university enrolment, mutual health insurance, and municipal registration can be initiated online. In-person visits must await the end of quarantine.
If you experience symptoms (fever, dry cough, fatigue), isolate yourself and call a doctor or email your phone number to email@example.com to receive a return call with medical advice.
In light of the above requirements, we strongly recommend that you secure permanent accommodation prior to arrival or ensure that you have a place to stay during the mandatory quarantine period (14 days). This is compulsory for all persons subject to case 3.
You can search for accommodation using the the Logistics and Student Accommodation Service (LOGE) website. Check also the "Alternatives to UCLouvain accommodation" webpage.
For accommodation questions, do not hesitate to contact the Logistics and Student Accommodation Service (LOGE) on your campus. As UCLouvain housing stock is practically full, we very likely do not have a solution to offer students who have not found accommodation before their arrival.
If you are from a non-EU country, you are required to present previously requested documents to the Enrolment Office (SIC) in order to finalise your enrolment. This of course cannot happen while you are in quarantine. The Enrolment Office will send you an email containing an online form which will allow you to make a post-quarantine individual appointment. Due to the COVID outbreak, the deadline for finalising your enrolment has been extended to October 30 (instead of September 30).
Exchange students (regardless of nationality) do not have to go to the Enrolment Office but rather directly to their host faculty.
For the Louvain-la-Neuve campus, a ‘Special COVID’ procedure has been implemented in collaboration with Louvain-la-Neuve municipal authorities for all international students. You can prepare your documents and email them to firstname.lastname@example.org. Actual registration will take place by appointment at the municipality (‘la commune’) after your quarantine.
Scanned attachments to your email must include: passport and visa for non-EU, passport or national identification card for EU students; completed municipality registration form ; accommodation lease. Non-EU students must attach proof of funding for tuition and health care coverage valid on Belgian territory. Exchange students must attach their enrolment authorisation. All students must bring two passport photos and €10 to their appointment at the municipality.
For the Brussels-Woluwe campus, make an appointment on the Woluwe-Saint-Lambert municipal administration website (French only).
For the Mons campus, follow the instructions sent by the Administrative Support Department for Faculties and Institutes (SAFI).
For the Tournai campus, follow the instructions sent by the LOCI secretariat.
For the Brussels-Saint-Gilles campus, consult the Saint-Gilles municipal administration website. You can make an appointment with the Civil Status, Population and Foreigners Department (‘Etat civil, Population et Etrangers’) via the Irisbox platform (under ‘Services’, click ‘Appointments’; under ‘Administration’, click ‘A.C. Saint-Gilles’; under ‘Department’, click ‘ETRANGERS’; under ‘Procedure’).
Mutual health insurance
If you are an EU citizen, you are not required to subscribe to a mutual health insurance agency if you present proof of coverage from your home country.
If you benefit from a scholarship whose funding body provides partial coverage, you are encouraged to register with a mutual health insurance agency, but this is not an obligation.
If you are not an EU citizen, you are required to register with a mutual health insurance agency.
Most mutual health insurance agencies offer online registration. Register with a health insurance agency.
You can make an appointment online to open a bank account. See our Banks/Payments page.
Your faculty will send you information regarding your course.
Please be advised that the yellow sanitary code currently in effect for this academic year means that only every other seat in auditoriums can be occupied. Activities in rooms and laboratories intended for experimental work are authorised subject to compliance with sanitary rules.
Auditoriums are equipped to film lectures, thus many courses can also be attended remotely.
You will not be penalised if owing to quarantine you cannot attend a class.
International reception and welcome activities
In Louvain-la-Neuve and Brussels-Woluwe, international students will be personally welcomed by UCLouvain students, who will help you take your first steps. More information.
UCLouvain offers three welcome activities to inform and familiarise you with student life. These events will take place on the Louvain-la-Neuve campus.
- International Students Day, 11/9 (including a COVID-19 information stand): If you are required to quarantine, you can view the recorded event at the above link beginning 12 September.
- Welcome Week, 9-11/9 : Registration required via the link (in French only), both Belgian and international students are welcome (online video available 12 September).
- Warm-up Week, 14-19/9: Faculties host activities to help new students familiarise themselves with the university environment. More information (French only).
The official start of the academic year is 14 September. A ceremony will take place in front of a small audience and be broadcast live on various UCLouvain platforms (Facebook, YouTube and LinkedIn).