Incoming Erasmus Exchange Students

Incoming Erasmus Exchange Students

Some students from abroad are granted the status of “exchange student.” Most of these students take part in one of the European Commission’s educational programmes, such as Lifelong Learning Programme/ Erasmus . Others are visiting Leuven within the framework of a faculty level exchange agreement between their home university and K.U.Leuven. Exchange students remain enrolled at their home university while spending a few months to a full academic year at K.U.Leuven, free of charge.

Nowadays, the Faculty of Law – Criminological Sciences offers a Master Programme of Criminology taught in English. As a result, exchange students have access to the courses taught in English. Courses from the programmes taught in Dutch are open for Erasmus students if their knowledge of the Dutch language is sufficient.


Language Requirements

If a student’s Dutch language skills do not meet academic standards, he/she may experience difficulties in keeping up with classes taught in Dutch. If a student has doubts of whether his/her knowledge of Dutch is sufficient, it is strongly advised he/she take a Dutch Proficiency Test. These tests are managed by the ILT (Leuven Language Institute) and are given the third Mondays of September and January for a 60 Euro registration fee.

Students taking courses (and consequently exams) in English should have a proficient knowledge of English. Applicants are not required to demonstrate their proficiency in English explicitly, but please take notice that only students with a good command of English, both spoken and written, will have any chance of successfully completing their programme.

Dutch courses are available at the university.


How to apply as an Exchange Student at the K.U.Leuven?

K.U.Leuven only accepts exchange students within the framework of the official EU exchange programme, or as part of one of the many formally signed exchange agreements between K.U.Leuven and partner institutions abroad. If a student’s home university is not involved in an exchange agreement with K.U.Leuven in his/her field of study, he/she will not be accepted as an exchange student. It is important that one checks this first. Here applicants will find an overview of the universities with whom the K.U.Leuven Faculty of Law has bilateral agreements.

Seven Phases to go through

Applicants should not be intimidated by the paperwork accompanying the Erasmus Exchange procedure. The only thing one should do is to start well in advance. The application procedure is described in detail below. Although many steps are not within a student’s hands, it is good to have a clear overview of the formalities required when applying for an exchange programme.

  1. At K.U.Leuven, the application process for exchange students takes place at the faculty level. Therefore, one should always contact the K.U.Leuven faculty/department of his/her choice through the exchange programme coordinator of his/her home university. Students cannot apply themselves. Applications must go through the exchange programme coordinator of one’s home university.
  2. The home university will send a list of the candidates retrieved from their selection procedure to K.U.Leuven’s coordinator.
  3. If a student is admitted by his home faculty to take part in the Erasmus Exchange Programme, the K.U.Leuven Faculty of Law exchange programme coordinator will provide the necessary application forms and all the information  required, including details on courses and programmes.
  4. This form should be sent back to the K.U.Leuven Faculty of Law exchange programme coordinator by sending an e-mail to erasmus-incoming@law.kuleuven.be.
  5. Application forms will be sent off to the International Admissions & Mobility Unit. They will prepare the permits needed for access to the Catholic University of Leuven, and then send the permits back to the K.U.Leuven Faculty of Law exchange programme coordinator. This process can take several weeks.
  6. Once the study permits are delivered by the K.U.Leuven Faculty of Law exchange programme coordinator, applicants will receive a letter of admission (by mail to one’s personal address), allowing them to register as an exchange student. Please do not lose this paper! The brochure 'Living in Leuven', a town map and information concerning orientation days for international students, will be sent as well.
  7. Once the programme has been accepted by an applicant’s faculty and he/she is allowed to start studying at the K.U. Leuven as an exchange student (or Erasmus student), he will receive an ECTS brochure. This brochure provides information about the Catholic University of Leuven-Faculty of Law and the learning agreement for EU-exchange students.

Application Forms

Applicants can download the application form and send it by e-mail to erasmus-incoming@law.kuleuven.be. Once the Leuven faculty of Law has accepted a student as an exchange student, he/she will receive a letter of admission (by mail to his personal address), allowing him/her to register as an exchange student. Please do not lose this paper!!! The brochure Living in Leuven, a town map and information regarding  orientation days for international students, will be sent as well.

Deadline

The deadline to register for courses is October 6 for the first semester and February 24 for the second semester. In Belgium, deadlines are very strict.

General information concerning admission


Housing and Accommodation

Before arriving at Leuven

All exchange students are advised to arrive well before the first day of classes in order to arrange their housing. Students studying in Leuven during the first semester or for the full academic year are recommended to arrive at least two to three weeks in advance (or to visit Leuven some time in August and secure a room then). The week before the start of the academic year is the most difficult time to find both temporary and permanent accommodations.  Because of the wide variety in price, comfort and space among private rental accommodations, we strongly discourage students from organising housing from abroad without having personally viewed some rental units.

International students, meanwhile, are recommended to move into a temporary guestroom first and arrange permanent accommodations afterwards.  The rent of an average student room with a shared kitchen and bathroom ranges from 200 to 250 Euros monthly.  Although rooms are fully furnished, blankets, sheets and pillows are not provided.

A second reminder: The week before the start of the academic year is the most difficult time to find both temporary and permanent accommodation. If it is feasible, we advise students to come sooner!

Overview of housing possibilities and services
Exchange students are referred to the private sector for permanent accommodations since they are not eligible for a place in a subsidized university residence. For assistance, information, and suitable addresses, exchange students are welcome to visit the International Housing Service, which is located at Naamsestraat 80 (also called Van Dale College). It is important to make and confirm an appointment!
  • Remember, different offices have different working hours on different days of the week; do not just "show up" anytime (even between 9 a.m. and 5 p.m.) and expect to find people there.
  • It is best to make an appointment or at least go to their website and find their working hours.
  • To reach this office, one can either take a taxi, or get on the number '2' bus and get off after 4 stops. This is the Van Dale College. Go inside and turn right; one will find the International Housing office.  
Difference between being an exchange student for one semester and one year
  • Exchange students staying for only one semester will find it difficult to negotiate with landlords, as they are seldom prepared to sign a rental contract for less than 10 months. Upon arrival in Leuven, however, these students will receive a list of rooms being sublet by Belgian students who are  studying abroad themselves for one semester. The list of exchange rooms for the first semester is available from the beginning of July onwards, and for the second semester from the beginning of December. It is not possible to apply for these lists from abroad.
  • Exchange students staying for the entire academic year will be referred to the database of privately rented student housing.
    Those staying for the full academic year may consult our online database of private student rooms and apartments called KOTWIJS. Use the Housing Notification Form.
Upon arrival in Leuven

Students who had no time to arrange a permanent stay yet: Please go straight to the International Housing Service at Naamsestraat 80. The staff will provide information about available guestrooms (prices between 15 and 25 Euros per night) and can assist in finding permanent accommodations.

Registration procedure

One of the first things to do as an Erasmus Exchange student of Criminology is to go to (1) the Erasmus Office of the Faculty of Law, and (2) the Registrar's Office. Within 8 days of arrival, students have to register at the Foreigner’s Office (in Dutch: Dienst “bevolking”) at the Leuven City Hall. Again, please be aware of opening hours.

  1. REGISTRATION at the Erasmus-office of the Faculty of Law

    2. Erasmus Office

    Emmy Pollenus, Erasmus Office
    Catholic University of Leuven
    Faculty of Law
    Erasmus Coordination Office – Box 3413
    Tiensestraat 41
    B-3000 Leuven
    Tel. 0032 16 32.52.09
    e-mail : erasmus-incoming@law.kuleuven.be
    Hours : 10 a.m. – 12 a.m. (Monday, Teusday and Thursday).

     

     

     

     

     

     


     

    The deadline to register for courses is October 6 for the first semester and February 24 for the second semester. One of the following documents must be submitted by that time:

    • A copy of the (provisional) Learning Agreement;
    • An e-mail message listing the courses you would like to take;
    • A list with corrections if the initial Learning Agreement has been modified.

    Once the choice is definitive, students are requested to come to the Erasmus Office to sign the Final Learning Agreements. This is mandatory and has to be done in person during opening hours on the 27th, 28th or 30th of October. Please be aware that deadlines must be adhered to!

    General notices as well as further information about courses and exam schedules will be advertised via an electronic valve system, the Toledo platform. Toledo is the instrument for Internet-based communication among students and between students and tutors. Further information about gaining access to this platform will be announced later.

    Be aware that:

    All students have to be in Leuven before the beginning of the semester. 
    All students have to respect the deadlines for registration, appointments, etc.
    All students have to attend the classes they have chosen.
    All students have to be in time for classes: 11.00 h is not 11.05 h!
    All students should pass by the Erasmus-notice board two times a week. The notice board is in the old building on the first floor.

  2. REGISTRATION at the Registrar’s Office (in Dutch: Studentenadministratie)

    3. Registrar’s Office

    University hall
    Naamsestraat 22
    B-3000 Leuven
    Tel. : 016/32 40 40
    e-mail: sa@kuleuven.be
    Hours: 18 August to 3 October: 9 a.m. to 5 p.m. As of 6 October: 9 a.m. to 12.30 a.m., closed in the afternoon

     

     

     

     

     

     

     


    Although exchange students remain enrolled at their home university during their study period abroad, they still need to register as an exchange student at the K.U. Leuven. Therefore, it is absolutely essential that after arrival in Leuven one goes to the Registrar's Office (to the Exchange Student’s Desk) in order to get registered and receive a student card. This card is generally considered to be the proof that a person is recognised by academic authorities as a K.U.Leuven student. It may be needed when taking exams, going to the library, attending a university restaurant, etc.

    In order to receive a student card, please have:

    • EEA students (including Iceland , Norway , Switzerland )
          • An Identity card or passport;
          • A proof of solvency or proof of scholarship;
          • The official forms that prove affiliation with a health insurance company in one’s home country;
          • Proof that one is registered as a student at his/her home university; and
          • The “permission to register as an Erasmus or exchange student.”
    • Non-EEA students
          • A passport, with “Authorisation for provisional sojourn” (student visa) if required;
          • For those who do not require a student visa: a proof of solvency or proof of scholarship;
          • Proof that one is registered as a student at his/her home university;and
          • The “permission to register as an Erasmus or exchange student.”
  3. REGISTRATION at the Foreigners Office

    4. The Foreigners Office

    Professor Van Overstraetenplein 1
    3000 Leuven
    tel: 016 27 20 00
    fax.: 016 27 29 55

    Look on the map


    Hours: Mondays to Fridays from 9 a.m. to 4.30 p.m.,
    Thursdays from 12 a.m. to 8 p.m.

     

     

     

     

     

     

     



    Whether or not students have managed to find permanent accommodations, they have to go to the Foreigners Office hall within 8 days of arrival. Do not forget to bring the documents mentioned below. Go there as early as possible. Once inside, take a ticket, and sit down. They will make copies of the documents, create a file, and explain what further steps need to be taken.

  • As an exchange student, please have the following documents ready:
      • An identity card or passport;
      • A certificate of one’s Erasmus grant or a proof of solvency (which can be obtained at the Aliens’ Registration Office if no grant was received);
      • 4 passport photographs;
      • A proof of registration at K.U.Leuven.
      • A European Health Insurance card (replacing the official form E-111)

All changes of address during one’s stay in Leuven must be reported within 8 days to the Foreigners Office at the City Hall. Students are also required to inform the register’s Office of the K.U.Leuven, the faculty coordinator, the health insurance company and other relevant offices of any change of address. At the end of a student’s stay in Leuven, the Foreigners Office should be notified that he/she is leaving and hand in his/her residence permit.