Registration procedure

1. Admission

The admission of exchange students is done through the faculty. Once informed of the student’s nomination by the partner institution, the faculty directs the student to the webpages of the Housing Service dedicated to exchange student and sends all the necessary documents for completing their admission and registration file:

As a mobility student, your home institution will inform your host faculty at UCLouvain of your nomination for mobility. Your host faculty will then contact you to send various documents to be signed in order to complete your admission and registration file, as well as other practical information to help you prepare for your arrival.

Your complete file must include the following documents:

• The admission and registration request form 
• The “privacy policy” document, signed

The student must return the following documents to the faculty by no later than 31st May (first semester) or 30th November (second semester): 

• The completed and signed admission and registration request form
• The transcript of previous year 
• The learning agreement 
• A photocopy of the ID or passport 
• The signed “Privacy Policy” document

The faculty forwards the file to the university’s Registration Service. Exchange students are exempt from paying tuition fees. 

2. Registration

As soon as their file has been processed by the Registration Office, the student receives an email to their personal address indicating the procedure to follow to activate your global account. This allows them to have access to their virtual office and other features offered to registered students.

Once their virtual office is activated, the student receives a new email explaining how to add a photo to their file for the creation of their access and student cards.

Citizens from outside the European Union (except Iceland, Liechtenstein, Monaco, Norway and Switzerland) and not assimilated, i.e. requiring a visa, will be able to use the registration certificate that they will find on their virtual office to obtain their student visa (Schengen D). Failing this, students welcomed at UCLouvain in the first semester (from September to January), will receive a letter from the Registration Office confirming their registration authorisation, which allow them to obtain their visa.

3. Welcome at UCLouvain

Upon arrival at UCLouvain, students go to their host faculty to receive their access and student cards in exchange for presenting their European health insurance car or health insurance certificate and, for non-EU citizens (except Iceland, Liechtenstein, Monaco, Norway and Switzerland), their Schengen D visa.

4. Return to your home university 

At the end of their stay at UCLouvain, an ECTS transcript is established with a view to transferring the ECTS credits obtained at UCLouvain to their home university.