Outgoing Exchange 2020-2021Pre-Departure Info

Group T Leuven Campus

Zhibin Sun

Contents

• Departure Conditions

• Before Departure

• During Study Abroad

• After Return & Useful Info

Departure Conditions

You are selected, but things may still change:

Before July: If you can’t find suitable courses at guest university or you decide to

withdraw due to personal reasons - > Always inform me by email asap!

July: If you pass all courses, you can go on exchange without any further discussion.

Or

If you have a few re-take exams, you can only leave in September if you discuss

with the exchange coordinator under the following regulations:

the student can take at least 20 credits abroad and

the failed course he/she has to retake must not be exchanged at guest university

the student does not have more than two courses which he did not pass (after using

tolerance credits)

the student who takes his/her master’s thesis in the exchange program cannot take any

courses from the bachelor or the bridging program in its curriculum.

Advantages as an Exchange Student

• No registration/tuition fee at guest university but at KU

Leuven (doesn’t matter if you have a scholarship or not)!

• Flemish scholarship (Vlaamse studiebeurzen en toelagen)

remains

• KU Leuven insurance continues

• You still receive KU Leuven diploma but with added value of

your exchange results in the diploma supplement

• Most often you will receive grants4

Erasmus+ Grants

EU-programme 2020 – 2021

• Group 1 countries: 335 euro/month

• Group 2 countries: 285 euro/month

• Group 3 countries: 235 euro/month

• 100 euro/month extra for students with Flemish study grant

Group 1: FR, IT, UK, AT, FI, SE, DK, IE, NO, LI, CH

Group 2: ES, DE, TR, NL, BE, CZ, PT, GR, SI, HR, LU, CY, IS

Group 3: PL, RO, HU, LT, SK, BG, LV, EE, MT

*No extra application is needed for Erasmus scholarship!

Before Departure

For Erasmus exchange, “Instructies voor Erasmusstudenten”:

https://www.kuleuven.be/english/admissions/outgoing/instructies-erasmus

1. Check your offer in KU Loket

Another idea? Contact me as soon as possible!

2. Nominations will be sent to guest universities by our faculty (Apr/Oct)

3. Apply at guest universities before deadlines (e.g. 15 April for SEM 1)!

a) Learning Agreement See next slide

b) Transcript of records (results) KU Loket (Attest)

c) English certificate Campus International Office

d) Insurance Attest Download from KU Loket

e) Confirmation of Erasmus status Same document as above

Learning Agreement

I. Discuss with your department exchange coordinator:

o EM: Leonard Pastrav

o EA: Koen Pelsmaekers

o CH & BIO: Stijn De Jonge

II. Start with Internal Group T LA & signed by department exchange

coordinator;

(*If Erasmus, then also need to fill out the Official LA)

III. Contact Prof. Sabine Vercruysse (GT 02.8.06.2) for the final signature

(& briefing);

IV. Send a copy of both documents to CIO (Zhibin)

LA examples from previous years can be asked at CIO!

Insurance

• Check yourself before leaving! (Vaccinations…)

• KU Leuven insurance applies only to physical damage during the study

activities that are part of your study abroad

• Extra travel insurance from KU Leuven (1,13 euro/dag)

• Ask for medical card from your insurance company

Before Departure (continue)4. Receive admission letter & instructions from guest universities

5. Book / look for guest accommodation (don’t pay)

6. Pass the exams in June/September

7. A confirmation email from CIO that you can leave or not.

8. Book flight / train ticket

9. Buy extra insurance if necessary

10. Receive an email from outgoingmobility@kuleuven.be with the link to

do the online language test (no pass or fail)

11. Receive the grant contract by email; print, sign and scan it back via

email + upload a copy to KU Loket

12. First payment 70% of scholarship on your bank account

13. Re-register for next academic year at KU Loket!

Infosession “safety, health and paperwork”

• Online Session (1 hour) for students travelling outside Europe

• Topics: passport and visa, insurances, health, vaccinations, safety tips,

theft prevention, emergency situations, information for those who stay

at home

• The information in English can be consulted here.

• Dutch-speaking students can consult the online session here.

Intercultural Preparation

• Intercultural preparation (1 day) for students travelling to a developing country

• Topics: intercultural communication, living and working in the South,

communicating your experiences,…

• Please make sure to register in advance for a session in Dutch

• Session in English (for international students):

When Where Time Language

Saturday April 4 Leuven 9:30 till 16:30 English

Saturday May 2 Leuven 9:30 till 16:30 English

AWESOMENESSApply for a passport for some

During Study Abroad Period

a) Register with your admission letter at guest university

b) Update your address and telephone number in KU Loket

c) Change of your LA always discuss with your department

exchange coordinator (put Zhibin & Sabine in CC)!

d) (*If Erasmus, ask the guest university to sign the official LA)

e) Set your ISP in order before the deadline in October/February!

Tick Group T courses you are going to exchange

Click on the airplane so it becomes blue (becomes green after approval)

Tick also Group T courses you are going to study by yourself

Tick other courses you are going to study after return & choose a group!

If you have to retake certain subcourse (OLA), arrange with the professor before

departure!

During Study Abroad Period (continue)

f) Inform us about any accidents abroad!

g) Register exams if you have to take them in January/June

f) Contact exam ombuds so they can reschedule your exam

g) Make sure your personal exam schedule is correct

h) Get ‘Confirmation of Stay’ (not Confirmation of Arrival) signed by

guest university and send it to outgoingmobility@kuleuven.be

i) Inform guest university to send your transcript to us:

f) by email to zhibin.sun@kuleuven.be

Or

g) by sending the paper version by post to Group T

After Return

i. Take exams at Group T if there are

ii. Receive an email to do a survey and the second language test

iii. “Confirmation of Stay”-> outgoingmobility@kuleuven.be

iv. Second payment 30% of scholarship on your account

v. Remind the guest university to send your transcript

vi. The grades will be transferred according to:

iiw.kuleuven.be/studenten/buitenland/omzetting-van-studieresultaten-uit-het-buitenland

vii. In case you fail some courses:

1) Try to go back and take the 2nd try exams at guest university;

2) Or take the equivalent course (according to the Internal LA) at Group T;

3) Or arrange a remote exam with the permission from guest university

viii. Share your stories with us

Useful Info

• Who else is going with you?

• Contact our outgoing students this academic year

• Contact incoming international students in our campus this semester

• Useful information about studying abroad:

www.iiw.kuleuven.be/studenten/buitenland

www.kuleuven.be/internationaal/studenten/studereninhetbuitenland/

www.flandersknowledgearea.be/nl/projecten/studeer-in-het-buitenland/

Veel Succes!